Replacement of Hot Water Heaters Project

The West Virginia Division of Corrections and Rehabilitation issued Agency Request for Quotation (ARFQ) 0608 DCR2300000082 for the Replacement of Hot Water Heaters Project at Tygart Valley Regional Jail and Correctional Facility in Belington, West Virginia, located in Barbour County. The procurement involves the complete removal and replacement of two existing natural gas-fired hot water heaters with new units meeting specific performance requirements: 300-gallon storage capacity, 600,000 Btu/h input rating, and 750-gallon recovery rate. Project scope includes installation of new expansion tanks (one per heater), replacement of copper piping and shutoff valves in cold and hot water lines, installation of new pressure relief valves, removal and disposal of existing equipment, and reconnection of existing exhaust ductwork and fresh air intake. A mandatory pre-bid meeting was held on September 26, 2022, at 10:00 AM EST at the facility, with questions due by September 30, 2022, at 2:00 PM EST, and sealed bids due by October 7, 2022, at 1:30 PM EST. The contract is fixed-period with a 90-calendar-day completion deadline from the Notice to Proceed, with work limited to Monday through Friday from 8:00 AM to 4:00 PM, requiring advance facility approval for any water service outages with minimum 48-hour notice. Bidders must submit a lump-sum total bid amount and provide a 5 percent bid bond, with the successful vendor required to furnish 100 percent performance and labor/material payment bonds prior to contract award, along with proof of a valid West Virginia Contractors License and Commercial General Liability Insurance of $1,000,000 per occurrence naming the State as additional insured.

The solicitation does not specify set-aside designations or restrictions limiting participation to particular organization types or disadvantaged enterprises based on available documentation. All contractor and subcontractor employees must comply with strict facility security protocols, including background checks, completion of security forms (NCIC Security Background Check Information, Certificate of Understanding, and Prison Rape Elimination Act acknowledgment forms), tool inventories, and vehicle searches before commencing work. The contract requires a one-year warranty on all work including parts and labor, along with manufacturer warranties of 25 years on storage tanks and 10 years on heat exchangers. Contractors must provide detailed submittals including product data, shop drawings, and field test reports, and attend pre-construction and progress meetings. Retainage of 10 percent applies to all pay applications, with 50 percent of retainage billable at substantial completion and the remainder at final completion. The solicitation documentation does not specify a pre-established unit price or total bid amount, indicating that vendors are expected to provide competitive pricing; interested vendors should direct inquiries to Philip K. Farley, the buyer, at (304) 558-2036 or philip.k.farley@wv.gov.