Wheeling Access Control System

The West Virginia Department of Environmental Protection seeks to procure a direct award upgrade to the Wheeling Office Access Control System to achieve Windows 11 compatibility through a sole source purchase. This procurement, issued by the West Virginia Purchasing Division on September 9, 2025, with proposals due by September 16, 2025 at 10:30 a.m., requires delivery of specific hardware components including one PW-Series Remote Enclosure with integrated 100V transformer, power supply, and battery; one PW7K Intelligent A.C. unit featuring two readers with eight inputs/four outputs and full OSDP support; and two iClass SE R40 Contactless Smart Card Readers with wall switch and multiclass access control capabilities. The procurement is structured as a delegated procurement between $5,000.01 and $50,000, requiring a public notice period of no less than 10 business days. The key objective is to maintain compatibility with the existing Honeywell Prowatch software while upgrading the system to support Windows 11 operations, with contract completion required by October 1, 2025. Equipment delivery is designated for the Environmental Enforcement office at 131A Peninsula Street, Wheeling, West Virginia 26003, with bid submission directed to the Environmental Protection Office of Administration at 601 57th Street SE, Charleston, West Virginia 25304. The procurement was justified as sole source because Honeywell Prowatch is the only available software provider and replacement hardware must maintain compatibility with this existing system, with no other vendor able or willing to complete the replacement without causing detriment to the spending unit.

This direct award procurement has been identified with New Tech Systems as the apparent successful vendor, with Shelly Trippett serving as the Branch Manager contact at 69 East Beau Street, Suite 103, Washington, Pennsylvania 15301 (telephone: 412-564-5627, extension 503; email: strippett@newtech-sys.com), indicating no competitive bidding process will occur. The procurement specifically limits any potential competing vendor to providing hardware compatible with Honeywell Prowatch software, effectively restricting the universe of capable vendors. The successful vendor must furnish proof of Commercial General Liability Insurance and Automobile Liability Insurance, each in the amount of $1,000,000.00 per occurrence, prior to contract award and maintain such coverage throughout the contract term. Pricing for this contract is firm for the life of the agreement and must be invoiced at the lower of the contract price or any publicly advertised sale price, with the total contract price documented at $5,019.34 as reflected in the vendor quote. The contract requires payment by electronic funds transfer or P-card upon receipt of a proper invoice and goods delivery, with the vendor responsible for all applicable sales, use, and personal property taxes. The State reserves the right to cancel the contract immediately if materials or workmanship do not conform to specifications or upon 30 days' written notice for any reason, with the contract contingent upon legislative appropriation of funds. Procurement inquiries should be directed to April D. O'Dell at (304) 414-1145 or april.d.odell@wv.gov.