2 ARFQ_0803_DOT2600000026.pdf

Date Printed: Oct 15, 2025 Page:1 FORM ID: WV-PRC-ARFQ-002 2020/05

State of West Virginia Agency Request for Quote

Proc Folder: 1770802 Reason for Modification:

Doc Description: ADDENDUM 2: Installation of HVAC System at Mercer Co. HDQs Addendum 2

Proc Type: Agency Purchase Order

Date Issued Solicitation Closes Solicitation No Version

2025-10-15 2025-10-23 10:30 ARFQ 0803 DOT2600000026 3

BID RECEIVING LOCATION

PROCUREMENT DIVISION

DIVISION OF HIGHWAYS

BLDG 6 RM 340A

1900 KANAWHA BLVD E

CHARLESTON WV 25305

US

VENDOR

Vendor Customer Code:

Vendor Name :

Address :

Street :

City :

State : Country : Zip :

Principal Contact :

Vendor Contact Phone: Extension:

FOR INFORMATION CONTACT THE BUYER

Kristine E James 304-558-0408 kristy.e.james@wv.gov

Vendor Signature X FEIN# DATE All offers subject to all terms and conditions contained in this solicitation

Date Printed: Oct 15, 2025 Page:2 FORM ID: WV-PRC-ARFQ-002 2020/05

ADDITIONAL INFORMATION

Addendum 2 is issued for the following reasons:

1. Modify Specifications

2. Attach Vendor Questions and Responses

No other changes.

INVOICE TO SHIP TO

DIVISION OF HIGHWAYS DIVISION OF HIGHWAYS

DISTRICT TEN MERCER COUNTY

HEADQUARTERS

270 HARDWOOD LN NEW HOPE RD

PRINCETON WV PRINCETON WV

US US

Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 1 HVAC Purchase & Installation

Comm Code Manufacturer Specification Model # 72151206

Extended Description:

HVAC Purchase & Installation

SCHEDULE OF EVENTS

Line Event Event Date

1 TECH QUEST AT 10AM 2025-10-15

2 PRE BID MEETING AT 9AM ET 2025-10-08

Document Phase Document Description Page

DOT2600000026 Draft ADDENDUM 2: Installation of HVAC System at Mercer Co. HDQs

Revised 6/8/2012

SOLICITATION NUMBER: [Insert RFQ, RFP No.] Addendum Number: [Insert Number]

The purpose of this addendum is to modify the solicitation identified as [insert RFQ, RFP No.] (“Solicitation”) to reflect the change(s) identified and described below.

Applicable Addendum Category:

[ ] Modify bid opening date and time

[ ] Modify specifications of product or service being sought

[ ] Attachment of vendor questions and responses

[ ] Attachment of pre-bid sign-in sheet

[ ] Correction of error

[ ] Other

Description of Modification to Solicitation:

Additional Documentation: Documentation related to this Addendum (if any) has been included herewith as Attachment A and is specifically incorporated herein by reference.

Terms and Conditions:

1. All provisions of the Solicitation and other addenda not modified herein shall remain in full force and effect.

2. Vendor should acknowledge receipt of all addenda issued for this Solicitation by completing an Addendum Acknowledgment, a copy of which is included herewith.

Failure to acknowledge addenda may result in bid disqualification. The addendum acknowledgement should be submitted with the bid to expedite document processing.

Revised 6/8/2012

ATTACHMENT A

Revised 11/1/2022

ADDENDUM ACKNOWLEDGEMENT FORM

SOLICITATION NO.:

Instructions: Please acknowledge receipt of all addenda issued with this solicitation by completing this addendum acknowledgment form. Check the box next to each addendum received and sign below. Failure to acknowledge addenda may result in bid disqualification.

Acknowledgment: I hereby acknowledge receipt of the following addenda and have made the necessary revisions to my proposal, plans and/or specification, etc.

Addendum Numbers Received:

(Check the box next to each addendum received)

[ ] Addendum No. 1 [ ] Addendum No. 6 [ ] Addendum No. 2 [ ] Addendum No. 7 [ ] Addendum No. 3 [ ] Addendum No. 8 [ ] Addendum No. 4 [ ] Addendum No. 9 [ ] Addendum No. 5 [ ] Addendum No. 10

I understand that failure to confirm the receipt of addenda may be cause for rejection of this bid.

I further understand that any verbal representation made or assumed to be made during any oral discussion held between Vendor’s representatives and any state personnel is not binding. Only the information issued in writing and added to the specifications by an official addendum is binding.

Company

Authorized Signature

Date

NOTE: This addendum acknowledgement should be submitted with the bid to expedite document processing.

TECHNICAL QUESTIONS FOR

ARFQ DOT 2600000026 Installation of HVAC System at Mercer Co. HDQs

1. Question: Do you want HVAC contractor to provide (2) new curbs and (2) new Pitch pans? In my opinion, this would make a better job with the new roof.

Response: Yes, D10 wants the HVAC contractor to provide (2) new curbs and (2) new pitch pans. This will be installed prior to our new roof being installed. The work will be performed by the HVAC Contractor

2. Question: Will this contract need to have a roofing installation cost added for the 2 new curbs and 2 pitch pans?

Response: Installation will be the HVAC contractor’s responsibility. See previous answer.

3. Question: Will the contractor be responsible to run new gas piping to smaller RTU?

Response: No, WV DOH will run the new gas piping to smaller RTU.

Please refer to EXHIBIT B – PROJECT PLANS for questions 4 – 9

4. Refer to 1.1. Unit to be installed must be a minimum (7.5) ton 14 IEER or greater heat pump. This unit will be gas-fired.

Question: You describe “unit” as a heat pump with gas heat. Is this a typo? Should it read, “Gas Package / AC RTU”?

Response: Yes, it should read “Gas Package / AC RTU”. Specifications revised.

5. Refer to 1.2. New Thermostats and catch pan under the A-coil is to be included.

Question: You are asking for a catch pan under A-Coil. There is no A-coil in an RTU. The RTU has an evaporator dx coil with a factory drain pan.

Do you want the A-coil or does the Specifications need to be updated?

Response: Specifications revised. No A-Coil will be required. New thermostats are to be included.

6. Refer to Note 1.4. New curb adapter will be necessary for this unit

Question: Will a new curb be used in lieu of an adapter curb?

Response: Yes, a new curb is to be installed in lieu of an adapter curb. Specifications revised.

7. Refer to 2.1. Unit to be installed must be a minimum (3) ton 14 SEER or greater heat pump. This unit will be gas-fired

Question: You describe “unit” as a heat pump with gas heat. Is this a typo? Should it read, “Gas Package / AC RTU”?

Response: Yes, it should read “Gas Package / AC RTU”. Specifications revised.

8. Refer to 2.2. New Thermostats and catch pan under the A-coil is to be included.

Question: You are asking for a catch pan under A-Coil. There is no A-coil in an RTU. The RTU has an evaporator dx coil with a factory drain pan.

Do you want the A-coil or does the Specifications need to be updated?

Response: Specifications revised. No A-Coil will be required. New thermostats are to be included.

9. Refer to 2.4. New curb adapter will be necessary for this unit

Question: Will a new curb be used in lieu of an adapter curb?

Response: Yes, a new curb is to be installed in lieu of an adapter curb. Specifications revised

10. Question: It was decided at the Prebid that the existing small horizontal ducted RTU be converted to a downflow RTU on a new curb. Please confirm that this change has been made.

Response: Yes, it will be a downflow RTU on a new curb. Specifications revised.

11. Question: Are you wanting new electrical disconnects?

Response: Yes, we want new electrical disconnects

12. Question: If units are replaced during winter months , can the customer be responsible for temporary heat?

Response: Yes, WV DOH will be responsible for temporary heat.

13. Question: Pre-bid meeting discussion stated that a new building roof is planned. Will a new roof be installed prior to this project?

Response: No, the HVAC will be installed prior to the roof installation.

14. Question: Existing gas lines run through existing curb. Does the existing gas lines need to be relocated out of existing curb space?

Response: Yes, the WVDOH will relocate the gas lines and the HVAC contractor will supply new pitch pans.

15. Question: Are new duct transitions required for this project?

Response: No, new duct transitions are not required.

16. Question: It is noted that an existing vent from water heater is located near an existing unit. Does this vent need to be relocated?

Response: Yes, the WVDOH will relocate the vent.

REQUEST FOR QUOTATION

HVAC Heating, Ventilation, Air Conditioning System

Revised 06/08/18

GENERAL CONSTRUCTION SPECIFICATIONS (No AIA Documents)

1. PURPOSE AND SCOPE: The West Virginia Purchasing Division is soliciting bids on behalf of West Virginia Division of Highways (WVDOH), District Ten (D-10) Mercer County Headquarters at 454 New Hope Road Princeton WV 24740.

Installation of a HVAC Heating, Ventilation, Air Conditioning System at West Virginia Division of Highways (WVDOH), District Ten (D-10) Mercer County Headquarters at 454 New Hope Road Princeton WV 24740.

The Vendor shall furnish all materials, labor, and equipment necessary to complete all Construction Services. The Vendor shall furnish any incidental work, materials, labor, and equipment that are necessary to complete the Construction Services, even if such incidental work is not explicitly included in the Project Plans.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below.

Additional definitions can be found in section 2 of the General Terms and Conditions and in the Project Plans as defined below.

2.1 “Construction Services” means the installation of a HVA Heating, Ventilation, Air

Conditioning System with Heat Pumps as more fully described in the Project Plans.

2.2 “Pricing Page” means the pages contained in wvOASIS, attached hereto as Exhibit A, or included in the Project Plans upon which Vendor should list its proposed price for the Construction Services.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with

Construction Services that is published by the Purchasing Division.

2.4 “Project Plans” means documents developed by an architect, an engineer, the

Agency, or another design professional, which are attached hereto as Exhibit B, that provide detailed instructions on how the Construction Services are to be performed.

In the event that Project Plans contain drawings or other documents too large to attach in Exhibit B, Vendors can obtain copies in accordance with Section 9 of these Specifications.

3. ORDER OF PRECEDENCE: This General Construction Specifications document will have priority over, and supersede, anything contained in the Project Plans.

4. QUALIFICATIONS: Vendor, or Vendor’s staff if requirements are inherently limited to individuals rather than corporate entities, shall have the following minimum qualifications:

4.1. Experience: Vendor, or Vendor’s supervisory staff assigned to this project, must have successfully completed at least ten (10) projects that involved work similar to that described in these specifications or the Project Plans. Compliance with this experience requirement will be determined prior to contract award by the State through references provided by the Vendor upon request, through knowledge or documentation of the Vendor’s past projects, through confirmation of experience requirements from the architect assisting the State in this project, or some other method that the State determines to be acceptable. Vendor must provide any documentation requested by the State to assist in confirmation of compliance with this provision. References, documentation, or other information to confirm compliance with this experience requirement may be requested after bid opening and prior to contract award.

4.2. WV Contractor’s License and All Employee’s must have HVAC Technician Card

5. CONTRACT AWARD: The Contract is intended to provide Agency with a purchase price for the Construction Services. The Contract will be awarded to the lowest qualified responsible bidder meeting the required specifications. If the Pricing Pages contain alternates/add-ons, the Contract will be awarded based on the grand total of the base bid and any alternates/add-ons selected.

6. SELECTION OF ALTERNATES: Pursuant to W. Va. Code § 5-22-1(f), any solicitation of bids shall include no more than five alternates. Alternates, if accepted, shall be accepted in the order in which they are listed on the bid form. Any unaccepted alternate contained within a bid shall expire 90 days after the date of the opening of bids for review. Determination of the lowest qualified responsible bidder shall be based on the sum of the base bid and any alternates accepted.

7. PERFORMANCE: Vendor shall perform the Construction Services in accordance with this document and the Project Plans.

8. SUBSTITUTIONS: Any substitution requests must be submitted in accordance with the official question and answer period described in the INSTRUCTIONS TO VENDORS SUBMITTING BIDS, Paragraph 4. Vendor Question Deadline. Vendors submitting substitution requests should submit product brochures and product specifications during the official question and answer period.

9. PROJECT PLANS: The checked box will apply to Project Plans for this solicitation.

X No Additional Project Plan Documents: There are no additional Project Plans other than those attached hereto as Exhibit B or any subsequent addenda modifying Exhibit B.

□ Additional Project Plan Documents: There are additional Project Plan documents other than those attached as Exhibit B. Copies of the additional Project Plan documents not attached as Exhibit B can be obtained by contacting the entity identified below.

10. CONDITIONS OF THE WORK

10.1. Permits: The Vendor shall procure all necessary permits and licenses to comply with all applicable Federal, State, or Local laws, regulations and ordinances of any regulating body.

10.2. Existing Conditions: If discrepancies are discovered between the existing conditions and those noted in the specifications, Vendor must immediately notify the Agency's representative. Vendor must also immediately notify the Agency if suspected hazardous materials are encountered.

10.3. Standard Work Hours: The standard hours of work for this Contract will be Monday through Friday, 7:00 am - 4:00 pm, excluding holidays recognized by the State of West Virginia. Any work outside of the standard hours of work must be approved in advance at the Agency’s sole discretion. Authorization of work outside of the standard hours of work will not entitle Vendor to additional compensation.

10.4. Project Closeout: Project Closeout shall include the following:

10.4.1. Final Cleanup: Vendor shall perform the final cleanup activities listed below, along with any other final cleanup activities normally associated with the work performed under this Contract, prior to final inspection.

10.4.2. Final Inspection: Vendor shall participate in a final inspection with the Agency’s project manager. The purpose of the final inspection will be to identify deficiencies that need to be remedied prior to Agency’s final acceptance of the work. Vendor shall at all times be obligated to perform in accordance with the Contract and must take all actions necessary to ensure that work complies with requirements of Contract prior to final acceptance. Final acceptance does not waive or release Vendor from its obligation to ensure that work complies with the Contract requirements. Vendor shall submit any warranty documents to the Agency project manager at final inspection.

11. FACILITIES ACCESS: Performance of Contract Services may require access cards and/or keys to gain entrance to the Agency’s facilities. In the event that access cards and/or keys are required:

11.1. Vendor must identify principal service personnel which will be issued access cards and/or keys to perform service.

11.2. Vendor will be responsible for controlling cards and keys and will pay replacement fee, if the cards or keys become lost or stolen.

11.3. Vendor shall notify Agency immediately of any lost, stolen, or missing card or key.

11.4. Anyone performing under this Contract will be subject to Agency’s security protocol and procedures.

11.5. Vendor shall inform all staff of Agency’s security protocol and procedures.

12. MISCELLANEOUS:

12.1. Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager: _________________________________________________

Telephone Number: ________________________________________________

Fax Number: ______________________________________________________

Email Address: ____________________________________________________

EXHIBIT A – PRICING PAGE

Install A HVAC System at:

454 New Hope Road Princeton WV 24740

DATE: _____________________

VENDOR NAME: _____________________________

AUTHORIZED SIGNATURE: ____________________________

The aforementioned, hereinafter referred to Vendor, being familiar with and understanding the bidding documents and also having examined the site and being familiar with all local conditions affecting the project hereby proposes to furnish all labor, equipment, and supplies, and transportation and to perform all work in accordance with the bidding documents within the time set forth for the sum of.

BASE BID:

For the lump sum of: $____________________ (show amount in numbers)

(show amount in words)

(In the event of a difference between the written amount and the number amount, the written amount shall govern).

CONTRACT AWARD:

The contract shall be awarded to the vendor that provides the lowest overall lump sum cost.

EXHIBIT B – PROJECT PLANS

1. Installation of #1 HVAC Unit for Mercer County Headquarters

1.1. Unit to be installed must be a minimum (7.5) ton 14 IEER or greater heat pump.

This unit will be gas package/AC RTU

1.2. New Thermostats are to be included.

1.3. New System must have at least a 10-year Parts warranty and a 2-year Labor warranty.

1.4. New curb will be necessary for this unit

2. Installation of #2 HVAC Unit for Mercer County Headquarters-Replacing Existing AC Unit

2.1. Unit to be installed must be a minimum (3) ton 14 SEER or greater heat pump.

This unit will be a downflow, gas package/AC RTU

2.2. New Thermostats are to be included.

2.3. New System must have at least a 10-year Parts warranty and a 2-year Labor warranty.

2.4. New curb will be necessary for this unit

1. Modify Specifications

2. Attach Vendor Questions and Responses

No other changes