Bramwell HVAC Specifications and Pricing Page.pdf
PDF 158 KB Posted
- Attached to
- BRAMWELL TRAIN DEPOT - HVAC MAINTENANCE
- Solicitation number
- ARFQ 0304 TOR2700000003 1
- Issued by
- Kanawha County, West Virginia
About this file
This Request for Quotations (RFQ) is issued by the West Virginia Department of Tourism for HVAC maintenance services at the Bramwell Train Depot Visitor Center located at 100 Simmons Avenue, Bramwell, West Virginia. The solicitation seeks an open-end, time-and-materials contract for supplementary repairs, preventive maintenance, inspection, and emergency service of two York HVAC units: a 3-ton air handler (Model JHETB36DBCS2N1) and a split-system heat pump outdoor unit (Model YH2EE36TB21S), both utilizing R-410A refrigerant and operating on 208/230V single-phase power. The vendor must provide all labor, materials, tools, supervision, and transportation for comprehensive service. Preventive maintenance requires a minimum of two annual visits scheduled at least five business days in advance—one for spring cooling preparation and one for fall heating preparation. The solicitation was issued on August 14, 2026, with a submission deadline of August 31, 2026, at 12:00 p.m. EST via wvOASIS or email. Questions must be submitted by August 20, 2026, at 12:00 p.m. EST, with answers provided by August 25, 2026, at 4:00 p.m. EST. No specific site visit requirement or bidders conference is mentioned in the RFQ.
Pricing shall be submitted on a time-and-materials basis with vendors required to complete a detailed pricing page including monthly preventive maintenance charges, hourly labor rates for corrective maintenance, an estimated parts cost multiplier, and hourly rates for emergency services. All routine materials, consumables, filters, labor, travel, and diagnostic time are included in the base price with no separate fees permitted for shop supplies or standard maintenance items. Replacement parts must be original equipment manufacturer (OEM) or equivalent and billed at cost plus a stated markup only. The contract award will be made to the vendor meeting required specifications with the lowest total cost. Vendor qualifications include West Virginia proper licensing, EPA-certified technicians, required insurance, and a minimum of five years' commercial HVAC service experience. Emergency service must be available twenty-four hours daily, seven days weekly, with response times not exceeding four hours during business hours (Tuesday-Saturday, 10:00 a.m.–4:00 p.m.) and eight hours after hours. All labor and parts carry a minimum ninety-day warranty, and the vendor is responsible for all travel costs and mileage with no reimbursement from the Agency.
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Text version
REQUEST FOR QUOTATIONS
WEST VIRGINIA DEPARTMENT OF TOURISM
BRAMWELL TRAIN DEPOT – HVAC MAINTENANCE
ARFQ TOR2700000003
Issued by:
The West Virginia Department of Tourism 1900
Kanawha Boulevard, East State Capitol Complex, Building 9, Suite 106
Charleston, WV 25305
Date Issued: August 14, 2026
Solicitation Closes: August 31, 2026
1. PURPOSE AND SCOPE
The West Virginia Department of Tourism is soliciting bids to establish an open-end contract with time-and-materials rates for supplementary repairs, preventive maintenance, inspection, repair, and emergency service of HVAC systems at the Bramwell Train Depot Visitor Center, located at 100 Simmons Avenue, Bramwell, West Virginia 24715.
The vendor is required to supply all labor,materials,tools,supervision,andtransportationessentialfor comprehensive service.
2. DEFINITIONS
2.1 Agencymeans the West Virginia Department ofTourism or its authorized representative.
2.2 Vendormeans the Contractor awarded this contractresponsible for full performance.
2.3 PreventiveMaintenancemeansscheduledinspection,testing,cleaning,adjustment,andservicing required to maintain equipment in reliable operating condition, including all labor, travel, consumables, and diagnostics.
2.4 Repairmeanscorrectiveworknecessarytorestoreequipmenttoproperoperationbeyondroutine maintenance.
2.5 Emergency Service means unscheduled service addressing loss of heating/cooling or unsafe conditions.
2.6 Business Hoursmeans Tuesday-Saturday, 10:00 a.m.–4:00p.m., excluding holidays.
2.7 Response Timemeans the time between Agency notificationand Vendor arrival on-site.
2.8 OEMmeans the Original Equipment Manufactureror equivalent part meeting specifications.
3. EQUIPMENT COVERED
3.1 Air Handler:
3.1.1 York, Model JHETB36DBCS2N1
3.1.2 3 Ton, ECM motor, 208/230V, single phase
3.1.3 R-410A refrigerant.
3.2 Outdoor Unit:
3.2.1 York, YH2EE36TB21S
3.2.2 Split-system heat pump, 208–230V single phase
3.2.3 R-410A refrigerant.
3.3 Vendor shall verify field conditions prior to bid.
4. PREVENTIVE MAINTENANCE SCHEDULE
4.1 Vendorshallperformaminimumoftwo(2)visitsannually: SpringcoolingpreparationandFall heating preparation.
4.2 Visits shall be scheduled at least five (5) business days in advance.
5. REQUIRED SERVICES
5.1 Air Handler: filter replacement, coil cleaning, blower inspection, ECM motor checks, drain clearing, electrical inspection, thermostat testing, airflow verification.
5.2 Outdoor Unit: condenser cleaning, fan inspection, refrigerant pressure checks, compressor amperage testing, electrical inspection, defrost/reversing valve checks, debris removal.
5.3 System checks: confirmfullheatingandcoolingoperationandperformancewithinmanufacturer specifications.
6. INCLUDED SERVICES AND CONSUMABLES
6.1 All labor, travel, routine materials, diagnostic time, and consumables including filters shall be included in the base price.
6.2 No separate fees for shop supplies or standard maintenance items shall be permitted.
7. REPAIRS AND PARTS
7.1 Parts shall be OEM or equivalent.
7.2 Replacement parts shall be billed at cost plus the stated markup only.
7.3 No additional fees are permitted.
7.4 All repairs require Agency approval.
8. EMERGENCY SERVICE
8.1 Vendor shall provide twenty-four (24) hours a day, seven (7) days a week availability.
8.2 Response times shall not exceed four (4) hours during businesshoursandeight(8)hoursafter hours.
9. DOCUMENTATION AND REPORTING
9.1 Vendorshallprovidewrittenservicereportsaftereachvisitincludingreadings,workperformed, deficiencies, and technician signature.
10. VENDOR QUALIFICATIONS
10.1 Vendor must be properly licensed in West Virginia
10.2 Employ EPA-certified technicians
10.3 Maintain required insurance
10.4 Possess at least five (5) years’ commercial HVAC service experience
11. WARRANTY
11.1 All labor and parts shall carry a minimum ninety (90) day warranty.
12. VENDOR DEFAULT AND REMEDIES
12.1 Failure to perform services, meet response times, or comply with specifications constitutes default.
12.2 Agencymayissuenoticestocure.Failuretocuremayresultinwithheldpayment,re-performance at no cost, procurement from another source, termination for cause, or other remedies.
12.3 Agency may terminate for convenience with thirty (30) days written notice.
13. TRAVEL Vendor shall be responsible for all mileage and travel costs, including travel time, associated with performance of this Contract. Such costs will not be paid by the Agency.
14. CONTRACT AWARD This Contract will be awarded to the Vendor meeting the required specifications that provides the lowest Total Cost on the Pricing Pages.
15. MISCELLANEOUS
15.1. Questions: Any questions submitted concerning the RFQ must be received no later than August 20, 2026, at 12:00 pm ET. Questions must be submitted viawvOASISorviaemailto Mary Kemper atMary.R.Kemper@wv.gov.
15.2. Answers willbeprovidedviawvOASISandthewebsite(https://wvtourism.com/purchasing/)to all vendors no later than August 25, 2026,, at 4:00 pm ET.
15.3. BidSubmissions:BidsmustbesubmittedbyAugust31,2026,at12:00pmviawvOASISorvia email to Mary Kemper atMary.R.Kemper@wv.gov.
mailto:Mary.R.Kemper@wv.gov https://wvtourism.com/purchasing mailto:Mary.R.Kemper@wv.gov
16.PRICINGPAGEVendorshallcompletethePricingPagesbyinsertingtherequestedinformationin the appropriate location and performing the calculations necessarytoarriveatatotalcost.The requested information includes: A monthly cost, an hourly labor rate,apartsmultiplier,atotal yearlycost,thetotallaborcost,thetotalpartscost,andthetotalcost.Vendorshouldcompletethe Pricing Pages in their entirety as failure to do so may result in Vendor’s bid being disqualified.
The Pricing Page contains an estimated number of labor hoursandanestimatedcostforparts.
Theestimatesforlaborandpartsrepresentanamountthatwillbeutilizedforevaluationpurposes only. No future use of the Contract or any individual item is guaranteed or implied.
VendorshouldtypeorelectronicallyentertheinformationintothePricingPagestopreventerrors in theevaluation.Notwithstandingtheforegoing,theDepartmentofTourismmaycorrecterrors at its discretion.
Anexampleof a properly completed Pricing Page isshown below for reference purposes only:
Bramwell Train Depot – HVAC Maintenance
ARFQ TOR2600000026
Preventive Maintenance:
Monthly Charge Months Total Yearly Charge
$200 12 $2,400
Corrective Maintenance:
Hourly Labor Rate Estimated
Hours Total Labor Cost
$50 200 $10,000
Estimated Parts Cost Multiplier Total Parts Cost
$10,000 1.2 $12,000
Emergency:
Hourly Labor Rate Estimated
Hours Total Cost
$100 2 $200
Total Cost $ 24,600
EXHIBIT A: PRICING PAGE CERTIFICATION
Representative Name (Print)
Company Name
Authorized Representative Signature (must be a wet signature) Date
Bramwell Train Depot – HVAC Maintenance
ARFQ TOR2600000026
Preventive Maintenance:
Monthly Charge Months Total Yearly Charge
$ 12 $
Corrective Maintenance:
Hourly Labor Rate Estimated
Hours Total Labor Cost
Estimated Parts Cost Multiplier Total Parts Cost
Emergency:
Hourly Labor Rate Estimated
Hours Total Cost
Total Cost $
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