Summary

This Request for Quotation (RFQ) is issued by the West Virginia Purchasing Division on behalf of the West Virginia Division of Motor Vehicles to establish an open-end contract for HVAC Maintenance services at the WV DMV Beckley Regional Office, located at 107 Pinecrest Drive, Beckley, WV 25801. The contract encompasses both preventive and corrective maintenance services for three Trane HVAC units currently in operation at the facility. Preventive maintenance activities are to be performed on a monthly basis according to a mutually agreed-upon schedule, while corrective maintenance will be performed on an as-needed basis to restore HVAC systems to working order. The vendor must maintain a continuous 24-hour emergency telephone service and respond to corrective maintenance calls within two hours, with on-site arrival within four hours of notification. Standard corrective maintenance must be performed between 8:00 A.M. and 4:00 P.M., Monday through Friday, excluding holidays, unless otherwise approved by the Agency. Emergency requests can be authorized by the Regional Office Manager and require a 30-minute phone response and two-hour on-site arrival. The contract term is open-ended and continuing with a maximum total value not to exceed $500,000, including all payments under the initial contract term, renewal terms, delivery orders, and change orders.

Pricing for preventive maintenance consists of a monthly fee that encompasses all labor and parts costs, with vendors submitting monthly invoices for payment. Corrective maintenance labor is billed on a per-hour basis using the single hourly rate bid by the vendor, while parts are billed at cost plus a vendor-designated multiplier markup representing overhead, stocking fees, and delivery charges not directly paid to manufacturers or suppliers. Vendor qualifications must include successful maintenance experience with the specific HVAC equipment types listed on Exhibit B within the last five years, appropriate licensing (Electricians License, Plumbers License, EPA 608 Certification, or WV Contractor's License), factory authorization from applicable equipment manufacturers, and compliance with current industry standards including the National Electric Code, International Building Code, International Mechanical Code, and NFPA requirements. The vendor is responsible for all mileage and travel costs, must furnish all equipment, tools, parts, and expendable materials at no cost to the Agency, and must provide a 12-month warranty on all labor performed. Award will be made to the vendor meeting required specifications with the lowest total cost on the Pricing Pages, with contract details and performance requirements outlined in Exhibits A, B, and C.