CRFQ GSD26_03 Solicitation Documents.pdf

This is a Request for Quotation (RFQ) issued by the West Virginia Department of Agriculture for HVAC Preventative and Corrective Maintenance services at the Cedar Lakes Conference Center located in Ripley, West Virginia. The solicitation (CRFQ AGR26*03) seeks an open-ended contract for comprehensive HVAC maintenance, with services to include both preventative and corrective maintenance for various HVAC systems and equipment across multiple buildings. The contract is set to be awarded based on the lowest total cost, with a term of three years and a total contract value not to exceed $500,000. Technical questions are due by July 9, 2025, and bids are scheduled to be opened on July 16, 2025 at 1:30 pm.

The pricing structure includes a monthly preventative maintenance charge, hourly labor rates for corrective maintenance, and a parts cost with an associated markup multiplier. Vendors must provide detailed documentation including factory authorization, appropriate licenses (electricians, plumbers, HVAC certifications), and comply with specific building codes and maintenance standards. The contract requires a 12-month warranty on labor, continuous 24-hour emergency telephone service, and maintenance logs documenting all work performed. Vendors must also submit quarterly and annual reports detailing hours worked, project costs, and parts utilized. Additional requirements include maintaining a drug-free workplace, providing appropriate insurance, and adhering to local labor market hiring regulations.