Addendum 1

The State of West Virginia, Division of Juvenile Services, issued a Request for Quotation (RFQ ARFQDJS1800000039) for HVAC maintenance and repair services at the Donald R. Kuhn Juvenile Center in Julian, Barbour County. The procurement seeks a qualified vendor to provide comprehensive preventive and corrective maintenance services for multiple HVAC systems, including five Engineered Air rooftop units with exhaust fans, one Trane rooftop unit, one Engineered Air split system, two boilers with tanks and pumps, eight Trane PTAC units, two Trane unit ventilators, eight EMI mini-split systems, 11 CUH units, and 30 facility exhaust fans, along with one Metasys Control System. Required services include bi-monthly filter changes for one and two-inch filters, annual replacement of twelve-inch filters, comprehensive spring visits in March for A/C coil cleaning and system analysis, annual boiler system inspections in July, and fall visits in October for system tuning and filter changes. The selected vendor must respond to corrective maintenance calls within two hours with on-site arrival within 24 hours, and must maintain 24-hour emergency telephone service with a 30-minute emergency response time and four-hour on-site arrival for emergencies. All work must be performed Monday through Friday between 7:00 a.m. and 3:00 p.m. unless otherwise approved, with the vendor providing all labor, mileage, tools, materials, and parts at no cost to the agency. The vendor must hold current EPA 608 certification, a valid West Virginia contractor license, and be factory-authorized by equipment manufacturers, and must provide a 12-month labor warranty on all work. The non-mandatory pre-bid meeting was held on May 22, 2018, at 10:00 a.m., with vendor questions due by May 29, 2018, at 10:00 a.m., and quotations due on June 4, 2018, at 2:00 p.m. Award will be made to the responsive and responsible vendor providing the lowest total cost bid.

The contract term runs from June 6, 2018, through June 7, 2019, with three optional renewal periods of twelve months each, for a potential total contract period of 48 months. The total annual contract value cannot exceed $25,000.00, with monthly invoices submitted through wvOASIS for payment. All prospective vendors must register with the West Virginia Purchasing Division and be in good standing with all relevant state and local licensing authorities. Vendors are required to maintain Commercial General Liability Insurance of $1,000,000 and Automobile Liability Insurance of $1,000,000, and must submit a notarized Drug Free Workplace Conformance Affidavit and a notarized Purchasing Affidavit affirming eligibility and compliance with state requirements. The solicitation documents do not identify any set-asides for disadvantaged enterprises, incumbent vendors, or existing contractors, and no specific incumbent information is provided. Pricing must be firm for the life of the contract, with unit prices prevailing in cases of bid discrepancies, and the State will not reimburse applicable taxes. All bid submissions are public documents subject to disclosure under West Virginia freedom of information laws.