Addendum #1: Replacement of Rooftop Units Project

The West Virginia Division of Corrections and Rehabilitation, operating through the Division of Administrative Services on behalf of Mason County, issued Amended Request for Quotation (ARFQ) DCR1900000030 for the replacement of rooftop heating, ventilation, and air conditioning (HVAC) units at Lakin Correctional Center and Jail in West Columbia, West Virginia. The procurement seeks vendor quotations for the removal and replacement of thirty-nine rooftop units (RTU), two air handler units (AHU), four condensing units (CU), four makeup air units (MU), three refrigeration units (RU), and one heating unit, along with the upgrade or replacement of the facility's building automation controls (BAC) system. Vendors must provide all materials, equipment, labor, permits, inspections, certifications, utility connections, site cleanup, and waste disposal necessary to complete the work in a workmanlike manner, including replacement of existing R-22 refrigerant systems with R-410A compliant units and coordination with roofing contractors performing simultaneous roof replacement. Required vendor qualifications include valid West Virginia contractor's licenses (general, mechanical, and electrical), factory authorization and training from the equipment manufacturer, minimum three years' experience with similar projects, and supervisory staff who have successfully completed at least three comparable projects. The contract requires submission of a lump-sum sealed bid with unit and total pricing on the designated Exhibit A Pricing Page, a 5% bid bond, performance and labor/material payment bonds equal to 100% of the contract value, and commercial general liability insurance of at least $1,000,000 per occurrence. A mandatory pre-bid meeting was held on November 13, 2018, at 10:00 AM EST at the facility; the questions deadline was November 16, 2018, at 10:00 AM EST; and the amended bid due date and opening was extended to December 18, 2018, at 1:30 PM EST. The contract is a fixed-price award to the lowest qualified responsible bidder, with a 180-calendar-day completion period from the Notice to Proceed, and work must be performed during standard hours of Monday through Friday, 8:00 AM to 4:00 PM, excluding state holidays.

The solicitation does not identify any specific set-aside designations for disadvantaged or minority-owned enterprises, though all contractors and subcontractors must comply with West Virginia's Contractor's Licensing Act and meet local labor market hiring requirements mandating that at least 75% of employees be hired from the local labor market for projects valued at $500,000 or greater. No incumbent vendors or current contractors are identified in the procurement documents. The facility currently operates an Andover Controls energy management building automation controls system; vendors may either upgrade this existing system or propose an alternative BAC system, and existing HVAC equipment includes units from manufacturers such as York, McQuay, Trane, GreenHeck, and KeepRite that are being replaced as part of this capital improvement initiative. The procurement documents do not explicitly specify the total contract award value or budget range; however, the magnitude of the project scope—encompassing replacement of over fifty HVAC units, complete BAC system upgrade or replacement, comprehensive mechanical and electrical coordination, testing and balancing, pipe insulation, vibration control, refrigeration piping work, and one-year warranty coverage—indicates a substantial capital project. All submissions are subject to West Virginia competitive bidding laws and the Freedom of Information Act, making all bid documents public records, and for contracts valued over $250,000, the apparent low bidder must submit a subcontractor list within one business day of bid opening.