Bramwell train depot - HVAC maintenance

The State of West Virginia Department of Tourism is requesting quotations for HVAC maintenance services at the Bramwell Train Depot Visitor Center, with bids due August 31, 2026, and questions due August 20, 2026. This is an open-end, time-and-materials contract for preventive maintenance, repairs, inspection, and emergency service of two York HVAC units (3-ton air handler Model JHETB36DBCS2N1 and split-system heat pump outdoor unit Model YH2EE36TB21S) utilizing R-410A refrigerant and operating on 208/230V single-phase power.

The vendor must supply all labor, materials, tools, supervision, and transportation. 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. 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 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 or equivalent, billed at cost plus stated markup only. All labor and parts carry a minimum ninety-day warranty.

The vendor must hold West Virginia proper licensing, EPA-certified technician credentials, required insurance including $1 million Commercial General Liability per occurrence with the state named as additional insured, and a minimum of five years' commercial HVAC service experience. Pricing is submitted on a time-and-materials basis with vendors completing a detailed pricing page including monthly preventive maintenance charges, hourly labor rates for corrective maintenance, estimated parts cost multiplier, and hourly rates for emergency services. The contract award is made to the vendor meeting required specifications with the lowest total cost. The facility is located at 100 Simmons Avenue, Bramwell, West Virginia. Inquiries should be directed to Mary R Kemper at 304-352-4235 or mary.r.kemper@wv.gov. A bid bond equal to 5% of total bid amount and Drug Free Workplace Conformance Affidavit are required.