Chiller and ventilation maintenance

The West Virginia Office of Shared Administration (OSA) Purchasing Division, on behalf of the Department of Health Facilities, is soliciting agency request for quotation ARFQ WSH2700000006 for open-ended chiller and ventilation maintenance at William R. Sharpe, Jr. Hospital in Weston, West Virginia. A mandatory pre-bid meeting is set for November 4, 2026 at 10:30 a.m. EDT at the hospital, questions are due November 10, 2026, and bids are due November 17, 2026 at 10:30 a.m. EDT. The solicitation names no set-aside, preference program, or cooperative vehicle.

The contract covers bi-annual preventive maintenance under manufacturer specifications and as-needed corrective maintenance with a four-hour response requirement and a two-hour response for emergencies. The vendor must maintain 24-hour emergency telephone service, seven days a week, including holidays. Equipment in scope, per Exhibit B, includes three Trane chillers, one EVAPCO cooling tower, two Systecon pump systems, and 47 exhaust fans. Vendors must hold manufacturer authorization, West Virginia electrician, plumber, and contractor licenses, and documented experience maintaining similar equipment within the past five years. Labor carries a 12-month warranty.

Pricing is structured as a bi-annual preventive fee covering labor and parts, plus hourly technician and apprentice rates, a parts multiplier, and trip charges. Corrective projects cannot exceed $25,000 each, and any project above that threshold must be competitively bid. Parts above $500 require advance approval. The estimates are 50 technician hours, 25 apprentice hours, $15,000 in parts, and six trips. No total contract value is stated. The initial term is one year, with renewal by mutual written consent, and pricing is firm for the life of the agreement. Award goes to the lowest total cost, and the contract is contingent on legislative appropriation, with cancellation on 30 days' written notice.

The solicitation may be funded in whole or in part with federal funds. The Federal Funds Addendum creates separate state and county/local tracks, and the State may make multiple awards if the two evaluations produce different winners. Required forms include a bid bond at a minimum of 5 percent of the total bid, a performance bond, a labor and material payment bond, and a drug-free workplace affidavit. Omitting the affidavit results in automatic disqualification. Awardees must carry commercial general liability and automobile liability insurance of at least $1,000,000 per occurrence, plus workers' compensation coverage.

Bids may be submitted through wvOASIS, by fax, by mail, or by hand delivery to Catherine Stephenson at the Kanawha Valley Bank Building, 300 Capitol Street, 7th Floor, Charleston, WV 25301. Email bid submissions are not permitted. Written questions go to Stephenson at catherine.e.stephenson@wv.gov, and the ARFQ also lists Roberta A. Wagner at (304) 558-0437 for inquiries.