Chiller Replacement Project

The West Virginia Division of Corrections and Rehabilitation is soliciting competitive bids through a Request for Quotation (RFQ ARFQ 0608 DCR2500000046) for a comprehensive chiller replacement project at Mount Olive Correctional Complex and Jail located in Calhoun County. The project requires replacement of two existing 196-ton York air-cooled screw liquid chillers operating on R-513A refrigerant, along with associated equipment including two primary and secondary cold water pumps each, four butterfly valves, pump controls, motor starters, speed drives, control actuators, water softeners (Fulton FB 900 Series), expansion tanks, isolation valves, suction diffusers, pressure gauges, thermostats, and all interconnecting piping and insulation materials. The contractor must possess a valid West Virginia Contractors License and demonstrate at least five years of factory-trained technician experience with the equipment being installed. Key deliverables include equipment installation, system integration with the existing Metasys building automation system by Johnson Controls, piping system replacement utilizing grooved pipe and fittings, replacement of the heat trace system, facility staff training, and startup services, all to be completed within 365 calendar days of receiving the Notice to Proceed. All pricing must be submitted as a lump sum total amount in both words and numbers on the agency-provided pricing page, with a mandatory pre-bid meeting held on March 21, 2025 at 10:00 AM EST at the facility. The deadline for submitting written questions was April 8, 2025 at 2:00 PM EST, and the final bid submission deadline is April 18, 2025 at 10:30 AM EST with public bid opening at 11:00 AM EST the same day. A bid bond of 5% of the total bid amount must accompany all bids, with performance and labor/material payment bonds of 100% of the contract value required prior to award. Contractor requirements include providing commercial general liability insurance of $1,000,000 per occurrence and automobile liability insurance of $1,000,000 per occurrence with the State as an additional insured, a one-year warranty on all parts and labor, compliance with federal, state, and local codes including AHRI, ASHRAE, and ASME standards, and 10% retainage on each pay application with 50% of retainage payable at substantial completion and the remainder at final completion.

The solicitation documents do not explicitly indicate any set-aside designations for disadvantaged enterprises, small businesses, or other targeted organizations, though bidders should verify current West Virginia procurement regulations regarding such preferences. No incumbent vendor or existing contractor information is provided in the available documentation. The project requires integration with the facility's existing Metasys building automation system, with the contractor responsible for disconnecting the existing Metasys equipment from old chillers and reconnecting to new equipment with any necessary modifications. The existing electrical disconnect and VFD fuse box with disconnect switch may be reused to reduce costs. The contractor must also conduct flushing of existing piping due to the transition from the current refrigerant type to R-513A and replace all insulation from ground penetrations to new chillers to match existing specifications with metal lagging for outdoor piping. No specific award value or budget range is disclosed in the solicitation documents; interested bidders should contact the buyer, Philip K. Farley, at (304) 549-1050 or philip.k.farley@wv.gov for additional information regarding the anticipated contract value and funding sources.