Construction HVAC Maintenance/DMV Regional Ofc Parkersbur

The West Virginia Department of Administration Purchasing Division, on behalf of the Division of Motor Vehicles, issued a Centralized Request for Quote (CRFQ 0802 DMV2300000001) for HVAC maintenance services at the DMV Parkersburg Regional Office located at 601 Lubeck Avenue and 5707 MacCorkle Avenue S.E., Suite 200, Parkersburg, West Virginia. The procurement seeks qualified contractors to provide ongoing preventive and corrective maintenance on a commercial geothermal water source heat pump system and all onsite boilers at the facility. Deliverables include monthly preventive maintenance services performed between 8:00 a.m. and 4:00 p.m., Monday through Friday, excluding holidays, with corrective maintenance response required within two hours by phone and four hours on-site, along with 24-hour emergency telephone service seven days per week and a twelve-month labor warranty on all work performed. Vendor qualifications must include successful maintenance of the same equipment type on two or more occasions within the last five years, appropriate licenses including EPA 608 Certification for HVAC work, a West Virginia Contractor's License, and manufacturer authorization. Pricing consists of three components: a monthly preventive maintenance charge multiplied by twelve months, an hourly labor rate for corrective maintenance applied to estimated hours (200 hours for evaluation purposes only), and a parts multiplier applied to estimated parts costs of $10,000 for evaluation purposes. A mandatory pre-bid meeting was held on November 15, 2022, at 10:00 a.m., vendor technical questions were due by November 18, 2022, at 11:00 a.m. EST, and the solicitation closed on November 29, 2022, at 1:30 p.m. EST. Bids were to be submitted to the Department of Administration Purchasing Division at 2019 Washington Street East, Charleston, West Virginia 25305, and all vendors were required to acknowledge receipt of all addenda to avoid disqualification.

The solicitation documents do not indicate any specific set-aside designations or restrictions limiting responses to disadvantaged enterprises or particular organizational types. No incumbent vendor or current contractor information is disclosed in the available documentation. The contract is structured as a Central Master Agreement with an initial term of one year and the option to renew for up to three successive one-year periods, contingent upon mutual written consent of the Agency and Vendor with approval from the Purchasing Division and Attorney General's office. Vendors must maintain commercial general liability insurance of at least $1,000,000 per occurrence and automobile liability insurance of at least $100,000 per occurrence. The total contract value cannot exceed $500,000 including all payments under the initial term, renewal terms, delivery orders, and change orders. Award will be made to the vendor providing the lowest total cost while meeting all required specifications.