Construction HVAC unit (pharmacy department)

Welch Community Hospital, located in Mingo County, West Virginia, is seeking qualified contractors through an Agency Request for Quote (ARFQ WEH2600000003) to design, engineer, and install a new HVAC system for the pharmacy department. The scope of work encompasses seven line items: removal and disposal of the existing rooftop unit, selective demolition and disposal of roof and ceiling components, provision and installation of a new curb and duct support system, installation of a new rooftop HVAC unit (AAON Model RQA002AA3HBA0AA01N0 or equivalent with 1.75 tons cooling capacity and BACnet IP controls), roof repair and inspection with warranty, and complete turnkey installation of all mechanical systems in accordance with detailed construction drawings prepared by The Thrasher Group, Inc. The project includes supply and return ductwork modifications, installation of new ceiling diffusers with HEPA filters in pharmacy and compounding areas, removal of pneumatic controls with replacement by direct digital controls, installation of temperature and humidity sensors, and a new control panel. Deliverables include all materials, labor, equipment, necessary permits, and licenses, with completion required within 180 days from the Notice to Proceed during standard work hours (7:00 AM to 7:00 PM, Monday through Friday). Bidders must possess a current West Virginia Contractors License and demonstrate successful completion of at least three similar HVAC projects. The prebid meeting is scheduled for February 18, 2026, at 1:00 PM at the hospital cafeteria (mandatory attendance), written questions are due by February 24, 2026, at 10:00 AM, and sealed bids must be submitted by March 12, 2026 (with bid opening on March 10, 2026, at 3:00 PM). Contract award will be made to the lowest qualified, responsive, responsible bidder meeting all specifications and requirements. Evaluation criteria include bid price, contractor qualifications, past performance on similar projects, and compliance with all technical specifications and regulatory requirements.

This procurement includes no stated set-asides for disadvantaged enterprises, though it is subject to federal procurement requirements under 2 C.F.R. 200.317-200.327 as indicated by the Federal Funds Addendum, requiring compliance with Davis-Bacon prevailing wage rates, domestic preference for materials, Copeland Anti-Kickback Act provisions, debarment and suspension verification, and potential Clean Air Act compliance for contracts exceeding $150,000. Bidders must comply with HIPAA Business Associate requirements given the hospital's protected health information environment and must maintain a drug-free workplace policy certified by notarized affidavit. All contractors must submit performance bonds and labor/material payment bonds each in the amount of 100 percent of the contract value, bid bonds at five percent of the bid amount, and maintain Commercial General Liability and Automobile Liability Insurance at $1,000,000 per occurrence. No incumbent contractor is identified in the solicitation documents. The contract incorporates AIA Document A101-2017 (Standard Form of Agreement with Stipulated Sum basis) and AIA Document A201-2017 (General Conditions), with a two-year maintenance bond required for the roofing system and 12-month warranty on all controls system components. Specific budget or award value information is not disclosed in the available documents; however, the solicitation requires vendors to submit unit pricing for each of the seven line items with contract award based on the lowest Grand Total Cost meeting all specifications.