DLR North Generator Maintenance

The West Virginia Department of Environmental Protection (WVDEP), Division of Land Restoration (DLR), issued a Centralized Request for Quote (CRFQ) solicitation on May 12, 2021, with bids due on May 27, 2021, at 1:30 PM ET, to establish an open-end master agreement contract for maintenance and service of agency-owned power generation systems located in northern West Virginia counties, primarily in Preston, Monongalia, Marion, Randolph, and Grant Counties. The procurement seeks vendors capable of providing comprehensive maintenance and repair services for Generac and Cummins LP, natural gas, and diesel power generation systems, with deliverables including routine scheduled maintenance, standard hourly maintenance during regular business hours, emergency weekend and holiday maintenance, and 24-hour emergency telephone service. Vendors must demonstrate a minimum of five years of experience servicing Generac and Cummins power generation systems, provide manufacturer training and certification documentation, and maintain factory authorization for warranty work; they must also respond to standard calls within 12 hours and emergency calls within 30 minutes, with on-site arrival required within four hours for standard emergencies and two hours for critical emergencies. Bidding is structured on three line items: standard hourly labor rates (estimated 300 hours), holiday and weekend hourly labor rates (estimated 50 hours), and a parts markup multiplier based on an estimated $10,000 in parts costs, with evaluation based on lowest total overall cost. The initial contract term is one year from the award date with options for three successive one-year renewals. Required insurance includes commercial general liability and automobile liability coverage of $2,000,000 each, and vendors must furnish a 12-month labor warranty on all work performed.

The solicitation documents do not specify any set-aside designations, disadvantaged enterprise restrictions, or incumbent vendor information. No specific award values or budget ranges are disclosed in the available procurement documents. Vendors are responsible for all travel, mileage, equipment, tools, parts, and disposal costs, and assume replacement costs for security cards or keys if lost or stolen. Inquiries regarding the solicitation should be directed to Joseph E. Hager III, the assigned buyer, at (304) 558-2306 or joseph.e.hageriii@wv.gov, with bids submitted to the Department of Administration Purchasing Division at 2019 Washington Street East, Charleston, West Virginia 25305. Service delivery and invoicing will be directed to the Environmental Protection Office of Special Reclamation at 47 School Street, Suite 301, Philippi, West Virginia, with services provided at various agency locations as indicated by purchase orders. Addendum #1, issued May 20, 2021, distributed current site location information for twelve facilities ranging from 6 kilowatts to 400 kilowatts in capacity and clarified that generator models and serial numbers will be provided on individual work orders, with vendors required to acknowledge receipt of all addenda with their bids or face potential disqualification.