Elevator maintenance

The West Virginia Department of Health and Human Resources (DHHR) is soliciting bids for elevator maintenance services at William R. Sharpe Jr. Hospital in Weston, Jefferson County, West Virginia. This open-end contract encompasses both preventive and corrective maintenance for eight elevators serving various hospital departments, with preventive maintenance performed monthly according to a mutually agreed schedule and corrective maintenance provided on an as-needed basis. The scope of work requires vendors to perform monthly inspections, conduct annual safety tests and five-year full load safety tests in compliance with American Standard Safety Practices (A17.2-ASA) and American Standard Safety Code (A17.1-ASA), coordinate with West Virginia Division of Labor-approved inspectors, provide 24/7 emergency entrapment response within 30 minutes, and perform machine room maintenance, hoistway cleaning, and fire service testing every 30 days. Qualified vendors must demonstrate experience maintaining elevator systems of the same type and magnitude as those at the facility within the past five years, possess manufacturer authorization for all equipment listed in the solicitation (primarily Schindler elevators with Dover hydraulic systems ranging from 2,000 to 5,000 pounds capacity), hold a West Virginia Contractor's License and NEIEP certification or equivalent, and maintain continuous 24-hour emergency telephone service with personnel responding to corrective maintenance calls within two hours and arriving on-site within four hours during standard business hours. Corrective maintenance projects exceeding $25,000 in total value are excluded from this contract and must be procured separately. The RFQ (WSH2400000003) was issued October 13, 2023, with a mandatory pre-bid meeting scheduled for October 24, 2023 at 9:00 AM, a written questions deadline of October 31, 2023 at 12:00 PM, and bid submissions due November 7, 2023 at 1:30 PM through the wvOASIS system. Award will be made to the vendor offering the lowest total cost while meeting all specifications, with pricing structured as a monthly preventive maintenance fee covering all labor and parts, an hourly labor rate for corrective maintenance work, and a parts multiplier calculated as cost-plus markup on an estimated $10,000 in annual parts expenses and 200 estimated corrective maintenance hours.

The solicitation does not specify set-asides for disadvantaged enterprises or particular organizational categories. Vendors must complete a Purchasing Affidavit certifying compliance with West Virginia financial obligations and employer default standards, with related parties defined as entities receiving at least five percent of the total contract amount. The contract is issued under an exemption provided by West Virginia Code Section 5A-3a, which exempts facilities providing direct patient care services managed by the DHHR Secretary from standard West Virginia Department of Administration purchasing guidelines. No incumbent contractor or current service provider is identified in the solicitation documents. The facility inventory includes eight elevators installed between 1994 and 2005, with specific locations and technical specifications detailed in Exhibit B, and two elevators in the C1 and C2 areas equipped with key-operated access controls. Vendors must provide all equipment, tools, expendable materials, and parts for preventive maintenance at no cost to the agency and must maintain a 12-month labor warranty on all work. While the solicitation does not explicitly state a total contract value or budget range, the pricing structure indicates estimated annual corrective maintenance labor costs of approximately 200 hours at vendor-specified hourly rates plus parts expenses with a vendor-supplied multiplier applied to an estimated $10,000 in annual parts costs, combined with monthly preventive maintenance fees multiplied by 12 months to establish the total annual contract value.