Elevator Preventative Maintenance and Corrective Maintenance

The West Virginia Department of Health and Human Resources, specifically the Office of Shared Administration Purchasing Division, is seeking a comprehensive elevator preventative and corrective maintenance contract for the Welch Community Hospital. The solicitation (ARFQ WEH2500000016) covers full-service maintenance for two elevators located in the A-Wing and D-Wing of the facility, requiring semi-monthly preventative maintenance and annual inspections. Vendors must provide routine coverage from 8:00 a.m. to 5:00 p.m. Monday through Friday, with emergency on-site service capabilities within 4 hours and 24/7 availability. Mandatory qualifications include technicians who have completed the Certified Elevator Technician (CET) Educational Certification Program and compliance with specific insurance requirements, including $1,000,000 in Commercial General Liability and Automobile Liability Insurance. A mandatory pre-bid meeting was held on April 9, 2025, and the final bid submission deadline is April 30, 2025, at 1:30 P.M. The contract will be awarded to the vendor providing the lowest overall Annual Cost Grand Total, with parts replacement billed at cost plus a markup not exceeding 10%.

The procurement opportunity includes provisions for small, women-owned, and minority-owned business considerations, with potential federal funding implications requiring compliance with additional regulatory requirements. Vendors must complete a Purchasing Affidavit certifying they have no outstanding monetary obligations to the state and adhere to federal regulations under 2 C.F.R. 200.317 through 200.327. The contract includes a federal funds addendum that allows for potential county and local procurement extensions, with an estimated $7,500 budgeted for non-preventative maintenance parts and materials. Vendors must comply with specific state regulations, including preferences for domestic steel and aluminum products and various licensing and registration requirements. The contract will be contingent upon legislative appropriation of funds, with the state reserving the right to cancel the contract with 30 days' written notice. Additionally, the solicitation is structured to potentially award multiple contracts to satisfy different procurement requirements, and vendors must acknowledge compliance with HIPAA Business Associate Addendum provisions for handling protected health information.