Facility equipment maintenance

The West Virginia Department of Health and Human Resources (DHHR) is seeking an open-end contract for facility equipment maintenance services at William R. Sharpe Jr. Hospital in Weston, Lewis County. The procurement (ARFQ 0512 WSH2500000002) solicits comprehensive preventive and corrective maintenance for a detailed inventory of 35 commercial kitchen and refrigeration equipment items, including walk-in coolers, freezers, ice machines, convection ovens, steamers, and dish processing machinery. Technicians performing the work must have a minimum of five years of experience and hold CFESA Master Certification. The contract requires monthly preventive maintenance, up to 30 hours of corrective maintenance annually, parts replacement, and truck charges, with a 48-hour response time for service calls and work to be completed between 7:00 AM and 4:00 PM, Monday through Friday. The solicitation requires vendors to submit pricing for preventive maintenance (monthly), corrective maintenance (hourly rate), parts markup, and truck charges, with the contract award going to the vendor offering the lowest total cost. Bid responses are due by March 27, 2025, at 1:30 PM, with vendors allowed to submit questions until March 20, 2025, at 12:00 PM.

The procurement allows for potential federal funding and is subject to associated federal procurement requirements, including affirmative steps to include minority businesses, women's business enterprises, and labor surplus area firms. Vendors must provide proof of insurance, including $1,000,000 in Commercial General Liability and Automobile Liability coverage, and comply with state licensing requirements. The contract will have an initial term of one year from April 15, 2025, with potential renewal periods not to exceed 36 months total. While specific budget ranges are not explicitly stated, the solicitation includes an estimated $5,000 for parts costs and anticipates 10 truck trips annually. The procurement emphasizes domestic preferences, requiring replacement parts to be equal or better than original manufacturer parts, and includes a one-year warranty on installed parts. Vendors must use the wvOASIS platform for bid submission and understand that their entire submission will be a public document subject to disclosure. The contract may be canceled immediately for non-compliance, and vendors must adhere to specific federal regulations, including clean air standards, debarment provisions, and anti-lobbying requirements.