Facility equipment maintenance

The West Virginia Department of Health and Human Resources, Office of Shared Administration Purchasing Division, seeks qualified vendors to establish an open-end contract for facility equipment maintenance services at William R. Sharpe Jr. Hospital in Weston, West Virginia. The procurement encompasses both preventive and corrective maintenance services for kitchen and facility equipment, with preventive maintenance requiring monthly scheduled visits, corrective maintenance labor estimated at 30 hours annually across approximately 10 service trips, parts and materials with an estimated annual cost of $5,000, and truck charges per trip. Vendors must submit pricing for four line items: a monthly preventive maintenance rate, an hourly corrective maintenance labor rate, a parts markup multiplier, and a per-trip truck charge. The scope includes servicing refrigeration units, steamers, ovens, dish machines, ice machines, and other kitchen equipment specified in Exhibit B, with all replacement parts required to meet or exceed original manufacturer specifications and include a one-year warranty. Contractors must demonstrate a minimum of five years of experience with similar equipment systems and employ technicians certified as Commercial Food Service Equipment Association Master Certified Technicians. Service must be provided within 48 hours of request during standard business hours (7:00 A.M. to 4:00 P.M., Monday through Friday, excluding holidays) unless otherwise approved. The solicitation deadline for written questions is March 20, 2025 at 12:00 PM, and sealed bids are due by March 27, 2025 at 1:30 P.M., submitted electronically through wvOASIS or by hand delivery. A mandatory pre-bid meeting is required, with automatic bid disqualification for non-attendance. The contract term is one year from notice to proceed, with renewal options available subject to mutual written consent. Award will be made to the vendor submitting the lowest grand total cost meeting all specifications, with no split awards considered.

The solicitation does not specify set-aside designations for disadvantaged enterprises, minority business enterprises, or women's business enterprises; however, the Federal Funds Addendum indicates that if federal funds are utilized, vendors must comply with applicable federal procurement regulations and diversity requirements. No incumbent vendor information is provided in the solicitation documents. Vendors must be properly registered with the West Virginia Purchasing Division, provide a purchasing affidavit certifying compliance with state monetary obligation requirements, and submit proof of required licenses, certifications, and permits. The apparent successful vendor must provide performance and labor/material payment bonds equal to 100 percent of the contract value and a two-year maintenance bond prior to contract award, in addition to Commercial General Liability Insurance and Automobile Liability Insurance of at least $1,000,000 per occurrence with the State listed as additional insured. Pricing is firm for the life of the contract, and vendors must extend any publicly advertised sale prices to the State at the lower of the contract price or public sale price. No specific contract value or budget range is disclosed in the solicitation documents. Payment will be made in arrears upon receipt of proper invoices, with vendors required to accept payment by electronic funds transfer or P-Card. The contract is contingent upon legislative appropriation of funds and may be cancelled immediately if materials or workmanship do not conform to specifications or upon 30 days' written notice for any reason.