Facility equipment maintenance

The State of West Virginia Department of Health and Human Resources is seeking a comprehensive facility equipment maintenance contract for William R. Sharpe Jr. Hospital in Weston, Lewis County. This open-end contract will encompass preventive and corrective maintenance services for an extensive range of commercial kitchen and refrigeration equipment, including walk-in coolers, freezers, steamers, ovens, and dish machines. The solicitation (ARFQ WSH2500000004) requires vendors to provide 12 months of preventive maintenance, 30 hours of corrective maintenance, and associated parts and truck charges. Qualified technicians must have at least five years of experience and perform maintenance according to manufacturer recommendations. The procurement timeline includes a bid submission deadline of May 2, 2025, at 1:30 PM, with written questions accepted until April 25, 2025, at 12:00 PM. The contract will be awarded to the vendor offering the lowest grand total price while meeting all specified requirements, with an initial contract term of one year and potential renewals for up to 36 additional months.

The procurement includes specific provisions for federal funding compliance, requiring vendors to meet extensive regulatory standards including affirmative steps for minority and women-owned business inclusion, domestic product preferences, and equal employment opportunity requirements. Vendors must maintain commercial general liability insurance of at least $1,000,000 per occurrence and automobile liability insurance of $1,000,000 per occurrence. While no specific incumbent vendor is identified, the contract allows for potential equipment additions without requiring contract modifications. The solicitation indicates an estimated parts cost of $5,000 and includes a parts markup mechanism, suggesting a flexible pricing structure. Vendors must be properly licensed and registered with the West Virginia Purchasing Division and be prepared to comply with detailed federal funds procurement regulations, including potential Davis-Bacon wage rate requirements for construction-related work. The contract may be partially or wholly funded by federal funds, which introduces additional compliance and documentation requirements for the selected vendor.