Facility equipment maintenance

The State of West Virginia Department of Health and Human Resources (DHHR), on behalf of William R. Sharpe, Jr. Hospital in Weston (Lewis County), is soliciting quotations for facility equipment maintenance services through Agency Request for Quote (ARFQ) WSH2500000004. This open-end contract will cover both preventive and corrective maintenance for hospital kitchen and facility equipment on a 12-month basis, with potential renewal contingent upon mutual written agreement. The scope of work encompasses monthly preventive maintenance services performed according to manufacturer specifications with documented technician checklists, corrective maintenance labor on a weekday basis (estimated 10 trips annually at 3 hours per trip for 30 total annual hours), parts and materials with a markup applied to an estimated $5,000 annual parts cost, and truck charges assessed per service trip. All technicians must demonstrate a minimum of five years' experience in similar systems and provide evidence of factory training upon request; preventive maintenance must comply with manufacturer recommendations and include completion of signed checklists prior to service call conclusion, while corrective maintenance must be completed within 48 hours of service requests between 7:00 AM and 4:00 PM Monday through Friday, excluding holidays. Replacement parts must equal or exceed original manufacturer specifications from authorized suppliers, with parts exceeding $500 requiring advance agency approval, and all work includes a one-year warranty on installed parts and labor. Pricing evaluation requires vendors to submit unit pricing for four line items calculated as monthly preventive maintenance cost multiplied by 12, hourly corrective maintenance labor rates multiplied by 30 estimated annual hours, parts markup percentage applied to $5,000 estimated annual parts costs, and truck charges per trip multiplied by 10 annual trips, with award made to the vendor submitting the lowest grand total bid meeting all specifications. The deadline for written questions is April 25, 2025, at 12:00 PM; a mandatory pre-bid meeting is scheduled for May 2, 2025, at 1:30 PM with bid opening on the same date and time, and vendors failing to attend the mandatory pre-bid meeting will be disqualified.

This procurement may be funded in whole or in part with federal funds and is therefore subject to federal compliance requirements including provisions supporting minority businesses, women's business enterprises, labor surplus area firms, domestic product preference, Davis-Bacon wage rates for applicable construction work, anti-kickback statutes, labor standards for contracts exceeding $100,000, and Clean Air Act and Water Pollution Control Act compliance for contracts exceeding $150,000. Vendors must comply with debarment and suspension standards under the System for Award Management (SAM), maintain Commercial General Liability and Automobile Liability Insurance with minimum coverage of $1,000,000 per occurrence with the State listed as additional insured, provide performance and labor/material payment bonds each in the amount of 100% of contract value, and submit a DHHR Purchasing Affidavit certifying they are not in default on any monetary obligations to the state or its political subdivisions. No incumbent contractor or set-asides for disadvantaged enterprises are identified in the solicitation documents. The contract equipment list (Exhibit B) specifies 48 kitchen equipment items including six walk-in coolers and freezers, eight refrigeration units, nine ice machines, convection ovens, steamers, tilting skillets, and various food service equipment, with any similar equipment replaced or added during the contract term automatically incorporated into the existing agreement without change orders. Contract values are not explicitly stated; however, pricing is calculated based on submitted unit rates for preventive maintenance, hourly labor rates, parts markups on estimated $5,000 annual parts costs, and per-trip truck charges multiplied by estimated annual usage quantities, making the total annual cost dependent on vendor pricing submissions.