HVAC Equipment Replacement Project

The West Virginia Division of Corrections and Rehabilitation is soliciting competitive bids through an Agency Request for Quote (ARFQ 0608 DCR2600000004) for an HVAC Equipment Replacement Project at Mount Olive Correctional Complex and Jail located in Mount Olive, West Virginia. The project requires the replacement of eleven existing rooftop HVAC units across six buildings (Stuart Hall, Paugh Hall, Birch Hall, Elm Hall, Oak Hall, and Pine Hall) with new 25-ton single packaged R-454B air conditioning units featuring two-stage compressor operation, natural gas heating with staged heat capability, and 208-volt, 3-phase, 60-hertz electric service with 10-horsepower belt drive blowers compliant with ASHRAE 90.1 standards. Deliverables include complete removal and installation of the new HVAC units, replacement of existing electrical disconnect switches, liquid tight conduit, natural gas piping, rooftop curves, and extension of existing ductwork to exceed the height of new units while meeting current code requirements, with all work completed within 240 calendar days from the Notice to Proceed. The contractor must maintain a one-year warranty on all work and parts, with manufacturers providing five-year warranties on compressors and ten-year warranties on heat exchangers, and must integrate new equipment with the existing Metasys building automation control system. Required qualifications include a valid West Virginia Contractors License prior to award, Commercial General Liability and Automobile Liability insurance at $1,000,000 per occurrence with the State named as additional insured, background checks for all employees due to 24/7 facility occupancy, and compliance with all facility security protocols. Critical dates include a mandatory pre-bid meeting on August 6, 2025 at 10:00 AM EST, a deadline for submitting questions by August 13, 2025 at 2:00 PM EST, and sealed bid submission by 10:30 AM EST on August 20, 2025, with public bid opening at 11:00 AM EST the same day.

The procurement documents do not specify any set-aside designations, disadvantaged enterprise restrictions, or incumbent vendor information. The project requires integration with the existing Metasys building automation control system and coordination with the facility's 20-year Versico roof warranty (expiring April 15, 2034), with any necessary roof modifications requiring coordination with the roofing manufacturer and inclusion in the bid price. Work is restricted to standard hours Monday through Friday, 8:00 AM to 4:00 PM, with the constraint that contractors may remove and replace only the quantity of rooftop units that can be installed and brought online on the same day due to continuous 24/7 facility occupancy, allowing up to two days for completion of installation and connections. The solicitation requires pricing submission as a lump sum amount written in both words and numbers, with words prevailing in case of discrepancy, and specifies that no change orders will be permitted for electrical disconnect switches, liquid tight conduit, natural gas piping, or rooftop curve replacement as all associated costs must be included in the bid price. A 10 percent retainage is required on all pay applications with 50 percent available at substantial completion and the remainder at final completion. No specific award value or budget range is disclosed in the procurement documents.