HVAC Preventative & Corrective Maintenance

The West Virginia Department of Agriculture is seeking a contractor for HVAC Preventative and Corrective Maintenance services at the Cedar Lakes Conference Center in Ripley, West Virginia, through a Centralized Request for Quote (CRFQ) solicitation. The procurement covers comprehensive HVAC maintenance for multiple buildings, including both preventative and corrective maintenance for various HVAC systems and equipment. Vendors must provide detailed documentation including factory authorization, appropriate professional licenses (electricians, plumbers, HVAC certifications), and demonstrate compliance with specific building codes and maintenance standards. The contract requires a 12-month warranty on labor, continuous 24-hour emergency telephone service, and maintenance logs documenting all work performed. Key technical requirements include quarterly and annual reporting detailing hours worked, project costs, and parts utilized, with technical questions due by July 9, 2025, and bid responses due by July 16, 2025, at 1:30 PM. The evaluation will be based on the lowest total cost, with vendors expected to submit pricing through Exhibit C, which includes monthly preventative maintenance charges, hourly labor rates for corrective maintenance, and parts cost with an associated markup multiplier.

The solicitation does not explicitly mention specific set-aside designations or restrictions for disadvantaged enterprises. The contract term is three years with a total contract value not exceeding $500,000, and it will be awarded to a single vendor capable of meeting all specified requirements. Vendors must maintain a drug-free workplace, provide appropriate insurance, and adhere to local labor market hiring regulations. The procurement uses commodity code 40101700 and will require the successful vendor to provide services at two primary locations: the Agriculture Department in Charleston and the FFA-FHA Camp in Ripley, West Virginia. Interested vendors should contact James W. Atkins, the Senior Buyer, at 304-352-0219 or james.w.atkins@wv.gov for additional information. The procurement is being conducted under W. Va. Code 5-22-1(a)(5), and the contract will be managed through the West Virginia Department of Administration Purchasing Division.