HVAC Preventative & Corrective Maintenance - Troop 1

The West Virginia Division of Administrative Services, on behalf of the West Virginia State Police (WVSP), has issued Agency Request for Quote (ARFQ) 0612 DPS2400000013 to establish an open-end master agreement for HVAC preventative and corrective maintenance services at Troop 1 in Fairmont and eleven detachment locations across four districts throughout West Virginia. The procurement seeks a qualified contractor to provide comprehensive equipment and systems maintenance and repairs services, including preventative maintenance inspections performed bi-annually, corrective maintenance and repairs on an as-needed basis, replacement parts procurement, and installation of new devices and equipment for rooftop HVAC units, hot water heaters and storage tanks, high-low water manifold systems and mixing valves, vent fans, and boilers. Required qualifications include a West Virginia Contractor's License, maintenance of 24/7/365 emergency telephone service, employment of technicians with a minimum of three years' experience and appropriate state licensing (electrician, plumber, or HVAC certification), and compliance with current West Virginia codes and federal standards including the National Electric Code, International Building Code, International Mechanical Code, and NFPA requirements. The contractor must respond to corrective maintenance requests with two-hour telephone response and 24-hour onsite arrival for regular requests, or 30-minute telephone response with four-hour onsite arrival for emergency situations, and must provide one-year warranties on all parts and labor. Award will be based on lowest overall total cost meeting specifications, with pricing submitted on Exhibit D encompassing separate hourly labor rates for regular hours, overtime hours, holiday hours, and emergency hours, plus a percentage markup on parts and a flat travel rate per visit. The solicitation was issued December 19, 2023, with questions due December 19, 2023, at 2:00 PM EST, a mandatory pre-bid meeting required prior to submission, and bids due December 27, 2023, at 2:00 PM EST, with bid opening scheduled for December 28, 2023, at 10:30 a.m. EST.

No set-aside designations or restrictions limiting response to disadvantaged enterprises or specific organization types are identified in the solicitation documents. The documentation does not identify any incumbent contractor or current service provider for this contract. The solicitation specifies that the contractor must use original manufacturer parts and brand numbers, with prior Agency approval required for parts exceeding $2,500, and must submit itemized invoices and manufacturer's warranties for reimbursement; the agency will reimburse parts costs at the quoted markup plus pass-through shipping and freight costs without additional markup. The contract term is one year with four potential one-year renewal options available upon mutual written consent. The pricing exhibit establishes estimated costs of $5,000.00 for new equipment, devices, and parts, with estimated annual labor hours of 40 regular hours, 20 overtime hours, 8 holiday hours, and 8 emergency hours, though the template pricing page indicates all unit prices were submitted at $0.00 and serve for bid evaluation purposes only, suggesting the actual contract value will be determined by vendor pricing submissions. The vendor must obtain and maintain Commercial General Liability Insurance of at least $1,000,000 per occurrence, Automobile Liability Insurance of at least $1,000,000 per occurrence, and Builders Risk Insurance equal to 100 percent of the contract amount, with performance and payment bonds required in the amount of 100 percent of contract value.