OSR Southern Region Generator Systems Maintenance/Repair

The West Virginia Department of Environmental Protection (DEP), Office of Special Reclamation (OSR), is soliciting bids for an open-end maintenance and repair contract for generator systems across the Southern Region, with services concentrated in Nicholas and Clay Counties and potentially expanding to 26 counties throughout southern West Virginia. This Advertised Request for Quotation (ARFQ DEP26-38) seeks a qualified vendor to provide comprehensive maintenance, repair, inspection, and load bank testing services for Liquid Propane, Natural Gas, and Diesel power generation systems manufactured by Cummins and Onan Cummins, with current equipment ranging from 6.5 kW to 60 kW in capacity. The vendor must maintain 24-hour emergency telephone service seven days per week, respond to standard calls within 12 hours, weekend and holiday calls within four hours, and emergency calls within 30 minutes with on-site arrival within two hours. Deliverables include manufacturer-required maintenance, parts replacement, inspections, two-hour and four-hour load bank testing, and a 12-month warranty on all labor, with the vendor furnishing all equipment, tools, materials, and supplies at no cost to the agency. Required qualifications include a minimum of five years of experience servicing the specified generator types, manufacturer training and certification, equipment manufacturer authorization, a valid West Virginia contractor's license, and compliance with drug-free workplace requirements for contracts exceeding $100,000. The bid submission must include a 5% bid bond, performance bonds and labor/material payment bonds each equal to 100% of the contract value, and commercial general liability and automobile liability insurance with minimum limits of $2,000,000 per occurrence. Pricing consists of standard hourly labor rates (estimated 300 hours), weekend/holiday hourly rates (estimated 50 hours), per-call response fees, two-hour and four-hour load bank testing fees, and a parts markup not to exceed 15% on estimated $10,000 parts costs, with shipping reimbursed at actual cost upon submission of original freight bills. Evaluation will award the contract to the vendor offering the lowest overall total cost while meeting all mandatory qualifications. The mandatory pre-bid meeting must be attended by at least one representative from each vendor with attendance verified on an official sign-in sheet; failure to attend results in automatic bid disqualification. Bids are due electronically through the wvOASIS system by October 23, 2025, at 10:30 a.m., with inquiries directed to Linda L. Stanley at (304) 414-1144 or linda.l.stanley@wv.gov.

No specific set-asides for disadvantaged enterprises, minority-owned businesses, or other special designations are identified in the solicitation documents. The contract is subject to West Virginia's preference for domestic steel, aluminum, and glass products where applicable. No incumbent vendor information or existing contractor details are provided in the available solicitation materials. The contract is structured as an open-end maintenance agreement with an initial one-year term, renewable upon mutual written consent for up to three successive one-year periods, provided total payments do not exceed $500,000 across all contract terms and renewals combined. The estimated contract value is based on the bid pricing submitted for the specified service categories and quantities; the final award value will depend on submitted unit rates and actual service usage throughout the contract term. Liquidated damages of $1,000 per working day apply for delays beyond the contract completion date unless extensions are approved by the Department or winter shutdown occurs. Payment will be made in arrears upon receipt of proper invoices and must be accepted via electronic funds transfer and P-Card, with the contract deliverables and services provided at the DEP office located at 1159 Nick Rahall Greenway, Fayetteville, West Virginia.