OSR Southern Region Generator Systems Maintenance/Repair

The West Virginia Department of Environmental Protection (WVDEP), Office of Special Reclamation (OSR), is seeking a qualified vendor to provide comprehensive maintenance and repair services for generator systems located across 26 southern West Virginia counties, with current primary sites in Nicholas and Clay Counties. The Agency Request for Quote (ARFQ) DEP2600000043 solicits an open-end contract for servicing Cummins and Onan Cummins LP, Natural Gas, and Diesel Power Generation Systems ranging from 6.5 kW to 60 kW. Vendor qualifications include a minimum of five years' experience servicing power generation systems, manufacturer training or certification, and authorization to perform warranty work. The contract requires 24-hour emergency telephone availability, with response times of 2 hours for emergencies, 4 hours for standard calls, and 12 hours for holiday/weekend calls. Bids must be submitted electronically through the wvOASIS Vendor Self Service portal by November 18, 2025, at 10:30 AM, with evaluation based on hourly labor rates, response fees, load bank testing costs, and parts markup.

The solicitation does not specify specific set-aside designations or restrictions on vendor participation. The pricing structure includes standard hourly labor rates (estimated 300 hours), holiday/weekend labor rates (estimated 50 hours), response fees (estimated 10 service calls), load bank testing services, and a parts markup not to exceed 15 percent. Vendors must provide a 12-month warranty on all labor and obtain advanced approval for parts exceeding $1,500. While no specific contract value is explicitly stated, the parts markup is estimated at $10,000 for bidding purposes, and the contract allows for potential expansion to additional facilities and generators throughout its term. The initial contract period is one calendar year, with the possibility of renewal for up to three successive one-year periods, subject to mutual written consent and approval by the Department and Attorney General's office. Invoices must be submitted electronically upon completion of each service event, with original parts costs included for markup verification.