Refrigeration Maintenance & Repair

The West Virginia Department of Administration Purchasing Division, on behalf of the West Virginia Department of Agriculture, issued a Centralized Request for Quote (CRFQ 1400 AGR2500000020) for an open-end refrigeration maintenance and repair contract for the WVDA Food Distribution Warehouse located at 4496 Cedar Lakes Road, Ripley, West Virginia. The procurement seeks a qualified vendor to provide comprehensive preventive and corrective maintenance services for refrigeration equipment including six Master Bilt freezer and cooler units, seven Heatcraft cooler/freezer units, and multiple Copeland and American compressors utilizing R404A refrigerant. Preventive maintenance deliverables include bi-annual evaporator coil cleaning, bi-annual electrical equipment inspection, bi-annual refrigerant line set inspection, and monthly service visits on a mutually agreed-upon schedule post-award. Corrective maintenance must be performed Monday through Friday between 5:30 A.M. and 4:00 P.M. with a four-hour standard response time and two-hour emergency response time requirement. Required vendor qualifications include a minimum of ten years' experience repairing and maintaining industrial refrigeration equipment, valid West Virginia licenses for electricians, plumbers, or contractor work as applicable, factory authorization from equipment manufacturers, proof of training and certification, compliance with National Electric Code, International Building Code, International Mechanical Code, and ANSI/ASHRAE standards, continuous 24-hour emergency telephone service, and provision of a 12-month warranty on all labor performed. The contract will be awarded to the lowest responsible bidder meeting all specifications, with vendor questions due by April 23, 2025, at 2:00 PM EST/EDT and bids due by April 30, 2025, at 1:30 PM EST/EDT.

The solicitation documentation does not identify any set-aside designations, disadvantaged enterprise restrictions, or incumbent vendor information for this procurement. No mandatory pre-bid meeting is required, and no specific existing technology integration requirements are indicated beyond the noted equipment specifications. The maximum contract value is $500,000 for all payments including renewals and delivery orders, with pricing structured to include a monthly preventive maintenance charge multiplied by twelve months, an hourly labor rate multiplied by estimated hours (200 hours estimated annually), and estimated parts costs multiplied by a vendor-provided multiplier, with corrective maintenance labor billed at the stated hourly rate and parts billed at vendor cost plus the designated multiplier. Freight charges for parts are not permitted, though pre-approved and documented expedited or emergency delivery charges may be billed. The State of West Virginia is exempt from all applicable taxes, and payment will be made in arrears upon receipt of proper invoices, with the vendor responsible for all mileage, travel costs, and travel time associated with contract performance.