Refrigeration Preventative & Corrective Maintenance & Repair

The West Virginia Department of Administration Purchasing Division, on behalf of the West Virginia Department of Agriculture–Cedar Lakes Conference Center, is soliciting quotes for refrigeration preventative and corrective maintenance and repair services under a Centralized Request for Quote (CRFQ AGR27-03), with quotes due July 29, 2026 at 1:30 p.m.

The scope covers eighteen refrigeration units at three facility locations: Lakeview Dining Hall, Craft House Kitchen, and Holt Lodge. Services include vendor-developed preventative maintenance checklists (due ten days post-award for agency approval), monthly and quarterly preventative inspections and cleanings, and corrective maintenance repairs on demand. The vendor must provide 24-hour emergency telephone service, respond to service calls within 24 hours with technicians on site within two hours, and respond to emergency requests within one hour. A twelve-month warranty on all labor performed is required, and the vendor must maintain adequate inventory of replacement parts sourced from authorized manufacturers' suppliers only.

Vendors must be licensed and factory-authorized for the equipment manufacturers listed. Qualifications include valid EPA 608 Certification (for HVAC work), WV Electricians License, WV Plumbers License, and WV Contractor's License as applicable to work performed. The vendor bears all costs for equipment, tools, expendable materials, mileage, and travel.

The not-to-exceed contract value is $500,000, covering all labor, parts, renewals, delivery orders, and change orders. Pricing is structured as a monthly preventative maintenance charge, an hourly labor rate for corrective maintenance, and a parts multiplier for cost-plus billing of replacement parts; award goes to the lowest total cost vendor. The contract term is not specified. Upon award, the vendor must schedule an initial agency meeting within fifteen days and submit a preventative maintenance schedule within fifteen days for approval. Questions must be submitted in writing to Larry D. McDonnell at larry.d.mcdonnell@wv.gov prior to the question deadline.