Refrigeration Preventative & Corrective Maintenance & Repair

The West Virginia Department of Administration Purchasing Division, on behalf of the West Virginia Department of Agriculture's Cedar Lakes Conference Center, is requesting quotes for refrigeration preventative and corrective maintenance and repair services under CRFQ AGR27-08, with bids due September 8, 2026, at 1:30 p.m. EST, and mandatory attendance at a pre-bid meeting on August 25, 2026, at 10:00 a.m. at Cedar Lakes Conference Center in Ripley, West Virginia — failure to attend results in bid disqualification.

The scope covers preventative and corrective maintenance for 18 refrigeration units and equipment across three facilities: Lakeview Dining Hall, Craft House Kitchen, and Holt Lodge Lobby. Preventative maintenance is scheduled monthly on a mutually agreed basis. Corrective maintenance must be performed as-needed; the vendor must maintain 24-hour emergency telephone service with 24-hour phone response and 72-hour on-site response for standard calls, and 30-minute phone response with 2-hour on-site arrival for emergency requests. All equipment, tools, expendable materials, and parts are vendor-supplied except pre-approved expedited or emergency parts delivery. A 12-month warranty on all labor is required.

The vendor must hold a West Virginia Contractor's License, EPA 608 certification for HVAC work, and manufacturer authorization to perform repair and warranty work on the listed equipment. Commercial General Liability Insurance and Automobile Liability Insurance of at least $1 million per occurrence are mandatory.

The contract term is one year from award with potential renewal for three successive one-year periods, subject to mutual written consent and appropriation of funds. Total contract payments shall not exceed $500,000 across all renewal terms, delivery orders, and change orders. Pricing must include a monthly preventative maintenance charge, an hourly labor rate for corrective maintenance, and a parts multiplier for cost-plus billing. Award will be made to the vendor meeting all specifications with the lowest total cost. Questions are due prior to a deadline established in the solicitation; contact Larry D McDonnell at 304-558-2062 or larry.d.mcdonnell@wv.gov.