Refrigeration Preventative & Corrective Maintenance & Repair

The West Virginia Department of Administration Purchasing Division is requesting quotes for refrigeration preventative and corrective maintenance and repair services for the West Virginia Department of Agriculture at Cedar Lakes Conference Center in Ripley, with quotes due September 8, 2026, at 1:30 p.m. EST and a mandatory pre-bid meeting held on August 25, 2026. Attendance at the pre-bid meeting is required; vendors who do not attend face bid disqualification.

The scope covers monthly preventative maintenance and as-needed corrective maintenance for 18 refrigeration units across three facility locations: Lakeview Dining Hall, Craft House Kitchen, and Holt Lodge Lobby. Preventative services include condenser and evaporator coil cleaning, refrigerant level inspection, defrost setting testing, and safety control inspection. Corrective maintenance is billed on an hourly labor basis with parts charged using a vendor-provided multiplier. The vendor must maintain 24-hour emergency telephone service, respond to corrective maintenance calls within 24 hours by phone and within 72 hours on-site, and respond to emergency requests within 30 minutes with on-site arrival within two hours.

The vendor must hold a valid West Virginia contractor's license, maintain commercial general liability and automobile liability insurance of at least $1,000,000 per occurrence, possess EPA 608 and appropriate state licenses (electrician, plumber, or HVAC), and demonstrate factory authorization from equipment manufacturers. All labor and parts for preventative maintenance are included in a fixed monthly charge; the vendor is responsible for all equipment, tools, expendable materials, and travel costs.

The initial contract term is one year with potential renewal for successive one-year periods, subject to mutual written consent and Purchasing Division and Attorney General approval. The total contract value shall not exceed $500,000 including all payments under the initial term, renewals, delivery orders, and change orders. Questions are due August 28, 2026, at 2:00 p.m. Addendum No. 01 was issued August 25, 2026, attaching the pre-bid sign-in sheet. Contact buyer Larry D. McDonnell at 304-558-2062 or larry.d.mcdonnell@wv.gov.