Refrigeration Preventative & Corrective Maintenance & Repair

The West Virginia Department of Administration Purchasing Division, on behalf of the Department of Agriculture–Cedar Lakes Conference Center, is soliciting quotes for refrigeration preventative and corrective maintenance and repair services under CRFQ AGR27-08, with bids due September 15, 2026, at 1:30 p.m. EST. A mandatory pre-bid meeting was held August 25, 2026; failure to attend results in bid disqualification.

The scope covers thirteen refrigeration units and equipment at Cedar Lakes Conference Center in Ripley, including freezer units, walk-in coolers, compressors, ice machines, and serving-line refrigeration units located in the Lakeview Dining Hall, Craft House Kitchen, and Holt Lodge Lobby. The vendor must furnish all equipment, tools, materials, and replacement parts at no cost to the agency. Preventative maintenance will be performed monthly on a mutually agreed schedule; corrective maintenance must be performed on an as-needed basis with a 24-hour response requirement for standard requests and a 30-minute response requirement for emergencies. Pricing must include a monthly preventative maintenance charge, an hourly labor rate for corrective maintenance, and a parts multiplier for marking up parts costs.

Vendors must be authorized by manufacturers to perform repair and warranty work, hold a West Virginia Contractor's License, possess EPA 608 Certification for HVAC work, and hold applicable electrician or plumber licenses. Vendors must demonstrate successful maintenance of similar refrigeration equipment on two or more occasions within the past five years, maintain 24-hour emergency telephone service, and carry Commercial General Liability Insurance and Automobile Liability Insurance of at least $1 million each. A 12-month warranty on all labor is required.

The total contract value may not exceed $500,000 across the initial one-year term, renewal periods, delivery orders, and change orders. The contract will be awarded to the lowest-cost vendor meeting all specifications, with successive one-year renewals possible subject to mutual written consent and Purchasing Division and Attorney General approval. Questions were due August 28, 2026. Addendum No. 02 extended the original September 8 bid-opening date to September 15. Vendors must acknowledge receipt of all addenda to avoid disqualification. The contracting officer is Larry D. McDonnell, 304-558-2063 or larry.d.mcdonnell@wv.gov.