RFQ for HVAC Maintenance Beckley Regional Office

The West Virginia Department of Administration's Purchasing Division is soliciting a Request for Quotation (RFQ) for HVAC maintenance services for the Beckley Regional Division of Motor Vehicles (DMV) office located at 107 Pinecrest Drive, Beckley, WV. The contract covers comprehensive maintenance for three existing Trane HVAC units, including both preventive and corrective maintenance services. Preventive maintenance must be performed monthly on a mutually agreed schedule, while corrective maintenance will be conducted on an as-needed basis to restore HVAC systems to full operational status. Vendor qualifications include successful maintenance experience with the specific HVAC equipment types within the last five years, appropriate licensing (Electricians License, Plumbers License, EPA 608 Certification, or WV Contractor's License), and factory authorization from equipment manufacturers. The vendor must maintain 24-hour emergency telephone service, respond to corrective maintenance calls within two hours, and arrive on-site within four hours of notification. Key submission dates include a deadline for written questions by November 4, 2025 at 10:00 a.m., and final bid submissions due by November 12, 2025 at 1:30 p.m. to the Department of Administration, Purchasing Division in Charleston, WV.

The solicitation appears to include opportunities for small, women-owned, and minority-owned businesses, with the state applying reciprocal preferences to non-resident vendors who must submit written certification of their status to qualify for applicable preferences. The contract is structured as an open-ended agreement with a maximum total value not to exceed $500,000, which encompasses all payments during the initial contract term, potential renewals, delivery orders, and change orders. Pricing will be evaluated based on a combination of monthly preventive maintenance fees, hourly corrective maintenance labor rates, and parts markup. The vendor will be responsible for all mileage and travel costs, must provide all necessary equipment and materials, and must offer a 12-month warranty on all performed labor. Award will be made to the vendor meeting required specifications with the lowest total cost, with payment processed through electronic funds transfer or P-Card methods. Vendors must maintain specified insurance coverage, including $1,000,000 in Commercial General Liability and $100,000 in Automobile Liability per occurrence.