RFQ for HVAC Maintenance Summersville Regional Office

The West Virginia Department of Administration Purchasing Division, on behalf of the Division of Motor Vehicles, is seeking an open-end contract for HVAC maintenance services at the Summersville Regional Office located at 2 Armory Way, Summersville, WV. The solicitation (CRFQ 0802 DMV2600000003) involves comprehensive maintenance for a geothermal water source heat pump system, including both preventive and corrective maintenance services. Vendor qualifications include possessing WV Electricians License, WV Plumbers License, and EPA 608 Certification, with demonstrated experience maintaining similar HVAC equipment. The contract requires monthly preventive maintenance, two-hour response times for corrective maintenance calls, and provision of all necessary parts and labor. Vendors must submit detailed pricing pages with monthly charges, estimated labor hours, hourly rates, and parts costs. Technical questions are due by September 25, 2025, at 10:00 AM, with bids due on October 7, 2025, at 1:30 PM. Evaluation will focus on vendor capability, compliance with specifications, and overall responsiveness to the solicitation requirements.

The solicitation indicates a total payment limit of $500,000 for the contract period, with provisions for potential renewal for up to three successive one-year periods. While no specific set-aside designations are explicitly stated, the state of West Virginia typically provides equal preference opportunities for small, women-owned, and minority-owned businesses. Vendors must be registered with the West Virginia Purchasing Division and may be subject to a $125 registration fee. The contract requires vendors to maintain comprehensive insurance coverage, including Commercial General Liability at $1,000,000 per occurrence and Automobile Liability at $100,000 per occurrence. Vendors must also provide 24-hour emergency telephone service and offer a 12-month warranty on all performed labor. The contract will require compliance with multiple building and safety codes, including the National Electric Code, International Building Code, and ANSI/ASHRAE standards. Interested vendors must submit bids electronically through wvOASIS or via paper/facsimile to the Purchasing Division in Charleston, WV.