RFQ for HVAC Maintenance Summersville Regional Office

The West Virginia Department of Administration Purchasing Division, on behalf of the Division of Motor Vehicles, issued a Centralized Request for Quote (CRFQ) on October 29, 2025, for HVAC maintenance services at the DMV Summersville Regional Office located at 5707 MacCorkle Avenue S.E., Suite 200, Summersville, West Virginia. The procurement solicits qualified vendors to provide three categories of HVAC maintenance services: preventive maintenance on a monthly charge basis, corrective maintenance at an hourly labor rate, and replacement parts at cost. This is an open-end contract establishment designed to ensure ongoing HVAC system maintenance and operation at the specified facility. Vendors must submit sealed bids in accordance with all terms, conditions, specifications, and bid requirements contained in the complete solicitation package, including submission of FEIN numbers and authorized signatures. The solicitation closing date is November 12, 2025, at 1:30 p.m., with technical questions required to be submitted by 10:00 a.m. on November 4, 2025. Inquiries regarding the solicitation should be directed to John W. Estep at the Department of Administration Purchasing Division via phone at 304-558-2566 or email at john.w.estep@wv.gov. Vendors are required to comply with mandatory certifications including a Drug Free Affidavit confirming commitment to maintaining a drug-free workplace, and must submit bid bonds as financial security guaranteeing contract execution.

The solicitation documentation does not specify particular set-aside designations, disadvantaged enterprise restrictions, incumbent contractor information, or contract renewal options. Vendors must acknowledge and accept all terms and conditions established in the CRFQ package, including compliance with federal, state, and local regulations regarding equal employment opportunity, prevailing wage requirements where applicable, conflict of interest disclosures, insurance obligations, indemnification provisions, and performance standards. The available documentation does not identify specific funding amounts, budget ranges, or award values for the contract. All prospective bidders must meet standard qualifications for providing commercial HVAC maintenance services and must provide required insurance documentation and compliance certifications as conditions for participation and potential contract award.