Truck Maintenance and Repair

The West Virginia Department of Administration Purchasing Division, on behalf of the West Virginia Department of Agriculture, issued Centralized Request for Quote (CRFQ) AGR25-21 to establish an open-end contract for truck maintenance and repair services. The procurement seeks a vendor to provide preventive and corrective maintenance services for eight Freightliner and International trucks located at the Food Distribution warehouse in Ripley, West Virginia (4496 Cedar Lakes Road). Deliverables include preventive maintenance activities such as oil changes, fuel filter changes, and truck inspections performed at 10,000-mile intervals, as well as corrective maintenance repairs as needed. The vendor must be registered with the West Virginia Purchasing Division, maintain Commercial General Liability insurance of $1,000,000 per occurrence and Automobile Liability insurance of $1,000,000 per occurrence, and provide proof of training and certification for truck maintenance. The vendor's repair facility must be located within a 40-mile radius of the warehouse, must furnish all parts and materials necessary for proper truck maintenance, and must provide a 12-month warranty on labor performed. Pricing shall be submitted on an hourly labor rate basis for preventive maintenance (estimated at 100 hours) and corrective maintenance (estimated at 200 hours), along with a parts multiplier to be applied to actual parts costs (estimated at $5,000 for preventive maintenance and $10,000 for corrective maintenance). The contract will be awarded to the vendor providing the lowest total cost. Vendor questions must be submitted in writing by April 24, 2025, at 2:00 PM EST/EDT, with bids due May 1, 2025, at 1:30 PM EST/EDT to the Department of Administration Purchasing Division at 2019 Washington Street East, Charleston, West Virginia 25305. A mandatory pre-bid meeting is referenced, though specific details were not provided in the solicitation documents.

The solicitation documentation does not specify any set-aside designations or restrictions limiting responses to particular types of organizations, disadvantaged enterprises, or minority-owned businesses, indicating this is an open procurement available to all qualified vendors. No incumbent vendors or current contractors are identified in the available solicitation materials. The vendor will be responsible for all mileage and travel costs and will be compensated only upon completion of work and invoice submission. The contract is established as an open-end agreement with quantities based on actual orders issued during the contract term; however, no specific contract duration or award value range is detailed in the provided documents, with terms to be determined upon award.