ARFQ-0313-DEP2600000082-1 | OSR Southern Region Generator Systems Maintenance/Repair

The contract pertains to the maintenance and repair of agency-owned power generation systems—operating on LP, natural gas, and diesel fuel—across 25 southern counties of West Virginia, including remote locations such as Boone, Braxton, Cabell, Kanawha, Logan, Mercer, and others. Services encompass scheduled inspections, manufacturer-recommended maintenance, emergency repairs, replacement parts, and Load Bank Testing to ensure system reliability and prevent wet stacking, performed in accordance with fixed maintenance schedules or emergency holiday/weekend protocols. No guaranteed work volumes are specified; all estimated quantities and hours are for bidding purposes only. The contract operates as an open-end agreement with a statutory funding cap of $500,000 and an initial term of one year, extendable for up to three additional years. Award will be made on a Lowest Price Technically Acceptable basis, requiring bidders to meet mandatory compliance criteria—including a valid bid bond, state licensing, drug-free workplace certification, manufacturer authorization for equipment repair, and adherence to submission deadlines—before cost becomes the determining factor. The vendor must submit invoices electronically to [email hidden], with a maximum allowable parts markup of 15%, and must comply with strict warranty standards ensuring all work and components are merchantable, defect-free, and fit for purpose. Special requirements include strict security protocols: vendors must identify all principal personnel who will receive access credentials, promptly report lost or stolen items, and ensure compliance with agency security policies. Confidentiality is mandatory under state law, with no submissions eligible for confidential designation due to West Virginia’s Freedom of Information Act. The contractor assumes full responsibility for indemnifying the state against claims arising from services performed and must maintain general liability insurance of at least $2 million, or $1 million if the contract value is $25,000 or less. Liquidated damages of $1,000 per day apply for performance delays, and neither the contract nor any payments may be assigned without written consent from the state, the Attorney General’s office, and other required entities. The vendor is explicitly designated as an independent contractor with no employer-employee relationship to the state. Bids must be submitted exclusively through the wvOASIS VSS Portal by the stated deadline, using accessible, unencrypted formats; failure to comply with submission rules results in disqualification. Certification regarding non-participation in an Israeli boycott is required, and vendors must self-identify if claiming status as a small, minority-owned,