CRFQ-0803-DOT2600000108-2 | District Nine HVAC Repair and Maintenace

The contract for District Nine HVAC Repair and Maintenance under solicitation number CRFQ-0803-DOT2600000108-2 is a state-level term contract issued by the West Virginia Department of Administration through its Purchasing Division, with performance centered in Charleston, West Virginia, and extending to various facilities listed in Exhibit C. It is structured as a one-year term contract with the potential for up to three one-year renewals, subject to mutual written consent and formal approval, and has a statutory cap of $200,000 for total payments across all periods, with no minimum purchase obligation. The scope includes comprehensive preventive and corrective HVAC maintenance on existing equipment at state facilities, requiring 24/7 emergency response, adherence to manufacturer specifications and industry standards, and the provision of all tools, parts, and materials at no cost to the state. All work must comply with applicable codes including NEC, IBC, IMC, NFPA, ANSI/ASHRAE 135-2004, and UL-916-PAZX, and all personnel must hold valid West Virginia Electrician and Plumber licenses, EPA 608 certification, and a WV Contractor’s License. The contract explicitly prohibits the use of used or refurbished parts unless authorized in writing and mandates full compliance with state privacy, security, and public disclosure laws, including the Freedom of Information Act. Award will be made on a Lowest Price Technically Acceptable basis, where all non-cost factors serve as threshold pass/fail requirements. To be technically acceptable, vendors must demonstrate compliance with licensing, insurance—including Commercial General Liability, Automobile Liability, Workers’ Compensation, Professional/Malpractice, Cyber Liability, Builders Risk, and Pollution Liability—and state registration with the West Virginia Purchasing Division including payment of a $125 fee. Cost evaluation is based on total annual expenses derived from a fixed seasonal maintenance rate of $400 per season, an hourly labor rate of $50, and a parts multiplier of 1.20 times labor costs, with the lowest total cost determining award provided technical requirements are met. Invoices must be submitted to the Purchasing Division in Charleston or the District Nine office in Lewisburg via Electronic Funds Transfer or P-Card and must itemize labor hours, rates, and parts with multipliers in accordance with Sections 14 and 15. The vendor is required to submit a preventive maintenance schedule within five days of award, maintain an OEM-equivalent