Project Information

Bid Title

BridgeValley Community and Technical College

Issuing Agency

West Virginia Higher Education Policy Commission

Location

West Virginia

Published Date

Apr 1, 2026

Closing Date

Apr 21, 2026

Government Level

State & Local

Status

Closed

Ref. #

BV2526-004 HVAC Maintenance and Repair Services

Original Source

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Bid Documents

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Project Description

Bid Number	Description	Bid Opening
BV2526-004 HVAC Maintenance and Repair Services BV2526-004 Addendum 1 Q&A	BridgeValley Community and Technical College Request for Bids : BV2526-004 HVAC Maintenance and Repair Services Any questions should be directed to: Justa.Atha@bridgevalley.edu	Bids will be received until: April 21, 2026 12:00 PM EST

Attachment Preview

REQUEST FOR QUOTATIONS

BV2526‐004

HVAC MAINTENANCE AND REPAIR

Table of Contents

General Information and Standard Terms and Conditions

Eligibility Requirements

Background Information

Scope of Services

Respondent Responses and Evaluation Criteria

Additional Information

Section 1

Section 2

Section 3

Section 4

Section 5

Section 6

Exhibits:

Exhibit A

Exhibit B

Exhibit C

Exhibit D

Exhibit E

Exhibit F

Exhibit G

Exhibit H

Designated Contact

Addendum Acknowledgement

WV-96 Addendum to Vendor’s Standard Contractual Forms

Purchasing Affidavit

Debarment Certification

W-9 Request for Taxpayer Identification Number and Certification

WV-1 Vendor Registration and Disclosure Statement

Guidelines for Vendors for Bid Submissions via Email

QUESTIONS WILL BE RECEIVED THROUGH 04/07/2026, 1:00 p.m. EST

PROPOSALS WILL BE RECEIVED UNTIL 04/21/2026, 12:00 p.m. EST

SECTION 1 GENERAL INFORMATION AND STANDARD TERMS AND CONDITIONS

1.1. OVERVIEW

BridgeValley Community & Technical College (“the College”) is soliciting quotations from

qualified HVAC contractors to provide preventative maintenance, inspection, and repair

services for the HVAC systems located within a College facility totaling approximately

76,565 square feet.

1.2. SCHEDULE OF EVENTS

03/17/2026

Release of RFQ

03/30/2026, 1:00 p.m. EST Mandatory Pre-Bid Meeting, Lobby

04/07/2026, 1:00 p.m. EST Question Deadline

04/14/2026, 1:00 p.m. EST Addendum/Response to Questions

04/21/2026, 12:00 p.m. EST Proposals Due

04/21/2026, 1:00 p.m. EST Bids Publicly Opened and Read Aloud

05/05/2026

Target Award Date

1.3. Respondent Point of Contact

The Respondent, or anyone on the Respondent’s behalf, is not permitted to contact any

member of the College’s Board of Governors or College personnel as it relates to the requested

services or terms and conditions set forth in this solicitation. Violation of this clause may result

in bid disqualification. The Respondent is the sole contact for all inquiries after the solicitation

has been released for bid.

All inquiries regarding the specifications or proposal submission must be submitted in

writing, by the Question Deadline, to: Justa Atha, Justa.Atha@bridgevalley.edu. The

subject line of all communications must reference: RFQ BV2526‐004.

Revisions to this solicitation will be made by an official addendum issued by the College. The

Respondent should acknowledge receipt of all addenda issued with this solicitation through

acknowledgement on the Addendum Acknowledgment form. Failure to acknowledge addenda

may result in bid disqualification.

1.4. Posting of Information

The solicitation and any subsequent issued addenda will be available at:

https://www.bridgevalley.edu/purchasing-information

https://www.wvhepc.edu/resources/purchasing-and-finance/

https://www.wvsao.gov/LegalNotices/Default

1.5. Proposal Submission

In accordance with West Virginia Code §5A-3-11, proposals must be received by the College’s

Office of Fiscal Affairs prior to the date and time specified in Section 1.2, Schedule of Events,

BV2526-004 HVAC MAINTENANCE AND REPAIR SERVICES PG. 2

of this Request for Proposals. Failure to deliver, or the non-receipt of, a bid by the

specified date and time shall result in disqualification.

Proposals may be submitted in one of the following ways:

• Electronic submission

• Proposals must be sent to Justa.Atha@bridgevalley.edu

• The email subject line must read: Bid for HVAC Maintenance and Repair – RFQ

BV2526-004 – DUE 04/21/2026.

• All required exhibits and documents must be included in the electronic

submission

• Mailed or Hand-Delivered Submission - Mailed/hand delivered respondents shall

submit all exhibits, an ORIGINAL proposal, and four copies, by mail, to:

BridgeValley Community & Technical College

Office of Fiscal Affairs

2001 Union Carbide Drive South

Charleston, WV 25303

The following must be indicated on the envelope/package:

Buyer:

Proposal:

Opening Date:

Opening Time:

Atha/Aquino

RFQ BV2526-004

04/21/2026

1:00 p.m. EST

1.6. Rejection of Proposals

The College shall select the best value solution according to the criteria considered for contract

award. However, the CFO/CPO reserves the right to accept or reject any or all proposals, in part or

entirely at his/her discretion. The CFO/CPO reserves the right to withdraw this solicitation at any time

for any reason. Submission to, or receipt by, the CFO/CPO confers no rights upon the Respondent nor

obligates the College in any manner.

1.7. Conflict of Interest

By signing the bid, the Respondent affirms that it and its officers, members, and employees have no

actual or potential conflict of interest beyond any conflicts disclosed within the submitted bid.

Respondent will not acquire any interest, direct or indirect, that will conflict or compromise in any

manner or degree with the performance of their services under this contract. If any potential

conflict is later discovered, or if one arises, the Respondent must disclose it to the College

immediately upon discovery.

1.8. Independent Proposal

A bid will not be considered for award if the commission/price was not arrived at independently,

without collusion, consultation, communication, or agreement as to any matter relating to such

commission/prices with any other offer or with any competitor. The commission/price quoted in the

Respondent’s bid will not be subject to any decrease/increase and will be considered firm for the life

of the contract unless specific provisions for adjustment have been provided for in the original

contract.

1.9. Economy of Preparation

Bids should be prepared simply and economically, providing a straightforward, concise

description of Respondent’s abilities to satisfy the requirements of the solicitation. Emphasis

BV2526-004 HVAC MAINTENANCE AND REPAIR SERVICES PG. 3

should be placed on completeness and clarity of content.

1.10. Verbal Communications

Discussions and/or interviews may be held with a Respondent(s) under final consideration prior to

selection for award; however, an award may be issued without such discussions or interviews.

1.11. Oral Statements and Commitments

Respondent must clearly understand that any verbal representations made or assumed to be

made during any oral discussions held between Respondent’s representatives and any College

personnel are not binding. Only the information issued in writing and added to the solicitation

specifications filed by an official written addendum are binding.

1.12. Incurring Costs

Neither the College nor any of its employees or officers shall be held liable for any expenses

incurred by any Respondent responding to this solicitation for expenses to prepare, deliver the

proposal, or to attend any mandatory or non-mandatory pre-bid meeting or oral presentations.

1.13. Disclosure

All documents submitted in response to this solicitation and any documents created because of

this solicitation are considered public record. All bids, proposals or offers submitted shall become

public information and will be available for inspection during normal business hours at the College.

The only exception for public records is disclosure information as provided in

WV Code § 29B-1-4. Primarily, only trade secrets are considered exempt from public disclosure.

1.14. Bid Opening and Evaluation Process

At the date and time specified, each bid will be opened and read aloud. Once opened, each bid will

be reviewed by the CFO/CPO to make any determination, if applicable, of the Resident Respondent

and/or Small, Women-Owned, or Minority-Owned Preference; such preference is an evaluation

method only and applies only to the cost in accordance with West Virginia State Code.

Evaluation: Preference

Resident Respondent

Respondent Preference may only be granted upon written request and only in accordance with the

West Virginia Code §5A-3-37 and the West Virginia Code of State Rules. Respondent’s failure to

submit the Respondent Preference Certificate form, when applicable, with its bid will result in

denial of Respondent Preference. Respondent Preference does not apply to construction projects.

Small, Women‐Owned, or Minority‐Owned Respondent (SWM)

For any solicitation publicly advertised for bid, in accordance with West Virginia Code §5A-3-

37(a)(7) and W. Va. CSR §148-22-9, any non-resident Respondent certified as a small, women-

owned, or minority-owned business under W. Va. CSR §148-22-9 shall be provided the same

preference made available to any resident Respondent. Any non-resident small, women-owned, or

minority-owned business must identify itself as such in writing by submitting Form WV-1

“Respondent Registration & Disclosure Statement and Small-, Women-, & Minority-Owned Business

Certification” with its bid, and must be properly certified under W. Va. CSR §148-22-9 prior to

contract award to receive the preferences made available to resident Respondents.

Applicable preference forms can be obtained from the State of WV Purchasing website

http://www.state.wv.us/admin/purchase/forms.html.

BV2526-004 HVAC MAINTENANCE AND REPAIR SERVICES PG. 4

1.15. Pre-Bid Meeting

A MANDATORY Pre-bid meeting with be held at the following place and time:

619 2nd Avenue

Montgomery, WV 25136

Room - Lobby

03/30/2026, 1:00 p.m. EST

All vendors submitting a bid must attend the mandatory pre-bid meeting. Failure to attend the

mandatory pre-bid meeting shall result in disqualification of the vendor’s bid. No one individual is

permitted to represent more than one vendor at the pre-bid meeting. Any individual that does attempt

to represent two or more vendors will be required to select one vendor to which the individual’s

attendance will be attributed. The vendors not selected will be deemed to have not attended the pre-

bid meeting unless another individual attended on their behalf. An attendance sheet provided at the

pre-bid meeting shall serve as the official document verifying attendance. Any person attending the

pre-bid meeting on behalf of a vendor must list on the attendance sheet his or her name and the name

of the vendor he or she is representing. Additionally, the person attending the pre-bid meeting should

include the vendor’s e-mail address, phone number, and fax number on the attendance sheet. It is the

vendor’s responsibility to locate the attendance sheet and provide the required information. Failure to

complete the attendance sheet as required may result in disqualification of vendor’s bid. All vendors

should arrive prior to the starting time for the pre-bid. Vendors who arrive after the starting time but

prior to the end of the pre-bid will be permitted to sign in but are charged with knowing all matters

discussed at the pre-bid. Questions submitted at least five business days prior to a scheduled pre-bid

will be discussed at the pre-bid meeting if possible. Any discussions or answers to questions at the pre-

bid meeting are preliminary in nature and are non-binding. Official and binding answers to questions

will be published in a written addendum to the RFP/RFB prior to bid opening.

1.16. The CFO/CPO will perform a final review and award based upon the overall services, qualifications,

Respondent preference, if applicable and cost. Any contract resulting in an award from this

solicitation is not valid until properly approved and executed by the CFO/CPO of the College and

approved as to form, if required, by the Attorney General.

The issued contract, by order of precedence, is the fee schedule, the solicitation and any

addenda, and the Respondent’s bid along with all required exhibits in response to the

solicitation.

1.17.

Term of Contract & Renewals

The initial term of the contract shall be for one (1) year from the date of full execution.

The contract may be renewed annually, for up to two (2) additional one‐year terms, by mutual

written agreement of both parties. Renewal is not automatic and must be:

• Executed in writing by both parties prior to the expiration of the current term;

• Contingent upon the availability of funds, continued need for services, and satisfactory

performance;

• Consistent with the terms and conditions of the original contract, unless otherwise

modified by a formally executed change order;

• Approved by the West Virginia Attorney General’s Office, if required by law or regulation. If

either party does not wish to renew the contract, written notice must be providedat least thirty

(30) calendar days before the current contract’s expiration date.

1.18. Contract Changes

Any changes to the original contract will be made via a Change Order issued by the College. No

change is official until a signed Change Order is issued and received by the Respondent.

BV2526-004 HVAC MAINTENANCE AND REPAIR SERVICES PG. 5

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541990All Other Professional, Scientific, and Technical Services
• NAICS 611710Educational Support Services

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