BridgeValley Community and Technical College

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 BV2526004.
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,
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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 HandDelivered 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: Atha/Aquino
Proposal: RFQ BV2526-004
Opening Date: 04/21/2026
Opening Time: 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
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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.
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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 oneyear 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 provided at 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.
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1.19. Contract Termination for Unavailability of Funds
If funds are not appropriated or allocated for the services provided under the contract, the
College may terminate the contract at the end of the current affected fiscal period without
charge or penalty. The College shall promptly give the Respondent written notice of such non-
appropriation or non-allocation of funds once the College receives notice.
1.20. Contract Termination for Failure to Perform
The College may terminate the contract resulting from this solicitation immediately at any time the
Respondent fails to meet the terms of the contract.
1.21. Invoices
Invoices will be submitted in arrears. Payment against invoices prior to receipt of services and an
assessment of interest or late fees for late payments is prohibited by State law. Invoices properly
prepared and submitted in accordance with the terms and conditions of the contract are typically
paid within a thirty (30) day timeframe.
1.22. Governing Law
The contract shall be governed by the laws of the State of West Virginia.
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SECTION 2 ELIGIBILITY REQUIREMENTS
2.1. Respondent Registration [WV Code 5A312]
The West Virginia Code requires that all Respondents be registered with the WV
Department of Administration, Purchasing Division, prior to receiving a purchase order for
competitive products and/or services exceeding $25,000.
Additional Respondent registration information can be obtained at:
https://www.state.wv.us/admin/purchase/VendorReg.html
2.2. Debarment [WV Code 5A333 through 5A333F]
Respondents that have been debarred by the federal government are not eligible to offer on or
receive contracts to supply goods or services to the state and its subdivision for a specified
period of time.
2.3. West Virginia Secretary of State
The Respondent must comply with the requirements of the West Virginia Secretary of State and
should provide a copy of their business license with the proposal. For more information, contact
the WV Secretary of State or visit https://sos.wv.gov/Pages/default.aspx.
2.4. Taxpayer Identification Information
The Internal Revenue Service (IRS) requires the College to request a taxpayer identification
number (TIN) for tax reporting purposes. IRS Form W-9 is used to obtain this information.
2.5. WV Agreement Addendum (WV96)
The WV-96 is attached to demonstrate the State law and guidelines which must be adhered to
in any contracts presented to the College for execution. A copy of additional terms and
conditions that a firm wishes to offer for consideration should be enclosed with the proposal.
The West Virginia Attorney General's Office must accept or reject proposed modifications to
the WV-96.
2.6. Purchasing Affidavit [WV State Code 5A310a]
WV State Code requires all Respondents to submit an affidavit regarding any debt owed to the
State. The Affidavit should be completed, signed, and returned with the Respondent's proposal.
2.7. Addendum Acknowledgement
The Respondent must complete and submit the Addendum Acknowledgement form. This form
confirms receipt of all addenda issued with this RFP. Respondents are responsible for ensuring
all applicable addenda are acknowledged as part of their proposal submission.
2.8. Designated Contact
The Respondent must complete and submit the Designated Contract Form. This form requires
the Respondent to provide the business name, business address, and telephone number; the
contact's name and e-mail address; and the name(s) of site visit attendee(s), if applicable. The
form must also include the signature and date of the individual authorized to obligate the
business.
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SECTION 3 Background Information
3.1. Location
The College is located at:
BridgeValley Community & Technical College
619 2nd Avenue
Montgomery, WV 25136
Operating Hours: Monday - Friday, 8:00 a.m. - 5:00 p.m.
3.2. About the College
BridgeValley assists students in achieving their educational goals. BridgeValley meets the higher
education, workforce development, and training needs for industries ranging from healthcare to
manufacturing.
Mission Statement
BridgeValley Community and Technical College promotes student success, prepares a skilled
workforce, and builds tomorrow's leaders by providing access to quality education.
Vision Statement
BridgeValley Community and Technical College will be the college of opportunity for a diverse
learner population, offering leading-edge technology, innovative ideas, and dynamic service to
our students and our communities.
Value Statements
Faculty, staff, and administrators share a common set of values that guides the College in
fulfilling its mission. These values influence our actions, guide our decisions, mold our policies,
and determine our strategic planning.
1. Excellence in Education. We are dedicated to excellence in education and will develop and
retain innovative and supportive faculty and staff; maintain facilities equipped with current
technology; and deliver a variety of impactful academic and occupational programs based
on tolerance of diverse cultural backgrounds and appreciation of divergent points of view.
2. Foster and Promote Achievement and Accessibility. We are committed to providing the
skills and resources students need to achieve their educational, career and/or personal
goals, and we are committed to open access and affordability of higher education for all
our students.
3. Respect for Diversity. We are dedicated to fostering a learning community in which all
individuals are valued and supported; promoting a culture of respect that honors the dignity
of every individual; and allowing zero tolerance for disrespect. We believe that everyone
should have the opportunity to learn and succeed in the classroom, in the workplace, and in
the community.
4. Practice Accountability. We are committed to efficient and effective management of human
and financial resources that will maintain public trust through professional integrity and
fiscal responsibility.
5. Quality of Work and Learning Environment. As a college fostering and promoting the dignity
of each person, BridgeValley strives to provide an environment that is free of harassment.
We make a commitment to treat all members of our communities with mutual respect and
nurture relationships within the college and community that allow us to grow our
knowledge, aid personal progress, expand our reach, and strengthen our impact on those
we serve. We believe that our community members are accountable for their actions and
should be held to high standards.
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6. Contribution to Community and Economic Development. We are committed to serving the
academic, occupational, and enrichment needs of our communities; enhancing quality of
life; and supporting economic development through effective business, government,
community, and industry partnerships and collaborations.
7. Commitment to Supporting Our Local Communities. We strive to be a positive and
transformative force in the places we call home by providing resources and programs that
enable our neighbors to rejuvenate and reimagine our neighborhoods, interact with and
understand our natural and built environments, and participate in and develop our local
economy. Championing the arts, cultivating an entrepreneurial spirit, and collaborating
with the new and existing industries, the college will be the primary convener and facilitator
necessary to support a creative and enduring community.
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SECTION 4 SCOPE OF SERVICES
4.1. Project
The selected contractor shall provide preventative maintenance, inspection, troubleshooting, and
repair services for the HVAC systems serving the College. The HVAC system consists primarily of a
Water Loop Heat Pump (WLHP) system that provides heating and cooling to approximately 76,565
square feet of building space.
The system includes distributed water-source heat pumps located throughout the building, allowing
for individual zone temperature control for heating and cooling. The system utilizes a roof-mounted
cooling tower for heat rejection during cooling operations. The cooling tower is connected to the
condenser water loop, which circulates throughout the building and removes heat generated by the
individual heat pumps.
A mechanical penthouse houses key system infrastructure, including primary circulation pumps,
HVAC system controls, and natural gas condensing boilers. The natural gas condensing boilers
provide supplemental heating to the water loop during winter operation and support domestic hot
water production.
Ventilation air for the building is supplied through a roof-mounted make-up air unit equipped with
heat recovery, which provides fresh air to the building while improving energy efficiency through
heat recovery technology.
4.2. Preventative Maintenance and Repair
The selected contractor shall provide preventative maintenance, inspection, troubleshooting, and
repair services for all components associated with the building HVAC system. The contractor shall
ensure that the system is maintained in a safe, reliable, and efficient operating condition and shall
notify the College of any deficiencies, recommended repairs, or potential system upgrades.
Preventative maintenance shall be performed at a minimum frequency of quarterly service visits,
with certain services performed seasonally as required, including boiler inspections and cooling
tower inspections.
The contractor shall also provide 24-hour emergency service availability, including evenings,
weekends, and holidays.
4.3. Equipment Information
Boilers Quantity: 2
Manufacturer: Buderus
Model: Loganoplus SB615 (Cyclonetic)
Maximum Capacity: 644 MBTU/Hr
Model Number: JB1G-020Rm7840L-F-M
Certifications: 10-UL-FM-CSD-1
Manufacture Date: September 2011
HVAC Units Quantity: Approximately 158 units
Type: Individual HVAC units with filters
Estimated Age: Approximately 12-15 years
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