Addendum 1 .pdf
PDF 135 KB Posted
- Solicitation number
- ARFQ 0612 DPS2400000013 2
- Issued by
- Marshall County, West Virginia
About this file
This is Addendum 1 to a Request for Quotation (RFQ) issued by the West Virginia State Police (WVSP) for HVAC Preventative and Corrective Maintenance services at Troop 1 facilities. The addendum addresses vendor questions and clarifies specifications for maintenance services across 11 detachment locations, with Fairmont designated as the headquarters location. The primary modification revises preventative maintenance frequency from quarterly to bi-annual (twice yearly) as specified in Section 7.4.3.1, with the exact schedule to be agreed upon between the vendor and agency. Additionally, the addendum confirms that vendors must replace air filters on rooftop HVAC units every three months (four times annually) as part of the preventative maintenance scope outlined in Exhibit B.
Regarding pricing and reimbursement terms, the agency seeks a single overall total cost bid covering preventative maintenance for all 11 locations rather than separate pricing sheets for individual facilities. For parts procurement, vendors are responsible for sourcing and supplying belts, filters, and other materials, with the agency providing reimbursement at cost plus the vendor's quoted markup. Shipping and freight charges are reimbursed at pass-through cost only, without markup permitted. Vendors must submit itemized invoices and manufacturer's warranties prior to reimbursement. The addendum includes an Addendum Acknowledgment Form that vendors must complete and submit with their bids, with failure to acknowledge receipt of addenda potentially resulting in bid disqualification.
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Text version
Revised 6/8/2012
SOLICITATION NUMBER: [Insert RFQ, RFP No.] Addendum Number: [Insert Number]
The purpose of this addendum is to modify the solicitation identified as [insert RFQ, RFP No.] (“Solicitation”) to reflect the change(s) identified and described below.
Applicable Addendum Category:
[ ] Modify bid opening date and time
[ ] Modify specifications of product or service being sought
[ ] Attachment of vendor questions and responses
[ ] Attachment of pre-bid sign-in sheet
[ ] Correction of error
[ ] Other
Description of Modification to Solicitation:
Additional Documentation: Documentation related to this Addendum (if any) has been included herewith as Attachment A and is specifically incorporated herein by reference.
Terms and Conditions:
1. All provisions of the Solicitation and other addenda not modified herein shall remain in full force and effect.
2. Vendor should acknowledge receipt of all addenda issued for this Solicitation by completing an Addendum Acknowledgment, a copy of which is included herewith.
Failure to acknowledge addenda may result in bid disqualification. The addendum acknowledgement should be submitted with the bid to expedite document processing.
ATTACHMENT A
ADDENDUM ACKNOWLEDGEMENT FORM
SOLICITATION NO.:_____________
Instructions: Please acknowledge receipt of all addenda issued with this solicitation by completing this addendum acknowledgment form. Check the box next to each addendum received and sign below.
Failure to acknowledge addenda may result in bid disqualification.
Acknowledgment: I hereby acknowledge receipt of the following addenda and have made the necessary revisions to my proposal, plans and/or specification, etc.
Addendum Numbers Received:
(Check the box next to each addendum received)
[ ] Addendum No. 1 [ ] Addendum No. 6
[ ] Addendum No. 2 [ ] Addendum No. 7
[ ] Addendum No. 3 [ ] Addendum No. 8
[ ] Addendum No. 4 [ ] Addendum No. 9
[ ] Addendum No. 5 [ ] Addendum No. 10
I understand that failure to confirm the receipt of addenda may be cause for rejection of this bid. I further understand that any verbal representation made or assumed to be made during any oral discussion held between Vendor’s representatives and any state personnel is not binding. Only the information issued in writing and added to the specifications by an official addendum is binding.
Company
Authorized Signature
Date
NOTE: This addendum acknowledgement should be submitted with the bid to expedite document processing.
Addendum 1
ARFQ 0612 DPS2400000013
HVAC Preventative & Corrective Maintenance – Troop 1
Vendor Questions and Agency Responses:
1. There are two sections in the RFQ that differ from each other on whether PM is supposed to be Quarterly or Semi-Annual. What is the PM frequency for this RFQ?
A. Agency hereby revises specification 7.4.3.1 to read as “Vendor shall perform preventative maintenance on a bi-annual basis as agreed upon by the Vendor and Agency.
2. Is the vendor required to change filters as part of the PM?
A. Exhibit B – Required Preventative Maintenance Work Scope.
Rooftop HVAC Units – Item 12 – Vendor must replace air filter every three (3) months, four (4) time a year.
3. Will we be receiving other pricing sheets? Attachment D only has the pricing page for Fairmont.
A. Agency is seeking an overall total cost bid for this contract. Troop 1 – Fairmont is the headquarters location for each detachment listed on Exhibit A – Detachment Locations. It is intended to receive a total cost for preventative maintenance for the 11 locations.
4. 7.4.3.1 States Quarterly Maintenance. I am asking because other state bids seem to be just 2x year.
A. See Agency response to question 1 above.
5. 7.4.5.1 – Vendor supplies belts and filters:
A. 4.4.5.3 – Parts shall be procured by the Vendor, but reimbursed by the Agency, with the appropriate markup quoted by the Vendor. All parts supplied by Vendor shall include shipping/freight charges. Shipping/freight costs will be reimbursed at a pass-through cost, no markup shall be permitted. Vendor shall provide a copy of the itemized invoice and manufacturer's warranty prior to reimbursement.
| Addendum Master.pdf |
| Addendum 1 - WVSP ARFQ DPS24-13.pdf |
| Text1: ARFP 0612 DPS2400000013 |
| Text2: 1 |
| Check Box4: Off |
| Check Box5: Yes |
| Check Box6: Yes |
| Check Box7: Off |
| Check Box8: Off |
| Check Box9: Off |
| Text3: Attach Vendor Questions and Agency Responses |
Revised Specification 7.4.3.1 to read as "Vendor shall perform preventative maintenance on a bi-annual bases as agreed upon by the Vendor and Agency".
Text4: ARFQ DPS24*13
File details come from the government source that posted it. Updated .