ARFQ 0608 COR1900000001 - General Specifications.pdf

ARFQ 0608 COR1900000001

REQUEST FOR QUOTATION

REPLACEMENT OF ROOFTOP UNITS PROJECT AT LAKIN CORRECTIONAL CENTER AND

JAIL

GENERAL CONSTRUCTION SPECIFICATIONS (No AIA Documents)

1. PURPOSE AND SCOPE: The West Virginia Division of Corrections and Rehabilitation

(DCR) is soliciting bids on behalf of Lakin Correctional Center and Jail (LCC&J), to establish a contract for a lump sum quotation for the Replacement of the Existing Rooftop Units on the Main Building. Lakin Correctional Center and Jail is located at 11264 Ohio River Road, West Columbia, WV 25287.

1.1 The project will include the general specifications, project plans manual, and contract drawings. The project consists of removing the existing thirty-eight (38) rooftop units, four (4) condensing units, four (4) makeup air units, three (3) refrigeration units, and one (1) heating unit and replacing with new project.

1.2 The Vendor shall furnish all materials, labor, and equipment necessary to complete all

Construction Services. The Vendor shall furnish any incidental work, materials, labor, and equipment that are necessary to complete the Construction Services, even if such incidental work is not explicitly included in the Project Plans Manual and Contract Drawings.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below.

Additional definitions can be found in section 2 of the General Terms and Conditions and in the Project Plans Manual and Contract Drawings as defined below.

2.1 “Construction Services” means removing the existing thirty-eight (38) rooftop units, four (4) condensing units, four (4) makeup air units, three (3) refrigeration units, and one (1) heating unit with new project as more fully described in the Project Plans Manual and Contract Drawings.

2.2 “Pricing Page” means the pages contained in wvOASIS, attached hereto as Exhibit

A, or included in the Project Plans Manual upon which Vendor should list its proposed price for the Construction Services.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with

Construction Services that is published by the West Virginia Division of Corrections and Rehabilitation (DOCR), and/or the West Virginia Division of Administrative Services (DOAS).

2.4 “Project Plans” means documents developed by an architect, an engineer, the

Agency, or another design professional, which are attached hereto as Exhibit B, that provide detailed instructions on how the Construction Services are to be performed.

In the event that the Project Plans Manual contain drawings or other documents too large to attach in Exhibit B, Vendors can obtain copies in accordance with Section 9 of these Specifications.

3. ORDER OF PRECEDENCE: This General Construction Specifications document will have priority over, and supersede, anything contained in the Project Plans Manual.

4. QUALIFICATIONS: Vendor, or Vendor’s staff if requirements are inherently limited to individuals rather than corporate entities, shall have the following minimum qualifications:

4.1 The vendor’s installer technicians must be factory trained, authorized to sell and service the manufacturer equipment that is being bid, with three (3) years’ experience.

4.2 At all times, vendor shall ensure appropriately trained and qualified technicians do the installation.

4.3 Experience: Vendor, or Vendor’s supervisory staff assigned to this project, must have successfully completed at least three (3) projects that involved work similar to that described in these specifications or the Project Plans Manual. Compliance with this experience requirement will be determined prior to contract award by the State through references provided by the Vendor upon request, through knowledge or documentation of the Vendor’s past projects, through confirmation of experience requirements from the architect assisting the State in this project, or some other method that the State determines to be acceptable. Vendor must provide any documentation requested by the State to assist in confirmation of compliance with this provision. References, documentation, or other information to confirm compliance with this experience requirement may be requested after bid opening and prior to contract award.

4.4 Certifications: Vendor shall ensure that all work performed under this Contract is performed by an appropriately licensed individual. Required licenses may include, but are not limited to the following:

4.4.1 Electricians – West Virginia Electricians License

4.4.2 Mechanical Contractor License

4.4.3 West Virginia Contractor’s License

4.5 Building Codes: At a minimum, the project shall comply with the current editions of building standards and codes in effect at the time of performance

5. CONTRACT AWARD: The Contract is intended to provide Agency with a purchase price for the Construction Services. The Contract will be awarded to the lowest qualified responsible bidder meeting the required specifications. If the Pricing Pages contain alternates/add-ons, the Contract will be awarded based on the grand total of the base bid and any alternates/add-ons selected.

6. SELECTION OF ALTERNATES: Pursuant to W. Va. Code § 5-22-1(f), any solicitation of bids shall include no more than five alternates. Alternates, if accepted, shall be accepted in the order in which they are listed on the bid form. Any unaccepted alternate contained within a bid shall expire 90 days after the date of the opening of bids for review. Determination of the lowest qualified responsible bidder shall be based on the sum of the base bid and any alternates accepted.

7. PERFORMANCE: Vendor shall perform the Construction Services in accordance with this document and the Project Plans.

8. SUBSTITUTIONS: Any substitution requests must be submitted in accordance with the official question and answer period described in the INSTRUCTIONS TO VENDORS SUBMITTING BIDS, Paragraph 4. Vendor Question Deadline. Vendors submitting substitution requests should submit product brochures and product specifications during the official question and answer period.

9. PROJECT PLANS: The checked box will apply to Project Plans for this solicitation.

X No Additional Project Plan Documents: There are no additional Project Plans other than those attached hereto as Exhibit B or any subsequent addenda modifying Exhibit B.

10. CONDITIONS OF THE WORK

10.1. Permits: The Vendor shall procure all necessary permits and licenses to comply with all applicable Federal, State, or Local laws, regulations and ordinances of any regulating body.

10.2. Existing Conditions: If discrepancies are discovered between the existing conditions and those noted in the specifications, Vendor must immediately notify the Agency's representative. Vendor must also immediately notify the Agency if suspected hazardous materials are encountered.

10.3. Standard Work Hours: The standard hours for this contract are listed below, excluding holidays recognized by the State of West Virginia. Any work outside of the standard hours of work must be approved in advance at the Agency’s sole discretion.

Authorization of work outside of the standard hours of work will not entitle Vendor to additional compensation.

10.3.1 On-Site Work Hours: Limit work in the existing buildings to normal business working hours specified below:

10.3.1.1 The standard hours of work for this Contract will be Monday thru Friday from 8:00 am until 4:00 pm.

10.3.1.2 If the vendor wishes to work a different schedule other than what was previously stated, the DOC facility will work with the vendor. For example, the vendor works for four (4) days a week for a ten (10) hour shift each day.

10.3.1.3 Vendor should not plan on working at the DOC facility on any holiday recognized by the State of West Virginia. This is due to the reduced amount of DOC facility staff members that would be available to escort the vendor staff.

10.3.1.3.1 State Holidays are:

• New Year’s Day (January 1)

• Martin Luther King Day (Third Monday in January)

• President’s Day (Third Monday in February)

• Memorial Day (Last Monday in May)

• West Virginia Day (June 20)

• Independence Day (July 4)

• Labor Day (First Monday in September)

• Columbus Day (Second Monday in October)

• Veterans Day (November 11)

• Thanksgiving (Fourth Thursday in November)

• Day After Thanksgiving (Fourth Friday in November)

• Christmas Day (December 25)

10.3.1.4 All work done within the secure area, work times and coordinated areas, will be at the discretion of the DOC facility administration.

10.3.1.5 If for any reason, the vendor wishes to work other than the previous stated days and hours, the request must be turned into the Facility at least forty-eight (48) hours in advance for approval. The request must be submitted to the Associate Warden of Operations or designee.

10.4. Security:

10.4.1 Vendor must comply with all Division of Corrections & Rehabilitation and

Facility security requirements. This includes but is not limited to security background check of any employee of contractor that will be working on-site on the project.

10.4.2 Vendors must submit for each individual that will be working on the jobsite the following information: Full name, date of birth, and social security number. This will not be required for someone delivering items to the jobsite and then immediately leaving. Delivery drivers must stay with their vehicles.

10.4.3 All contractors and subcontractors that will be working on-site must fill out the security documents and submit to the Director of Engineering and Construction.

10.5. Tools:

10.5.1 Vendor must comply with all Division of Corrections and Facility tool security requirements. This includes but is not limited to checking all tools brought into the Facility at the beginning of the work day, checking all tools being removed from the Facility at the end of the work day, keeping all tools locked up while not in use, and reporting any missing tools.

10.6. Code Requirements:

10.6.1 All work must comply with all federal, state, county, and city code requirements.

10.7. Damages:

10.7.1 Any damages occurring to the building or property resulting from the vendor’s performance of this work shall be the responsibility of the vendor to repair at the vendor’s expense; either by using his/her own forces or that of an approved sub-vendor. The repair method and finished product will be subject to the approval of the owner.

10.8. Cleanup:

10.8.1 The vendor shall keep the work area as clean as possible during the entire progress of work, and shall be responsible to remove from the site, the packaging materials from the products and other debris as it accumulates. All items that are removed to allow the installation of the new items will become the property of the contractor to dispose of unless otherwise noted.

10.9. Materials:

10.9.1 Material can be shipped directly to the Facility as long as it does not require to be unloaded by the Facility.

10.9.2 The DOC facility will not be held accountable for any material orders shipped directly to the facility. The vendor must be present at the facility to receive the order.

10.9.3 The Facility will not be liable for any short-shipped items.

10.9.4 The DOC facility will not be responsible for any items that are missing or have been stolen. It is the vendor’s responsibility to secure all their tools and materials.

10.9.5 Any materials, which are found to be damaged, shall be removed and replaced at the vendor's expense.

10.10. Project Closeout: Project Closeout shall include the following:

10.10.1. Final Cleanup: Vendor shall perform the final cleanup activities listed below, along with any other final cleanup activities normally associated with the work performed under this Contract, prior to final inspection:

10.10.1.2 Return the job site to its original condition upon completion of the work.

10.10.2. Final Inspection: Vendor shall participate in a final inspection with the Agency’s project manager. The purpose of the final inspection will be to identify deficiencies that need to be remedied prior to Agency’s final acceptance of the work. Vendor shall at all times be obligated to perform in accordance with the Contract and must take all actions necessary to ensure that work complies with requirements of Contract prior to final acceptance. Final acceptance does not waive or release Vendor from its obligation to ensure that work complies with the Contract requirements. Vendor shall submit any warranty documents to the Agency project manager at final inspection.

11. FACILITIES ACCESS: Performance of Contract Services may require access cards and/or keys to gain entrance to Agency’s facilities. In the event that access cards and/or keys are required:

11.1. Please note that the vendor will not be issued access cards and/or keys on this project.

11.2. Vendor must identify principal service personnel which will be issued access cards and/or keys to perform service.

11.3. Vendor will be responsible for controlling cards and keys and will pay replacement fee, if the cards or keys become lost or stolen.

11.4. Vendor shall notify Agency immediately of any lost, stolen, or missing card or key.

11.5. Anyone performing under this Contract will be subject to Agency’s security protocol and procedures.

11.6. Vendor shall inform all staff of Agency’s security protocol and procedures.

12. MISCELLANEOUS:

12.1. Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager: _________________________________________________

Telephone Number: ________________________________________________

Fax Number: ______________________________________________________

Email Address: ____________________________________________________

Exhibit A – Pricing Page

WEST VIRGINIA DIVISION OF CORRECTION AND REHABILITATION

LAKIN CORRECTIONAL CENTER AND JAIL

11264 OHIO RIVER ROAD

WEST COLUMBIA, WV 25287

REMOVAL OF EXISTING ROOFING SYSTEM AND PLACEMENT WITH NEW

PROJECT

Vendor’s Company Name: _______________________________________________________

Vendor’s Address:

Phone Number: ________________________________________________________________

Fax Number: __________________________________________________________________

Email Address: ________________________________________________________________

WV Contractor’s License Number: ________________________________________________

We, the undersigned, hereby propose to furnish all materials, equipment, and labor to complete all work in a workmanlike manner, as described in the Bidding Documents.

TOTAL BID AMOUNT: _______________________________________________________

(Total bid amount to be written in words and numbers.)

Exhibit B Project Plans Manual

WEST VIRGINIA DIVISION OF CORRECTION AND REHABILITATION

LAKIN CORRECTIONAL CENTER AND JAIL

11264 OHIO RIVER ROAD

WEST COLUMBIA, WV 25287

REMOVAL OF EXISTING ROOFING SYSTEM AND PLACEMENT WITH NEW

PROJECT