ARFQ 0608 DCR2500000107 Specifications.pdf

REQUEST FOR QUOTATION

ARFQ 0608 DCR2500000107

GREASE TRAP PUMPING AND JETTING SERVICES

Revised 01/27/2025

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Department of Homeland Security - Division of Administrative Services is soliciting bids on behalf of the West Virginia Division of Corrections and Rehabilitation to establish an open-ended contract for grease trap pumping and high-pressure jetting services at the Northern Regional Jail and Correctional Center located at 112 Northern Regional Correctional Dr. Moundsville, WV 26041.

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.

2.1 “Business Hours” means Monday – Friday 8:00 AM to 5:00 PM EST excluding weekends and Federal and State holidays, which are as follows:

• 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)

• Juneteenth (June 19)

• 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)

2.2 “Contract Item” or “Contract Items” means the list of items identified in Section

4.1 below and on the Pricing Pages.

2.3 “Pricing Page” means the schedule of prices, estimated order quantity, and totals contained in wvOASIS or attached hereto as Exhibit A, and used to evaluate the Solicitation responses.

2.4 “Solicitation” means the official notice of an opportunity to supply the State with goods or services that is published by the WV Division of Administrative Services.

2.5 “Agency” means the agency of the State of West Virginia listed on the specifications for procurement of goods or services under this contract.

GREASE TRAP PUMPING AND JETTING SERVICES

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2.6 “Facility” means the agency of the State of West Virginia listed on the specifications for procurement of goods or services under this contract.

2.7 “Unit” means the smallest measurable amount of an item and is identified on the Pricing Page in the unit column. The Unit will only be utilized for bid evaluation purposes.

2.8 “Unit Price” means the price of an individual unit of an item as shown on the Pricing Page.

3. QUALIFICATIONS:

3.1 Vendor shall have three (3) years minimum experience in sewage pumping, disposal, and high-pressure water jetting.

3.2 Vendor shall ensure all work is performed by appropriately trained and qualified personnel at all times.

3.3 Vendor shall be responsible for the collection, transportation, and disposal of sewage in accordance with all state and federal laws, ordinances, rules, and regulations.

4. GENERAL REQUIREMENTS:

4.1 Contract Items and Mandatory Requirements: Vendor must provide Agency with the Contract Items listed below on an open-ended and continual basis. Contract Items must meet or exceed the mandatory requirements as shown below.

4.1.1 Contract Item #1: Grease Trap Pumping Services

4.1.1.1 Vendor must provide grease trap pumping services on

an as needed basis and at a minimum of one (1) time per month.

4.1.1.1.1 Vendor must provide removal and disposal of

grease from the 1,000-gallon grease trap interceptor.

4.1.1.1.2 Vendor shall have equipment capable of jetting

pipes up to four (4) inches in diameter.

GREASE TRAP PUMPING AND JETTING SERVICES

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4.1.1.1.3 Vendor shall quote a separate per trip price for each individual system as shown on the pricing pages.

4.1.1.1.4 Services scheduled shall be performance between

the hours of 8AM and 4PM Monday – Friday, excluding holidays, unless other services times are mutually agreed upon by the vendor and agency.

4.1.2 Contract Item # 2: Water Jetting Services

4.1.2.1 Vendor must provide water jetting services on an as needed basis and at minimum of one (1) time per month.

4.1.2.1.1 Vendor shall have at minimum the ability to provide high pressure jetting with 18 GPM at 4000 PSI.

4.1.2.1.2 Services for high pressure jetting of sewer lines are scheduled on an as needed basis and will be quoted as a per trip rate.

4.1.2.1.3 Vendor shall quote a separate per trip price for each individual system as shown on the pricing pages.

4.1.2.1.4 Services scheduled shall be performance between

the hours of 8AM and 4PM Monday – Friday, excluding holidays, unless other services times are mutually agreed upon by the vendor and agency.

4.1.3 Contract Item #3: Emergency Call-out Services

4.1.3.1 Services shall include removal and disposal of grease from the 1,000-gallon grease trap interceptor.

4.1.3.2 Services shall include arrival at the facility within five (5) hours of receipt of the emergency call-out to evaluate and correct the issue.

GREASE TRAP PUMPING AND JETTING SERVICES

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4.1.3.3 Services shall include a continuous 24/7/365 emergency telephone service. Vendor shall establish a call down list or other procedures that will ensure the quickest possible response time.

4.1.3.4 Services for emergency hours are considered to be before 8AM and after 4 PM Monday – Friday, weekends, and all state holidays.

4.1.3.5 Vendor shall quote per-trip pricing for emergency call-out services to provide high pressure jetting of sewer drain lines.

4.1.3.6 Vendor shall provide rates charged to the agency when any occurrence is declared an emergency by the agency and requires immediate attention.

5. CONTRACT AWARD:

5.1 Contract Award: The Contract is intended to provide Agency with a purchase price on all Contract Items. The Contract shall be awarded to the Vendor that provides the Contract Items meeting the required specifications for the lowest overall total cost as shown on the Pricing Page.

5.2 Pricing Page: Vendor must complete the Pricing Page by providing unit cost for each contract service. Vendor must complete the Pricing Page in their entirety as failure to do so will result in Vendor’s bids being disqualified. A no bid entered on the Pricing Page will result in Vendor’s bid being disqualified.

Any product or service not on the Agency provided Pricing Page will not be allowable. The state cannot accept alternate pricing pages, failure to use Exhibit A Pricing Page could lead to disqualification of vendor’s bid.

The Pricing Page contain a list of the Contract Items and estimated purchase volume. The estimated purchase volume for each item represents the approximate volume of anticipated purchases only. No future use of the Contract or any individual item is guaranteed or implied.

Vendor should electronically enter the information into the Pricing Page through wvOASIS, if available, or as an electronic document. In most cases, the Vendor can

GREASE TRAP PUMPING AND JETTING SERVICES

Revised 01/27/2025 request an electronic copy of the Pricing Page for bid purposes by sending an email request to the following address:erin.a.webb@wv.gov.

5.3 Consumer Price Index (CPI): Contract shall be for a base period of one (1) year, with four (4) one (1) year renewal options. Automatic renewals are prohibited.

Vendor and Agency must mutually agree in writing to the renewal of said contract.

There shall be no contract price increases within the first twelve (12) months from the date of the award of the contract. After the expiration of the initial twelve (12) contract month period. The Vendor may, no less than thirty (30) days prior to the contract anniversary date, request a price adjustment in writing. Said price adjustment will be evaluated based on the prior year Consumer Price Index (CPI) compared to the current year CPI, or 3%, whichever is less. All price adjustments must be approved by the Agency prior to implementation, at Agency’s sole discretion. Approval of price adjustments is not guaranteed. Agency will issue a Change Order to said contract for any approved price adjustment(s).

6. ORDERING AND PAYMENT:

6.1 Ordering: Vendor shall accept orders through wvOASIS, regular mail, facsimile, e-mail, or any other written form of communication. Vendor may, but is not required to, accept on-line orders through a secure internet ordering portal/website. If Vendor has the ability to accept on-line orders, it should include in its response a brief description of how Agencies may utilize the on-line ordering system. Vendor shall ensure that its on-line ordering system is properly secured prior to processing Agency orders on-line.

6.2 Payment: Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

7. DELIVERY AND RETURN:

7.1 Delivery Time: Vendor shall deliver standard orders within 15 working days after orders are received. Vendor shall deliver emergency orders within 5 working days after orders are received. Vendor shall ship all orders in accordance with the above schedule and shall not hold orders until a minimum delivery quantity is met.

7.2 Late Delivery: The Agency placing the order under this Contract must be notified in writing if orders will be delayed for any reason. Any delay in delivery that could mailto:erin.a.webb@wv.gov

GREASE TRAP PUMPING AND JETTING SERVICES

Revised 01/27/2025 cause harm to an Agency will be grounds for cancellation of the delayed order, and/or obtaining the items ordered from a third party.

Any Agency seeking to obtain items from a third party under this provision must first obtain approval of the West Virginia Division of Administrative Services.

7.3 Delivery Payment/Risk of Loss: Standard order delivery shall be F.O.B. destination to the Agency’s location. Vendor shall include the cost of standard order delivery charges in its bid pricing/discount and it is not permitted to charge the Agency separately for such delivery. The Agency will pay delivery charges on all emergency orders if Vendor invoices those delivery costs as a separate charge with the original freight bill attached to the invoice.

8. VENDOR DEFAULT:

8.1 The following shall be considered a vendor default under this Contract.

8.1.1 Failure to provide Contract Items in accordance with the requirements contained herein.

8.1.2 Failure to comply with other specifications and requirements contained herein.

8.1.3 Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

8.1.4 Failure to remedy deficient performance upon request.

GREASE TRAP PUMPING AND JETTING SERVICES

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8.2 The following remedies shall be available to Agency upon default.

8.2.1 Immediate cancellation of the Contract.

8.2.2 Immediate cancellation of one or more release orders issued under this Contract.

8.2.3 Any other remedies available in law or equity.

9. MISCELLANEOUS:

9.1 No Substitutions: Vendor shall supply only Contract Items submitted in response to the Solicitation unless a contract modification is approved in accordance with the provisions contained in this Contract. Vendor shall be able to supply Agency with the Next Generation Equipment, however; the next generation shall meet or exceed all specification as listed above at no extra cost to the agency.

9.2 Reports: Vendor shall provide quarterly reports and annual summaries to the Agency showing the Agency’s items purchased, quantities of items purchased, and total dollar value of the items purchased. Vendor shall also provide reports, upon request, showing the items purchased during the term of this Contract, the quantity purchased for each of those items, and the total value of purchases for each of those items. Failure to supply such reports may be grounds for cancellation of this Contract.

9.3 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: