ARFQ 0612 DPS2400000013 - Specifications.pdf

REQUEST FOR QUOTATION

ARFQ 0612 DPS2400000013

Equipment & Systems Maintenance & Repairs Contract – Troop 1 - Fairmont

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Division of Administrative Services (DAS) is soliciting bids on behalf of the West Virginia State Police (WVSP) to establish an open-end contract to provide preventative maintenance and inspections, corrective maintenance, repairs, replacement parts, and installation of new devices and equipment for the Equipment & Systems Maintenance Repairs Contact at Troop 1 – Fairmont and its detachment locations as listed in Exhibit A.

The required preventative maintenance work scope will be listed in Exhibit B. If equipment is listed in Exhibit C and there is not a listed scope for preventative maintenance, the Contractor must comply with the manufacturer’s requested preventative maintenance. If the manufacturer’s requested preventative maintenance lists additional work than what is specified in Exhibit B, Contractor must do the additional work.

WVSP and DAS are not liable for any mistyped information concerning the equipment and systems information listed on Exhibit C. It will be the Contractor's responsibility to verify the information at the pre-bid meeting.

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 “Preventative Maintenance and Inspections” means the organized examinations or formal evaluation of the information stated above and their parts and components in accordance with all current state and federal lows, to include any annual, bi-annual, quarterly, or monthly inspections.

2.2 “Corrective Maintenance” means corrective maintenance performed on an as required basis to correct a potential malfunction or failure in the equipment. No corrective maintenance shall be performed without authorization by the Agency.

2.3 “Pricing Page” means the pages upon which the Contractor should list its proposed price for the Contract Services. The Pricing Page of the RFQ are attached hereto as Exhibit D.

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

Contract Services that is published by the WV State Police (WVSP), and/or the West Virginia Division of Administrative Services (DAS).

2.5 “Business Hours” means Monday through Friday, 8:00am to 5:00pm 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 February)

• President’s Day (Third Monday in May)

• Memorial Day (Last Monday in May)

• Juneteenth (June 19)

• West Virginia Date (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)

• Lincoln’s Day (Fourth Friday in November)

• Christmas Day (December 25)

2.6 “Cost for Parts” means the actual documented cost for the parts as purchased by the

Contractor.

3. QUALIFICATIONS: Contractor shall have the following minimum qualifications:

3.1. All technicians must be trained with three (3) years’ experience in systems in preventative maintenance and inspections, corrective maintenance, repairs, replacement parts, and installation of new devices and equipment.

3.2. Evidence of factory training and minimum experience requirement shall be submitted prior to award of Contract.

3.3. At all times, the Contractor shall ensure appropriately trained and qualified technicians perform corrective maintenance.

3.4. Certifications: Contractor shall ensure that all Equipment and Systems Maintenance and Repairs performed under this Contract is performed by an appropriately licensed individual. Required licenses may include, but are not limited to the following:

3.4.1. Electricians – WV Electricians License

3.4.2. Plumbers – WV Plumbers License

3.4.3. HVAC – EPA 608 Certifications and Apprentice

Certification or Completion of HVAC Vocational Program.

3.4.4. WV Contractors License

3.5. Agency reserves the right to request information from the Contractor as to experience, qualifications, and corporate references in so far as it relates to services being requested under this contract.

4. PERFORMANCE REQUIREMENTS: Contractor shall provide Agency with Equipment and Systems Maintenance and Repairs on an open-end and continuing basis as outlined in this Contract.

4.1 Equipment and Systems Maintenance and Repairs (Preventive and Corrective)

4.1.1 Contractor shall provide Equipment and Systems Maintenance and Repairs in accordance Vendor shall provide preventative and corrective equipment maintenance in accordance with manufacturer’s recommendations and specifications, as well as industry best practices, at all locations listed on Exhibit B attached hereto and incorporated herein by reference.

4.1.2 Contractor shall furnish and install parts as necessary to keep the HVAC systems at each location listed on Exhibit B in proper working order.

4.1.3 Contractor shall furnish all equipment, tools, and parts necessary for the performance of the Equipment and Systems Maintenance and Repairs.

Equipment and tools will be provided at no cost to the Agency.

4.1.4 Contractor shall provide expendable materials used in the scope of performing under this Contract as not cost to the Agency. Such items may include, bus are not limited to, grease, cleaning supplies, rags, etc.

4.1.5 Contractor shall be responsible for replacement of ceiling grid and tiles should they become soiled or damaged by Contractor at no cost to the Agency. Agency will make final determination whether to clean or replace tiles on a case-by-case basis.

4.1.6 Contractor may only remove equipment from service for a period of 24 hours or more with written permission from the Agency. Any request to remove equipment for 20 hours or more must include a description of the work required and an estimate of the time the equipment will be out of service.

4.1.7 Contractor shall maintain a continuous 24-hour emergency telephone service where they can be reached every day of the week, including Sundays and Holidays.

4.1.8 Contractor shall not perform any Equipment and Systems Maintenance and

Repairs under this contract without prior approval from the Agency.

4.2 Preventative Maintenance:

4.2.1 Contractor shall perform Preventative Maintenance on a bi-annual basis in accordance with a schedule mutually agreed upon by the Contractor and the Agency.

4.2.2 For the Preventative Maintenance cost, the Contractor must provide a unit price for the labor to do the preventative maintenance work and the cost for any expendable materials that will be used. Any materials or items that are worn and should be replaced during the preventative maintenance process, the Contractor will bill for the materials using the percentage markup on materials.

4.2.3 Contractor shall perform preventative maintenance and inspections during regular business days and hours.

4.2.4 Contractor shall submit a proposed schedule of all Preventative Maintenance within five (5) days of Contractor being awarded this contract for approval by the Agency, at Agency’s discretion.

4.3 Corrective Maintenance:

4.3.1 Contractor shall perform Corrective Maintenance as needed to restore the HVAC

Systems to working order. Contractor shall bill for Corrective Maintenance on the hourly basis. Parts for Corrective Maintenance may be billed using the multiplier bid as described below.

4.3.2 Contractor shall respond to corrective maintenance requirements by telephone or in person within two (2) hours and must arrive onsite as soon as possible, but no later than twenty-four (24) hours after Contract is notified by the Agency. No exceptions to the twenty-four (24) hour requirement unless granted by the Agency.

4.3.3 Corrective Maintenance must be performed between the hours of 8:00am EST and 4:00pm EST., Monday through Friday, excluding Holidays, unless the Agency approves work at another time.

4.3.4 Agency may request Corrective Maintenance on an emergency basis by notifying the Contractor of the emergency. Contract must respond to all emergency requests within thirty (30) minutes of being notified of the emergency request and arrive on site to begin performance no later than four (4) hours after being notified of the emergency. Emergency requests can be authorized by the detachment commander or designee.

4.3.5 The following information under this item will be for corrective maintenance, replacing parts, and installation of new devices and equipment:

4.3.5.1 Contractor shall quote an hourly rate for regular labor hours. Regular labor rate hours shall be between the hours of 8:00am and 5:00pm EST, Monday through Friday.

4.3.5.2 Contractor shall quote an hourly rate for overtime labor hours. Overtime labor rate hours shall be between the hours of 5:01pm and 7:59am EST for the days on Monday through Friday, all day Saturday, and all-day Sunday.

4.3.5.3 Contractor shall quote an hourly rate for holiday labor hours. Holiday labor rate hours shall be between the hours of 12:00am and 11:59pm EST, Sunday through Saturday, for nationally recognized holidays.

4.3.5.4 Contractor shall quote an hourly rate for emergency labor hours.

Emergency labor rates shall be charged to the Agency when any occurrence is declared an emergency by the Agency.

4.3.6 When possible, the Contractor shall perform all corrective maintenance, replacing parts, and installation of new devices and equipment during regular business days and hours.

4.3.7 If the location requests the Contractor to replace air filters and belts, the Contractor will bill this as a corrective maintenance for the labor and percentage markup for the materials.

4.3.8 If the location requests the Contractor to work on the exhaust ventilation equipment which includes exhaust fans and smoke exhaust fans, the Contractor will bill this as a corrective maintenance for the labor and percentage markup for the materials.

4.3.9 The replacement of compressors and heat exchangers are included in the scope of this project. The Contractor will bill this as a corrective maintenance for the labor and percentage markup for the materials.

4.3.10 If the location has a building automation system (BAS) that controls the facility equipment, it is part of this contract.

4.3.11 In this contract, at the locations discretion, they can purchase new equipment, devices, and parts by using the percentage markup provided by the Contractor on Exhibit D, Pricing Page.

4.3.12 In this Contract, at the locations discretion, they may have the Contractor install new equipment, devices, and parts by using the corrective maintenance hourly labor rates provided by the Contractor on Exhibit D, Pricing Page.

4.3.13 If the location has maintenance staff that can do corrective maintenance work on the equipment and systems, they are permitted to do the work.

5 MANDATORY REQUIREMENTS:

5.1 For all maintenance, repairs, replacement parts, and installation of additional devices or equipment to the system, the Contract must use a device that is the same brand and part number of approved by the manufacturer of the parts.

5.2 Contractor shall maintain a continuous twenty-four (24) hour, seven (7) days a week, three hundred sixty-five (365) days a year emergency telephone service. Contractor shall establish a call down list or other procedure that will ensure the quickest possible response time.

5.3 Agency’s contact representative or designee per location will be determined after the contract is awarded. Contractor shall report and confer with the contact representative or designee prior to performing any work specified in this contract.

5.4 Contractor shall compile and maintain a suitable log/diagram/chart for entering inspection, maintenance, and repair data. Said report shall remain on the Agency’s premises. Status reports shall be submitted to the contact representative or designee prior to performing any work specified in this contract.

5.5 Contractor shall submit a time ticket and a detailed report of services, inspections, and/or repairs to the contact representative or designee prior to performing any work specified in this contract for approval.

5.6 Anytime any of the equipment or systems will have to be taken off-line, the Contractor must coordinate with the location staff to determine what certain timeframe any of the boilers can be turned off.

5.7 The Contractor must notify the Location at least forty-eight (48) hours in advance for approval before any of the equipment or system can be turned off. Contractor may only remove equipment from service for a period of twenty-four (24) hours or more with written permission from the Agency. This is to allow the Location enough time to prepare for the outage.

5.8 Contract must, however, obtain advanced approval from the Agency prior to purchasing any part(s). If the agency feels that the price is above fair market value, then they have the option of purchasing the parts and having the Contractor do the installation. The Agency reserves the right to competitively bid any part or labor for any repair to said systems over $2,500.00.

5.9 Contractor must provide copies of the invoice and manufacturer's warranty on parts purchased under this contract.

5.10 Parts shall be procured by the Contractor, but reimbursed by the Agency, with the appropriate markup quoted by the Contractor. All parts supplied by the Contractor shall include shipping/freight charges. Shipping/freight costs will be reimbursed at a pass-through cost, no markup shall be permitted. Contractor must provide a copy of the itemized invoice and manufacturer's warranty prior to reimbursement.

5.11 All correspondence, either written or electronic, responses to Agency’s request must also be sent the WVSP Procurement Director or designee, no exceptions.

6 EXTENT OF WORK:

6.1 Contractor shall provide all labor, material, tools, equipment, and supplies necessary to provide inspections, testing, maintenance, repairs, replacement parts, and installation of new equipment and all the work previously stated in sections 3, 4, and 5 all-inclusive of Contractors quoted prices.

7 CONDITIONS OF WORK:

7.1 PERMITS

7.1.1 Contractor shall secure and pay for any required permits and for all other permits, governmental fees, and license, which are necessary for the proper execution and completion of the work as specified.

7.2 TERMS OF WORK

7.2.1 The open-end contract is for one (1) year period with the potential of four (4) one

(1) year contract renewals.

7.3 CODE REQUIREMENTS

7.3.1 All work must comply with the most recent codes and standards that have been approved by the State of West Virginia.

7.3.2 All work must meet or exceed the federal, state, county, and city code requirements.

7.3.3 Building Codes: At a minimum, the Equipment and Systems Maintenance and

Repairs shall comply with the current editions of the following standards and codes in effect at the time of performance:

7.3.3.1 National Electric Code (NEC)

7.3.3.2 International Building Code (IBC)

7.3.3.3 International Mechanical Code (IMC)

7.3.3.4 Underwriters Laboratories: Products shall be UL-916-PAZX listed.

7.3.3.5 ANSI/ASHRAE Standard 135-2004 (BACnet)

7.3.3.6 NFPA (National Fire Protection Association)

7.4 WARRANTY

7.4.1 One (1) year on any part that is installed from the date of installation, including both parts and labor.

7.4.2 One (1) year on any new equipment or new complete system from the date the system becomes fully operational, including parts and labor.

Vendor shall, at all times, maintain the efficiency, speed, and safety of the equipment as designated by the original manufacturer specification.

7.4.2.1 Vendor shall perform all necessary examinations and adjustments to maintain equipment at the specified manufacturer limits; adjust or replace all safety devices, including regulators, limit switches, valves, or other safety or regulating devices.

7.4.2.2 Vendor shall furnish all equipment, tools and parts necessary in the performance of the maintenance. Equipment and tools shall be provided by the Vendor, at no cost to the Agency. Parts shall be procured by the Vendor, but reimbursed by the Agency, with the appropriate markup quoted by the Vendor. Vendor shall provide a copy of the invoice and manufacturer’s warranty prior to reimbursement.

7.4.2.3 Equipment, tools and parts used in the scope of the preventative and corrective maintenance shall include, but are not limited to: control parts, condenser and evaporator coils, coils on solenoid valves, switches, contacts, and valves, chemicals, lubricants, fluids, gases, motors, bearings, pumps, and fittings/connections.

7.4.2.4 Vendor may only remove equipment from service for a period of 24 hours or more with written permission from the Agency. Any request to remove equipment for 24 hours or more must include a description of the work required and an estimate of time the equipment will be out of service.

7.4.2.5 Vendor shall maintain a continuous 24/7/365 emergency telephone service. Vendor shall establish a call down list or other procedure that will ensure the quickest possible response time.

7.4.2.6 Vendor shall obtain approval from Agency prior to performing any maintenance under this contract.

7.4.2.7 Regular Labor Rates shall be between the hours of 8:00 a.m. and 5:00 p.m., Monday-Friday.

7.4.2.8 Overtime Labor Rates shall be between the hours of 5:01 p.m and 7:59 a.m., Sunday-Saturday, holidays excluded.

7.4.2.9 Holiday Labor Rates shall be 12:00 a.m. and 11:59 p.m., Sunday- Saturday for any nationally recognized holiday.

7.4.2.10 Emergency Labor Rates shall be charged to Agency when any occurrence is declared an emergency by the Agency.

4.1.1.12 Vendor shall provide a 12-month warranty for all labor performed under this contract.

7.4.3 Preventative Maintenance:

7.4.3.1 Vendor shall perform preventative maintenance on a quarterly basis as agreed upon by the Vendor and Agency.

7.4.3.2 Vendor shall submit a proposed schedule of preventative maintenance within 30 days after award of this contract for approval by Agency. The proposed schedule must include, but not be limited to, inspections, lubrications, adjustments, tests, cleaning, routine repairs, and all other known preventative maintenance activities.

7.4.3.3 Examples of preventative maintenance include, but are not limited to, cleaning, lubricating, packing, sealing, adjusting, and calibrating.

7.4.3.4 Non-reusable parts used in the scope of preventative maintenance shall be supplied by the Vendor, at no cost to the Agency. Such items may include, but are not limited to, grease, cleaning supplies, rags, etc.

7.4.4 Corrective Maintenance:

7.4.4.1 Vendor shall respond to corrective maintenance calls within thirty (30) minutes by phone or onsite within twenty-four (24) hours and must arrive onsite to commence repair as soon as possible, but no later than forty eight (48) hours after Vendor is notified of the request. Vendor may only deviate from this requirement with written permission from the Agency.

7.4.4.2 Corrective maintenance must be performed between the hours of 8:00 a.m. and 5:00 p.m., Monday-Friday unless equipment is out of service or the maintenance causes a disruption of normal business activity. In this event, Vendor shall coordinate with Agency on hours available for maintenance.

7.4.4.3 Vendor shall perform emergency corrective maintenance when requested by the Agency. Vendor shall respond to all emergency requests within thirty (30) minutes by phone or onsite but must arrive onsite to commence repair no later than twenty-four (24) hours after being notified of the emergency.

7.4.5 Parts and Installation:

7.4.5.1 Vendor shall procure and install all necessary repair parts required under this contract. Vendor must obtain prior approval from Agency to purchase all parts in excess of $2,500. Agency reserves the right to competitively bid all parts and labor for major repairs on the kitchen equipment.

7.4.5.2 Vendor shall maintain a supply or inventory of routinely used replacement parts for the equipment utilized by the Agency. All replacement parts shall be equal to or better than the original manufacturer’s parts.

7.4.5.3 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.

8. CONTRACT AWARD:

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

8.2 Pricing Page: Vendor must complete the Pricing Page by inserting the requested information in the appropriate spaces and performing the calculations necessary to arrive at a total cost. The requested information include, hourly labor rates, a percentage markup on parts, the total labor cost, the total parts costs, and the total cost. Vendor must complete the Pricing Page in full as failure to complete the Pricing Page in its entirety will result in Vendor’s bid being disqualified.

The pricing page contains an estimated number of labor hours and an estimated cost for parts. The estimates for labor and parts represent amounts for bid evaluation purposes only. No future use of the Contract or any individual item is guaranteed or implied.

Vendor should type or electronically enter the information into the pricing page to prevent error in the evaluation. Notwithstanding the foregoing, the Division of Administrative Services may correct errors at its discretion.

Notwithstanding the foregoing, the Division of Administrative Services may correct errors as it deems appropriate. Vendor should type or electronically enter the information into the Pricing Page to prevent errors in the evaluation.

9. PERFORMANCE: Vendor and Agency shall agree upon a schedule for performance of Contract Services and Contract Services Deliverables, unless such a schedule is already included herein by Agency. In the event that this Contract is designated as an open-end contract, Vendor shall perform in accordance with the release orders that may be issued against this Contract.

10. PAYMENT: Agency shall pay a single flat hourly rate for all services quoted by the hour and shall reimburse Vendor for the cost of parts as set forth above. Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

11. TRAVEL: Vendor shall be able to charge for travel. Please see pricing sheet. This will be a flat rate per visit.

12. 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:

12.1 The Vendor’s personnel and their vehicles must be recognizable while at the facility. This must be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges with the company name.

12.2 The Vendor’s personnel must have valid photo identification before entering the facility.

12.3 The Vendor’s vehicles and personnel are subject to search upon entering and exiting the facility.

13. VENDOR DEFAULT:

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

13.1.1 Failure to perform Contract Services in accordance with the requirements contained herein.

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

13.1.3 Failure to comply with any laws, rules, and ordinances applicable to the

Contract Services provided under this Contract.

13.1.4 Failure to remedy deficient performance upon request.

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

13.2.1 Cancellation of the Contract.

13.2.2 Cancellation of one or more release orders issued under this Contract.

13.2.3 Any other remedies available in law or equity.

14 MISCELLANEOUS:

14.1 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: