ARFQ DCR24-77-Specifications - KHR.pdf

REQUEST FOR QUOTATION

ARFQ 0608 DCR2400000077

Kitchen Equipment Maintenance – Kenneth “Honey” Rubenstein Juvenile Center

SPECIFICATIONS

1. PURPOSE AND SCOPE: The WV Division of Administrative Services is soliciting bids on behalf of the West Virginia Division of Corrections and Rehabilitation to establish an open-end contract for Kitchen Equipment Maintenance and repairs for the Kenneth “Honey” Rubenstein Juvenile Center located at 141 Forestry Camp Road, Davis, WV 26260 (Tucker County).

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 “Kitchen Equipment Maintenance Services” as stated herein, shall mean preventative maintenance and corrective maintenance services provided by Vendor under this Contract.

2.2 Preventative Maintenance as stated herein, shall mean scheduled inspections and the replacement of parts and material on a preplanned schedule prior to the failure or wear-out period of the part or material. The planned inspections and part replacement shall be in accordance with the equipment manufacturer’s recommendations.

2.3 Corrective Maintenance as stated herein, shall mean maintenance performed on an as required basis to correct a malfunction or failure in the equipment. No preventative or correction maintenance shall be performed without authorization by the Agency.

2.4 “Pricing Page” as stated herein, shall mean the pages upon which Vendor should list its proposed price for the Contract Services. The Pricing Page is either included on the last page of this RFQ or attached hereto as Exhibit A.

2.5 “Solicitation” means the office notice of an opportunity to supply the State with goods or services that is published by the Agency.

2.6 “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) Day After Thanksgiving (Fourth Friday in November) Christmas Day (December 25)

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

3.1. Vendor must be certified and trained with a minimum of three (3) years of experience in service and repair on refrigeration, ware washing, waste, cooking equipment, mixers, food cutters, sinks, and all industrial kitchen items. Please refer to Exhibit B – Facility Equipment list.

3.2. Evidence of factory training and minimum experience requirement shall be submitted to the Agency when requested.

3.3. At all times, vendor shall ensure preventative and corrective maintenance is performed by appropriately trained and qualified technicians.

4. MANDATORY REQUIREMENTS:

4.1 Mandatory Contract Services Requirements and Deliverables: Contract Services must meet or exceed the mandatory requirements listed below.

4.1.1 Vendor shall provide preventative and corrective equipment maintenance in accordance with manufacturer’s recommendations.

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

4.1.1.2 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.

4.1.1.3 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.

4.1.1.4 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.

4.1.1.5 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.

4.1.1.6 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.

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

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

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

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

4.1.1.11 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.

4.1.2 Preventative Maintenance:

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

4.1.2.2 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.

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

4.1.2.4 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.

4.1.3 Corrective Maintenance:

4.1.3.1 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.

4.1.3.2 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.

4.1.3.3 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.

4.1.4 Parts and Installation:

4.1.4.1 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.

4.1.4.2 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.

4.1.4.3 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.

4.1.4.4 In this contract, at the facilities discretion, they can purchase new equipment, devices, and parts by using the percentage markup provided by the contractor on Exhibit A, Pricing Page.

4.1.4.5 In this contract, at the facilities 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 A, Pricing Page.

5. CONTRACT AWARD:

5.1 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.

5.2 Pricing Page: Vendor should 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. A no bid 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.

5.3 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) contract 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. 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.

7. 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.

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

9. 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:

9.1 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.

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

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

10. VENDOR DEFAULT:

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

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

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

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

Contract Services provided under this Contract.

10.1.4. Failure to remedy deficient performance upon request.

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

10.2.1. Cancellation of the Contract.

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

10.2.3. Any other remedies available in law or equity.

11. MISCELLANEOUS:

11.1. 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: