ARFQ DEP26-38 OSR Southern Region Generator Systems MaintenanceRepair - Specs (1).pdf

REQUEST FOR QUOTATION

Generation Systems Maintenance and Repair Open-End

Revised 07/12/2022

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Department of Environmental Protection is soliciting bids on behalf of the Office of Special Reclamation (OSR) to establish an Open-End

Contract to maintain and service agency owned Power Generation Systems in southern counties of West Virginia. These sites are or will be in the following counties of the state of

West Virginia: Boone, Braxton, Cabell, Calhoun, Clay, Jackson, Kanawha, Lincoln, Logan, Mason, Mingo, Nicholas, Putnam, Roane, Wayne, Wirt, Fayette, Greenbrier, McDowell, Mercer, Monroe, Pocahontas, Raleigh, Summers, Webster, and Wyoming. Most of the work is currently located in Nicholas and Clay Counties in West Virginia, however new sites within the specified counties may be added at any time during the life of the contract. Equipment may be in remote locations and as such vendor will be required to access equipment where it is and as it is located.

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

Additional definitions can be found in Section 2 of the Agency Terms & Conditions for

Construction/Reclamation Contracts.

2.1 “Contract Services” means supplying all equipment, labor, materials, transportation, and supplies for inspections, performing manufacturer required maintenance, service, repairs and replacement of equipment for Liquid Propane (LP), Natural Gas and Diesel

Power Generation Systems on sites as more fully described in these specifications.

2.2 “Equipment” means all parts and assemblies that constitutes LP, Natural Gas and

Diesel Power Generation Systems at the agency sites.

2.3 "Holidays" means:

• New Year's Day (January 1)

• Memorial Day (Last Monday in May)

• Independence Day (July 4)

• Labor Day (First Monday in September)

• Thanksgiving (Fourth Thursday in November)

• Christmas Day (December 25)

2.4 “Load Bank Testing” means applying a controlled, artificial electrical load to a generator to simulate real-world conditions, for a specified duration to verify its ability to produce rated power and maintain stability and clear out engine deposits that can cause wet stacking. The process involves connecting a load bank—a device with heating elements and fans—to the generator, gradually increasing the load, and monitoring parameters like voltage, current, frequency, temperature, and oil pressure to ensure the system performs as expected and to identify potential issues.

2.5 “Power Generation Systems” or “Generator” means Cummins and Onan Cummins

LP, Natural Gas and Diesel Power Generator Systems.

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

A, upon which Vendor should list its proposed price for the Contract Services.

2.7 “ Response Fee” means a single fee a Vendor charges the Agency per service call to cover expenses associated with the appropriate staff mobilizing and demobilizing to and from an Agency site.

2.8 “Weekend” means Saturday and Sunday.

2.9 “WVDEP” or “Agency” means West Virginia Department of Environmental

Protection.

3. MANDATORY REQUIREMENTS: Vendor shall provide WVDEP/OSR with contract services on an open-end and continuing basis as outlined in this Contract.

3.1 Generator Maintenance & Repair (Standard & Emergency)

3.1.1 Vendor shall provide Generation Systems Maintenance in accordance with manufacturers’ recommendations and specifications, as well as industry best practices, at all facilities.

3.1.2 Vendor shall furnish and install parts as necessary to keep the Generation

Systems at each facility in proper working order.

3.1.3 Vendor shall furnish all equipment, tools, and parts necessary for the performance of the Generation Systems Maintenance. Equipment and tools will be provided at no cost to WVDEP/OSR.

3.1.4 Vendor shall provide expendable materials used in the scope of performing under this Contract at no cost to the WVDEP/OSR. Such items may include, but are not limited to, grease, cleaning supplies, rags, etc.

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

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

Holidays.

3.1.7 Vendor shall not perform any Generation Systems Maintenance under this contract without prior approval from Agency.

3.1.8 Vendor shall furnish a warranty of (12) twelve months for all labor performed under this contract.

3.1.9 Vendor shall troubleshoot all Power Generation Systems and related assemblies. Vendor shall complete an inspection report and submit it to the

Project Manager or Supervisor. Inspection report shall be submitted to

Project Manager or Supervisor within 3 days after performing work.

3.1.10 For each repair or service, the Vendor is to ensure that the system is functioning properly prior to leaving the site.

3.1.11 Vendor must have the ability to supply all equipment, labor, and materials on multiple individual projects either concurrently or consecutively if requested by WVDEP/OSR. It cannot be anticipated the number of Power Generation

Systems that will need servicing at one time, however, WVDEP/OSR does not anticipate more than (3) three sites that will require servicing at one time.

3.1.12 Standards for repair and replacement of equipment: All repairs are to use parts authorized by the manufacturer of the equipment. Any equipment or parts that must be replaced shall be the same type and model as the original or compatible and from the same manufacturer as specified. Exceptions to this Section may be authorized by WVDEP/OSR on a case-by-case basis.

3.1.13 Scheduled maintenance for Power Generation Systems. The Vendor shall provide scheduled maintenance for the Power Generation System based on the manufacturer’s schedule provided by WVDEP/OSR.

3.2 Standard Hourly Maintenance:

3.2.1 Vendor shall perform Maintenance on an hourly basis in accordance with a schedule mutually agreed upon by the Vendor and WVDEP/OSR.

3.2.2 Vendor must respond to Standard Calls within (12) twelve hours after being contacted by the Agency.

3.2.3 Vendor will be compensated for Maintenance activities through an hourly fee.

3.2.4 Parts for Standard Maintenance may be billed using the multiplier bid as described below in Section 8.

3.3 Holiday and Weekend Maintenance:

3.3.1 Vendor shall perform Holiday and Weekend Maintenance as needed to restore the Generation Systems to working order. Vendor shall bill for

Holiday and Weekend Maintenance on an hourly basis. Parts for Holiday and Weekend Maintenance may be billed using the multiplier bid as described below.

3.3.2 Vendor shall respond to Holiday and Weekend Maintenance calls from the

Agency by phone or in person within two hours and must arrive on site to begin performance as soon as possible, but no later than four hours after

Vendor is notified of the request. Vendor may only deviate from the required four-hour response time with written permission from the Agency.

3.3.3 All Holiday and Weekend hours must be preapproved in writing by the Agency prior to work commencing and must be eligible to be billed to the Agency.

3.3.3.1 Notwithstanding Section 3.3.3 above, Agency may request

Maintenance on an emergency basis by notifying the Vendor of the emergency. Vendor must respond to all emergency requests within

30 minutes of being notified of the emergency request and arrive on site to begin performance no later than two hours after being notified of the emergency. Emergency requests can be authorized by the

Regional Supervisor or Engineer and must be completed anytime 24 hours per day, 7 days per week unless otherwise permitted by

Agency.

3.3.4 Parts:

3.3.4.1 Vendor is responsible for procuring all necessary parts needed to perform Contract Services within the required time frames established herein. Vendor must, however, obtain advanced approval from Agency prior to purchasing any part more than

$1,500.00. Freight charges for parts will only be reimbursed provided vendor submits ORIGINAL freight bill with their invoice.

3.3.4.2 Vendor shall maintain a supply or inventory of routinely used replacement parts for the Generation Systems utilized by the

Agency. All replacement parts shall be equal to or better than original manufacturer’s parts. All parts used for replacement for normal wear or failed parts shall be new and obtained from authorized parts suppliers of the appropriate equipment manufacturer.

3.3.4.3 Disposal: Vendor is responsible for disposal of all replaced parts, oils, or anything relating to Generators. Such disposal shall comply with all applicable national, local, and state law standards.

3.3.4.4 Parts Warranty: The Contractor shall provide a copy of the manufacturer’s warranty on parts with the invoice.

3.4 Load Bank Testing:

3.4.1 Vendor shall supply all specialized equipment and materials to conduct load bank testing in accordance with the equipment manufacturer’s recommendations.

3.4.1.1 Load back testing shall be provided in either two hour or four-hour durations, in accordance with the equipment manufacturer’s recommendations and to maintain valid warranty coverage.

3.4.1.2 Load bank testing shall be limited to the existing generator equipment listed on the Current Site Locations attachment (Exhibit B).

4. FACILITIES ACCESS: The facilities identified in this contract may require access cards and/or keys to gain entrance.

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

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

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

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

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

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

5.1 Experience: Vendor, or Vendor’s employees that will be performing under this contract should have a minimum of five (5) years of experience in fully servicing and successfully maintaining LP, Natural Gas and Diesel Power Generation

Systems. Vendor may be required to provide documentation confirming years of experience. Vendor should provide information confirming its experience prior to contract award.

5.2 Training: Vendor, or Vendor’s employees that will be performing under this contract, shall be trained and/or certified to provide Generator Maintenance on

Brand names identified within this solicitation. Vendor must provide Agency with documentation satisfactory to verify training and certification upon request.

5.3 Factory Authorization: Vendor must be authorized by the applicable manufacturer to perform repair and warranty work on the Agency equipment.

6. REPORTS: Vendor shall provide the reports as outlined below.

6.1 Quarterly and Annual Reports: Vendor shall provide quarterly reports and annual summaries to the Agency, and to the Purchasing Division when requested, with a detailed listing of Generator Maintenance performed under this Contract during that period. The quarterly and annual reports must include a listing of the hours worked per project, the cost of hours worked per project, the total of all hours worked and corresponding cost, a listing of parts utilized per project, the cost of parts utilized per project, the total parts used for the period, the cost of parts for the period, a grand total of all costs for the period, and any other information that the

Agency or Purchasing Division may request.

7. RESPONSE FEE: Vendor shall provide a bid for responding to a service call. The fee is per service call. The fee shall be the only payment for mileage and travel costs, including travel time, associated with performance of this Contract.

8. CONTRACT AWARD:

8.1 Contract Award: The Contract is intended to provide the 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 shown on the Pricing Page.

8.2 Pricing Page: Vendor should complete the Pricing Page by inserting the requested information in the appropriate location and performing the required calculations necessary to arrive at a total cost. Failure to complete the Pricing Page in its entirety may result in Vendor’s bid being disqualified.

Vendor should type or electronically enter the information into the Pricing Page to prevent errors in the evaluation. If Vendor is submitting a bid online, Vendor must submit the Pricing Page as an attachment. TOTAL BID AMOUNT is the amount

Vendor is to enter into the wvOASIS commodity line when submitting.

Notwithstanding the foregoing, the Purchasing Division may correct errors at its discretion.

8.2.1 Vendors should provide a single Standard Hourly Labor Rate to cover equipment service calls and repairs during regular business hours.

The Quantity of 300 hours is provided as an estimate only, used only for evaluating bids, for regular business hours. No guaranteed quantity of requested hours is assumed, provided, or implied. Vendor should multiply their bid rate by the Estimated Quantity of 300 hours to calculate the Total Labor Cost.

8.2.2 Vendors should provide a single Weekend/Holiday Hourly Labor

Rate as defined in Section 2.8 to cover equipment service calls and repairs during Weekends/Holidays. The Quantity of 50 hours is provided as an estimate only, used only for evaluating bids, for

Weekend/Holiday. No guaranteed quantity of requested hours is assumed, provided, or implied. Vendors should multiply their bid rate by the Estimated Quantity of 50 hours to calculate the Total Labor

Cost.

8.3 PARTS MARKUP

8.3.1 Vendors should provide a bid for their markup for parts

(for which a charge is allowed per these specifications) provided. Price shall not include shipping. Vendors should provide the markup in terms of a decimal multiplier, as per the following example:

Example Markup bid = 15%

Place decimal point in front of percentage digits to add to 1. Example multiplier would be 1.15. Vendors should then multiply the multiplier

(1.15) by the Estimated Cost for parts of $10,000.00, to arrive at the

Total for Parts. The $10,000.00 is only an estimate used for evaluating bids. No guaranteed quantity of requested parts is assumed, provided, or implied.

Multiplier

Example Meaning

0.5 Vendor sells parts to Agency at one-half of Vendor’s cost

1.0 Vendor sells parts to Agency at Vendor’s cost

1.25 Vendor sells parts to Agency at Vendor’s cost plus a 25% markup.

1.5 Vendor sells parts to Agency at its cost plus a 50% markup.

The delivery charge is specifically listed on the invoice to the Agency. The

Agency pays no more than the actual delivery charge, and the actual delivery charge documentation is included with the invoice.

8.3.1.1 Maximum markup allowed under this provision shall not exceed

15% or 1.15.

9. ORDERING OF WORK:

9.1 STANDARD HOURLY - Maintenance Ordering: After award of this

Contract Agency and Vendor shall agree upon a Standard Maintenance schedule.

The Agency shall then issue a work plan against this Contract covering the agreed upon Standard Maintenance to be performed.

9.2 HOLIDAY and WEEKEND - Maintenance Ordering: The Agency shall define the scope of each Holiday and Weekend Maintenance project to be performed under this Contract and submit it to Vendor for a cost quote prior to

Vendor’s commencement of any work. The cost quote must detail the intended scope of work required to complete the project and contain an itemized listing of time and parts that will be required. If the Vendor’s quote is satisfactory to the

Agency, then Agency will issue a work plan allowing Vendor to commence work.

This work plan shall have a unique number, reference the master contract number, and detail the scope of work for the project in question. Issuance of the work plan to the Vendor shall be considered authorization to begin work. If the Agency determines that the cost quote is not satisfactory, then Agency and Vendor shall work to obtain a satisfactory cost quote by modifying the project, requesting different parts, performing labor with state employees, or other methods that

Agency and Vendor deem appropriate.

9.3 Vendor is not permitted to perform any work other than that specified on the work plan issued under Section 9.1 or 9.2 of this Contract.

10. INVOICING & PAYMENT: Agency shall pay unit price per task for all Contract

Services performed and accepted under this Contract.

10.1 Contract Services will be ordered by the Environmental Resource Supervisor or

Project Manager/Supervisor by issuance of a work plan, which shall include the name, site location and the permit number if applicable.

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

10.3 Invoicing: Original parts cost must be submitted with the invoice for verification of appropriate markup. Invoices are to be submitted upon completion of each event. Invoices and all supporting documentation of charges must be submitted to WVDEP/OSR at the following email address:

DEPDLRProcurement@wv.gov

11. VENDOR DEFAULT

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

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

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

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

11.1.4. Failure to remedy deficient performance upon request.

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

11.2.1. Immediate cancellation of the Contract.

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

Contract.

11.2.3. Any other remedies available in law or equity.

mailto:DEPDLRProcurement@wv.gov

11.3 Agency reserves the right to inspect Generator Maintenance to ensure that

Vendor’s performance is following this Contract. If Agency determines that

Vendor has failed to perform in accordance with this Contract, Agency may demand that the Vendor immediately remedy the failure or consider the failure to be a default. Vendor’s failure to remedy the deficient performance, if given the opportunity to do so, shall be considered a default.

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 Contract Manager and his or her contact information below.

Contract Manager: _________________________

Telephone Number:_________________________

Fax Number: ______________________________

Email Address:_____________________________