ARFQ HSE2500000012- Specifications.pdf

REQUEST FOR QUOTATION

Inspections, Repairs, and Certification of Communication Towers

ARFQ 0606 HSE2500000012

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 Emergency Management Division to establish an Open-End contract to provide Inspections, Repairs and Certification services for self-supporting and guyed communication towers and accessories for the Statewide Interoperable Radio System (SIRN) sites.

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 “Agency” means the West Virginia Emergency Management Division.

2.2 “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)

2.3 “Contract Services” means Inspections, Repairs and Certification of Communication

Tower services as more fully described in these specifications.

2.4 "Emergency Repairs" means the emergency repair of any out of service communication tower shall be a priority of the vendor.

2.5 “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.

2.6 “SIRN Network” means the Statewide Interoperable Radio Network for West

Virginia.

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

2.8 “X-ray quality welding” they are free from common defects like cracks, porosity, and incomplete fusion

3. QUALIFICATIONS: Vendor shall have the following minimum qualifications

3.1 Experience: Vendor must have at a minimum ten (10) years' experience in the business of tower erection, inspection, installation, and repairs. Vendor and/or vendor's supervisory staff assigned to this project, must have successfully completed at least ten

(10) years' worth of experience with projects that involved work similar to that described in these specifications. Compliance with this experience requirement will be determined prior to the contract award by the Agency through references provided by the vendor upon request, through knowledge or documentation of the vendor's past projects, or some other method that the Agency determines to be acceptable. Vendor must provide any documentation requested by the Agency 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.

3.2 Certifications: Vendor shall ensure that all electrical system inspections, non-construction repairs, and new work performed under this Contract are performed by a licensed individual. Required licenses may include, but are not limited to, the following:

3.2.1 West Virginia Contractor’s License

3.2.2 West Virginia Electricians License

3.3 Agency reserves the right to request information from the vendor as to experience, qualifications, and corporate references as it relates to services being request under this Contract.

4. MANDATORY REQUIREMENTS: Contract services must meet or exceed the mandatory requirements listed below:

4.1 Inspection, Repair and Certification Services: Vendor must provide all transportation, fuel, personnel, labor, materials, tools, equipment, skills and supervision for the installation, re-installation, repairs, inspections, and repairs of defects discovered during inspections of antennas, hardline/waveguides, tower lighting, grounding equipment, guy wire tensioning, for all SIRN sites located within West Virginia as well as specific sites located in Maryland, Ohio, Pennsylvania, and Virginia. List of sites Hereto referred to as Exhibit B.

4.1.1 The Agency reserves the right to add additional sites as necessary and vendor must provide Inspection, Repair and Certification Services to any new sites added by the Agency.

4.1.2 Vendor must perform all necessary inspections, examinations, and make any necessary adjustments or repairs in accordance with Industry standards. The scope of the work shall include, but not limited to installation, alignment, realignment, removal, reinstallation of Microwave antennas, Land Mobile Radio antennas (LMR), Microwave waveguides, hardlines, ice protection equipment, tower lighting and equipment, guy wire tensioning, and structural repair.

4.1.3 The Agency requires that repair tasks be concurrent with inspections at no additional cost, provided it is reasonable to expect the repair tasks require less than one (1) hour of labor per tower and tools, hardware, supplies for the project must be small and light enough for one person to carry up the tower. It is the expectation that the vendor supplies their workforce with the necessary equipment and materials to complete such repairs the same day as inspections that are listed herein. The repairs include but are not limited to loose cables, loose or missing snap-in hangers, tilting antennas, missing nuts and bolts, minor corrosion, control, etc.

4.1.4 Vendor must warranty contract items for a minimum of one (1) year.

4.1.5 The vendor is responsible for ensuring the towers meet ANSI/TIA-222 REV-H Standards, or most current standards and Federal Communications Commission (FCC) standards upon completion of the work performed.

4.1.6 All welding must be x-ray quality and conform to the latest American Institute of Steel Construction (AISC) and Advance Wireless Service (AWS) standards, which can be found at https://www.aisc.org/globalassets/aisc/publications/standards/a341-22w.pdf and www.aws.org/standards-and-publications/codes-and-standards/.

4.1.6.1 No welding or structural repairs will be done without stamped engineered drawings from an approved structural engineering firm.

4.1.7 The vendor must replace all defective parts with new commercial grade parts only. All replacement nuts, bolts, and hardware must be zinc galvanized hot dipped, not plated in accordance with American Association for Testing and Materials (ASTM) specifications A-123m which gives a minimum of two (2) ounces of zinc per square foot of surface. The latest ASTM standards can be found at http://www.astm.org. All replacement parts must meet industry standards and have a minimum of One (1) year warranty.

4.1.8 Tower Lighting must include necessary control equipment to monitor tower lights as needed.

4.1.9 Tower lighting must be a dual lighting system as approved by the Federal Aviation Administration (FAA). Components must consist of white (LED) http://www.astm.org/ light(s) to be operational during the daytime. All red (LED) light(s) to be operational and visible at night.

4.1.10 Vendor must agree to replace any initial equipment they install that becomes obsolete or inoperable at no additional cost for a one (1) year period beginning when the work is completed.

4.1.11 Vendor must maintain a continuous 24/7/365 emergency telephone service.

Vendor must establish a call down list and/or other procedures that will ensure the quickest possible response time.

4.1.12 Vendor must respond to routine calls within two (2) hours of notification to schedule a time for repair and ascertain the location of the inoperative equipment.

4.1.13 Vendor must respond to all emergency requests within thirty (30) minutes by phone to ascertain the location of the inoperative equipment and must arrive on site no later than three (3) hours from the time of notification of the emergency.

The vendor must consider that the structures are for essential facilities and importance factors must be adjusted accordingly giving this priority.

4.1.14 The Vendor must provide the Agency with a written report describing the nature of the work performed after each site visit

4.1.15 The report must provide a description of any issue and recommended corrective action.

4.2 PARTS AND MATERIALS:

4.2.1 All parts and materials selected by the vendor must be approved by the Agency

Director or appointed designee prior to application/installation. Vendor must provide the pricing of the parts and/or materials to the Agency.

4.2.2 The Agency reserves the right to provide materials and/or components or parts.

4.2.3 Vendor must provide new and unused, materials and parts necessary while maintaining the operability and safety required.

4.2.4 Vendor must maintain warranty information on any materials or parts that have been replaced, report warranty information to the Agency, and provide reports to the Agency as requested.

4.2.5 Vendor must provide required materials, and parts plus the proposed percentage mark-up on Exhibit A pricing page cost sheet. Copies of invoices for required materials/parts shall be submitted with the vendor's invoice and request for reimbursement.

4.2.6 Parts and/or materials must have a minimum of one (l) year warranty.

4.3 Labor:

4.3.1 All contract fees will be for all sites, based on a per Hour basis from the time of departure until completion of the work. No return travel will be paid. No Mileage charges will be allowed.

4.3.2 Regular Labor rate shall be between the hours of 8:00 a.m. and 5:00 p.m.

Monday – Friday.

4.3.3 Overtime Labor Rates shall be between the hours of 5:01 p.m. and 7:59 a.m..

Sunday-Saturday, holidays excluded.

4.3.4 Emergency Labor Rate shall be anytime outside of the normal scheduled work on the contract that the vendor mobilizes and responds to an emergency call out from the Agency Director or designee.

4.3.5 Holiday Labor rates shall be 12:00 a.m. - 11:59 p.m. Sunday -Saturday for any nationally or State recognized holiday.

4.3.6 All work done within the secure area, work times and coordinated areas, will be at the discretion of the Agency facility administration. 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 Agency Director or designee.

4.4 CONDITIONS OF WORK:

4.4.1 Permits:

4.4.1.1 Vendor shall secure and pay for any required permits and for all other permits, governmental fees, and licenses, which are necessary for the proper execution and completion of the work as specified. Permits, governmental fees and licenses will be treated as a pass-through cost and the Vendor will invoice the Agency for direct costs, without markup. Vendor will provide the Agency with documentation substantiating the cost of the perm its, governmental fees and licenses.

4.4.2 Security:

4.4.2.1 Vendor must comply with all Agency Facility security requirements.

This includes but is not limited to security background checks of any employee of vendor that will be working on-site on the project.

4.4.2.2 Vendor must submit the full name, date of birth and social security number for everyone working on the jobsite. This will not be required for delivery drivers delivering items to the jobsite and then immediately leaving. Delivery drivers must stay with their vehicles.

4.4.2.3 All contractors and sub-contractors working on site must fill out the security documents and submit them to the Agency Director or designee. Documents will be provided upon Contract Award and must return a favorable result, or the Contract is void.

4.4.3 Tools:

4.4.3.1 Vendor must comply with all Agency 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. The Agency is not responsible for lost or stolen tools.

4.4.4 Code Requirements:

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

4.4.5 Material Delivery, Storage, and Handling:

4.4.5.1 Material can be shipped directly to the Agency as needed.

4.4.5.2 Agency will not be held accountable for any material orders shipped directly to the Agency.

4.4.5.3 Agency will not be responsible for any items that are missing or have been stolen, or short shipped items. It is the vendor's responsibility to secure all their tools and materials.

4.4.5.4 If the vendor stores the material at a location other than at this Agency, additional insurance is required to receive payment on stored materials.

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

4.4.6 Damages:

4.4.6.1 Any damages occurring to Agency's buildings, properties, or sites resulting from the vendor's performance of the Contract Services, shall be responsibility of the vendor at the vendor's expense, either by using the vendor's own forces, or that of an Agency approved sub-contractor.

The repair method and finished product will be subject to the approval of the Agency.

4.4.7 Cleanup:

4.4.7.1 The vendor shall keep the work area clean as possible during the entire progress of work. The vendor shall remove all debris from the job site in a timely and legally acceptable manner to not detract from the aesthetics or the functions of the site. All items that are removed to allow the installation of new items will become the property of the vendor to dispose of unless otherwise noted.

4.4.8 Safety:

4.4.8.1 Vendor 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.

5. CONTRACT AWARD:

5.1 Pricing Page: Vendor must complete the Pricing Page by providing unit cost for each contract item. Vendor must complete the Pricing Page in its 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 the 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 page, failure to use Exhibit A Pricing Page will lead to disqualification of vendors bid.

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 request an electronic copy of the Pricing Page for bid purposes by sending an email request to the following address: Austin.L.Ayers@wv.gov

5.2 Piggyback: WV EMD reserves the right to extend the terms, conditions, and prices of this contract to other Agencies/Institutions who express an interest in piggybacking on this contract. Each of the piggyback Agencies/Institutions will issue their own purchasing documents for the goods/services. Vendor agrees that EMD shall bear no responsibility or liability for any agreements between vendor and the other Agency/Institutions who desire to exercise this option.

5.3 Consumer Price Index (CPI): Said 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 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) month period, the vendor may, no less mailto:Austin.L.Ayers@wv.gov.

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 compared to the current year Consumer Price Index, or 3% whichever is less. All price adjustments must be approved by the Agency prior to implementation, at the Agency’s sole discretion. Approval of price adjustments is not guaranteed.

Agency will issue a Change Order to said contract for any approve price adjustments.

5.4 Confidentiality Policies and Information Security Accountability: Vendor agrees to adhere to the Confidentiality Policies and Information Security Accountability Requirements which can be found at https://www.state.wv.us/admin/purchase/privacy/.

At the Agencies discretion, the Agency can require the vendor and its employees to execute the Confidentiality Agreement.

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 twelve (12) weeks 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 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 is not permitted to charge the Agency separately for such delivery.

7.3 Return of Unacceptable Items: If the Agency deems the Contract Items to be unacceptable, the Contract Items shall be returned to vendor at vendor’s expense and with no restocking charge. Vendor shall either make arrangements for the return within five (5) days of being notified that items are unacceptable, or permit the Agency to arrange for the return and reimburse Agency for delivery expenses. If the original packaging cannot be utilized for the return, vendor will supply the Agency with appropriate return packaging upon request. All returns of unacceptable items shall be F.O.B. the Agency’s location. The returned product shall either be replaced, or the Agency shall receive a full credit or refund for the purchase price, at the Agency’s discretion.

7.4 Return Due to Agency Error: Items ordered in error by the Agency will be returned for credit within 30 days of receipt, F.O.B. vendor’s location. Vendor shall not charge a restocking fee if returned products are in a resalable condition. Items shall be deemed to be in a resalable condition if they are unused and in the original packaging. Any restocking fee for items not in a resalable condition shall be the lower of the vendor’s customary restocking fee or 5% of the total invoiced value of the returned items.

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 Items provided under this Contract.

8.1.4 Failure to remedy deficient performance upon request.

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 Vendor Supply: Vendor must carry sufficient inventory of the Contract Items being offered to fulfill its obligations under this Contract. By signing its bid, vendor certifies that it can supply the Contract Items contained in its bid response.

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: