ARFQ WEH2500000007 OSA RFQ Lab HVAC Unit.docx

ARFQ WEH2500000007

HVAC UNIT (LABORATORY DEPARTMENT)

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Office of Shared Administration, Purchasing Division is soliciting bids on behalf of the Department of Health Facilities (DHF), Welch Community Hospital (WCH) for the replacement of the Lab HVAC Unit at Welch Community Hospital.

NOTE: This request is covered in part or in whole by federal funds. All bidders will be required to acknowledge and adhere to attached Federal Funds Addendum.

NOTE The DoHS OSA has developed an EEOP Utilization Report, and it is available at:

https://dhhr.wv.gov/office-of-drug-control-policy/news/Documents/EEO%20Uitlization%20Report%20Completed%20Form%201-29-21-final-PDF%20review%20for%20approval%20to%20submit%20%283%29.pdf

NOTE: The Health Insurance Portability and Accountability Act of 1996 (hereafter, HIPAA) Business Associate Addendum (“Addendum”) is made a part of the Agreement by and between the West Virginia Department of Health Facilities (DHF), Bureau for Office of Health Facilities (OHF), Welch Community Hospital (Agency), and Business Associate (Vendor) and is effective as of the date of execution of the Addendum.

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 “Contract Item” or “Contract Items” means the list of items identified in Section 3.1 below and on the Pricing Pages.

2.2 “Pricing Pages” 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.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services.

3. GENERAL REQUIREMENTS:

3.1 Contract Items and Mandatory Requirements: Vendor shall provide Agency with the Contract Items listed below.

3.1.1 Removal and Disposal of existing unit

3.1.1.1 The vendor shall remove existing unit and dispose of in accordance with all state, federal and local laws, rules, and regulations.

3.1.2 INSTALLATION AND TESTING NEW UNIT

3.1.2.1 The vendor shall provide and install one new Trane TSJ090A4S0003AW or equal 7.5 ton cooling packaged rooftop unit.

3.1.2.1.1 Unit shall be 7.5 tons cooling capacity and shall be a Single packaged unit system.

3.1.2.1.2 All proposed “or equal” equipment must be submitted During the question period for approval. Written approval will be included in the question-and-answer addendum.

3.1.2.2 Vendor shall provide copper pipe and fittings as required to install new hot water coil in unit.

3.1.2.3 Vendor shall provide modification of existing curb and roof as well as any sheet metal modifications required.

3.1.2.4 Vendor shall connect all existing lines and low voltage power as required for proper operation for all aspects of unit.

3.1.2.5 Vendor shall install a new condensation drain line

3.1.2.6 Vendor shall provide crane for removal of old as well as installation of new unit.

3.1.2.7 Vendor shall connect all existing fire and smoke detection systems to new unit and test for proper operation with unit.

3.1.2.8 Vendor shall perform testing of all aspects of unit for proper operation in accordance with manufacturers recommendations.

3.1.2.9 Vendor shall provide training to Welch Hospital staff as to the proper operation and maintenance of unit in accordance with manufacturers recommendations.

3.1.3 Final Inspection and Closeout

3.1.3.1 Final cleanup: Vendor shall perform the final cleanup activities listed below, along with any other final cleanup activities normally associated with the work performed under this Contract, prior to final inspection.

3.1.3.2 All work areas shall be swept clean and all debris involved in the project shall be removed from the facility premises at the completion of the project.

3.1.3.3 All areas of lawn damage caused by the completion of the project shall be filled in with topsoil to grade level, seeded and strawed.

3.1.3.4 All areas of asphalt and/or concrete damage caused by the completion of the project shall be repaired to previous condition.

3.1.3.5 All cleaning and repairing of damaged areas shall be inspected and approved by the maintenance supervisor.

3.1.4 Final Inspection: Vendor shall participate in a final inspection with the Agency’s project manager. The purpose of the final inspection will be to identify deficiencies that need to be remedied prior to Agency’s final acceptance of the work. Vendor shall at all times be obligated to perform in accordance with the Contract and must take all actions necessary to ensure that work complies with requirements of Contract prior to final acceptance. Final acceptance does not waive or release Vendor from its obligation to ensure that work complies with the Contract requirements. Vendor shall submit any warranty documents to the Agency project manager at final inspection.

4. CONTRACT AWARD:

4.1 Contract Award: The Contract is intended to provide Agencies 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 grand total cost as shown on the Pricing Pages.

4.2 Pricing Pages:

Exhibit A Pricing Page: Vendor should complete the Pricing Pages in their entirety as failure to do so may result in Vendor’s bids being disqualified.

Award shall be made to the lowest bidder meeting the specifications.

Vendor should electronically enter the information into the Pricing Pages through wvOASIS, if available, or as an electronic document.

5. ORDERING AND PAYMENT:

5.1 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 can 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.

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

6. DELIVERY AND RETURN:

6.1 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 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 OSA Purchasing Division.

6.2 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. The Agency will pay delivery charges on all emergency orders provided that Vendor invoices those delivery costs as a separate charge with the original freight bill attached to the invoice.

6.3 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. The 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.

6.4 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.

7. VENDOR DEFAULT:

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

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

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

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

7.1.4 Failure to remedy deficient performance upon request.

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

7.2.1 Immediate cancellation of the Contract.

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

7.2.3 Any other remedies available in law or equity.

8. MISCELLANEOUS:

8.1 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.

8.2 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.

8.3 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.

8.4 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: ____________________________

Revised 10/27/2014