ARFQ WEH2500000016 Specifications.docx

REQUEST FOR QUOTATION

WEH2500000016 Elevator Preventative Maintenance and Corrective Maintenance

SPECIFICATIONS

1. PURPOSE AND SCOPE: : The West Virginia Office of Shared Administration (WVOSA), Purchasing Division is soliciting bids on behalf of The Department of Health Facilities,, Welch Community Hospital (Agency) to establish a contract for full-service preventative maintenance and occasional corrective maintenance services for the two (2) elevators located within the facility.

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

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 Services” means full service preventative maintenance and occasional corrective maintenance services for the two (2) elevators located within the facility as more fully described in these specifications.

2.2 “Pricing Page” means the pages, contained wvOASIS or attached hereto as Exhibit A, upon which Vendor should list its proposed price for the Contract Services.

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

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

3.1. Completed the Certified Elevator Technician (CET) Educational Certification Program.

4. MANDATORY REQUIREMENTS:

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

4.1

4.1.1 General Contract Services The purpose of this agreement is to provide routine service for the elevators located within the facility. This agreement is to include on-site scheduled routine preventative maintenance which would include:

4.1.1.1 A-Wing elevator preventative maintenance and corrective maintenance service.

4.1.1.2 D-Wing elevator preventative maintenance and corrective maintenance service.

4.1.1.3 A-Wing elevator annual inspection.

4.1.1.3.1 Vendor must have a certified elevator inspection company to complete annual inspection and certify A-Wing elevator.

4.1.1.3.2 Vendor must perform a semi-monthly inspection of elevator.

4.1.1.3.3 Vendor will provide the facility with a service report after each inspection and indicate any potential fixes that may need to be completed in order to keep the elevators operating properly.

4.1.1.4 D-Wing Elevator annual inspection.

4.1.1.4.1 Vendor must have a certified elevator inspection company to complete annual inspection and certify D-Wing elevator.

4.1.1.4.2 Vendor must perform a semi-monthly inspection of elevator.

4.1.1.4.3 Vendor will provide the facility with a service report after each inspection and indicate any potential fixes that may need to be completed in order to keep the elevators operating properly.

4.1.1.5 It is agreed that the vendor does not assume possession or control of any part of the equipment, but such remain the property of the facility. The vendor shall not be liable for any loss, damage or delay due to cause beyond his reasonable control including, but not limited to, acts of government, strikes, lockouts, fire, explosion, theft, floods, riot, civil commotions, war, malicious mischief, or acts of God. All work shall be performed by skilled mechanics of the trade and be directly employed and supervised by the vendor.

4.1.2 Scope of Work:

4.1.2.1 The vendor shall provide regular and systematic examinations and preventative maintenance service, making examinations at the above scheduled intervals, at which time the vendor shall take necessary actions to restore the elevator to satisfactory and safe service and by using preventative maintenance methods, furnish and install parts prior to their breakdown point where possible, as necessary to keep the elevators in the best possible running order at all items.

4.1.2.2 The vendor shall maintain the efficiency, safety, and speeds specified for the original elevator and as designated by the manufacturer of the equipment at all times, including acceleration, retardation, contract speed in feet per minute, with and without full load and floor to floor, door opening and closing time.

4.1.2.3 Vendor shall perform all necessary examinations, adjustments, and work necessary to initially adjust and maintain elevators at the specified speed; adjust and replace all safety devices including governors; examine and equalize tension of all hoisting, compensating and governor ropes; all whenever necessary to insure maintenance of adequate safety factors in accordance with these specifications.

4.1.2.4 The vendor must complete preventative maintenance on a semi-monthly basis for the specified equipment during the routine coverage times. The routine preventative maintenance shall include (but is not limited to): cleaning, painting, lubricating, packing, adjusting, calibrating, repairing, furnishing and replacing of parts and equipment and the furnishing of all equipment necessary in the performance thereof as required in the specifications, to include but not limited to the following:

bearings, brake magnet coils, brakes, buffers, counter-weights, car safety devices, controllers, controller parts, communication, coils contacts, cams, car and hoist-way door hangers, control panel, corridor position indicators, car door operators, car operation panels, car door operating devices, car flooring, car lights, (except bulbs and fluorescent tubes), door operating devices, door tracks and guide, electric wiring, fuses, gears, generators, guide shoes, gate hangers, governors, hall lanterns, heaters for oil reservoirs, hoist machine, interlocks, indicators, leveling devices, lamp bulb replacements in all fixtures, (except general car lighting), magnet frames, motor, motor generator sets, coiling devices, rotating elements, pumps and valves for hydraulic elevators, packing for pistons, push buttons, resistance for motor and controllers, relays, sheaves, selectors, switches on car and hoist-way, starters, signal bell, signal systems, thrusts, tension frames, telephone cables, terminal and slow down devices, traveling cables, under car safeties, worms, windings, wire-ropes, and cables. Also included shall be step-rollers, step-treads, steps, comb plates and handrails.

4.1.2.5 Vendor shall replace all wire ropes as often as is necessary to maintain an adequate factor of safety; to equalize the tensions on all hoisting ropes, repair or replace conductor cables and hoist-way and machine room elevator wiring. Replacement ropes shall meet all code requirements and to be equal to or better than the original ropes in design, material, construction and strength as specified by the elevator manufacturer. When necessary, the vendor shall replace guide shoes or rollers necessary to maintain standards of cleanliness, the vendor shall brush lint and dirt from the guide rails, overhead sheaves and beams, counterweight frames, car tops, bottom of platforms, and remove the disposed of dirt from machine room floors.

4.1.2.6 Vendor shall have the ability to provide on-site emergency corrective maintenance (outside coverage period) as needed. The vendor must ensure that a technician is available to provide on-site service within 4 hours of receiving a service call. In the event the equipment requires service over the weekend or on a holiday, the vendor must ensure a technician would be available twenty-four (24) hours per day, three hundred sixty-five (365) days per year. The vendor shall maintain a continuous emergency telephone service where the facility can contact vendor after normal business hours (weekends and holidays included). The vendor shall provide labor and material needed to accomplish the requested work. Vendor shall bill for this labor at an hourly rate. Any materials/parts needed shall be provided by the vendor and provide documentation of the vendor's cost for materials, in the form of invoices from third party vendors shall accompany any bills to the facility for work defined in this paragraph. The vendor must provide the hospital with copies of all maintenance/service reports and other documents that describe the actual maintenance work performed on the equipment. The vendor shall provide regular and systematic examinations and preventative maintenance service, making examinations at the above scheduled intervals, at which time the vendor shall take necessary actions to restore elevator equipment to satisfactory and safe service and by using preventative maintenance methods, furnish and install parts prior to their breakdown point where possible, as necessary to keep the elevator equipment in the best possible condition at all items.

4.1.2.7 The vendor must complete preventative maintenance (PM’s on a semi-monthly basis for the specified equipment as recommended by the manufacturer.

4.1.2.8 Vendor shall provide routine coverage for preventative maintenance from 8:00 a.m. to 5:00 p.m. Monday through Friday, except on Federal and West Virginia State holidays (New Year’s Day, Martin Luther King, Jr., Presidents Day, Election Day, Memorial Day, West Virginia Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, Lincoln’s Day, Christmas Eve, Christmas Day, New Year’s Eve).

4.1.2.9 Vendor shall have the ability if needed, to provide on-site corrective maintenance during regular hours from 8:00 a.m. to 5:00 p.m. Monday through Friday, after hours 5:00 p.m. to 8:00 a.m. Monday through Friday, weekends 5:00 p.m. Friday to Monday 8:00 a.m., and/or holidays as needed. The vendor must ensure that a local engineer/technician is available to provide on-site service within four (4) hours of receiving a service call. Should corrective maintenance be required the contractor agrees to provide corrective maintenance at the hourly rate as indicated on cost sheet. Vendor should include the cost of travel into the hourly rate provided on the pricing page as no additional payment will be paid for travel expenses. Though there is no guarantee that corrective maintenance work will be required, as a basis for providing this bid, estimated hours of corrective maintenance is listed as follows:

4.1.2.9.1 Estimated 8 hours for regular hours from 8:00 a.m. to 5:00 pm.

4.1.2.9.2 Estimated 4 hours for after-hours 5:00 p.m. to 8:00 a.m. Monday through Friday.

4.1.2.9.3 Estimated 4 hours for weekends 5:00 p.m. Friday to Monday 8:00 a.m.

4.1.2.9.4 Estimated 4 hours for holidays.

4.1.2.10 Parts for corrective maintenance shall be provided by the vendor at cost plus shipping that was charged to the vendor. Vendor shall bill Welch Community Hospital for the vendors total cost (parts and shipping) + ___% mark-up (Not to exceed 10%). Vendor must include a copy of the invoice from their vendor showing what the total cost paid for parts and shipping. Though there is no guarantee that “non-preventative maintenance” work will be required, as a basis for providing this bid, the vendor may assume that an estimated materials and/or parts costing an estimated $7,500.00.

4.1.2.11 Vendor shall report to the maintenance department or the facilities designated representative, prior to performing any work specified within this document. The vendor shall provide and keep current a suitable chart, posted in the machine room of the elevators on which entries shall be made to indicate the status of all servicing and maintenance work performed, and status reports shall be submitted to the facility monthly. The vendor shall maintain a complete, orderly, and chronological file including drawings, parts lists, wiring diagrams and log of preventative maintenance and corrective maintenance on each elevator. Vendor shall maintain up-dated contract wiring diagrams for each elevator in each machine room. These diagrams shall be permanently mounted on full size display panels near the elevator controllers. These wiring diagrams are to remain the property of the facility and shall not be removed from the premises by the vendor.

4.1.2.12 The vendor must perform annual inspection as required and according to the Division of Labor guidelines and ensure the elevators are maintained in order to pass the inspection.

4.1.2.13 A mandatory vendor prebid meeting will be held on Wednesday April 9, 2025, at 1:00 p.m. in the cafeteria at Welch Community Hospital located at 454 McDowell Street, Welch, WV. Failure to attend this mandatory prebid conference will result in bid rejection. One individual cannot represent more than one vendor.

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 Annual Cost Grand Total as shown on the Pricing Pages.

5.2 Pricing Page: Vendor should complete the Pricing Page by Vendor should complete the Pricing Page by inserting the cost for all items outlined within this Request for Quotations. Vendor should complete the Pricing Page in full as 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 Pages through wvOASIS, if available, or as an electronic document.

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 Payment to the vendor on a monthly basis, in arrears for service, as shown on the Pricing Pages, for all Contract Services performed and accepted under this Contract. Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

8. TRAVEL: Vendor shall be responsible for all mileage and travel costs, including travel time, associated with performance of this Contract. Any anticipated mileage or travel costs may be included in the flat fee or hourly rate listed on Vendor’s bid, but such costs will not be paid by the Agency separately.

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

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

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

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

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

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. Immediate cancellation of the Contract.

10.2.2. Immediate 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: ____________________________

Revised 10/27/2014