ARFQ WEH2500000017 Specifications Trash Compactor, Trash Removal and Disposal.docx

REQUEST FOR QUOTATION

ARFQ WEH2500000017

TRASH COMPACTOR RENTAL, TRASH REMOVAL AND DISPOSAL SERVICES

SPECIFICATIONS FOR TRASH SERVICES

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) to establish a contract to provide Trash Compactor Rental, Trash Removal and disposal Services from Welch Community Hospital, which is located at 454 McDowell Street, Welch, WV 24801.

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 Service” means removal and regulated disposal of miscellaneous trash, to include food, paper, cardboard and other household trash from the designated areas of Welch Community Hospital and 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 staff if requirements are inherently limited to individuals rather than corporate entities, shall have the following minimum qualifications:

3.1 Must be registered with the WV Secretary of State’s Office, or have a waiver from WV Secretary of State’s Office that registration is not required.

3.2 Must be licensed and authorized by the State of West Virginia Public Service Commission (PSC) to dispose of all refuse removed from facility.

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 Monthly Rental of One (1) – Thirty-five (35) Cubic Yard – Compactor

4.1.1.1 The Vendor will provide one (1) thirty-five (35) cubic yard compactor as well as garbage collection and disposal services on a scheduled pickup basis.

4.1.1.2 The Vendor must provide one (1) thirty-five (35) cubic yard compactor or greater and must be compactor all-steel construction.

4.1.1.3 Compactor must be self-contained to alleviate leaks when removing to empty.

4.1.1.4 Compactor must be a minimum of thirty-five (35) Cubic Yard Compactor.

4.1.1.5 Compactor must have stand-alone power station that remains behind when container is taken to be emptied.

4.1.1.6 Compactor must be 3 Phase 208 electric hook-up.

4.1.1.6.1 Vendor must empty every other Monday. Training must be provided on-site.

4.1.1.6.2 Training must be on the day of installation.

4.1.1.6.3 Training will be at no additional charge to Welch Community Hospital.

4.1.1.7 The Vendor will be responsible for the delivery and installation of all equipment that will be placed in designated areas. Any anticipated delivery or fuel surcharge costs must be included in the unit cost listed on Vendor’s bid; charges on invoices with such charges listed separately will not be paid by the facility.

4.1.1.8 The Vendor will be responsible for weekly inspections and keeping the equipment in full operating condition, any repairs must be made in a timely manner or equipment will be replaced.

4.1.1.9 Monthly rental rate should include maintenance and repairs to equipment as necessary, as no additional charges will be paid for any repairs.

4.1.1.10 The Vendor must meet all Local, State and Federal Regulations for disposal procedures.

4.1.1.11 The Vendor must provide disposal Landfill destination information.

4.1.2 Bi-Weekly Haul Service

4.1.2.1 Vendor is to provide pricing for bi-weekly haul service (trash pick-up and transfer to landfill once every two weeks). Any anticipated transfer and/or fuel surcharge costs must be included in the unit cost listed on Vendor’s bid; charges on invoices for transfer/fuel surcharges listed separately will not be paid by the facility.

4.1.3 Tonnage Rate

4.1.3.1 Vendor is to provide pricing on a tonnage basis.

4.1.3.2 Vendor is to provide receipt ticket from landfill showing the tonnage transferred to the landfill.

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 Grand Total.

5.2 Pricing Page Vendor should complete the Pricing Page by entering the unit cost for each item, the total cost and a Grand Total. 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 Page through wvOASIS, if available, or as an electronic document.

6. PERFORMANCE: Vendor and Agency shall agree upon a schedule for the performance of Contract Services and Contract Services Deliverables, unless such a schedule is already included herein by the 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 invoices as submitted by the vendor in accordance with the prices shown on the Pricing Page, but no more than one (1) invoice per month may be submitted and will be paid in arrears, 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. Vendor shall accept the West Virginia State Purchasing Card for payment of invoices. An original invoice must include the awarded contract number, which must be submitted to Welch Community Hospital, 454 McDowell Street, Welch, WV 24801.

8. TRAVEL: Vendor shall be responsible for all mileage and travel costs, including travel time, associated with the performance of this Contract. Any anticipated mileage or travel costs may be included in the unit cost listed on the 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 the Agency’s facilities. In the event that access cards and/or keys are required:

9.1 Vendor must identify principle 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 a replacement fee, if the cards/or keys become lost or stolen.

9.3 Vendor shall notify Agency immediately of any lost, stolen, or missing cards and/or keys.

9.4 Anyone performing under this Contract will be subject to the 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 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: _____________________________________________________

Vendor Telephone Number: ______________________________________________

Vendor Fax Number: ___________________________________________________

Vendor Email: ________________________________________________________

Revised 10/27/2014