DCR22-118 - Outside Elevator Maintenance & Repairs - Specs.pdf

REQUEST FOR QUOTATION

ARFQ 0608 DCR2200000118

Outside Elevator Maintenance & Repairs Contract Pruntytown Correctional Center (PCC)

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Division of Administrative Services (DAS) is soliciting bids on behalf of Division of Corrections and Rehabilitation (DCR), Pruntytown Correctional Center (PCC) to establish an open-end contract for Outside Elevator Maintenance & Repairs Contract, corrective and preventative maintenance and parts, located in the facility.

Pruntytown Correctional Center is located at:

2006 Trap Springs Road, Grafton, WV 26354.

A Mandatory pre-bid conference/meeting will be conducted at the Pruntytown Correctional Center facility Administration Building - # 1, on March 15, 2022, at 10:00am EST.

Vendor may submit questions to Agency. Deadline for vendor questions is March 22, 2022, at 2:00pm EST

Facility Equipment:

1. Administration I Building:

Make: Porch Lift Model: 295-70 Serial #: 968-42 Type: Elevator/Vertical Screw Drive Platform Lift Capacity: 750 pounds Landings: 2

2. Administration II Building:

Make: National WheelO-Vator Model: BC60 Serial #: 69895 Type: Elevator/Vertical Screw Drive Platform Lift Capacity: 750 pounds Landings: 2

3. Medical Building:

Make: Savaria Model: V-1504-2010 Serial #: 210645 Type: Elevator/Vertical Screw Drive Platform Lift Capacity: 750 pounds Landings: 2

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 Maintenance Services, as stated herein, shall mean preventative maintenance and corrective maintenance services provided by Vendor under this Contract.

2.2 Preventative Maintenance as stated herein, shall mean scheduled inspections and the replacement of parts and material on a preplanned schedule prior to the failure or wear-out period of the part or material. The planned inspections and part replacement shall be in accordance with the equipment manufacturer’s recommendations as well as federal, state, and local rules and regulations.

2.3 Inspection as herein stated, shall be defined as organized examinations or formal evaluation of lifts/platforms and their parts and components in accordance with all current state and federal laws.

2.4 Corrective Maintenance as stated herein, shall mean maintenance performed on an as required basis to correct a malfunction or failure in the equipment. No preventative or correction maintenance shall be performed without authorization by the Agency.

2.5 Holidays shall mean days designated by WV Code §2-2-1 as legal holidays (New

Year’s Day, Martin Luther King’s Birthday, President’s Day, Memorial Day, West Virginia Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Lincoln’s Day, Election Days, and Christmas Day).

2.6 Costs for Parts as herein stated, shall be defined as the actual documented/invoiced cost for the parts as purchased by the Vendor.

2.7 “Pricing Page” as stated herein, shall mean the pages upon which Vendor should list its proposed price for the Contract Services. The Pricing Page is either included on the last page of this RFQ or attached hereto as Exhibit A.

2.8 “RFQ” as stated herein, shall mean the official request for quotation published as an

“ARFQ”.

3. QUALIFICATIONS: Vendor shall have the following minimum qualifications:

3.1. All Vendor technicians shall be factory trained with three years minimum experience in inspections, service, and repair.

3.2. At all times, vendor shall ensure preventative and corrective maintenance is performed by appropriately trained and qualified technicians.

3.3. Agency reserves the right to request information from the Vendor as to experience, qualifications, and corporate references insofar as it relates to services being requested under this contract.

3.4. Vendors must obtain or furnish proof of a West Virginia Contractors License.

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 Vendor shall provide inspections, preventative maintenance, and corrective maintenance in accordance with manufacturer’s recommendations on the lifts/platforms located at Pruntytown Correctional Center.

4.1.1.1 Vendor shall submit, with bid, an evaluation report containing projected equipment repair/replacement over a three-year period.

4.1.1.2 Vendor shall ensure that all inspections, maintenance, and repairs performed under this contract are performed by appropriately trained technicians.

4.1.1.3 Vendor shall, at all times, maintain the efficiency, speed, and safety of the equipment as designated by the original manufacturer specifications.

4.1.1.4 Vendor shall perform all necessary examinations and adjustments to maintain the equipment at the specified manufacturer limits.

4.1.1.5 Vendor shall maintain a continuous 24/7/365 emergency telephone service. Vendor shall establish a call down list or other procedure that will ensure the quickest possible response time.

4.1.1.6 Agency’s contact shall be the Associate Superintendent of

Operations. Vendor shall report and confer with the Associate Superintendent of Operations or designee prior to performing any work specified in this contract.

4.1.1.7 Vendor shall compile and maintain a suitable log/diagram/chart for entering inspection, maintenance, and repair data. Said report shall remain on Agency’s premises. Bi-Annual status reports shall be submitted to the Associate Superintendent of Operations or designee.

4.1.1.8 Vendor shall submit a time ticket and a detailed report of services, inspections, and/or repairs to the Associate Superintendent of Operations or designee for approval.

4.1.1.9 Vendor shall maintain a chronological life file that includes drawings, parts list, wiring diagrams, and a log of all preventative maintenance and repairs.

4.1.1.10 Vendor shall not subcontract any services performed under this contract without approval by Agency.

4.1.1.11 Vendor and Agency must agree upon a performance schedule of contract services.

4.1.1.12 Vendor shall quote a single, flat rate for each inspection performed under this contract.

4.1.1.13 Vendor shall quote a single, flat rate for each annual safety and no-load test performed under this contract.

4.1.1.14 Vendor shall quote an hourly rate for regular labor hours. Regular labor rate hours shall be between the hours of 8:00 a.m. and 5:00 p.m., Monday-Friday.

4.1.1.15 Vendor shall quote an hourly rate for overtime labor hours.

Overtime labor rate hours shall be between the hours of 5:01 p.m.

and 7:59 a.m., weekdays and all-day Saturday and Sunday.

4.1.1.16 Vendor shall quote an hourly rate for holiday labor hours. Holiday labor rate hours shall be between the hours of 12:00 a.m. and 11:59 p.m., Sunday-Saturday, for nationally recognized holidays.

4.1.1.17 Vendor shall quote an hourly rate for emergency labor hours.

Emergency labor rates shall be charged to Agency when any occurrence is declared an emergency by the Agency.

4.1.1.18 Vendor shall provide a 12-month warranty for all labor performed under this contract. Manufacturer’s warranty shall be provided to Agency for all parts provided under this contract.

4.1.2 Inspection and Safety Test:

4.1.2.1 Vendor shall perform Bi-Annual inspections on three lifts/platforms located at the facility. Wiring diagrams, blueprints, or any equipment or parts thereof shall be provided to the Vendor; but shall remain in the possession and control of the Agency.

4.1.2.2 Vendor shall perform an annual safety test and no-load safety test in accordance with the industry standards.

4.1.2.3 Vendor shall provide certified test reports to the Agency as soon as practicable.

4.1.2.4 Vendor shall comply with all federal, state, and local regulations, as well as maintain compliance with the standards as set forth above.

4.1.2.5 Vendor shall perform inspections and safety tests during regular business days and hours.

4.1.2.6 Consumable supplies used in the scope of preventative maintenance shall be supplied by the Vendor, at no cost to the Agency. Such items may include, but are not limited to, grease, cleaning supplies, rags, etc.

4.1.3 Preventative and Corrective Maintenance:

4.1.3.1 Vendor shall perform preventative maintenance in accordance with manufacturer’s recommendations and industry standards.

4.1.3.2 Vendor shall perform preventative maintenance on a quarterly basis.

4.1.3.3 Vendor shall submit a proposed schedule of all preventative maintenance within 30 days of Vendor being awarded a contract, for approval by Agency. The proposed schedule must include inspections, lubrications, adjustments, tests, cleaning, routine repairs, and all other known preventative maintenance activities.

4.1.3.4 Preventative maintenance shall include, but not be limited to, lubricating all sheaves, bearings on motor operated brakes, refill gear cases/guide lubricators, seal oil reservoirs, and guide rails cleaned and lubricated.

4.1.3.5 Initially, Vendor shall perform the following:

• Adjust and maintain specified speed

• Adjust or replace all safety devices.

• Examine and equalize tension of all ropes in accordance with manufacturer’s specifications.

4.1.3.6 Vendor shall perform preventative maintenance during regular business days and hours.

4.1.3.7 Vendor shall respond to corrective maintenance requirements by telephone or in person within two hours and must arrive onsite as soon as possible, but no later than twenty-four (24) hours after Vendor is notified by PCC. No exceptions to the twenty-four (24) hour requirement unless granted by PCC.

4.1.3.8 When possible, Vendor shall perform all corrective maintenance during regular business days and hours.

4.1.3.9 Vendor shall not install proprietary controllers or control equipment without the approval of PCC. If approved, the toll, keyboard, instructions, and any other equipment shall become the property of PCC.

4.1.3.10 Vendor shall provide copies of the invoice and manufacturer’s warranty on parts purchased under this contract.

4.1.4 Parts and Installation:

4.1.4.1 Vendor shall procure and install all necessary repair parts required under this contract. Vendor must obtain prior approval from Agency to purchase all parts in excess of $2,500. Agency reserves the right to competitively bid all parts and labor for major repairs on the lifts/platforms referenced under this RFQ.

4.1.4.2 Vendor shall maintain a supply or inventory of routinely used replacement parts for the equipment utilized by the Agency. All replacement parts shall be equal to or better than the original manufacturer’s parts.

4.1.4.3 Parts shall be procured by the Vendor, but reimbursed by the Agency, with the appropriate markup quoted by the Vendor. All parts supplied by Vendor can include shipping/freight charges.

Shipping/freight costs will be reimbursed at a pass through cost, no markup shall be permitted. Vendor shall provide a copy of the itemized invoice and manufacturer’s warranty prior to reimbursement.

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 total cost as shown on the Pricing Pages.

5.2 Pricing Page: Vendor shall complete the Pricing Page by inserting the requested information in the appropriate spaces and performing the calculations necessary to arrive at a total cost. The requested information includes, hourly labor rates, a percentage markup on parts, the total labor cost, the total parts costs, and the total cost. 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.

The pricing page contains an estimated number of labor hours and an estimated cost for parts. The estimates for labor and parts represent amounts for bid evaluation purposes only. No future use of the Contract or any individual item is guaranteed or implied.

Vendor should type or electronically enter the information into the pricing page to prevent error in the evaluation. Notwithstanding the foregoing, the Division of Administrative Services (DAS) may correct errors at its discretion.

Notwithstanding the foregoing, the Division of Administrative Services (DAS) may correct errors as it deems appropriate. Vendor should type or electronically enter the information into the Pricing Page to prevent errors in the evaluation.

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 a single flat hourly rate for all services quoted by the hour and shall reimburse Vendor for the cost of parts as set forth above. 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 The Vendor’s personnel and their vehicles must be recognizable while at the facility. This must be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges with the company name.

9.2 The Vendor’s personnel must have valid photo identification before entering the facility.

9.3 The Vendor’s vehicles and personnel are subject to search upon entering and exiting the facility.

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. Cancellation of the Contract.

10.2.2. 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: ____________________________