Equipment Maintenance and Repairs 2026 new (002).docx

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Purchasing Division is soliciting bids on behalf of West Virginia Department of Agriculture to establish an open-end contract for Man lifts, Pallet jacks, Forklifts and Pallet Wrap Machine Maintenance and Repairs. In accordance with W. Va. Code § 5-22-1(a)(5), total payments under this contract will not exceed $50,000.00 This includes all payments under the initial contract term, any renewal terms, all delivery orders, and any change orders.

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 Man lifts, Pallet jacks, Forklifts and Pallet Wrap Machine Maintenance and Repairs as more fully described in these specifications.

2.2 “Pricing Page” means the pages, 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 that is published by the Purchasing Division.

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. Vendor and vendor’s staff assigned to this project must have a minimum of five (5) years of experience in inspecting, testing, repairing and maintaining Man lifts, Pallet jacks, Forklifts and Pallet Wrap Machine. See complete list of equipment in Exhibit B.

3.2. Compliance with experience requirement will be determined prior to contract award by the State through references provided by the Vendor with its bid or upon request, through knowledge or documentation of the Vendor’s past projects, or some other method that the State determines to be acceptable. Vendor should provide a current resume which includes information regarding the number of years of qualification, experience and training, and relevant professional education for everyone that will be assigned to this provision. References, documentation, or other information to confirm compliance with this experience requirement are preferred with the bid submission but may be requested prior to contract award.

3.3. Vendor and vendor’s staff assigned to work under this contract shall be Yale trained and/or certified to provide inspections, testing, maintenance and repair/replace services on the types of equipment listed in this solicitation and must provide Agency with documentation to verify training and/or certification upon request prior to award of contract. Vendor shall ensure that all work performed under this Contract is performed by an appropriately trained and certified individual.

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 Equipment Maintenance and Repair

4.1.1.1 Vendor shall provide Maintenance and repairs to all equipment in accordance with manufacturer’s recommendations and specifications, as well as industry best practices, on all equipment listed on Exhibit B attached hereto and incorporated herein by reference.

4.1.1.2 Vendor shall furnish and install parts as necessary to keep all equipment listed in Exhibit B in proper working order, as per manufacturer's standards and specifications.

4.1.1.3 Vendor shall provide expendable materials used in the scope of performing under this Contract at no cost to the Agency. Such items may include, but are not limited to, cleaning supplies, rags, etc.

4.1.1.4 Vendor shall not perform any Equipment Maintenance or Repairs under this contract without prior approval from Agency.

4.1.1.5 Vendor shall furnish all equipment, tools, and parts necessary for the performance of the Equipment Maintenance and Repair. Equipment and tools will be provided at no cost to the Agency.

4.1.1.6 Vendor shall furnish a minimum warranty of 3 months for all labor performed under this contract.

4.1.1.7 Vendor will be compensated for Equipment Maintenance and Repair activities through a Hourly fee.

4.1.2 Parts:

4.1.2.1 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 original manufacturer’s parts. All parts used for replacement of normal wear or failed parts shall be new and obtained from authorized parts suppliers of the appropriate equipment manufacturer.

4.1.2.2 Vendor is responsible for procuring all necessary parts needed to perform Equipment Maintenance and Repairs under this Contract. Vendor must, however, obtain advanced approval from Agency prior to purchasing any part in excess of [$__500.00______]. Freight charges for parts are not permitted.

4.1.2.3 Parts Warranty: The Vendor shall track and provide parts manufacturer’s warranty to the fullest of the warranty.

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 should complete the Pricing Page by inserting the requested information in the appropriate location and performing the calculations necessary to arrive at a total cost. The requested information includes: An hourly labor rate, a parts multiplier, a total labor cost, the total parts cost, 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.

Vendor should type or electronically enter the information into the Pricing Pages through wvOASIS, if available, or as an electronic document. In most cases, the Vendor can request an electronic copy of the Pricing Pages for bid purposes by sending an email request to the following address: [insert buyer’s contact info.

An example of a properly completed Pricing Page is shown below for reference purposes only:

Total Cost $ 22,000

6. PERFORMANCE: Agency shall contact Vendor to perform Contract Services and Contract Services Deliverables. 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 [hourly rate and parts ], 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.

7.1 All labor and parts associated with the Equipment Maintenance and Repair activities must be included in the charges on the bills submitted for payment. Vendor may only submit invoices to obtain payment for Equipment Maintenance and Repairs once all work on the invoice is completed.

7.2 Labor for Equipment Maintenance and Repair will be billed on a per hour basis using the number of hours worked and the single hourly rate bid by vendor.

7.3 Parts for Equipment Maintenance and Repair will be billed on a cost-plus basis with the multiplier designated by Vendor on the Pricing Page to serve as the markup. (Examples of how the multiplier should be used are shown below) For purposes of this Contract, Vendor’s cost is the amount paid by Vendor to the manufacturer or supplier and does not include Vendor’s overhead, stocking fees, delivery charges, or other fees that are not direct payment for parts. All charges not associated with direct payments to the manufacturer or supplier must be accounted for in the markup represented by the multiplier

Multiplier Example Meaning

Notwithstanding the foregoing, Vendor may invoice Agency for expedited or emergency delivery of parts provided that the expedited or emergency delivery was requested by the Agency in advance, the delivery charge is specifically listed on the billing invoice to the Agency, the Agency pays no more than the actual delivery charge, and the actual delivery charge documentation is included with the invoice.

8. VENDOR DEFAULT:

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

8.1.1. Failure to perform Contract Services 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 Services 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. 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: ____________________________