GENERATOR ServicesRFQ HOP 17_5.docx

REQUEST FOR QUOTATION

GENERATOR MAINT AND INSPECTION AT HOPEMONT HOSPITAL

HOP 170000005

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Department of Health and Human Resources, Behavioral Health and Health Facilities, Hopemont Hospital is soliciting bids to establish an Open-End Master Agreement to provide Annual Preventative Maintenance and Inspection on One Caterpillar and One 350 KW Diesel Generator located at Hopemont Hospital. NOTE: Delivery Orders issued from contract awarded as a result of this solicitation may be funded in whole or in part with Federal Funds and thus this solicitation and its resulting awarded contract are subject to the requirements of Attachment 1- “Provisions Required for Federally Funded Procurements.”

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 to provide Annual Preventative Maintenance and Inspection on One Caterpillar and One 350 KW Diesel Generator located at Hopemont Hospital 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 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 must have a current West Virginia general contractor’s license.

3.2. Vendor must have a current master electrical license certification.

3.3. Vendor must have certification from the manufacturer of the generator.

4. MANDATORY REQUIREMENTS:

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

4.1

4.2 Contract Items and Mandatory Requirements: Vendor shall provide Agency with the Contract Items listed below on an open-end and continuing basis. Contract Items must meet or exceed the mandatory requirements as shown below.

4.2.1 Must Include Annual Preventative Maintenance and Inspection

4.2.1.1 Vendor must change motor oil.

4.2.1.2 Vendor must change oil filter(s).

4.2.1.3 Vendor must change fuel filter(s).

4.2.1.4 Vendor must take an oil analysis.

4.2.1.5 Vendor must check all fluid levels.

4.2.1.6 Vendor must verify indicators and control panel readings.

4.2.1.7 Vendor must check starting and time relays.

4.2.1.8 Vendor must start signal continuity and utility phase sensing.

4.2.1.9 Vendor must make visual inspection of the belts, hoses, battery and cleaning connections.

4.2.1.10 Vendor must replace any worn or broken items.

4.2.2 Annual Load Testing and Inspection as per specifications.

4.2.2.1 Vendor must complete two (2) hours LBT (Load Blank Test) per the NFPA (National Fire Prevention Association) 111 and to meet OHFLAC (Office of Health Facility Licensure & Certification), JCAHO (Joint of Commission of Accreditation of Healthcare Organizations) standard guidelines.

4.2.2.2 Vendor must test the generators as follows:

25% @ Thirty (30) Minutes Annually 50% @ Thirty (30) Minutes Annually 75% @ Sixty (60) Minutes Annually 25% Thirty (30) Minutes-Third Year 50% Thirty (30) Minutes-Third Year 75% Three (3) Hour- Third Year

4.2.2.3 Vendor must perform annual inspection the first week of July each year.

4.2.2.4 Vendor must perform the annual load and inspection in the month of May each year.

4.2.2.5 Vendor must perform biannual inspection at the annual load testing visit

4.2.2.6 Vendor must take an oil analysis.

4.2.2.7 Vendor must check all fluid levels.

4.2.2.8 Vendor must verify indicators and control panel readings.

4.2.2.9 Vendor must check starting and timing relays, start signal continuity.

4.2.2.10 Vendor must make a visual inspection of the belts, hoses, battery, and cleaning of connections, replace any broken items.

4.2.2.11 Vendor must perform third year load testing in the month of May every 3rd year.

4.2.3 Non-Preventative Maintenance

4.2.3.1 Pricing must include Labor Charge for Non-Preventative Maintenance-Normal Hours

4.2.3.2 Pricing must include Labor Charge for Non-Preventative Maintenance- Evening and Saturdays

4.2.3.3 Pricing must include Labor Charge for Non-Preventative Maintenance Sundays & West Virginia State Observed Holidays

4.2.4 Parts Pricing Plus Mark Up

4.2.4.1 Mark up on parts will not be included for preventative maintenance. Mark up on parts for repairs will be calculated by percent. This percentage will be the one used in your quote for mark-up.

4.2.4.2 All diagnostic and travel charges shall be included in labor rates

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 grand total cost as shown on the Pricing Pages.

5.2 Pricing Page: Vendor should complete the Pricing Page by lump sum 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 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 invoice per pricing page, 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