GSD252316 B.55 Boiler Maintenance Specs..docx
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- Solicitation number
- ARFQ 0211 GSD1700000057 2
- Issued by
- Lincoln County, West Virginia
About this file
This is a Request for Quotation (RFQ) issued by the West Virginia Department of Administration, General Services Division, for annual comprehensive inspections, cleaning, and maintenance services for pressure boilers located at Building 55, 130 Stratton Street, Logan, West Virginia. The solicitation (ARFQ 0211, GSD1700000057) seeks bids for a single comprehensive service project encompassing annual boiler inspections, cleaning, and maintenance performed according to manufacturer specifications and service schedules. Vendors may request site visits by contacting Scott Pauley at 304-993-8452. The deadline for question submission is Wednesday, September 14, 2016, by 5:00 PM EST, with bids due by Friday, September 16, 2016, at 3:00 PM EST via fax, email, or wvOASIS. The contract must be completed within twenty calendar days from issuance of the Notice to Proceed, with a project schedule to be submitted within seventy-two hours of contract award.
Pricing shall be submitted as a single lump-sum, all-inclusive bid covering all labor, materials, equipment, and associated costs for the contract services, including the creation and submission of a written deficiencies report. Bidders must demonstrate a minimum of three completed projects involving similar work and must employ mechanics with boiler inspection, cleaning, and maintenance licenses or equivalent certifications completed prior to January 1, 2006. A one-year warranty on labor and materials or the manufacturer's warranty, whichever is greater, is required. The contract will be awarded to the vendor providing the lowest overall total cost meeting all required specifications. Vendor shall be responsible for all travel, mileage, and associated costs, which may be included in the flat fee bid but will not be paid separately by the Agency. Payment shall be made in arrears following final acceptance of work and submission of invoices to the General Services Division.
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REQUEST FOR QUOTATION Annual Comprehensive Inspections, Cleaning and Maintenance for Pressure Boilers
ARFQ 0211 GSD1700000057
SPECIFICATIONS
1. PURPOSE AND SCOPE: The West Virginia Dept. of Administration/ General Services Division (the “Agency”) is soliciting bids to establish a contract for annual comprehensive inspections, cleanings and maintenance for the pressure boilers located at building 55, 130 Stratton Street, Logan,WV, 25601. This will be a construction contract based upon the scope of work.
Vendors may request a site visit by contacting Scott Pauley at 304-993-8452.
Question Submission – Vendors may submit questions relating to this Solicitation to Tim Persinger at the General Services Division via fax (304)558-1475 or email john.t.persinger@wv.gov.
Deadline for submission of questions will be: Wednesday, September 14, 2016 by 5:00pm EST
All bids must be submitted by fax (304-558-1475), by email (john.t.persinger@wv.gov) or electronically in wvOASIS.
Bid Opening Date and Time: Friday, September 16, 2016 at 3:00pm EST.
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 annual comprehensive inspections, cleanings, and maintenance for the pressure boilers located at bldg 55.
2.2 “Pricing Page” means the pages contained in wvOASIS 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.
2.4 "Agency Representative" means the person designated by the Director of the General Services Division as having the authority to act on behalf of the General services Division.
2.5 "Testing" shall be defined as a function test upon the completion of ordered services to ensure equipment is returned to normal operating mode or to determine if additional repairs are required
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, or Vendor's management and supervisory staff assigned to this project, must have successfully completed at least three (3) projects that involved work similar to that described in the bid specifications. Compliance with this experience requirement will be determined prior to contract award by the State through references provided by the Vendor upon request, through knowledge or documentation of the Vendor's past projects, through confirmation of experience requirements from the architect assisting the State in this project, or some other method that the State determines to be acceptable. Vendor must provide any documentation requested by the State to assist in confirmation of compliance with this provision. References, documentation, or other information to confirm compliance with this experience requirement may be requested after bid opening and prior to contract award
3.2. Work under this Contract may only be performed by a mechanic who has first provided documentation of certifications and or licensure for the following:
| 3.2.1 | Boiler Inspection, Cleaning and Maintenance License |
| 3.2.2 | Boiler Certification and Apprentice Certification or Completion of Boiler Vocational Program prior to January 1, 2006. |
Vendors submitting bids should provide this information with their submitted bid. This information will be required before award of contract.
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 The work consists of an annual comprehensive cleaning, inspection and maintenance of various boiler unit(s) per manufacturer's service schedule(s) to ensure correct operation. The boiler manuals are attached for reference.
4.1.2 Service shall include flu-gas analysis and bum efficiency data. Copy of report will be furnished to owner’s representative.
4.1.3 All work to be performed per manufacturer's specifications for annual service inspections, cleaning and maintenance.
4.1.4 Following the cleanings and inspections, the Contractor shall furnish a written report indicating all deficiencies found no longer than fifteen (15) calendar days after issuance of the Notice to Proceed.
4.1.4
4.1.5 The overall costs for all labor, materials, and associated costs to perform the cleanings and inspections (inclusive of the creation and submitting of the written deficiencies report), shall be the Base Bid.
4.1.6 The Contractor shall furnish all materials, labor, and equipment necessary to complete all work as indicated by these specifications. The Contractor shall furnish any incidental work, materials, labor and equipment that are necessary to complete the work, even if such incidental work is not explicitly included in the contract documents. The Contractor shall provide all materials to reassemble all boilers upon completion of the comprehensive annual inspection, maintenance and service repairs.
4.1.7 Any equipment contracted for prior to issuance of the signed purchase order and written Notice to Proceed letter shall be at the Bidder's risk.
4.2 CONDITIONS OF THE WORK:
4.2.1 Project Closeout:
4.2.1.1 Final cleanup shall be completed prior to final acceptance.
| 4.2.1.2 | Submit warranty documents to Agency Project Manager |
| 4.2.1.3 | Perform final inspection with the Agency Project Manager. |
| 4.2.2 | Final Inspection |
| 4.2.2.1 | The Final Inspection will be conducted by a Project Manager from the Agency. |
| 4.2.2.2 | Work found to be in accordance with the Contract Documents will be accepted as complete for final acceptance. Unacceptable work, or work not in accordance with the Contract Documents shall be removed, replaced, changed or cleaned as required to meet requirements of Contract Documents prior to final acceptance. Final acceptance does not waive or release Contractor to conform to the Contract Documents. |
| 4.2.2.3 | Final payment shall not be made until all work is finally accepted. |
| 4.2.3 | Limits of Work: |
| 4.2.3.1 | Work areas will be limited to those spaces required for access to the jobsite. |
| 4.2.3.2 | Some interior space may be utilized for temporary (overnight) storage of equipment and tools. Coordinate storage needs with the Agency Project Manager. |
| 4.2.3.3 | Agency facilities shall remain in use during this contract. Contractor shall work with the Building Manager and Protective Services to coordinate the temporary access to work areas and otherwise provide for the Contractor needs to complete work. Contractor shall minimize disruption to building work areas and loading dock access. |
| 4.2.4 | Use of Facilities |
| 4.2.4.1 | Contractor shall be permitted reasonable use of building utilities including power, water and sanitary sewage disposal as required for conducting the work. Contractor shall coordinate the location of service connections or use of receptacles with the Building Manager to avoid overloading existing circuits. |
| 4.2.5 | Contractor Schedule |
| 4.2.5.1 | The Contractor shall be required to begin work immediately upon notice from the Agency. Contractor shall coordinate work through the Agency Project Manager. |
| 4.2.6 | Contractor Visitor Badges |
| 4.2.6.1 | Contractor shall provide a list of all personnel working on this project within the Building. This list shall include a copy of a valid driver’s license or other legal identification and include date of birth and cell phone number. Workers shall carry valid Contractor Photo ID Badges to be worn when working in the building. Under no circumstances shall a worker be assigned to this project without the validation first being submitted to the General Services Division and approval given. |
| 4.2.7 | Work Restrictions |
| 4.2.7.1 | Work shall be generally performed inside the existing building between normal business hours of 7:00 am to 5:00 pm, Monday through Friday, except state recognized holidays. Weekends or different hours may be permitted when pre-arranged with the Agency Project Manager. |
| 4.2.7.2 | Access to the building shall be coordinated with the Owner. Contractor shall not leave open doors unattended and shall close doors when not in use. |
| 4.2.7.3 | This is a non-smoking building. Smoking is not permitted within the building or near entrances, operable windows or outdoor air intakes. |
| 4.2.8 | Parking |
| 4.2.8.1 | Some paid parking is available on the project site. Parking in non-designated areas is not permitted. Parking is the responsibility of the contractor. With prior approval, contractor’s vehicles may be brought on-site for loading & unloading or to provide equipment necessary for conducting the work. |
| 4.2.8.2 | Use of loading dock areas or sidewalk areas for parking is strictly prohibited. |
| 4.2.9 | Codes |
| 4.2.9.1 | All work is to be performed in compliance with applicable Federal and State codes including but not limited to the International Building Code, International Mechanical Code, Life Safety Code, NEC, OSHA,UL, ANSI, ASME and related standards. |
| 4.2.10 | Safety |
| 4.2.10.1 | All applicable local safety and OSHA rules and guidelines shall be met by the Contractor. Work shall be subject to verification and inspection by GSD Safety representatives. Such verification shall not relieve the Contractor from meeting all applicable safety regulations and inspection by other agencies. |
| 4.2.11 | Hot Work Permit |
| 4.2.11.1 | Contractor shall obtain Owner’s permission prior to performing any work that requires an open flame, creates sparks, use’s equipment that creates combustible temperatures, or performs any work that could result in a fire hazard. Owner will review work area and issue a ‘Hot Work Permit’ prior to Contractor commencing work. Note that the Contractor must take proper precautions and may be required to provide a Fire Watch as a condition of the permit. |
| 4.2.12 | Workmanship |
| 4.2.12.1 | Contractor shall complete all work in a neat and workmanlike manner. All work shall be done using new materials in a manner that meets commercial quality standards. Work shall be neat, true, plumb and square, as applicable. Contractor shall verify all dimensions. |
| 4.2.13 | Warranty |
4.2.13.1 A one year warranty on labor and materials or the manufacturer’s warranty, whichever is greater, are required.
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 providing a single lump-sum, all-inclusive cost for the Contract Services. 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. Commodity Line 1 is the total, lump-sum bid to complete all Contract Services.
Vendor should type or electronically enter the information into the Pricing Pages through wvOASIS, if available, or submit a paper bid by downloading or otherwise acquiring the assembled ARFQ form, and submitting it by fax or by email.
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.
6.1 The Contract shall be complete within Twenty (20) calendar days from the issuance of the written Notice to Proceed
6.2. The Vendor shall provide the Agency Project Manager with an overall project schedule within seventy-two (72) hours of Award of Contract. The proposed project schedule shall indicate areas to be worked. Where coordination or disruption of office workspaces or occupants may be required, vendor shall provide at least one week's advance notice prior to conducting work in those areas. Contractor shall adhere to the schedule provided and coordinate through the Agency Project Manager.
6.3. Work shall be conducted as a single project. The work schedule shall be reviewed and approved by the Agency Project Manager prior to commencement of the work. The Contractor shall coordinate the schedule around the Agency's work requirements.
7. PAYMENT: Agency shall pay a single, lump-sum cost, 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 Invoices shall be submitted for payment (in arrears) and must include the following information:
7.1.1. Invoice must include invoice date, service dates, FEIN number, and complete address of vendor.
7.1.2 Invoices can be emailed to GSDinvoices@wv.gov or can be mailed to the following address:
General Services Division 1900 Kanawha Blvd. E. Building 1, Room MB-68 Attn: Business Manager Charleston, WV 25305
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 09/08/2016
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