Maintenance Equipment Round 4.docx

REQUEST FOR QUOTATION

MAINTENANCE EQUIPMENT MAINTENANCE CONTRACT

SPECIFICATIONS

1. PURPOSE AND SCOPE: The WV Division of Corrections and Rehabilitations is soliciting bids on behalf of Salem Correctional Center and Jail to establish an Agency Open Ended contract for General Grounds/Lawn Care Maintenance Equipment (to include but not limited to small tractors, riding mowers, push mowers, weed trimmers, grass blowers, chainsaws etc.) : Maintenance Parts and Service at Salem Correctional Center and Jail ,7 Industrial Blvd Salem, WV.

Due to the wide variety of equipment makes and models utilized at SCCJ (which may be outside the scope of any one individual vendor’s ability to provide parts and services) the Agency reserves the right to award multiple vendor contracts based on knowledge/experience of Brand/Make of equipment. Vendors may submit a quote for single or multiple Brand/Make of equipment.

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

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

2.3 “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.

2.4 “RFQ” as stated herein, shall mean the official request for quotation published by the Division of Corrections and Rehabilitations.

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

3.1. Factory trained with three years minimum experience in service and repair on General Grounds/Lawn Equipment (to include but not limited to riding mowers, push mowers, weed trimmers, grass blowers, chainsaws etc,), Four Wheelers, Side by Sides, and Farm Tractors of various name brands. Proof of Experience must be submitted with bids.

3.2. Evidence of factory training and minimum experience requirement shall be submitted along with your companies bid.

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

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 Vendor shall provide corrective equipment maintenance in accordance with manufacturer’s recommendations.

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

4.1.1.2 Vendor shall perform all necessary examinations and adjustments to maintain equipment at the specified manufacturer limits; adjust or replace all safety devices.

4.1.1.3 Vendor shall furnish all equipment, tools and parts necessary in the performance of the maintenance. Equipment and tools shall be provided by the Vendor, at no cost to the Agency. Parts shall be procured by the Vendor, but reimbursed by the Agency, with the appropriate markup quoted by the Vendor. Vendor shall provide a copy of the invoice and manufacturer’s warranty prior to reimbursement.

4.1.1.4 Equipment, tools and parts used in the scope of the corrective maintenance shall include, but are not limited to: control parts, condenser and evaporator coils, coils on solenoid valves, switches, contacts, and valves, chemicals, lubricants, fluids, gases, motors, bearings, pumps, and fittings/connections.

4.1.1.5 Vendor shall obtain approval from Agency prior to performing any maintenance under this contract.

4.1.1.12 Vendor shall provide a 12-month warranty for all labor performed under this contract.

4.1.3 Corrective Maintenance:

4.1.3.1 Vendor shall respond to corrective maintenance calls by phone. However, vendor shall be responsible for getting broken down equipment to their Facility from Salem Correctional Center within one days after Vendor is notified of the request. Vendor may only deviate from this requirement with written permission from the Agency.

Vendor shall be responsible for returning repaired equipment to Salem Correctional Center and Jail with in 7 Business days unless other arrangements have been made with the Associate Superintendent of Operations or his/her designee.

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 maintenance equipment.

Salem Correctional Center and Jail shall have the right to purchase parts from the awarded Vendor as part of contract even if SCC Maintenance Dept is installing/fixing the issue. Parts shall be at the markup pricing as described below in 4.1.4.3

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 shall 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 should 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 include, 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 may correct errors at its discretion.

Notwithstanding the foregoing, the Division of Administrative Services 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: ____________________________