North Lift Station Maintenance and Service Contract Clean Copy (1).pdf

REQUEST FOR QUOTATION

Lift Station Maintenance, Repair, and Service Open-End

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Department of Environmental Protection is soliciting bids on behalf of the office of Special Reclamation (OSR) to establish an Open-End Contract to maintain, repair, and service lift stations for sites in northern counties of West Virginia. These sites are or will be at the following counties of the state of West Virginia:

Barbour, Braxton, Gilmer, Grant, Harrison, Lewis, Marion, Mineral, Monongalia, Preston, Randolph, Taylor, Tucker, Upshur, Webster, as well as any other unforeseen sites that may arise.

Equipment may be in remote locations and as such vendor will be required to access equipment as is and where it is.

This was previously advertised as CRFQ DEP2000000016 (Preston County Only) and CRFQ DEP2000000008. Bid results may be viewed at:

http://www.state.wv.us/admin/purchase/Bids/FY2020/BO20191120.html and http://www.state.wv.us/admin/purchase/Bids/FY2020/BO20191022.html.

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 “Component or assembly” means any portion of the lift station made up of multiple individual parts or equipment. Often the term pump assembly is used because a pump may be disassembled, and a part may be replaced within the pump assembly to return the unit to full operation.

2.2 “Contract Services” means supplying all equipment, labor, materials, transportation, equipment and supplies for inspections, troubleshooting, performing manufacturer required maintenance, service, and repair of lift stations at OSR sites as more fully described in these specifications. A typical lift station contains the components as illustrated in Exhibit A.

Additional sites and/or equipment may be added at any time within the term of the contract within the defined counties.

2.3 "Holidays" means:

New Year’s Day (January 1) Memorial Day (Last Monday in May) Independence Day (July 4) Labor Day (First Monday in September) Thanksgiving Day (Fourth Thursday in November) Christmas Day (December 25)

2.4 “Lift Station” means all parts, components, and assemblies that make up the lift station, such as but not limited to valves, piping, supports, pump rails, pumps, motors, lifting http://www.state.wv.us/admin/purchase/Bids/FY2020/BO20191120.html http://www.state.wv.us/admin/purchase/Bids/FY2020/BO20191022.html cables, air reliefs, associated on/off controls, level sensors, etc. A lift station transfers acid mine drainage water, sludge water, non-potable water, lime slurry, polymer and any other liquids not mentioned, from one location to another, usually from a lower elevation to a higher elevation. Lift stations may be in a fixed location or portable in nature, either trailer mounted or freestanding. Pumps in the lift station may be powered by an electrical, gasoline, or diesel motor.

2.5 “Maintenance” means the complete servicing of the lift station to maintain full operation, which may include: routine oil changes that lubricate bearings, shafts, and gear reduction boxes; greasing of components which have grease points commonly identified from manufacturer’s operational manuals. Maintenance details are site specific and will be identified in the work order that will be issued to vendor when work is needed by OSR.

2.6 “OSR” means Office of Special Reclamation of the WVDEP.

2.7 “Pricing Page” means the pages, contained in wvOASIS upon which Vendor should list its proposed price for the Contract Services.

2.8 “Service and Repair” means the vendor will respond to a work order to troubleshoot the issue with the lift station, then remove any existing malfunctioning part or component, and repair or replace with a rebuilt or new component. Often, components may have to be removed from the site and taken to the vendor’s service shop for further evaluation, repair, then brought back to the site and reassemble by the vendor. Note:

Once assemblies are evaluated and price estimates are prepared for repairs, OSR shall be notified to compare the price of complete replacement versus repair and OSR shall make the decision to repair or replace based on what is most economical.

2.9 “Solicitation” means the official notice of an opportunity to supply the State with goods or services.

2.10 “Standard and Emergency” Standard time shall be Monday through Friday (non-

Holiday) 7:00 AM to 7:00 PM Eastern Time. Emergency time shall be any Holiday or Saturday or Sunday. Also, Emergency time shall be Monday through Friday from the hours of 7:01 PM ET and 6:59 AM ET.

2.11 “WVDEP” means West Virginia Department of Environmental Protection.

3. PERFORMANCE REQUIREMENTS: Vendor shall provide Agency with Lift Station

Maintenance, Service, and Repair on an open-end and continuing basis as outlined in this Contract.

3.1 Lift Station Maintenance, Repair, and Service (Standard and Emergency)

3.1.1 Vendor shall provide lift station maintenance, repair, and service in accordance with manufacturer’s recommendations and specifications, as well as industry best practices, at all facilities.

3.1.2 Vendor shall furnish and replace parts as necessary to keep the lift stations at each facility in proper working order and fully operational.

3.1.3 Vendor shall furnish all equipment, tools, and parts necessary for the performance of the lift station maintenance, repair, and service. Equipment and tools will be provided at no cost to the agency.

3.1.4 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 grease, cleaning supplies, rags, etc.

3.1.5 Vendor may only remove equipment from service for a period of 24 hours or more with written permission from the agency. Any request to remove equipment for 24 hours or more must include a description of the work required and an estimate of the time the equipment will be out of service.

3.1.6 Vendor shall maintain a continuous 24-hour emergency telephone service where they can be reached every day of the week, including Saturdays, Sundays, and Holidays.

3.1.7 Vendor shall not perform any lift station maintenance, service, or repair under this contract without prior approval from Agency.

3.1.8 Vendor shall furnish a warranty of (12) twelve months for all labor performed under this contract.

3.1.9 Vendor shall troubleshoot the lift station(s). Vendor shall complete an inspection report with findings, estimates for repairs, and pricing; then submit to the project manager or supervisor. Inspection report shall be submitted to project manager or supervisor within 3 days after performing work.

3.1.10 The Vendor shall remove and disassemble components of the lift station, deliver them for repair to their shop, pickup and return to the facility for re-assembly by the vendor.

3.1.11 For each lift station maintenance, repair, or service the vendor shall reestablish proper function of components to extent possible with current available parts prior to leaving the site. This is to ensure minimal continued function until all necessary parts can be procured for completion of the work order, while maintaining any minimum functional capacity of current components. Vendor is to ensure that the system is functioning properly prior to leaving the site, if possible.

3.1.12 Vendor must have the ability to supply all equipment, labor, and materials for multiple projects either concurrently or consecutively if requested by the West Virginia Department of Environmental Protection. There is no way to anticipate the number of lift stations that will need servicing at one time. WVDEP does not anticipate more than (3) three sites requiring servicing at one time.

3.1.12.1 Standards for repair and replacement of equipment: All repairs are to use parts authorized by the manufacturer of the equipment. Any equipment or parts that must be replaced, shall be the same type and model as the original or compatible and from the same manufacturer as specified.

Exceptions to this Section may be authorized by WVDEP on a case by case basis.

3.1.12.2 Scheduled maintenance for lift stations. The vendor shall provide scheduled maintenance for the pumps based on the manufacturer’s schedule provided by WVDEP.

3.2 Standard Hourly Maintenance, Repair, and Service:

3.2.1 Vendor shall perform maintenance, repair, or service on an hourly basis in accordance with a schedule mutually agreed upon by the vendor and agency.

3.2.2 Vendor must respond to standard calls within (12) twelve hours after being contacted by the agency.

3.2.3 Vendor will be compensated for activities through an hourly fee.

3.2.4 Standard maintenance, repair, and service shall be performed between the hours of

7:00 AM ET and 7:00 PM ET, Monday through Friday.

3.2.5 Parts to rebuild or replace assemblies for standard maintenance, repairs, or service of the lift station may be billed using the multiplier bid as described below in Section 8.

3.3 Emergency Hourly Maintenance, Repair, and Service:

3.3.1 Vendor shall perform emergency maintenance, repair, and service as needed to restore the lift station to working order. Vendor shall bill for emergency maintenance, repair, and service on an hourly basis. Parts to rebuild or replace assemblies for emergency maintenance, repair, and service of the lift station may be billed using the multiplier bid as described below in Section 8.

3.3.2 Vendor shall respond to emergency maintenance, repair, and service calls from agency by phone or in person within two hours and must arrive on site to begin performance as soon as possible, but no later than four hours after Vendor is notified of the request. Vendor may only deviate from the required four-hour response time with permission from the agency.

3.3.3 Emergency maintenance, repair, and service must be performed between the hours of

7:01 PM ET and 6:59 AM ET Monday through Friday. Also, any time on Saturday, Sunday, or Holidays.

3.3.4 All emergency hours must be preapproved by the agency prior to work commencing and must be eligible to be billed to the agency.

3.4 Parts: Vendor is responsible for procuring all necessary parts needed to perform lift station maintenance under this Contract within the required time frames established herein. Vendor must, however, obtain advanced written approval from Agency prior to purchasing any part in excess of $1,500.00, prior to applying the multiplier.

3.4.1 Shipping for parts will be reimbursed at actual cost, provided vendor submits

ORIGINAL freight bill with their invoice. Shipping shall appear on the Pricing Pages as a non-bid item.

3.4.2 Vendor shall maintain a supply or inventory of routinely used replacement parts or assemblies for the lift stations utilized by the agency. All replacement parts shall be equal to or better than original manufacturer’s parts. All parts used for replacement for normal wear or failed parts shall be new and obtained from authorized parts suppliers of the appropriate equipment manufacturer.

3.4.2.1 Disposal: Vendor is responsible of disposal of all replaced parts, oils, or anything relating to the lift stations. Such disposal shall comply with all applicable national, local, state laws.

3.4.2.2 Parts Warranty: The contractor shall provide a copy of the manufacturer’s warranty on parts with the invoice.

4. FACILITIES ACCESS: The facilities identified in this contract may require access cards and/or keys to gain entrance.

4.1 Vendor must identify principal service personnel which will be issued access cards and/or keys to perform service.

4.2 Vendor will be responsible for controlling cards and keys and will pay replacement fee if the cards or keys become lost or stolen.

4.3 Vendor shall notify Agency immediately of any lost, stolen, or missing card or key.

4.4 Anyone performing under this contract will be subject to agency’s security protocol and procedures.

4.5 Vendor shall inform all staff of agency’s security protocol and procedures.

5. QUALIFICATIONS: Vendor, or vendor’s staff if requirements are inherently limited to individuals rather than corporate entities, shall have the following minimum qualifications:

5.1 Experience: Vendor, or vendor’s employees that will be performing under this contract shall have a minimum of five (5) years of experience in fully servicing, repairing, and successfully maintaining various lift stations with the following pump types to include but not limited to:

centrifugal, diaphragm, peristaltic, progressive cavity, submersible, and vertical turbine.

Vendor may be required to provide documentation confirming years of experience.

5.1.1 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 or some other method that the State determines to be acceptable. Vendors 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.

5.2 Training: Vendor, or vendor’s employees that will be performing under this contract, shall be trained and/or certified to provide lift station maintenance, repair, and service on the equipment located at the agency’s facilities. Vendor must provide agency with documentation satisfactory to verify training and certification upon request.

6. REPORTS: Vendor shall provide the reports as outlined below.

6.1 Quarterly and Annual Reports: Vendor shall provide quarterly reports and annual summaries to the agency when requested, with a detailed listing of lift station maintenance, repair, and service performed under this contract during that period of time. The quarterly and annual reports must include a listing of the hours worked per project, the cost of hours worked per project, the total of all hours worked and corresponding cost, a listing of parts utilized per project, the cost of parts utilized per project, the total parts used for the period, the cost of parts for the period, a grand total of all costs for the period, and any other information that the agency may request.

7. TRAVEL: The hourly rate begins when the Vendor arrives on the first designated site and ends when the Vendor leaves the last designated site. 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 shall be included in the hourly rate listed on the Vendor’s bid, but such costs will not be paid by the agency separately.

8. CONTRACT AWARD:

8.1 Contract Award: The contract is intended to provide the 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.

8.1.1 Vendors should provide a single Standard Hourly Labor Rate to cover equipment service calls and repairs during regular business hours. The Quantity of 300 hours is provided as an estimate only, used only for evaluating bids, for regular business hours. No guaranteed quantity of requested hours is assumed, provided, or implied. Vendor should multiply their bid rate by the Estimated Quantity of 300 hours to calculate the Total Labor Cost (A).

8.1.2 Vendors should provide a single Emergency Hourly Labor Rate as defined in

Section 3.3 to cover equipment service calls and repairs during Emergency. The quantity of 50 hours is provided as an estimate only, used only for evaluating bids, for Emergency. No guaranteed quantity of requested hours is assumed, provided, or implied. Vendors should multiply their bid rate by the estimated quantity of 50 hours to calculate the Total Labor Cost (B).

8.2 PARTS MARKUP

8.2.1 Vendors should provide a bid for their markup for parts (for which a charge is allowed per these specifications) provided. Vendors should provide the markup in terms of a decimal multiplier, as per the following example:

Example Markup bid = 20%

Place decimal point in front of percentage digits to add to 1. Example multiplier would be 1.20. Vendors should then multiply the multiplier (1.20) by the Estimated Cost for parts of $25,000.00, to arrive at the Total Parts Extended Cost (C). The $25,000.00 is only an estimate used for evaluating bids. No guaranteed quantity of requested parts is assumed, provided, or implied.

Multiplier Example Meaning

0.5 Vendor sells parts to Agency at one-half of Vendor’s cost

1.0 Vendor sells parts to Agency at Vendor’s cost

1.25 Vendor sells parts to Agency at Vendor’s cost plus a 25% markup.

1.5 Vendor sells parts to Agency at its cost plus a 50% markup

An example of a properly completed pricing page is shown below for reference purposes only:

*TOTAL BID AMOUNT IS THE SUM OF A+B+C

Labor Cost:

Standard Hourly Labor Rate

Estimated Hours

Total Standard Labor Extended Cost

$70.00 x 300 = $21,000.00 A

Emergency Hourly Labor Rate

Total Emergency

$120.00 x 50 = $6,000.00 B

Parts Cost Multiplier = Total Parts

25,000.00 x 1.2 = $30,000.00 C

Total Bid Amount* $57,000.00

9. ORDERING of Work:

9.1 Work Orders: Contract services will be ordered by issuance of a work order, which shall include the project name, site location, permit number and a description of the work to be performed.

9.1.1 STANDARD HOURLY – Maintenance, Repair, and Service Ordering:

After award of this contract, agency and vendor shall agree upon a standard maintenance schedule. The agency shall then issue a work order against this contract covering the standard hourly maintenance, repair and services to be performed.

9.1.2 EMERGENCY – Maintenance, Repair, and Service Ordering: The agency shall define the scope of each work order to be performed under this contract and submit it to vendor for a cost quote prior to vendor’s commencement of any work.

The cost quote must detail the intended scope of work required to complete the project and contain an itemized listing of time and parts that will be required. If the Vendor’s quote is satisfactory to the agency, then agency will issue a work order allowing Vendor to commence work. This work order shall have a unique number, reference the master contract number, and detail the scope of work for the project in question. Issuance of the work order to the vendor shall be considered authorization to begin work. If the Agency determines that the cost quote is not satisfactory, then agency and vendor shall work to obtain a satisfactory cost quote by modifying the project, requesting different parts, performing labor with state employees, or other methods that Agency and vendor deem appropriate.

9.2 Vendor is not permitted to perform any work other than that specified on the work order issued under Section 9.1 or 9.2 of this contract.

10. INVOICING/ PAYMENT: Agency shall pay unit price per task, as shown on the pricing pages, for all contract services performed and accepted under this contract.

10.1 Invoicing: Invoices are to be submitted within thirty (30) days of completion of each work order. Invoices must be submitted for each work order individually and must contain the service dates, project name, site location, permit number, work performed and work order number. Original parts cost must be submitted with the invoice for verification of appropriate markup. Original receipts for shipping costs must be submitted with the invoice. Invoices shall be submitted via email to DEPSpecialRec@wv.gov.

10.2 Payment: Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

mailto:DEPSpecialRec@wv.gov

11. VENDOR DEFAULT:

11.1 The following shall be considered a vendor default under this contract.

11.1.1. Failure to perform Contract Services in accordance with the requirements contained herein.

11.1.2. Failure to comply with other specifications and requirements contained herein.

11.1.3. Failure to comply with any laws, rules, and ordinances applicable to the contract services provided under this contract.

11.1.4. Failure to remedy deficient performance upon request.

11.2 The following remedies shall be available to agency upon default.

11.2.1 Immediate cancellation of the contract.

11.2.2 Immediate cancellation of one or more release orders issued under this contract.

11.2.3 Any other remedies available in law or equity.

11.2.4 Agency reserves the right to inspect the lift station maintenance, repair, and service to ensure that vendor’s performance is in compliance with this contract.

If agency determines that vendor has failed to perform in accordance with this contract, agency may demand that the vendor immediately remedy the failure or consider the failure to be a default. Vendor’s failure to remedy the deficient performance, if given the opportunity to do so, shall be considered a default.

12. MISCELLANEOUS:

12.1 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 contract manager and his or her contact information below.

Contract Manager: ____________________________________________________________

Telephone Number: ___________________________________________________________

Fax Number: ________________________________________________________________

Email Address: _______________________________________________________________