RFQ Specifications.docx

REQUEST FOR QUOTATION

Bryan Boiler Steam RW Tube Removal and Installation

ARFQ WSH2600000006

GENERAL CONSTRUCTION SPECIFICATIONS (No AIA Documents)

1. PURPOSE AND SCOPE: The West Virginia Office of Shared Administration (OSA), West Virginia Department of Health Facilities (DHF), William R. Sharpe, Jr. Hospital is soliciting bids for the one-time removal and installation of Bryan Boiler Steam RW tubes at William R. Sharpe, Jr. Hospital, 936 Sharpe Hospital Road, Weston, WV 26452.

NOTE: The 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 the attached Federal Funds Addendum.

NOTE: The WVDHHR has developed an EEOP Utilization Report and it is available at:

https://dhhr.wv.gov/office-of-drug-control-policy/news/Documents/EEO%20Uitlization%20Report%20Completed%20Form%201-29-21-final-PDF%20review%20for%20approval%20to%20submit%20%283%29.pdf

2. MANDATORY PROJECT PLANS: The project is the removal and installation of the 136 Steam RW tubes of boiler #3, Bryan boiler, model RW1050-W-FDGO-LX / Bryan number: 130327 located at the Hospital. The Hospital has already purchased the replacement steam tubes from Bryan boiler. This project is for the removal of the existing tubes and installation of the new tubes into the boiler. The mandatory requirements are more fully described in Exhibit B – Mandatory Project Plans.

The Vendor shall furnish any incidental work, materials, labor, and equipment that are necessary to complete the Construction Services, even if such incidental work is not explicitly included in the Project Plans.

3. 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 and in the Project Plans as defined below.

3.1. “Construction Services” means removal and installation of 136 Steam RW tubes of boiler #3 by the Vendor under this Contract.

3.2. “Pricing Page” means the pages contained in wvOASIS, attached hereto as Exhibit A, or included in the Exhibit B – Mandatory Project Plans upon which Vendor should list its proposed price for the Construction Services.

3.3. “RFQ” means the official RFQ published by OSA Purchasing and identified as WSH2600000006.

3.4. “Project Plans” means documents developed by an architect, an engineer, the Agency, or another design professional, which are attached hereto as Exhibit B – Mandatory Project Plans, that provide detailed instructions on how the Construction Services are to be performed. In the event that Project Plans contain drawings or other documents too large to attach in Exhibit B – Mandatory Project Plans, Vendors can obtain copies in accordance with Section 9 of these Specifications.

3.5. “UBC” is Uniform Building Code.

3.6. “ICBO” is International Conference of Building Officials.

4. ORDER OF PRECEDENCE: This General Construction Specifications document will have priority over, and supersede, anything contained in the Project Plans.

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, must have successfully maintained HVAC equipment of the type, character and magnitude currently being utilized by the facility on two or more occasions in the last ten years. Vendor should provide information confirming its experience upon request by the facility.

5.2. Training: Vendor, or Vendor’s employees that will be performing under this contract, shall be trained and/or certified to provide HVAC Maintenance on the equipment located at the facility. Vendor must provide Agency with satisfactory documentation to verify training and certification upon request.

5.3. Factory Authorization: Vendor must be authorized by the applicable manufacturer to perform the work on the equipment, and a certified technician must be onsite to perform the work.

5.4. Certifications: Vendor shall ensure that all HVAC repairs performed under this Contract are performed by an appropriately licensed individual. Required licenses must include, but are not limited to the following:

5.4.1. HVAC – EPA 608 Certification and Apprentice Certification or Completion of HVAC Vocational Program.

5.4.2. WV Contractor’s License

5.4.3. AutoFlame Certification

5.5. Building Codes: At a minimum, the HVAC Maintenance shall comply with the current editions of the following standards and codes in effect at the time of performance.

5.5.1. National Electric Code (NEC)

5.5.2. International Building Code (IBC)

5.5.3. International Mechanical Code (IMC)

5.5.4. Underwriters Laboratories: Products shall be UL-916-PAZX listed.

5.5.5. ANSI/ASHRAE Standard 135-2004 (BACnet)

5.5.6. ANSI/EIA/CEA-709.1 (LonTalk)

5.5.7. NFPA (National Fire Protection Association)

6. CONTRACT AWARD: The Contract is intended to provide Agency with a purchase price for the Construction Services. The Contract will be awarded to the lowest qualified responsible bidder meeting the required specifications. If the Pricing Pages contain alternates/add-ons, the Contract will be awarded based on the grand total of the base bid and any alternates/add-ons selected.

7. PRICING PAGE: Vendor should complete the Exhibit A - Pricing Page by entering the total amount, and carry that amount down to the grand 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.

8. SELECTION OF ALTERNATES: Pursuant to W. Va. Code § 5-22-1(f), any solicitation of bids shall include no more than five alternates. Alternates, if accepted, shall be accepted in the order in which they are listed on the bid form. Any unaccepted alternate contained within a bid shall expire 90 days after the date of the opening of bids for review. Determination of the lowest qualified responsible bidder shall be based on the sum of the base bid and any alternatives accepted.

9. PERFORMANCE: Vendor shall perform the Construction Services in accordance with this document and the Project Plans.

10. SUBSTITUTIONS: Any substitution requests must be submitted in accordance with the official question and answer period described in the INSTRUCTIONS TO VENDORS SUBMITTING BIDS, Section 6. Vendor Question Deadline. Vendors submitting substitution requests should submit product brochures and product specifications during the official question and answer period.

11. PROJECT PLANS: The checked box will apply to Project Plans for this solicitation.

☒ No Additional Project Plan Documents: There are no additional Project Plans other than those attached hereto as Exhibit B – Mandatory Project Plans or any subsequent addenda modifying Exhibit B – Mandatory Project Plans.

12. CONDITIONS OF THE WORK

12.1. Permits: The Vendor shall procure all necessary permits and licenses to comply with all applicable Federal, State, or Local laws, regulations and ordinances of any regulating body.

12.2. Existing Conditions: If discrepancies are discovered between the existing conditions and those noted in the specifications, Vendor must immediately notify the Agency's representative. Vendor must also immediately notify the Agency if suspected hazardous materials are encountered.

12.3. Standard Work Hours: The standard hours of work for this Contract will be 7:00AM-5:00PM EST Monday-Friday excluding holidays recognized by the State of West Virginia. Any work outside of the standard hours of work must be approved in advance at the Agency’s sole discretion. Authorization of work outside of the standard hours of work will not entitle Vendor to additional compensation.

12.4. Contract Term: The project must be completed within fifteen (15) business days of receipt of the Notice to Proceed.

12.5. Project Closeout: Project Closeout shall include the following:

12.5.1. Final Cleanup: Vendor shall perform the final cleanup activities listed below, along with any other final cleanup activities normally associated with the work performed under this Contract, prior to final inspection:

12.5.1.1. Remove all construction debris from site by means of roll off containers. When necessary, provide lifts for material placement.

12.5.2. Final Inspection: Vendor shall participate in a final inspection with the Agency’s project manager. The purpose of the final inspection will be to identify deficiencies that need to be remedied prior to Agency’s final acceptance of the work. Vendor shall at all times be obligated to perform in accordance with the Contract and must take all actions necessary to ensure that work complies with requirements of Contract prior to final acceptance. Final acceptance does not waive or release Vendor from its obligation to ensure that work complies with the Contract requirements. Vendor shall submit any warranty documents to the Agency project manager at final inspection.

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13. 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:

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

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

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

13.4. Anyone performing under this Contract will be subject to Agency’s security protocol and procedures.

13.5. Vendor shall inform all staff of Agency’s security protocol and procedures.

14. PAYMENT: Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

15. 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.

16. VENDOR DEFAULT:

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

16.1.1. Failure to provide Contract Items in accordance with the requirements contained herein.

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

16.1.3. Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

16.1.4. Failure to remedy deficient performance upon request.

16.2. The following remedies shall be available to Agency upon default.

16.2.1. Immediate cancellation of the Contract.

16.2.2. Immediate cancellation of one or more release orders issued under this Contract.

16.2.3. Any other remedies available in law or equity.

17. MISCELLANEOUS:

17.1. 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 06/08/18