RFQ Specifications.docx

REQUEST FOR QUOTATION

ARFQ WSH2700000005 Transition Living Facility HVAC Replacement

GENERAL CONSTRUCTION SPECIFICATIONS (No AIA Documents)

1. PURPOSE AND SCOPE: The West Virginia Office of Shared Administration (OSA) on behalf of, West Virginia Department of Health Facilities (DHF), William R. Sharpe, Jr. Hospital is soliciting bids for the replacement of the HVAC system at the Transition Living Facility.

The Vendor shall furnish all labor, and equipment necessary to complete all Construction Services. 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.

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

NOTE: The Health Insurance Portability and Accountability Act of 1996 (hereafter, HIPAA) Business Associate Addendum (“Addendum”) is made a part of the Agreement by and between the West Virginia Department of Health Facilities (DHF), William R. Sharpe, Jr. Hospital (Agency), and Business Associate (Vendor) and is effective as of the date of execution of the Addendum

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 and in the Project Plans as defined below.

2.1 “Construction Services” means the replacement of the HVAC system at the Transition Living Facility as more fully described in the Exhibit B - Project Plans.

2.2 “Pricing Page” means the pages contained in WV OASIS, attached hereto as Exhibit A, or included in the Project Plans upon which Vendor should list its proposed price for the Construction Services.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services as published on WSH2700000005

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

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

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

4.1. Experience: Vendor, or Vendor’s supervisory staff assigned to this project, must have successfully completed at least three (3) projects that involved work like that described in these specifications or the Exhibit B - Project Plans. 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.

4.2. Current West Virginia Contractors License

5. 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 total cost, qualified, 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.

6. 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 alternates accepted.

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

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. SUBSTITUTIONS: Vendors submitting substitution requests "or equal" must submit product brochures and product specifications during the official question and answer period. "Or equal" shall be presented with data for approval or disapproval during the question-and-answer period.

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

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

Additional Project Plan Documents: There are additional Project Plan documents other than those attached as Exhibit B – Project Plans. Copies of the additional Project Plan documents not attached as Exhibit B can be obtained by contacting the entity identified below.

11. CONDITIONS OF THE WORK

11.1. 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.

11.2. 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.

11.3. Standard Work Hours: The standard hours of work for this Contract will be 7:00 AM – 7:00 PM 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.

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

11.4.1. 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:

11.4.2. All work areas shall be clean of all debris involved in the project and shall be removed from the facility premises at the completion of the project

11.4.3. Final Inspection: Vendor shall participate in a final inspection with the Agency’s project manager as well as Engineers’ representatives. 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 always 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.

11.2 11.3 11.4

12. FACILITIES ACCESS: Performance of Contract Services may require access cards and/or keys to gain entrance to Agency’s facilities. If access cards and/or keys are required:

8.

9.

10.

11.

12.

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

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

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

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

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

13. VENDOR DEFAULT:

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

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

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

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

13.1.4. Failure to remedy deficient performance upon request.

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

13.2.1. Immediate cancellation of the Contract.

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

13.2.3. Any other remedies available in law or equity.

14. MISCELLANEOUS:

14.1. 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