RFQ Specifications.docx

REQUEST FOR QUOTATION

ARFQ WSH2700000006

Chiller and Ventilation Maintenance

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Office of Shared Administration (OSA) Purchasing division is soliciting bids on behalf of the West Virginia Department of Health Facilities (DHF), William R Sharpe Jr. Hospital located at 936 Hospital Road Weston, West Virginia 26452 to establish an open-end contract for Chiller and Ventilation Maintenance.

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. 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 “Chiller and Ventilation Maintenance” means Preventive Maintenance and Corrective Maintenance services provided by Vendor under this Contract and shall not include the addition of new equipment to increase the size or coverage area of the existing system.

2.2 “Preventive Maintenance” means activities that have been specifically identified on Exhibit A. Preventive maintenance is intended to include regularly scheduled activities that are known and anticipated in advance rather than one-time repairs.

2.3 “Corrective Maintenance” includes all work not identified as Preventive Maintenance on Exhibit A. Corrective Maintenance is intended to cover work performed on an as-needed basis to identify and correct a malfunction or failure in the system, and testing to ensure that equipment is in proper working order after the repair. Corrective Maintenance under this contract does not include an individual project that exceeds $25,000 in total value (including both parts and labor). Any project that exceeds $25,000 in total value must be completed through the Purchasing Division’s formal competitive bidding process.

2.4 “Pricing Pages” means the schedule of prices, estimated quantity, and totals attached hereto as Exhibit C.

2.5 “RFQ” means the official RFQ published by OSA Purchasing and identified as ARFQ WSH2700000006.

3. MANDATORY PERFORMANCE REQUIREMENTS: Vendor shall provide Agency with Boiler Maintenance on an open-end and continuing basis as outlined in this Contract.

3.1 Chiller Maintenance (Preventive and Corrective):

3.1.1 Vendor shall provide Chiller and Ventilation Maintenance in accordance with manufacturer’s recommendations and specifications, as well as industry best practices, at all facilities listed on Exhibit B attached hereto and incorporated herein by reference.

3.1.2 Vendor shall furnish and install parts as necessary to keep the Chiller and Ventilation systems at each facility listed on Exhibit B in proper working order.

3.1.3 Vendor shall furnish all equipment, tools, and parts necessary for the performance of the Chiller and Ventilation Maintenance. 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 shall be responsible for replacement of ceiling grid and tiles should they become soiled or damaged by Vendor at no cost to the Agency. Agency will make final determination whether to clean or replace tiles on a case-by-case basis.

3.1.6 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.

3.1.7 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.

3.1.8 Vendor shall not perform any Chiller or Ventilation Maintenance under this contract without prior approval from Agency.

3.1.9 Vendor shall furnish a warranty of 12 months for all labor performed under this contract.

3.2 Preventive Maintenance:

3.2.1 Vendor shall perform Preventive Maintenance on Bi-Annual basis in accordance with a schedule mutually agreed upon by the Vendor and Agency. All preventive maintenance required must be per manufacturer's specifications.

3.2.2 Vendor will be compensated for Preventive Maintenance activities through a Bi-Annual fee. Vendor must provide parts necessary to perform Preventive Maintenance at no additional cost to Agency.

3.2.3 Exhibit B lists the general equipment only. Preventive maintenance is to include all components of the Chiller and Ventilation Systems.

3.3 Corrective Maintenance:

3.3.1 Vendor shall perform Corrective Maintenance as needed to restore the Chiller and Ventilation System to working order. Vendor shall bill for Corrective Maintenance on an hourly basis. Parts for Corrective Maintenance may be billed using the multiplier bid as described in 3.3.4.

3.3.2 Vendor shall respond to Corrective Maintenance 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 written permission from the Agency.

3.3.3 Corrective Maintenance must be performed between the hours of 8:00 A.M. and 4:00 P.M., Monday through Friday, excluding Holidays, unless the Agency approves work at another time.

3.3.4 Agency may request Corrective Maintenance on an emergency basis by notifying the Vendor of the emergency. Vendor must respond to all emergency requests within 30 minutes of being notified of the emergency request and arrive on site to begin performance no later than two hours after being notified of the emergency. Emergency requests can be authorized by a Facility Administrator or the Facilities’ Director of Maintenance.

3.3.5 Exhibit B, which is a list of the equipment covered in the corrective maintenance portion of the contract. The corrective maintenance portion of the contract is inclusive of but not limited to the items on this list. All components of the Chiller and Ventilation system are to be covered under this contract (refer to pricing pages).

3.3.6 Corrective Maintenance performed under this Contract shall not exceed $25,000 per project in total cost. Vendor and Agency are prohibited from dividing or planning a series of Corrective Maintenance activities to circumvent this $25,000 limit.

3.4 Parts:

3.4.1 Vendor is responsible for procuring all necessary parts needed to perform Chiller and Ventilation Maintenance under this Contract within the required time frames established herein. Vendor must, however, obtain advanced approval from Agency prior to purchasing any part more than $500.00. Freight charges for parts are not permitted. See section 10.2.2. for more detail on freight charges.

3.4.2 Vendor shall maintain a supply or inventory of routinely used replacement parts for the Chiller and Ventilation equipment 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.

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

3.5 Trip Charge: A flat trip charge may be charged for each trip to the facility for corrective maintenance.

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. Vendor personnel must always sign-in/sign-out. Vendor personnel must not take access cards and/or keys off site. Access cards and/or keys must be turned into facility maintenance staff each day.

4.2 Vendor will be responsible for all access cards and keys they are issued, and the vendor 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:

5.1 Experience: Vendor, or Vendor’s employees that will be performing under this contract, must have successfully maintained Chiller and Ventilation equipment of the type, character and magnitude currently being utilized by Agency and included on the list of equipment, attached hereto as Exhibit B, on two or more occasions in the last five years. Vendor shall provide information confirming its experience prior to award.

5.2 Factory Authorization: Vendor must be authorized by the applicable manufacturer to perform repair and warranty work on the equipment listed on Exhibit B. Proof of authorization must be submitted prior to award.

5.3 Certifications: Vendor shall ensure that all Boiler Maintenance performed under this Contract is performed by an appropriately licensed individual. Proof of certifications must be submitted prior to award. Required licenses must include, but are not limited to the following:

5.3.1 Electricians – WV Electricians License

5.3.2 Plumbers – WV Plumbers License

5.3.3 WV Contractor’s License.

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

5.4.1 National Electric Code (NEC)

5.4.2 International Building Code (IBC)

5.4.3 International Mechanical Code (IMC)

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

5.4.5 ANSI/ASHRAE Standard 135-2004 (BACnet)

5.4.6 ANSI/EIA/CEA-709.1 (LonTalk)

5.4.7 NFPA (National Fire Protection Association)

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

6.1 Service reports: Vendor shall provide within 24 hours of being requested to the Maintenance Director

6.1.1 Invoices: For preventive maintenance, all service reports must be provided with the invoice. Invoices and service reports should be submitted to the Hospital Maintenance Director.

6.2 Preventive Maintenance Log: Vendor shall provide and update a Preventive Maintenance log in the form of a chart posted in the vicinity of Chiller and Ventilation equipment. The Preventive Maintenance log must include a listing of all Preventive Maintenance performed, the name of the individual performing the Preventive Maintenance, the date it was performed, and the time spent performing the Preventive Maintenance. Vendor shall also maintain a duplicate maintenance log that Vendor must submit to Agency Bi-Annually with the invoice inclusive of service reports.

6.3 Wiring Diagram: Vendor shall maintain updated wiring diagrams for the Chiller and Ventilation equipment. Vendor must permanently mount wiring diagrams on full-size display panels near the equipment controllers. These wiring diagrams are to remain the property of the Agency and will be surrendered upon termination of this contract.

6.4 Corrective Maintenance Log: Vendor shall maintain a log of all Corrective Maintenance performed under this Contract. The log must include the name of the individual performing the Corrective Maintenance, a description of the work performed, a list of any parts that were repaired or replaced, the total time spent performing the Corrective Maintenance, and the date and time Corrective Maintenance was performed. Vendor shall submit a copy of this log to Agency with invoice.

6.5 Quarterly and Annual Reports: Vendor shall provide Bi-Annual reports and summaries to the Agency, with a detailed listing of Chiller and Ventilation Equipment Maintenance performed under this Contract during that period of time. All 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 or Purchasing Division may request.

7. CONTRACT AWARD: This Contract will be awarded to the Vendor meeting the required specifications that provides the lowest Total Cost on Exhibit C.

7.1 Vendor should complete the Exhibit C by inserting the requested information in the appropriate location and performing the calculations necessary to arrive at a grand total cost. The requested information includes annual cost, technician hourly labor rate, apprentice hourly labor rate, parts multiplier, trip charge cost, and grand total cost. Vendor should complete Exhibit C in their entirety as failure to do so shall result in Vendor’s bid being disqualified.

Exhibit C contains an estimated number of labor hours and an estimated cost for parts. The estimates for labor and parts represent an amount that will be utilized for 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 Exhibit C to prevent errors in the evaluation. Notwithstanding the foregoing, OSA Purchasing may correct errors at its discretion.

8. ORDERING:

8.1 Preventive Maintenance Ordering: After award of this Contract the Agency and Vendor shall agree upon a final Preventive Maintenance schedule. The Vendor shall invoice the Agency Bi-Annually upon completion of the agreed upon Preventive Maintenance.

8.2 Corrective Maintenance Ordering: The Vendor shall define the scope of each Corrective Maintenance project to be performed under this Contract and submit it to Agency 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 approve the quote allowing Vendor to commence work. Agency approval of the quote 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. Agency shall not issue an Agency Delivery Order that allows Corrective Maintenance performed under this Contract to exceed $25,000 per project in total cost.

8.3 Vendor is not permitted to perform any work other than that approved by the Agency under Section 9.1 or 9.2 of this Contract.

8.4 Issuance of multiple quotes to circumvent the $25,000 per project limitation on Corrective Maintenance is strictly prohibited.

8.5 Change orders that cause Corrective Maintenance to exceed $25,000 per project will not be permitted.

9. BILLING / PAYMENT:

9.1 Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

9.2 Preventive Maintenance: All labor and parts associated with the Preventative Maintenance activities must be included in the monthly charge. Vendor may submit Bi-Annual invoices inclusive of service reports to obtain payment for Preventive Maintenance.

9.3 Corrective Maintenance:

9.3.1 Labor: Labor for Corrective Maintenance will be billed on a per hour basis using the number of hours worked and the single hourly rate bid by vendor. Vendor may include Corrective Maintenance on its monthly invoices to submit requests for payment of Corrective Maintenance on a separate invoice provided the work has been completed. Include approved quotes, supplier quotes, original service report, and service report showing work completed.

9.3.2 Parts: Parts for Corrective Maintenance will be billed on a cost-plus basis with the multiplier designated by Vendor on the Pricing Page to serve as the markup. (Examples of how the multiplier should be used are shown below) For purposes of this Contract, Vendor’s cost is the amount paid by Vendor to the manufacturer or supplier and does not include Vendor’s overhead, stocking fees, delivery charges, or other fees that are not direct payment for parts. All charges not associated with direct payments to the manufacturer or supplier must be accounted for in the markup represented by the multiplier.

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.

Notwithstanding the foregoing, Vendor may invoice Agency for expedited or emergency delivery of parts provided that the expedited or emergency delivery was requested by the Agency in advance, the delivery charge is specifically listed on the billing invoice to the Agency, the Agency pays no more than the actual delivery charge, and the actual delivery charge documentation is included with the invoice.

10. DEFAULT:

10.1 The following shall be considered a default under this Contract.

10.1.1 Failure to perform Maintenance in accordance with the requirements contained in herein.

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

10.1.3 Failure to comply with any applicable law, rule, ordinance, or building code applicable to this Contract or Maintenance generally.

10.1.4 Failure to remedy deficient performance upon request.

10.2 The following remedies shall be available 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.

10.3 Agency reserves the right to inspect the Chiller and Ventilation Maintenance to ensure that Vendor’s performance is following 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.

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 06/08/18