RFQ Specifications.docx

REQUEST FOR QUOTATION

WSH2500000002 Facility Equipment Maintenance

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Office of Shared Administration (OSA) Purchasing Division is soliciting bids on behalf of, 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 facility equipment 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 “Facility Equipment Maintenance” means Preventive Maintenance and Corrective Maintenance services provided by Vendor under this Contract for the equipment listed in Exhibit B.

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 of the facility equipment, 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 OSA 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 “Cost for Parts” means the actual documented cost for the parts as purchased by Contractor.

2.6 “RFQ” means the official RFQ published by OSA Purchasing and identified as WSH2500000002.

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

3.1 All technicians must be trained with five (5) years’ experience in similar systems in preventative maintenance and inspections, corrective maintenance, repairs, replacement parts, and installation of new parts and equipment.

3.2 Evidence of factory training and minimum experience requirements must be available upon request.

3.3 Contractor must ensure appropriately trained and qualified technicians perform corrective maintenance.

3.4 Agency reserves the right to request information from Contractors as to experience, qualifications, and corporate references insofar as it relates to services being requested under this contract.

3.5 Service technician must be a Commercial Food Service Equipment Association (CFESA) Master Certified Technician.

4 PERFORMANCE REQUIRMENTS: Contractor shall provide Agency with equipment maintenance and repairs on an open-end and continuing basis as outlined in this contract.

4.1 Contractor must provide equipment maintenance and repairs in accordance with manufacturer's recommendations and specifications, as well as industry best practices.

4.2 Contractor must furnish and install parts as necessary to keep the equipment at the Hospital in proper working order.

4.3 Contractor must furnish all equipment, tools, and parts necessary for the performance of the equipment. Equipment and tools will be provided at no cost to the Agency.

4.4 Contractor must 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.

4.5 Contractor may only remove equipment from service for a period of twenty-four (24) hours or more with written permission from Agency. Any request to remove equipment for twenty-four (24) hours or more must include a description of the work required and an estimate of the time equipment will be out of service.

4.6 Contractor must not perform any equipment maintenance or repairs under this contract without prior approval from the Agency.

5 MANDATORY REQUIREMENTS:

5.1 Mandatory Contract Services Requirements and Deliverables: Contract Services must meet or exceed the mandatory requirements listed below.

5.1.1 Preventative Maintenance: All preventive maintenance must be completed in accordance with manufacturer recommendations. A preventative maintenance checklist will be created by the Hospital that must be signed by the technician indicating the items were completed prior to completion of the service call. That report must be provided to Hospital staff prior to the conclusion of the call.

5.1.2 Corrective Maintenance: Repair Service (as-needed) – Any mechanical or functionality failures that arise with any of the equipment.

5.1.2.1 Contractor must perform corrective maintenance as needed to restore the equipment to working order. Contractor must invoice for corrective maintenance on an hourly basis.

5.1.2.2 Service will be expected within 48 hours of the service-call being placed.

5.1.2.3 Service must be performed between the hours of 7:00 A.M. and 4:00 P.M., Monday through Friday, excluding Holidays, unless the Agency approves work at another time.

5.1.2.4 The contractor is not permitted to bill for more staff than is required to do the corrective maintenance work. The contractor is permitted to send additional staff to the facility for training purposes; however, the facility cannot be charged for additional staff.

5.1.3 Parts: Vendor is responsible for procuring all necessary parts needed to perform maintenance under this Contract within the required time frames established herein.

5.1.3.1 Vendor must obtain advanced approval from Agency prior to purchasing any part in excess of $500.00.

5.1.3.2 All replacement parts shall be equal to or better than original manufacturer’s parts.

5.1.3.3 Parts for corrective maintenance must be invoiced using the multiplier indicated in the Pricing Page. All parts supplied by the Contractor shall include shipping/freight charges. Shipping/freight costs will be reimbursed at a pass-through cost. No markup shall be permitted on the shipping/freight cost.

5.1.3.4 Contractor must provide a copy of the supplier invoice showing the Contractors’ cost to the Agency upon request.

5.1.3.5 All parts used for replacement due to normal wear or failed parts shall be new and obtained from authorized parts suppliers of the appropriate equipment manufacturer.

5.1.3.6 Parts Warranty: The vendor shall provide a copy of the manufacturer’s warranty on parts with the invoice. The contractor must provide a one (1) year warranty on any part that is installed from the date of installation, including both parts and labor.

5.1.3.7 An ETA on any parts that are ordered must be provided to the Hospital by the vendor within 24 hours of the service call, and a follow-up service is expected within 24 hours upon vendor receipt of the needed parts. The Hospital must be notified immediately of any delays from the original parts ETA provided.

5.1.3.8 Permits: Contractor shall secure and pay for any required permits and for all other permits, governmental fees, and licenses, which are necessary for the proper execution of all work under this contract.

5.1.3.9 Any damages occurring to the building or property resulting from Contractors’ performance of this work shall be the responsibility of the Contractor to repair at the Contractor's expense; either by using his/her own forces or that of an approved sub-Contractor. The repair method and finished product will be subject to the approval of the owner.

5.1.3.10 Contractor must keep the work area as clean as possible during the entire progress of work, and shall be responsible for removing from the site, the packaging materials from the products and other debris as it accumulates.

6 CONTRACT AWARD:

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 grand total as shown on the Pricing Pages.

6.1 Pricing Page: Vendor should complete the Pricing Page completing the per month cost of the preventative maintenance, and multiply it by 12 to obtain the total annual preventative maintenance cost, completing the hourly rate and multiply it by 30 to obtain the total corrective maintenance labor cost, completing the parts markup %, and using that multiplier and the estimated parts cost indicated to obtain the total parts cost, and completing the truck charge and multiply by 10 to obtain the total annual trip charge

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.

Vendor should type or electronically enter the information into the Pricing Pages through wvOASIS, if available, or as an electronic document.

7 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.

8 PAYMENT: Agency shall pay the monthly preventative maintenance cost for all preventative maintenance. The Agency will pay the hourly rate and parts cost, in accordance with the parts markup multiplier as shown on the Pricing Pages, for all Contract Services performed and accepted under this Contract. Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

9 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.

10 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:

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

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

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

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

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

11 VENDOR DEFAULT: The following shall be considered a vendor default under this Contract.

11.1 Failure to perform Contract Services in accordance with the requirements contained herein.Failure to comply with other specifications and requirements contained herein

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

11.3 Failure to remedy deficient performance upon request.

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

11.4.1 Immediate cancellation of the Contract.

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

11.4.3 Any other remedies available in law or equity.

12 MISCELLANEOUS:

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 12/12/2017