RFQ Specifications.docx

REQUEST FOR QUOTATION

Backflow Prevention Equipment and Installation WSH2500000005

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Office of Shared Administration (OSA) Purchasing Division is soliciting bids for the Department of Health Facilities (DHF), William R. Sharpe, Jr. Hospital for the purchase of equipment and installation of one (1) back-flow prevention device at the facility.

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. “Contract Item” means the one-time purchase of equipment and installation of one (1) back-flow prevention device as more fully described by these specifications.

2.2. “Pricing Page” means the pages, contained in wvOASIS or attached as Exhibit A, upon which Vendor should list its proposed price for the Contract Items.

2.3. “RFQ” means the official RFQ published by OSA Purchasing and identified as WSH2500000005.

2.4. “Agency” means the Department of Health Facilities.

2.5. “Facility” means William R. Sharpe, Jr. Hospital.

3. QUALIFICATIONS: Vendor must have the following minimum qualifications:

3.1. Vendor must be registered with the WV Secretary of State’s Office or have a waiver from West Virginia Secretary of State’s Office that registration is not required.

4. GENERAL REQUIREMENTS:

4.1. Mandatory Contract Item Requirements: Contract Item must meet or exceed the mandatory requirements listed below.

4.1.1. Back-Flow Prevention Device

4.1.1.1. One (1) 4” Watts LF909 Series Reduced Pressure Zone Assembly. This is the required model by WV American Water.

4.1.1.2. Must be lead free.

4.1.1.3. Must have a stainless steel seat.

4.1.1.4. Must be a double check valve.

4.1.1.5. Must be able to be installed both vertically and horizontally.

4.1.2. Installation of Back-Flow Prevention Devices

4.1.2.1. Vendor must install a bypass into the line as per WV American Water regulations. This is so the backflow device can be installed, as well as any future maintenance can be done to the backflow device, without water having to be shut off to the facility.

4.1.2.2. Vendor shall install one (1) 4” Watts LF909 Series Reduced Pressure Zone Assembly on the main water line of the hospital before any splits occur in the line.

4.1.2.3. Vendor will install the 4” assembly into the existing pump house located at the facility.

4.1.2.4. Vendor must install a drain going from the assembly in the pump house to the exterior of the pump house.

4.1.2.5. Vendor shall install in accordance with manufacturer’s recommendations and specifications, West Virginia Department of Health and Human Resources Office of Environmental Health Guidelines (https://www.wvdhhr.org/wateroperators/wv_advanced_course/Resources/L1U3/Cross-Connections_and_Backflow_Prevention_Manl.pdf , the local water authority as well as industry best practices.

4.1.2.6. Any backflow preventer assembly used must be of a type that is approved by the West Virginia Bureau for Public Health, Environmental Engineering Division.

4.1.2.7. All backflow preventers must be certified as meeting the standards of the American Water Works Association (AWWA), the American Society of Sanitary Engineers (ASSE), and/or the Foundation for Cross Connection Control Research – University of Southern California (FCCCR-USC)

4.1.2.8. All completed work must be inspected and approved by WV American Water. The vendor must coordinate and schedule any required inspections with the water company.

4.1.2.9. Vendor shall furnish a warranty of 12 months for all labor performed under this purchase order.

4.1.2.10. Vendor shall ensure the work area is cleaned including sweeping and removal of all debris used or removed during the project.

4.1.3. All other work materials and labor affiliated with the device.

5. CONTRACT AWARD:

5.1. Contract Award: The Contract is intended to provide Agencies with a purchase price for the Contract Items. The Contract shall be awarded to the Vendor that provides the Contract Items meeting the required specifications for the lowest Grand Total as shown on the Pricing Pages.

5.2. Pricing Page: Vendor should complete the Pricing Page by completing the unit price lines for the equipment and the installation, and then adding them together to obtain 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.

5.2.1.1. Vendor should type or electronically enter the information into the Pricing Page to prevent errors in the evaluation.

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

7. 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 hourly rate/lump sum listed on Vendor’s bid, but such costs will not be paid by the Agency separately.

8. 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:

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

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

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

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

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

9. DELIVERY AND RETURN:

9.1. Shipment and Delivery: Vendor shall deliver all equipment within 30 days upon receipt of the Purchase Order from the facility. Contract Items must be delivered to facility at 936 Sharpe Hospital Road, Weston, WV 26452. The installation must be completed within 30 days upon receipt of the equipment.

9.2. Late Delivery: The Agency placing the order under this Contract must be notified in writing if the shipment of the Contract Items will be delayed for any reason. Any delay in delivery that could cause harm to an Agency will be grounds for cancellation of the Contract, and/or obtaining the Contract Items from a third party.

9.2.1. Any Agency seeking to obtain the Contract Items from a third party under this provision must first obtain approval of the Purchasing Division.

9.3. Delivery Payment/Risk of Loss: Vendor shall deliver the Contract Items F.O.B. destination to the Agency’s location.

9.4. Return of Unacceptable Items: If the Agency deems the Contract Items to be unacceptable, the Contract Items shall be returned to Vendor at Vendor’s expense and with no restocking charge. Vendor shall either make arrangements for the return within five (5) days of being notified that items are unacceptable, or permit the Agency to arrange for the return and reimburse Agency for delivery expenses. If the original packaging cannot be utilized for the return, Vendor will supply the Agency with appropriate return packaging upon request. All returns of unacceptable items shall be F.O.B. the Agency’s location. The returned product shall either be replaced, or the Agency shall receive a full credit or refund for the purchase price, at the Agency’s discretion.

9.5. Return Due to Agency Error: Items ordered in error by the Agency will be returned for credit within 30 days of receipt, F.O.B. Vendor’s location. Vendor shall not charge a restocking fee if returned products are in a resalable condition. Items shall be deemed to be in a resalable condition if they are unused and in the original packaging. Any restocking fee for items not in a resalable condition shall be the lower of the Vendor’s customary restocking fee or 5% of the total invoiced value of the returned items.

10. VENDOR DEFAULT:

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

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

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

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

10.1.4. Failure to remedy deficient performance upon request.

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

10.2.1. Immediate cancellation of the Contract.

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

10.2.3. Any other remedies available in law or equity.

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 10/27/2014