RFQ Specifications.docx

REQUEST FOR QUOTATION

Proximity Card Access System Corrective Maintenance

ARFQ WSH2500000006

GENERAL CONSTRUCTION SPECIFICATIONS (No AIA Documents)

1. PURPOSE AND SCOPE: The West Virginia Office of Shared Administration (OSA) is soliciting bids on behalf of the West Virginia Department of Health Facilities (DHF), William R. Sharpe, Jr. Hospital to establish an open-end contract for corrective maintenance, including replacement parts, on the proximity card access system at the Hospital.

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 and in the Project Plans as defined below.

2.1 “Construction Services” means corrective maintenance, including replacement parts on the existing proximity card access system at the Hospital provided under Purpose and Scope as more fully described in the Project Plans.

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

2.3 “RFQ” means the official RFQ published by OSA Purchasing and identified as WSH2500000006.

2.4 “Corrective Maintenance”, as herein stated, shall be defined as maintenance performed on an as-requested basis to correct a malfunction or failure in parts, components, and materials of the card access system. No Corrective Maintenance shall be performed without authorization from the Hospital.

2.5 “OSA” means the Office of Shared Administration.

2.6 “Hospital” or “Facility” means William R. Sharpe, Jr. Hospital.

3. ORDER OF PRECEDENCE: This General Construction Specifications document will have priority over, and supersede, anything contained in the 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 must have a minimum of three (3) years’ experience and employ qualified technicians.

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 grand total cost meeting the required specifications.

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

7. 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 A or any subsequent addenda modifying Exhibit A.

8. CONDITIONS OF THE WORK

8.1. 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.

8.2. 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.

8.3. Standard Work Hours: The standard hours of work for this Contract will be 8:00 AM to 5:00 PM, Monday through 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.

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

8.4.1. Final Cleanup: Vendor shall perform the cleanup activities normally associated with the work performed under this Contract, prior to final inspection.

11.2 11.3 11.4

9. 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.

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11.

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

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

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

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

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

10. MISCELLANEOUS:

10.1. 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: ____________________________________________________

EXHIBIT A – Mandatory Requirements

Existing Equipment:

Door Controller Software – Kantech Door Controller Hardware – HID Door Controllers with Proximity Card Readers Quantity – There are 131 card readers at the facility.

Facility floor plans showing the locations of all card readers will be available at the mandatory pre-bid meeting.

13.1 Corrective Maintenance

13.2.1 Maintenance required to items that the have been identified as becoming faulty or have failed to operate and function as designed by the manufacturer. The Hospital shall define the scope of each job to be performed under this Contract. Prior to beginning any work, the Vendor shall be required to provide a cost estimate detailing the intended scope of work, itemized by time and materials to the Hospital. No Corrective Maintenance shall be performed without authorization from the Hospital.

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.

13.2.2 The vendor shall provide a corrective maintenance regular hourly labor payment rate for all corrective maintenance labor performed under this contract.

13.2.3 The vendor shall provide a percentage markup on all corrective maintenance parts.

EXHIBIT C – Pricing Page

Corrective Maintenance Regular Hourly Labor Rates $_____ x 50 hours = $________

Corrective Maintenance Parts Mark-Up *%(M________) x $100 = $(N__________) + $100 = $_______________

*M equals your percentage mark-up. Multiply M by $100. This equals N, which is your dollar amount for your mark-up. Add N to $100 to get your total dollar amount for parts mark-up on your bid submission.

Add all line items up for your grand total. GRAND TOTAL $______________

Quantities listed are estimates, used only for evaluating bids. Actual needs will vary during the life of the contract.

Vendor Name:________________________________________

Fax #:_______________________________________________

Vendor Address:______________________________________

Telephone #:_________________________________________

Email Address:_______________________________________

Signature:___________________________________________ Revised 06/08/18