RFQ Specifications.docx

REQUEST FOR QUOTATION

ARFQ WSH2600000003 Natural Gas Tilt Skillet and Convection Oven

SPECIFICATIONS

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 for a one-time purchase of a natural gas tilt skillet and convection oven for 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 a natural gas tilt skillet and convection oven with installation and delivery as more fully described by these specifications.

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

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services as published on WSH2600000003.

3. EXISTING EQUIPMENT AND INSTALLATION:

3.1. Equipment: (1) Vulcan VG400 Tilt Skillet (replacement) (2) Vulcan VC44GD Double Deck Convection Oven

3.2. Electrical: 120v, 110 outlet

3.3. Utility: Natural Gas

3.4. Other: All existing gas and electric connections are in place. The installation will require unhooking and hauling away the existing tilt skillet and hooking up the new units. No gas or electrical upgrades are required. The convection oven is not a replacement, so there is no haul away. All gas and electrical connections are in place.

4. GENERAL REQUIREMENTS:

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

4.1.1. Vulcan VG40-NAT tilt skillet “or equal”

4.1.1.1. Must have the motorized electric tilt mechanism option. Must not be manual tilt only.

4.1.1.2. Must be natural gas, 120,000 BTU.

4.1.1.3. Must be a 40 gallon capacity.

4.1.1.4. Must be a floor model.

4.1.1.5. Must be stainless steel with stainless steel legs.

4.1.1.6. Must have a 50-425 degree Fahrenheit temperature range.

4.1.1.7. Must have a minimum 1 year parts and labor warranty.

4.1.2. Vulcan VC44GD-NAT Double Deck convection oven “or equal”

4.1.2.1. Must be natural gas, 100,000 BTU.

4.1.2.2. Must be double deck.

4.1.2.3. Must be stainless steel with stainless steel legs.

4.1.2.4. Must be a floor model.

4.1.2.5. Must have a minimum 1 year parts and labor warranty.

4.1.3. Installation of tilt skillet and convection oven on 4.1.1 and 4.1.2

4.1.3.1. Casters must be used for the installation in lieu of standard legs on both the tilt skillet and the convection oven.

4.1.3.2. All cords, plugs, and other accessories required for installation must be included.

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 cost as shown on the Pricing Pages.

5.2. Pricing Page: Vendor should complete the EXHIBIT A - Pricing Page by unit price, total amount per line, and 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.

6. 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.

7. 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:

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

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

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

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

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

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

9. DELIVERY AND RETURN:

9.1. Shipment and Delivery: Vendor shall order the Contract Items immediately after being awarded this Contract and receiving a purchase order. Vendor shall deliver and install the Contract Items within fifteen (15) business days after receiving the item. If the vendor has the item shipped directly to the Hospital, the installation must be completed with fifteen (15) business days after delivery. Contract Items must be delivered to Agency at William R. Sharpe, Jr. Hospital, 936 Sharpe Hospital Road, Weston, WV 26452.

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. 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.

9.3.1. 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) business 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.

9.3.2. 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 any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

10.1.3. 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