REQUEST FOR QUOTATION

ARFQ WEH2600000003

INSTALLATION OF THE HVAC SYSTEM

WELCH COMMUNITY HOSPITAL

(PHARMACY DEPARTMENT)

GENERAL CONSTRUCTION SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Office of Shared Administration, Purchasing Division is soliciting bids on behalf of the Department of Health Facilities (DHF), Welch Community Hospital (WCH) for the replacement of the HVAC System in the Pharmacy Department at Welch Community Hospital.

The Vendor shall furnish all materials, labor, and equipment necessary to complete all Construction services. The Vendor shall furnish any incidental work, materials, labor, and equipment that are necessary to complete the Construction services, even if such incidental work is not explicitly included in the Project Plans.

NOTE: This request is covered in part or in whole by federal funds. All bidders will be required to acknowledge and adhere to attached Federal Funds Addendum.

NOTE: The DoHS OSA 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

NOTE: The Health Insurance Portability and Accountability Act of 1996 (hereafter, HIPAA) Business Associate Addendum (“Addendum”) is made a part of the Agreement by and between the West Virginia Department of Health Facilities (DHF), Bureau for Office of Health Facilities (OHF), Welch Community Hospital (Agency), and Business Associate (Vendor) and is effective as of the date of execution of the Addendum.

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 Specification’s Manual as defined below.

2.1 “Construction Services” means the replacement of the HVAC System in the Pharmacy Department at Welch Community Hospital as more fully described in the Project Plans Exhibit B.

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

2.3 “Solicitation” means the official notice of an opportunity to supply the State with Construction Services that is published by the Purchasing Division.

2.4 “Specifications/Project Manual” means the American Institute of Architect forms, specifications, plans, drawings, and related documents developed by the architect, engineer, or Agency that provide detailed instructions on how the Construction Services are to be performed along with any American Institute of Architects documents (“AIA documents”) attached thereto.

3. ORDER OF PRECEDENCE: This General Construction Specifications document will have priority over, and supersede, anything contained in the Specifications/Project Manual.

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, or Vendor’s supervisory staff assigned to this project, must have successfully completed at least (3) projects that involved work similar to that described in the Specifications/Project Manual. Compliance with this experience requirement will be determined prior to contract award by the State through references provided by the Vendor upon request, through knowledge or documentation of the Vendor’s past projects, through confirmation of experience requirements from the architect assisting the State in this project, or some other method that the State determines to be acceptable. Vendor must provide any documentation requested by the State to assist in confirmation of compliance with this provision. References, documentation, or other information to confirm compliance with this experience requirement may be requested after bid opening and prior to contract award.

4.1 Current West Virginia Contractors License.

5. VENDOR RESPONSIBLITES

5.1 Vendor must provide and must complete the installation of ONE NEW (1) AAON Rooftop HVAC Unit Model RQA002AA3HBA0AA01N0 or equal per engineers’ drawings and manufacturing specifications. Refer to Exhibit B for the complete construction Drawings.

5.2 Vendor must provide all materials and equipment needed to install a complete and operable HVAC Unit as specified in Exhibit B and as required by code.

5.3 Vendor must perform all labor required to install a complete and operable HVAC Unit.

5.4 Vendor must remove and dispose of existing unit in accordance with all federal, state, and local laws and regulations.

NOTE: Complete drawing of the Rooftop HVAC unit can be found in Exhibit B page 3.

6. CONDITIONS OF THE WORK

6.1 Permits: The Vendor must be responsible to procure all necessary permits and licenses to comply with all applicable Federal, State, or Local laws, regulations and ordinances of any regulating body.

6.2 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.

6.3 Standard Work Hours: The standard hours of work for this Contract will 7:00 AM – 7:00 PM Monday – 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.

6.4 Vendor must complete all work within 180 days from the date of Notice to Proceed.

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

7.1 Final Cleanup: Vendor shall perform the final cleanup activities listed below, along with any other final cleanup activities normally associated with the work performed under this Contract, prior to final inspection.

7.1.1 All work areas shall be swept clean and all debris involved in the project shall be removed from the facility premises at the completion of the project.

7.1.2 Any areas of grass and landscaping that was disturbed during the project shall be returned before project conditions.

7.1.3 All areas reseeding shall be smoothed reseeded and strawed.

8. Final Inspection: Vendor shall participate in a final inspection with the Agency’s project manager. The purpose of the final inspection will be to identify deficiencies that need to be remedied prior to Agency’s final acceptance of the work. Vendor shall at all times be obligated to perform in accordance with the Contract and must take all actions necessary to ensure that work complies with requirements of Contract prior to final acceptance. Final acceptance does not waive or release Vendor from its obligation to ensure that work complies with the Contract requirements. Vendor shall submit any warranty documents to the Agency project manager at final inspection.

9. CONTRACT AWARD: The Contract is intended to provide the Agency with a purchase price for the Construction Services. The Contract will be awarded to the lowest qualified responsible bidder meeting the required specifications. If the Pricing Pages contain alternates/add-ons, the Contract will be awarded based on the grand total of the base bid and any alternates/add-ons selected.

10.

6. SELECTION OF ALTERNATES: Pursuant to W. Va. Code § 5-22-1(f), any solicitation of bids shall include no more than five alternates. Alternates, if accepted, shall be accepted in the order in which they are listed on the bid form. Any unaccepted alternate contained within a bid shall expire 90 days after the date of the opening of bids for review. Determination of the lowest qualified responsible bidder shall be based on the sum of the base bid and any alternates accepted. Alternate selection will be identified in the Purchase Order.

7. PROGRESS PAYMENTS: The Vendor will be paid in the form of periodic progress payments for work completed. Payment requests along with documentation supporting the request will be submitted to and reviewed by the Architect. If approved, the Architect will communicate approval to the Owner and Owner will process payment. The Owner reserves the right to withhold liquidated damages from progress payments. Progress payments will be made no more than monthly.

Approval and payment of progress payments will be based on Contractor’s submission of a payment allocation schedule which allocates the entire contract sum to payment milestones. Architect and Owner will review the payment allocation and may mandate changes that they believe are necessary.

8. RETAINAGE: Agency is entitled to withhold 10% from each progress payment made as retainage. Agency will partially release retainage upon certification of substantial completion by the Architect in accordance with this Contract but will continue to retain amounts sufficient to cover activities needed to reach final completion.

9. PERFORMANCE: Vendor shall perform the Construction Services in accordance with this document and the Specifications/Project Manual.

10. SUBSTANTIAL AND FINAL COMPLETION: Vendor shall achieve final completion within 180 days after the Notice to Proceed has been received. Failure to meet the deadlines established herein, unless extended by change order authorizing additional time free of liquidated damages, will result in liquidated damages being applied.

11. PROJECT PLANS: Copies of the project plans can be obtained by contacting the entity identified below.

NOTE: Complete drawing of the Rooftop HVAC unit is located in Exhibit B page 3.

12. SUBSTITUTIONS: Any substitution requests must be submitted in accordance with the official question and answer period described in the INSTRUCTIONS TO VENDORS SUBMITTING BIDS, Paragraph 4. Vendor Question Deadline.

13. 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:

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

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

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

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

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

14. MISCELLANEOUS:

14.1. 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: ____________________________

14.2. Owner’s Representative: Owner’s representative for notice purposes is

Name: _____________________________________

Telephone Number: ________________________

Fax Number: ______________________________

Email Address: ____________________________

15. Initial Decision Maker: _______________________, the Architect, shall serve as the Initial Decision Maker in matters relating to this contract.

Revised 10/22/2018