Specifications.pdf

REQUEST FOR QUOTATION

Equipment Calibration

Form Revised 10/27/2014 1 CMA 6626C034

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Purchasing Division is soliciting bids on behalf of the West Virginia Department of Transportation to establish an multiple open-end contract for calibration and preventative maintenance of lab and measuring equipment, for use for WVDOT projects throughout the state of West Virginia.

2. DEFINITIONS: The terms listed below shall have the following meanings assigned to them throughout and for the purpose of this Solicitation. Additional definitions can be found in Section 2 of the General Terms and Conditions.

2.1 “ADO” and “Agency Delivery Order” - A written order entered by WVDOT personnel in the wvOASIS financial system against a master agreement, authorizing quantities of commodities and/or services to be delivered in accordance with all terms, conditions, and prices stipulated in the original contract.

2.2 “Contract Item(s)” - The list of items available for Vendor to provide pricing as identified in Section 3.3 of this Solicitation and referenced throughout.

2.3 “Contractor” or “Vendor” - Interchangeably used throughout this Solicitation and in any cited Sections of the West Virginia Department of Transportation, Division of Highways Standard Specifications, Roads and Bridges, adopted latest

Standard Specs edition, as amended, including any Supplementals and refers to any entity submitting a bid in response to the Solicitation, the entity that has been selected as the lowest responsible bidder, or the entity that has been awarded the

Contract, as context requires.

2.4 “FOB” or “Free on Board” - Indicates that the price for goods includes delivery at the Vendor’s expense to a specified point, and that the Vendor retains liability for loss or damage until the goods are delivered.

2.5 “IEC” – International Electrotechnical Commission.

2.6 “ISO” – International Organization of Standardization.

2.7 “Liquidated Damages” - Monetary compensation due from the Vendor in the event the Vendor’s performance falls short of contractual stipulation or breaches the contract. Delays in the delivery of goods and/or services or quality failures or corrections by the Vendor may result in the Agency assessing charges for such deficiencies per these contract Specifications, the Standard Specs Section 108.7, as amended, and calculated from the table posted in Section 6.3.1 of these

Specifications.

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2.8 “Pricing Pages,” “Attachment A,” and “ATT A” - The schedule of prices attached hereto as Attachment A (ATT A) and used to evaluate Solicitation responses.

2.9 “Solicitation” - The official notice of an opportunity to supply the State with goods or services.

2.10 “Standard Specs” - Used throughout this solicitation means the West Virginia

Department of Transportation, Division of Highways Standard Specifications, Roads and Bridges, most recent edition, as modified or amended by all subsequent

Supplemental Specifications.

2.11 “WVDOT” or “Agency” - Interchangeable terms for the West Virginia

Department of Transportation.

3. GENERAL REQUIREMENTS:

3.1 Standard Specifications Roads and Bridges: The following Standard Specs

Sections shall apply, as applicable, to the administration of this contract: 101, 102, 103, 104, 105, 106, 107, 108, 109, and 110, as amended.

Free electronic copies of the Standard Specs and Supplementals are available at:

https://transportation.wv.gov/specifications-standards-and-publications. Hard copies of these publications may be purchased from Technical Support Division, by completing the Specification Order Form provided within the website.

3.2 Vendor Requirements:

3.2.1 Vendor must have ISO/IEC 17025 accreditation for each calibration process being performed under this contract. These documents must be provided prior to contract award.

3.2.2 Upon completion of calibration, Vendor must provide the WVDOT with a

Certificate of Calibration report within seven (7) calendar days of service.

This Certificate of Calibration must include:

• Vendor name.

• ISO/IEC 17025 Certificate of Accreditation.

• List of calibrated items.

• Date of calibration and the next calibration date.

• Details of any damage, malfunction, or modifications found or completed during calibration.

• Results of calibration.

https://transportation.wv.gov/specifications-standards-and-publications

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3.3 Equipment Calibration & Maintenance: Equipment shall be calibrated as described below and regular maintenance performed at the same time. Minor repairs which are commonly performed during the calibration and maintenance shall be considered incidental to the calibration & maintenance services. When more involved repairs are necessary, the Vendor shall inform the Agency of the necessary repairs and provide them with a quote for repair including all parts and labor. Such repairs fall outside of the scope of this contract.

3.3.1 Each piece of equipment shall be inspected at the time of calibration to ensure proper operation.

3.3.2 Preventative maintenance shall be made during the units scheduled calibration.

3.3.3 Blaine Air Permeability Apparatus

3.3.3.1 Blaine Air Permeability Apparatus calibration must conform to the calibration requirements of ASTM C204, as amended.

3.3.3.2 Blaine Air Permeability Apparatus shall be calibrated every 30 months.

3.3.3.3 Vendor must attach a label on each unit calibrated indicating the date of calibration, and the next calibration date.

3.3.3.4 Equipment must be calibrated in an ISO/IEC 17025 accredited lab.

3.3.4 Pressure Gauge for 325 Fineness Test

3.3.4.1 Pressure Gauge for 325 Fineness Test calibration must conform to the calibration requirements of ASTM E4-24, as amended.

3.3.4.2 Pressure Gauge for 325 Fineness Test shall be calibrated every 12 months.

3.3.4.3 Vendor must attach a label on each unit calibrated indicating the

3.3.4.4 Vendor should perform on-site calibration for each unit.

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3.3.5 Calipers

3.3.5.1 Caliper calibration must conform to the calibration requirements of

CM-81 and ASTM D6027, as amended.

3.3.5.2 Calipers shall be calibrated every 12 months.

3.3.5.3 Vendor must attach a label on each unit calibrated indicating the

3.3.5.4 Equipment must be calibrated in an ISO/IEC 17025 accredited lab.

3.3.6 Length Comparator Gauge (Micrometer Fixture)

3.3.6.1 Length Comparator Gauge calibration must conform to the calibration requirements of ASTM D6027, as amended.

3.3.6.2 Length Comparator Gauge shall be calibrated every 12 months.

3.3.6.3 Vendor must attach a label on each unit calibrated indicating the

3.3.6.4 Equipment must be calibrated in an ISO/IEC 17025 accredited lab.

3.3.7 Length Bar for the Length Comparator Apparatus

3.3.7.1 Length Bar calibration must conform to the calibration requirements of the manufacturer.

3.3.7.2 Length Bar shall be calibrated every 12 months.

3.3.7.3 Vendor must attach a label on each unit calibrated indicating the

3.3.7.4 Equipment must be calibrated in an ISO/IEC 17025 accredited lab.

3.3.8 Compression Testing Machine

3.3.8.1 Compression Testing Machine calibration must conform to the calibration requirements of ASTM E4-24, as amended.

3.3.8.2 Compression Testing Machine shall be calibrated every 12 months.

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3.3.8.3 Vendor must attach a label on each unit calibrated indicating the

3.3.8.4 Vendor should perform on-site calibration for each unit.

3.3.9 Scales

3.3.9.1 Scale calibration must conform to the calibration requirements of

ASTM C1005, as amended.

3.3.9.2 Scales shall be calibrated every 12 months.

3.3.9.3 Vendor must attach a label on each unit calibrated indicating the

3.3.9.4 Vendor should perform on-site calibration for each unit.

3.3.10 Moisture Cabinet

3.3.10.1 Moisture cabinet calibration must conform to the calibration requirements of ASTM C511, as amended.

3.3.10.2 Moisture cabinets shall be checked every 12 months to ensure proper operation.

3.3.10.3 During calibration, Vendor must ensure that float valves, water valves, filters, drains, electrical components, heating components, compressors, seals, thermostat, and pumps are functioning properly.

3.3.10.4 Vendor must check that the moisture cabinet maintains a temperature between 67 °F and 77 °F.

3.3.10.5 Vendor must attach a label on each unit calibrated indicating the

3.3.10.6 Vendor should perform on-site calibration for each unit.

3.3.11 Humidifier

3.3.11.1 Humidifiers shall be calibrated every 12 months to ensure proper operation.

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3.3.11.2 Humidifiers shall maintain the laboratory humidity at a minimum of 50%.

3.3.11.3 Vendor must attach a label on each unit calibrated indicating the

3.3.11.4 Vendor should perform on-site calibration for each unit.

3.3.12 Air Monitors

3.3.12.1 Air monitors calibration must conform to the calibration requirements of ASTM D8405-21, as amended.

3.3.12.2 Air monitors shall be calibrated every 12 months to ensure proper operation.

3.3.12.3 Vendor must attach a label on each unit calibrated indicating the

3.3.12.4 Vendor should perform on-site calibration for each unit.

3.3.13 Instron Universal Testing Machines

3.3.13.1 Instron Universal Testing Machines must conform to the calibration requirements of AASHTO T244-23, as amended.

3.3.13.2 Instron Universal Testing Machines shall be calibrated every 12 months to ensure proper operation.

3.3.13.3 Vendor must attach a label on each unit calibrated indicating the

3.3.13.4 Vendor should perform on-site calibration for each unit.

3.3.14 Calibrated Weights

3.3.14.1 Calibrated weights calibration must conform to the calibration requirements of ASTEM R617, as amended.

3.3.14.2 Calibrated weights shall be calibrated every 12 months.

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3.3.14.3 Vendor must provide a calibration report including each unit calibrated, the date of calibration, and the next calibration date within seven (7) business days of calibration.

3.3.14.4 Vendor should perform on-site calibration for each unit.

3.4 For equipment that is calibrated off-site, WVDOT is responsible for shipment to the laboratory. Vendor is responsible for the return shipping F.O.B. destination.

3.4.1 If Vendor comes on-site for calibration or maintenance and must take equipment back to their lab, Vendor is responsible for the shipping and care of the equipment. Vendor is responsible for return shipping or delivery F.O.B. destination.

4. CONTRACT AWARD:

4.1 Contract Award: This Contract is intended to provide Agencies with a purchase price on all Contract Items. This is a multiple Vendor award contract. All responsible qualified Vendors will be awarded a contract for the items they bid.

4.1.1 Determining Low Bid Per Project: To determine the low bid Vendor for individual projects, WVDOT will calculate the lowest overall total cost of the Contract Items required for individual projects. A written ADO will be issued to the Vendor with the lowest overall total cost.

WVDOT reserves the right to request any one or combination of Contract

Items for which bids are awarded at the lowest overall total as set forth in this section.

4.2 Pricing Pages, Attachment A (“ATT A”): Vendor must complete the Pricing

Pages by providing a bid price for each Contract Item listed. Vendor may bid any or all Contract Items listed. Vendor must factor into their bid prices all equipment, materials, delivery, and labor required to provide calibration and maintenance

Contract Items. Vendor must complete the Pricing Pages for each Contract Item bid in their entirety as failure to do so may result in Vendor’s bids being disqualified. All bids or pricing submitted shall be held and honored by the

Vendor for 90 days after the bid opening date. Vendor must submit ATT A

Pricing Pages with their bid or their entire bid will be disqualified.

4.2.1 The Pricing Pages contain a list of Contract Items and estimated purchase volumes. The estimated purchase volume for each item represents the approximate volume of anticipated purchases only. No future use of the

Contract or any individual item is guaranteed or implied.

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4.2.2 Vendor should type or electronically enter the information into the Pricing

Pages spreadsheet to prevent errors in the evaluation. In most cases, the

Pricing Pages are available in wvOASIS within the solicitation attachments, however, Vendors may request an electronic copy of the

Pricing Pages spreadsheet for bid purposes by sending an email request to the following address: james.w.atkins@wv.gov

4.2.3 Changing a column or row description, Contract Item description, unit of measure, or estimated quantities on the Pricing Pages, Attachment A

(ATT A), will result in the disqualification of Contract Item bid on the altered line. In circumstances when all Contract Items must be bid for bid evaluation and contract award, the disqualification of any Contract Item will result in the disqualification of the entire bid.

Submitting Pricing Pages other than those provided with this solicitation, as described in Section 4.2, will result in the disqualification of Vendor’s bid in its entirety.

Vendor entries of bid prices or other notations made in wvOASIS commodity line descriptions will not be considered for bid evaluation or award.

4.3 Cooperative Contracting: The purchase prices on all Contract Items herein, available for the WVDOT, shall be adoptable for other public agencies upon their request. Agencies under the authority of the West Virginia Purchasing Division must receive prior approval by the Purchasing Director.

5. ORDERING, INVOICING AND PAYMENT:

5.1 Ordering: Vendor shall accept orders through regular mail, facsimile, email, or any other written forms of communication. Vendor shall maintain and keep current its phone numbers, fax number, email address, locations, and ordering/billing/ payment addresses with WVDOT and in wvOASIS. Vendor may, but is not required to, accept online orders through a secure internet ordering portal/website.

If Vendor can accept online orders, it shall include in its response a brief description of how Agencies may utilize the online ordering system. Vendor shall ensure that its online ordering system is properly secured prior to processing Agency orders online.

5.2 Agency Delivery Order (“ADO”): District personnel must issue an ADO from wvOASIS for specific quantities of materials based on each project’s requirements and detailing the need and location information of work to be completed per mailto:james.w.atkins@wv.gov

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Contract Items, as well as the start and end dates, which will become the agreed upon official start and end dates. The ADO must be created in wvOASIS and approved to “Final” prior to placing the order with the Vendor. The District is responsible for creating the ADO in wvOASIS and is required to submit the approved order, in writing, directly to the Vendor via mail, email or fax. Verbal communication with the Vendor is not considered an official order. In the event the Vendor denies an order or if there are changes to an ADO, the District must process a change order to the approved ADO issued from wvOASIS.

5.3 Invoicing: Invoices submitted to WVDOT for payment should contain the following information:

Vendor’s name and payment remit-to address, as they appear in Vendor’s wvOASIS account.

The corresponding order’s ADO number.

The ordering Agency’s delivery site

The Contract Item description, unit price, quantity, and extended total.

The date(s) Contract Items were delivered.

5.4 Payment: Upon completion of the work indicated on the ADO, Vendor shall accept payment in accordance with the payment procedures of the State of West

Virginia. The State of West Virginia currently utilizes a Purchasing Card program, administered under contract by a banking institution, as well as

Electronic Funds Transfer as methods to process payment for goods and services.

The Vendor shall accept the State of West Virginia’s Purchasing Card and

Electronic Funds Transfer for payment of orders under this Contract. Electronic

Funds Transfer for payment is available through the WV State Auditor’s Office.

The Vendor may visit the WV State Auditor’s website (wvsao.gov) for all necessary forms and instructions. Payment method may be dictated at WVDOT’s discretion.

6. PROJECT ACCEPTANCE, DELIVERY AND RETURN:

6.1 Project Acceptance and Written Verification of Receipt: Upon receipt of a

WVDOT ADO, the Vendor shall advise the WVDOT in writing within five (5) calendar days of their acceptance or refusal of the ADO. As verification of receipt, Vendor must provide written acknowledgement of any ADOs and any Revisions/Modifications thereto sent by WVDOT. Failure to provide the

WVDOT with written acknowledgement of any ADOs/Revisions within five (5) days of the Order being sent shall be considered refusal of the ADO. In the event of refusal, the WVDOT at its own discretion shall cancel the ADO and may seek to obtain the goods or services from the next low bid Vendor or proceed with an emergency purchase from the open market.

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6.2 Delivery Time: In accordance with Section 7.1 and the terms of this contract, the work shall be scheduled by the WVDOT. The Vendor shall mobilize, commence, and complete work delivery in accordance with the WVDOT’s written ADO, per project. Any changes must be communicated by the Vendor in writing to the lab coordinator or their designee. The Vendor shall ship/provide all orders in accordance with the dates assigned to each project per the ADO and shall not hold orders until a minimum delivery quantity is met. No Vendor is authorized to ship project related goods or begin work/services, nor is the WVDOT authorized to receive materials, prior to the issuance of a ADO.

6.3 Late Delivery: The Agency placing the order under this Contract must be notified in writing if orders will be delayed for any reason. Any delay in delivery that could cause harm to an Agency will be grounds for cancellation of the delayed order, and/or proceed with an Emergency Purchase from the open market.

The Agency placing the ADO under this Contract must be notified in writing by the Vendor no later than five (5) business days prior to the scheduled start date noted on the Agency’s order. Any failure to notify, acknowledge receipt of

WVDOT’s written ADOs/ Revisions resulting in delivery delay, or failure to start or complete the project per the WVDOT scheduled due dates may be determined by the WVDOT at its sole discretion as harmful to the Agency and as such, shall result in WVDOT’s cancellation of the ADO and application of Liquidated

Damages.

Any Agency seeking to obtain items from the open market under this provision must first obtain approval of the West Virginia Purchasing Division.

6.3.1 Liquidated Damages: If the Vendor’s work completion or corrections of deficient work exceeds the ADO completion due date or agreed upon timeframe, the Vendor shall agree that no extension of contract time will be granted unless liquidated damages are accessed. The WVDOT may calculate liquidated damages in the amount of $50 per day, per ADO, beginning five days after the WVDOT’s latest specified ADO deliver by date.

Liquidated damages shall be applied by Vendor as an itemized invoice credit for the corresponding ADO.

6.4 Delivery Payment/Risk of Loss: Standard order delivery shall be F.O.B.

destination to the Agency’s location. Vendor shall include the cost/discount of standard order delivery charges in its bid pricing and is not permitted to charge the

Agency separately for such delivery.

Deliveries made by the vendor shall be comprised only of Contract Items intended for delivery at that location and specified in the pricing pages, contract

Form Revised 10/27/2014 11 CMA 6626C034 specifications or ADO. At no time shall property belonging to the West Virginia

Department of Transportation be utilized as a lay-down or storage facility by the vendor, or items left with the intention of being distributed to an alternate location.

7. VENDOR DEFAULT:

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

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

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

7.1.3 Failure to comply with any laws, rules, and ordinances applicable to the

Contract Services provided under this Contract.

7.1.4 Failure to remedy deficient performance upon request.

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

7.2.1 Immediate cancellation of the Contract.

7.2.2 Immediate cancellation of one or more release orders issued under this

Contract.

7.2.3 Any other remedies available in law or equity.

8. MISCELLANEOUS:

8.1 No Substitutions: Vendor shall supply only Contract Items submitted in response to the Solicitation unless a contract modification is approved in accordance with the provisions contained in this Contract.

8.2 Vendor Supply: Vendor must carry sufficient inventory of the Contract Items being offered to fulfill its obligations under this Contract. By signing its bid, Vendor certifies that it can supply the Contract Items contained in its bid response.

8.3 Vendor Name Change: It is the Vendor’s responsibility to notify the WVDOT of name changes or acquisition by another company during the term of the contract.

The WVDOT must be notified in writing of the change/acquisition and intention for the contract’s ownership within 10 days of the change. Failure to do so may result in payment delays.

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8.4 Reports: Vendor shall provide the Agency with quarterly reports, annual summaries, and/or monthly reports as requested by the Agency and/or the West

Virginia Purchasing Division showing quantities, total dollar value of the Contract

Items purchased, ordered, shipped & invoiced with dates in spreadsheet format as defined by the Agency. Failure to supply such reports may be grounds for cancellation of this Contract.

8.5 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: ____________________________

Vendor shall inform the Agency in writing of any changes to the information provided above within 10 calendar days of such changes. Failure to comply may be grounds for cancellation of this contract.