Specifications Fire Safety Inspections.docx

REQUEST FOR QUOTATION

ARFQ 0512 2845 WEH2600000001 Fire Protection Equipment Inspection, Parts, and Corrective Maintenance

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Office of Shared Administration (WVOSA), Purchasing Division is soliciting bids on behalf of The Department of Health Facilities, Welch Community Hospital (Agency) to establish a contract for fire protection equipment inspection, parts, and corrective maintenance.

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

NOTE: All applicable National Fire Protection Association (NFPA) and West Virginia State Fire Marshal codes and Regulations must be adhered to.

https://www.nfpa.org https://www.firemarshal.wv.gov

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 Services” means full-service inspection, parts, and occasional corrective maintenance services for fire protection equipment as more fully described in these specifications.

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

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

3 QUALIFICATIONS: Vendor, or Vendor’s staff if requirements are inherently limited to individuals rather than corporate entities, shall have the following minimum qualifications:

3.1 State of West Virginia Electrician License, Low Voltage.

3.2 State of West Virginia Fire Protection Worker, Sprinkler Fitter-Journeyman.

3.3 State of West Virginia Fire Protection Worker, Fire Extinguisher Technician.

3.4 State of West Virginia Fire Protection Worker, Pre-Engineered Suppression Installer.

4. MANDATORY REQUIREMENTS:

4.1 Mandatory Contract Services Requirements and Deliverables: Contract Services must meet or exceed the mandatory requirements listed below.

4.1

4.1.1 General Contract Services

4.1.1.1 The purpose of this agreement is to provide fire protection equipment inspection, parts, and corrective maintenance. This agreement is to include on-site scheduled inspections which shall include:

4.1.1.1.1 Annual (An) fire extinguisher inspection for a quantity of seventy (70) extinguishers at the main campus of Welch Community Hospital located at 454 McDowell Street, Welch, WV. As part of the inspection, the vendor shall include an inspection tag on each extinguisher for the use of Welch Community Hospital Maintenance staff to indicate the Maintenance staff’s monthly inspections.

4.1.1.1.2 Upon inspection by the vendor or the Maintenance Department staff, if it is determined that an extinguisher needs to be recharged, the vendor must notify the maintenance supervisor and/or the Maintenance Department staff shall notify the vendor. The vendor must be able to recharge extinguishers within 5 business days of taking the existing extinguisher out of service. Vendors must provide unit price of charges related to recharging extinguishers on the pricing page.

4.1.1.1.3 Vendor must complete the Quarterly (qtly) wet sprinkler system inspections located throughout at Welch Community Hospital 454 McDowell Street, Welch, WV. This is to include all equipment associated with the wet sprinkler system including sprinkler heads, pipes, and plumbing. Upon inspection should there be corrective maintenance needed to the sprinkler system; the vendor shall inform the Maintenance Department of needed fixes. A decision will then be made as to how to fix and/or the parts needed.

4.1.1.1.4 Quarterly (qtly) inspection for two (2) antifreeze loops, one (1) at Emergency Department canopy, one (1) under the main campus entry canopy located at Welch Community Hospital, 454 McDowell Street, Welch, WV. Upon inspection should there be needed corrective maintenance to the antifreeze loops; vendor shall inform the Maintenance Department of such needed fixes. A decision will then be made as to how to fix and/or the parts needed.

4.1.1.1.5 Semi-annual (SA) fire alarm inspection at the main campus of Welch Community Hospital located at 454 McDowell Street, Welch, WV including sensitivity testing. Upon inspection should there be needed corrective maintenance to the fire alarm system, vendor shall inform the Maintenance Department of such fixes and a decision will then be made as to how to fix and/or parts needed.

4.1.1.1.6 Semi-annual (SA) range hood and range hood exhaust (Dietary Department) cleaning and inspection to include changing of fuse links, hydrostatic tank testing. This item is located within the kitchen (Dietary Department) of the main campus of Welch Community Hospital located at 454 McDowell Street, Welch, WV. Upon inspection should there be needed corrective maintenance to the range hood and/or the range hood exhaust (Dietary Department); vendor shall inform the Maintenance Department of such fixes and a decision will then be made as to how to fix and/or parts needed.

4.1.1.1.7 Semi-annual (SA) wet Ansul fire suppression system

inspection at the main campus of Welch Community Hospital located at 454 McDowell Street, Welch, WV. Upon inspection should there be needed corrective maintenance to the Ansul fire suppression system; vendor shall inform the Maintenance Department of such fixes. A decision will then be made as to how to fix and/or parts needed.

4.1.1.1.8 Annual back flow preventers’ (quantity of four) inspection at the main campus of Welch Community Hospital located at 454 McDowell Street, Welch, WV. Upon inspection should there be needed corrective maintenance to the back flow preventers; vendor shall inform the Maintenance Department of such fixes. A decision will then be made as to how to fix and/or parts needed.

4.1.1.1.9 Annual testing of the detector heads (quantity of one hundred twenty-one).

4.1.1.2 Vendor must provide the facility with a service report after each inspection and indicate any potential corrective maintenance that may need to be completed in order to keep the fire protection equipment operating properly at no additional charge to the facility. All repairs must be approved by the facility prior to corrective maintenance being performed by the vendor.

4.1.1.3 It is agreed that the vendor does not assume possession or control of any part of the equipment, but such will remain the property of the facility. All work shall be performed by skilled mechanics of the trade and be directly employed and supervised by the vendor.

4.1.1.4 Vendor shall have the ability if needed, to provide on-site corrective maintenance during regular hours from 8:00 a.m. to 5:00 p.m. Monday through Friday, after hours 5:00 p.m. to 8:00 a.m. Monday through Friday, weekends 5:00 p.m. Friday to Monday 8:00 a.m., and/or holidays (New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Eve, Christmas Day, New Year’s Eve) as needed. The vendor must ensure that a local engineer/technician is available to provide on-site service within four (4) hours of receiving a service call. Should corrective maintenance be required the vendor agrees to provide corrective maintenance at the hourly rate as indicated on cost sheet. Vendor should include the cost of travel into the hourly rate provided on the pricing page as no additional payment will be paid for travel expenses. Though there is no guarantee that corrective maintenance work will be required, as a basis for providing this bid, estimated hours of corrective maintenance is listed as follows:

4.1.1.4.1 Estimated 8 hours for regular hours from 8:00 a.m. to 5:00 p.m. Monday through Friday.

4.1.1.4.2 Estimated 4 hours for after-hours 5:00 p.m. to 8:00 a.m. Monday through Friday.

4.1.1.4.3 Estimated 4 hours for weekends 5:00 p.m. Friday to Monday 8:00 a.m.

4.1.1.4.4 Estimated 4 hours for holidays. Holidays shall consistent of (New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Eve, Christmas Day, New Year’s Eve).

4.1.1.5 Parts for corrective maintenance shall be provided by the vendor at cost plus shipping that was charged to the vendor. Vendor shall bill Welch Community Hospital for the vendors total cost (parts and shipping) + ___% mark-up (Not to exceed 10%). Vendor must include a copy of the invoice from their vendor showing what the total cost paid for parts and shipping. Though there is no guarantee that corrective maintenance work will be required, as a basis for providing this bid, the vendor may assume that an estimated materials and/or parts costing an estimated $3,000.00.

4.1.1.6 The vendor must provide the hospital with copies of all maintenance service reports and other documents that describe the actual maintenance work performed as work is completed upon each visit. Vendor must keep a log of services provided for each piece of equipment, this log is to be kept within the Maintenance Department.

4.1.1.7 A mandatory vendor pre-bid meeting will be held on Wednesday, August 4, 2021 at 1:00 p.m. in the conference room at Welch Community Hospital located at 454 McDowell Street, Welch, WV. Failure to attend this mandatory pre-bid conference will result in bid rejection. One individual cannot represent more than one vendor.

5. CONTRACT AWARD:

5.1 Contract Award: The Contract is intended to provide Agency with a purchase price for the Contract Services. The Contract shall be awarded to the Vendor that provides the Contract Services meeting the required specifications for the lowest annual grand total cost as shown on the Pricing Pages.

5.2 Pricing Page: Vendor should complete the Pricing Page by inserting the cost for each item into the UOM/Cost per unit and multiplying cost per unit UOM by number provided for all items and entering the amount into the Annual Cost as outlined on the pricing page for all items outlined within this Request for Quotations. 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.

Vendor should type or electronically enter the information into the Pricing Pages through wvOASIS, if available, or as an electronic document.

6. PERFORMANCE: Vendor and Agency shall agree upon a schedule for performance of Contract Services and Contract Services Deliverables, unless such a schedule is already included herein by Agency. In the event that this Contract is designated as an open-end contract, Vendor shall perform in accordance with the release orders that may be issued against this Contract.

7. PAYMENT: Agency shall pay pricing as indicated within bid proposal as shown on the Pricing Pages, for all Contract Services performed and accepted under this Contract.

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

8. 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.

9. FACILITIES ACCESS: Performance of Contract Services may require access cards and/or keys to gain entrance to the Agency’s facilities. In the event that access cards and/or keys are required:

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 must notify the 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 must inform all staff of the Agency’s security protocol and procedures.

10. VENDOR DEFAULT:

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

10.1.1 Failure to perform Contract Services 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 the 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: ________________________ Email Address: ____________________________

Revised 12/12/2017