Specifications Liquid Oxygen.docx

REQUEST FOR QUOTATION

ARFQ 0512 2845 WEH2700000002

LIQUID OXYGEN AND TANK RENTAL SERVICES

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 an open-end contract for the monthly rental of one (1) 6,000 gallon or greater liquid cryogenic vessel (single), one (1) 525 gallon or greater reserve tank and the purchase of gases and supplies for Welch Community Hospital, 454 McDowell Street, Welch, WV 24801.

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

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 an open-end contract for the monthly rental of one (1) liquid cryogenic vessel (single) 6,000 gallon or greater, one (1) reserve tank 525 gallon or greater and the purchase of gasses and supplies 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 Contract Services.

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

3. MANDATORY REQUIREMENTS:

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

3.1.1 Rental Liquid Cryogenic Vessel and Reserve Vessel:

3.1.1.1 The vendor must provide monthly rental of one (1) 6,000-gallon or greater liquid cryogenic vessel (single), one (1) 525-gallon or greater, reserve vessel and the purchase of gases and supplies consistent with all applicable West Virginia State and Federal laws and regulations this information can be found https://www.osha.gov .

3.1.1.2 Vendor must provide all labor and installation of tanks and shall use the existing hook ups. Vendor will verify existing conditions during pre-bid meeting.

3.1.1.3 Vendor’s vessel shall provide dual safeties to allow hospital personnel to switch tank pressure to a new rupture disc in the event one disc were to blow due to excessive pressure.

3.1.1.4 Vendor must use economizer circuits (minimized vent loss by withdrawing head pressure from vessel into the houseline, switch over controls should be housed in thermal plastic material and be non-corrosive as well). All switches in control unit must comply with all applicable State and Federal laws and regulations and shall be of the following type:

3.1.1.4.1 Reserve in use.

3.1.1.4.2 Low pressure in reserve.

3.1.1.4.3 Liquid level gauge on the cryogenic vessel to signal “low liquid level” must also be installed.

3.1.1.5 The bodies of the regulators contained in the control unit shall be constructed of brass rather than aluminum for superior oxygen compatibility.

3.1.1.6 Vendors’ installation shall contain a pressure temperature control which will shut down the system in the event vaporization were to become inadequate, thus preventing liquid from entering the houseline.

3.1.1.7 Vendors’ installation shall have minimum of a 24-hour reserve in accordance with all applicable State and Federal laws and regulations.

3.1.1.8 Vendor shall provide delivery of storage vessels and installation at no additional cost to the facility.

3.1.1.9 Vendor must provide crane to offload and set vessel on pad at no additional cost to the facility.

3.1.1.10 Vendor shall furnish labor and materials to pipe up installation, which includes a dual safety and pressure temperature control manifold.

3.1.1.11 Vendor shall install fill connection for liquid vessel.

3.1.1.12 Vendor must cool tanks and set regulators to supply desired houseline pressure.

3.1.1.13 Vendor shall furnish sufficient vaporization to handle volume usage requirements.

3.1.1.14 Vendor shall deliver oxygen as required from closest manufacturing facility or other production plant as needed.

3.1.1.15 If additional shipping, handling or delivery charges are necessary, including demurrage charges, vendor must provide a price with their bid that covers anything that is not currently listed above. No additional charges outside the terms of this contract will be considered.

3.1.1.16 Vendor must provide switches for a three (3) function alarm system to be interfaced with current alarm panel that will signify low oxygen level for the main vessel, signify reserve oxygen vessel in use, and indicate low oxygen level for the reserve vessel.

3.1.1.15 Monthly rental shall include all equipment, installation and maintenance of liquid cryogenic vessels.

3.1.1.17 Vendor will provide facility with CofA/CofC (Certificate of Analysis/Certificate of Conformance) document as required complying with all applicable West Virginia State and Federal laws and regulations.

3.1.1.18 Vendor shall coordinate the installation and testing with the Respiratory Department Manager and the Maintenance Department Manager within ten (10) calendar days after receipt of signed awarded contract. Vendor shall have an additional thirty (30) calendar days to complete installation and testing.

4. CONTRACT AWARD:

4.1 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 overall total cost as shown on the Pricing Pages.

4.2 Pricing Page: Vendor should complete the Pricing Pages by providing a Unit Price for the Commodity or Service Lines on the Request for Quotation. Vendor should complete the Pricing Pages in full as failure to complete the Pricing Pages in its entirety may result in Vendor’s bid being disqualified. Please refer to Exhibit A Pricing Page.

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

5. 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.

6. ORDERING AND PAYMENT:

6.1 Ordering: Vendor shall accept orders through wvOASIS, regular mail, facsimile, e-mail, or any other written form of communication. Vendor may, but is not required to, accept on-line orders through a secure internet ordering portal/website. If Vendor has the ability to accept on-line orders, it should include in its response a brief description of how Agencies may utilize the on-line ordering system. Vendor shall ensure that its on-line ordering system is properly secured prior to processing Agency orders on-line.

6.2 PAYMENT: Agency shall pay in accordance to the Commodity or Service Lines pricing on the Request for Quotation as shown on the bid solicitation, 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.

7. DELIVERY AND RETURN:

7.1 Delivery Time: Vendor shall complete installation and testing within forty (40) calendar days after receipt of the signed awarded contract. Vendor shall deliver standard orders within seven (7) calendar days after orders are received. Vendor shall deliver emergency orders within three (3) calendar days after orders are received. Vendor shall ship all orders in accordance with the above schedule and shall not hold orders until a minimum delivery quantity is met.

7.2 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 obtaining the items ordered from a third party. Any Agency seeking to obtain items from a third party under this provision must first obtain approval of the Purchasing Division.

7.3 Delivery Payment/Risk of Loss: Standard order delivery shall be F.O.B. destination to the Agency’s location. Vendor shall include the cost of standard order delivery charges in its bid pricing/discount and is not permitted to charge the Agency separately for such delivery. The Agency will pay delivery charges on all emergency orders provided that Vendor invoices those delivery costs as a separate charge with the original freight bill attached to the invoice.

7.4 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) 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.

7.5 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.

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 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 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. 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 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 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.

11.2 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.

11.3 Reports: Vendor shall provide quarterly reports and annual summaries to the Agency showing the Agency’s items purchased, quantities of items purchased, and total dollar value of the items purchased. Vendor shall also provide reports, upon request, showing the items purchased during the term of this Contract, the quantity purchased for each of those items, and the total value of purchases for each of those items. Failure to supply such reports may be grounds for cancellation of this Contract.

11.4 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 must list its Contract manager and his or her contact information below.

Contract Manager: ______________________ Telephone Number: ________________________ Fax Number: ______________________________ Email Address: ____________________________

Revised 10/27/2014