DEPARTMENT OF PUBLIC WELFARE
WHITE HAVEN CENTER
Generator Service
Page 7 of 12
I. STATEMENT OF WORK:
The contractor will provide preventive maintenance, repair service and annual inspection on the fourteen (14) diesel standby generators and emergency power supply system at White Haven Center and will also include emergency and non-emergency repair service to generators, to include one (1) year of warranty service as to workmanship and parts. All inspection, testing, and maintenance shall comply with NFPA 110 and all applicable codes, regulations, laws, and manufacturers’ instructions and recommendations.
II. PHASES:
The facility will perform all weekly, monthly, quarterly, and semiannually scheduled inspections. The facility will request repair services if needed as a result of their inspections.
The facility will perform an annual load bank exercising per NFPA 110 requirements prior to the annual inspection. Any needed corrective maintenance actions will be requested during the yearly maintenance and inspection.
The contractor will provide annual preventive maintenance and annual inspections for the entire emergency power supply system in accordance with NFPA 110, NFPA 110 Annex including the maintenance schedule, manufacturer recommendations, and all applicable codes, regulations, and laws. The annual service must be completed within 365 days of last service date. The contractor will coordinate his annual service with the facilities electricians. Contractor shall indicate for all diesel generators, signs of wet stacking. A document indicating said maintenance and testing per NFPA 110 will be provided for each generator.
The contractor will provide non-emergency service during regular working hours Monday thru Friday 7:00AM to 3:00PM within twenty-four (24) hours after request for service. For service requests made preceding the weekends or the holidays, the contractor shall arrive at the facility on the morning of the next working day, unless otherwise requested or approved by the Contract Monitor. Any deviation from regular working hours must be pre-approved by the Contract Monitor.
Contractor shall arrive at the facility within three (3) hours after requests to provide emergency service for generators and emergency power systems deemed appropriate by a Maintenance Manager or Designee. Emergency service shall be available on a 24 hours a day, 365 days a year basis. The contractor shall designate a person who shall be familiar with the contract and authorized to act on the contractor’s behalf in resolving any issues relating to the contract and who shall be available to the facility during regular business hours and emergency requests.
BACKGROUND INFORMATION:
LOCATION: White Haven Center, 827 Oley Valley Road, White Haven, PA 18661
TERM: The anticipated term of the contract will be three (3) years, October 1, 2014 to September 30, 2017 or three years from receipt of an approved contract with the option of two (2) 1-year renewals.
The beginning date of the term of the contract is an estimate only. The contract will not be valid or enforceable until fully executed, approved, and delivered to the contractor. No payment can be made for services provided prior to delivery of the contract to the contractor.
PAYMENT PROVISION:
Failure to submit invoices in compliance with the following instructions may result in the invoice being returned to the contractor and substantially delay processing of payment. The contractor shall be paid upon satisfactory completion of work performed and submission of an invoice on the contractor’s letterhead, in triplicate. The invoice should contain at minimum the information listed:
1. Contract Number
2. Contractor’s Federal Employer’s Identification Number (EIN)
3. Date of invoice
4. Date(s) on which service was provided
5. Description of service provided
6. Number of hours of labor charged and rate per hour
7. Itemized list of parts used with part number, description, unit price
8. Total amount charged.
Invoice must be submitted to:
Commonwealth of Pennsylvania – PA Invoice
PO Box 69180
Harrisburg, Pennsylvania 17106
A copy of the invoice is to be mailed to:
DPW-White Haven Center
Accounting Department
827 Oley Valley Road
White Haven, PA 18661
The contractor shall be paid only for services and/or materials accepted by the facility.
Invoices will be verified and approved by the Contract Monitor prior to payment being made.
Mileage and travel time costs are to be included in the bid prices. No additional reimbursements will be made to the contractor other than for the bid prices.
Include bid cost for annual inspection and preventive maintenance. For annual preventive maintenance, include in the bid cost of all fluids and filters. For emergency and non-emergency service, provide bid cost per hour of work required to make repairs. Include the following allowances in the bid for labor and materials:
· Non-emergency service: 80 hours/year
· Emergency service: 24 hours/year
· Helper (emergency or non-emergency): 24 hours/year
· Parts allowance: $7000/year
The contractor agrees to provide the services described in the Invitation for Bid (IFB) in accordance with the provisions of the specifications for charges equivalent to the hourly rates. An hour shall be a full 60 minutes of service. One half (1/2) hour for lunch break will be deducted for any workday exceeding 6 hours.
Quantities in this bid proposal are estimated only and may be increased or decreased in line with actual requirements of the requesting facility. Contract amount may be used where needed within the limits of the total amount of the contract. Contractor agrees to furnish equipment and services in accordance with the specifications contained in this proposal.
III. TECHNICAL REQUIREMENTS:
The definitions of the following terms shall apply:
Facility – White Haven Center, a center operated by the Pennsylvania Department of Public Welfare
Contractor – the party that has been awarded a contract based on this specification.
Bidder – a party submitting an offer to provide services specified herein
All services shall be provided by fully-qualified persons with appropriate education, training, and experience in accordance with prevailing industry standards. The facility has the right to request proof of qualifications for all persons performing services under the contract.
If requested by the facility, the bidder shall, within three (3) days after bid opening date, submit proof of qualifications, in the form of a resume or statement of experience, that shall include the names, addresses, and telephone numbers of not less than three (3) customers for whom the contractor has provided services similar to that required by this specification.
V MEASURES:
The contractor shall report to the Contract Monitor upon arrival at the facility. Each service visit shall be recorded on a service acknowledgement or other acceptable form, prepared by the contractor, which shall provide the following information:
- Contractor’s name
- Date service provided
- Time serviceman arrived at the facility
- Total time serviceman spent at the facility
- Description and location of equipment serviced
- Description of service performed
- Itemized list of parts used
- Signature of Serviceman
- Signature of Contract Monitor or designee
A copy of the service acknowledgement shall be submitted to the Contract Monitor and shall be used to verify the contractor’s invoice.
Contractor shall notify the Contract Monitor for prior approval for repairs exceeding the total of $1,000 for parts and labor for each generator.
All parts replaced shall be equipment manufacturer’s genuine replacement parts or equivalent. All parts removed from the equipment shall remain the property of the facility, unless otherwise requested or approved by the Contract Monitor. White Haven Center reserves the right to furnish any parts required to make repairs.
All repaired generators must carry a one-year warranty as to workmanship and replaced or repaired parts. If repaired generators are found defective in workmanship or replacement parts, repairs plus all costs must be borne by the contractor.
Unless otherwise requested or approved by the Contract Monitor, only one serviceman shall be provided and all work shall be performed on the grounds of the facility. Repair of equipment at the contractor’s place of business or other location not on the facility’s grounds shall require specific prior approval from the Contract Monitor.
VI MISCELLANEOUS ISSUES:
The Contract Monitor on behalf of White Haven Center will be:
Richard Pshar, Electrical Foreman
White Haven Center
White Haven, PA 18661
Telephone: 570-443-4115
The facility requires all contractors to visit job site which will include visual inspections. Contact Barry Hayward, FMM3 570-443-4112 or John Braddock, FMM1 570-443-4118 for an appointment. A completed signed site visit form must accompany bid package.
Due to concerns over privacy, confidentiality, security, and sensitivity:
1. Living areas where individuals reside cannot be accessed unless accompanied by a facility representative.
2. And the use of the photographic capabilities of personal camera, picture, or video cellular telephones is prohibited by contractors or vendors at Commonwealth owned/leased work sites. This policy does not forbid normal voice use of cellular phones that have photographic capabilities; however, it prohibits the use of the camera-related technology while in Commonwealth work settings.
3. Vendor shall comply with all facility safety procedures.
Violations of this policy may result in termination of contract
GENERATOR LIST & LOCATION:
· Building #1 PARC 150 KW KOHLER Diesel
· Building #2 Penn Hall 150 KW KOHLER Diesel
· Building #3 Haven Hall 20 KW CUMMINS Diesel
· Building #4 Laurel Hall 150 KW KOHLER Diesel
· Building #5 Pocono 200 KW GENERAC Diesel
· Building #6 Pine Hall 150 KW KOHLER Diesel
· Building #7 Administration 20 KW CUMMINS Diesel
· Building #8 Hemlock Hall 50 KW SPECTRUM Diesel
· Building #9 Hickory Hall 150 KW KOHLER Diesel
· Building #10 Keystone 45 KW IDE INTERNATIONAL Diesel 2-ATS
· Building #14 Indy House/
Building #15 Maintenance 100 KW KOHLER Diesel
· Building #18 Powerhouse 125 KW OLYMPIAN Diesel
· Building #16 Dietary (2) 100 KW KOHLER Diesel
250 KW KOHLER Diesel
Additional generators or replacement generators may be included as deemed necessary by Facility Maintenance Manager/Designee.
ATS- automatic transfer switches on all sets 2 per set on Building 14/15
DEPARTMENT OF PUBLIC WELFARE ADDENDUM
A. APPLICABILITY
This Addendum is intended to supplement the Standard Terms and Conditions. To the extent any of the terms contained herein conflict with terms contained in the Standard Contract Terms and Conditions, the terms in the Standard Contract Terms and Conditions shall take precedence. Further, it is recognized that certain terms contained herein may not be applicable to all the services which may be provided through Department contracts.
B. CONFIDENTIALITY
The parties shall not use or disclose any information about a recipient of the services to be provided under this contract for any purpose not connected with the parties’ contract responsibilities except with written consent of such recipient, recipient’s attorney, or recipient’s parent or legal guardian.
C. INFORMATION
During the period of this contract, all information obtained by the Contractor through work on the project will be made available to the Department immediately upon demand. If requested, the Contractor shall deliver to the Department background material prepared or obtained by the Contractor incident to the performance of this agreement. Background material is defined as original work, papers, notes and drafts prepared by the Contractor to support the data and conclusions in final reports, and includes completed questionnaires, materials in electronic data processing form, computer programs, other printed materials, pamphlets, maps, drawings and all data directly related to the services being rendered.
D. CERTIFICATION AND LICENSING
Contractor agrees to obtain all licenses, certifications and permits from Federal, State and Local authorities permitting it to carry on its activities under this contract.
E. PROGRAM SERVICES
Definitions of service, eligibility of recipients of service and other limitations in this contract are subject to modification by amendments to Federal, State and Local laws, regulations and program requirements without further notice to the Contractor hereunder.
F. CHILD PROTECTIVE SERVICE LAWS
In the event that the contract calls for services to minors, the contractor shall comply with the provisions of the Child Protective Services Law (Act of November 26, 1975, P.L. 438, No. 124; 23 P.S. SS 6301-6384, as amended by Act of July 1, 1985, P.L. 124, No. 33) and all regulations promulgated thereunder (55Pa. Code, chapter 3490).
G. PRO-CHILDREN ACT OF 1994
The Contractor agrees to comply with the requirements of the Pro-Children Act of 1994; Public Law 103-277, Part C-Environment Tobacco Smoke (also known as the Pro-Children Act of 1994) requires that smoking not be permitted in any portion of any indoor facility owned or leased or contracted by an entity and used routinely or regularly for the provision of health care services, day care and education to children under the age of 18, if the services are funded by Federal programs whether directly or through State and Local governments. Federal programs include grants, cooperative agreements, loans or loan guarantees and contracts. The law does not apply to children’s services provided in private residences, facilities funded solely by Medicare or Medicaid funds, and portions of facilities used for impatient drug and alcohol treatment.
H. MEDICARE/MEDICAID REIMBURSEMENT
1. To the extent that services are furnished by contractors, subcontractors, or organizations related to the contractor/subcontractor and such services may in whole or in part be claimed by the Commonwealth for Medicare/Medicaid reimbursements, contractor/subcontractor agrees to comply with 42 C.F.R.,Part 420, including:
a. Preservation of books, documents and records until the expiration of four (4) years after the services are furnished under the contract.
b. Full and free access to (i) the Commonwealth, (ii) the U.S. Comptroller General, (iii) the U.S. Department of Health and Human Services, and their authorized representatives.
2. Your signature on the proposal certifies under penalty of law that you have not been suspended/terminated from the Medicare/Medicaid Program and will notify the contracting DPW Facility or DPW Program Office immediately should a suspension/termination occur during the contract period.
I. TRAVEL AND PER DIEM EXPENSES
Contractor shall not be allowed or paid travel or per diem expenses except as provided for in Contractor’s Budget and included in the contract amount. Any reimbursement to the Contractor for travel, lodging or meals under this contract shall be at or below state rates as provided in Management Directive 230.10, Commonwealth Travel Policy, as may be amended, unless the Contractor has higher rates which have been established by its offices/officials, and published prior to entering into this contract. Higher rates must be supported by a copy of the minutes or other official documents, and submitted to the Department. Documentation in support of travel and per diem expenses will be the same as required of state employees.