250199_IFB_Exhibit_A_SOW.docx

IFB No. 250199

EXHIBIT A

SCOPE OF WORK

THREADED PRODUCTS AND FASTENERS

1. GENERAL DESCRIPTION

Contractor shall provide the Orange County Transportation Authority (Authority) with a broad range of threaded products and fasteners. Deliveries shall be made to the specified Authority locations on a scheduled and as-needed basis. All orders shall be approved by the Material Management Planner or an authorized designee. Contractor shall maintain the resources necessary to provide all the items listed on the Price Summary Sheet.

2. REQUIRED SERVICES

a. Order Fulfillment:

i. Parts shall be placed with the Contractor via email, including an attached detailed listing of all parts and quantities.

ii. Orders shall be delivered directly to the designated shipping and receiving location requested by Authority for quality and quantity control.

iii. Each shipment shall include a packing list and a copy of the original order document provided by the Authority.

b. Product Bins and Product Labeling:

i. Contractor shall provide labels for all bins and cabinets to provide ease of location and identification.

ii. Labels shall include a bar code or QR code, along with size/description of each product.

iii. Labels shall be clearly readable and durable and be able withstand various environmental conditions.

c. Delivery Protocol:

i. Contractor shall respond to additional requests required.

ii. Deliveries shall be left with an Authority designated personnel member. Contractor shall not place items directly into stock shelves or bins.

iii. Contractor personnel shall comply with Authority’s site safety and security policies during deliveries.

d. Proof of Compliance:

i. Contractor shall provide proof of conformance with industry standards, practices, and tolerances for "Grade 8" (10.9 metric) fasteners.

ii. Acceptable proof includes laboratory certifications (e.g., ISO 17025) or MilSpec Compliance forms.

iii. Certification shall be available for audit or review upon request.

e. Product Standards:

i. Contractor shall supply samples of each part upon Authority’s request.

ii. Only North American-made, Grade 8 (10.9 metric), high-strength bolts and fasteners shall be accepted.

iii. Non-compliance will be grounds for termination.

3. WARRANTY:

Contractor shall provide a standard manufacturer’s warranty on all parts supplied. Any defective, damaged, or non-compliant items shall be replaced or credited in full shall within fifteen (15) days of written notification at no additional cost to Authority.

a. Parts shall be submitted to the Contractor via email and shall include a detailed listing of parts and quantities. Only Authority-approved staff may place orders.

b. Orders shall be delivered to the Authority’s designated shipping and receiving area at each base.

i. Contractor shall not stock bins or shelves

ii. Each shipment shall include:

iii. A packing slip

iv. A copy of the original purchase request or order

c. Regular service and delivery shall occur once per month per location.

i. Contractor shall respond to urgent or special-order requests within forty-eight (48) hours or sooner based on parts criticality.

d. Contractor shall provide proof of compliance with industry standards for all Grade 8 / Metric 10.9 fasteners. Documentation shall include:

i. Mil-spec certifications

ii. Material traceability

iii. Laboratory reports (if applicable)

e. Contractor shall supply a sample of any product upon request by the Authority.

f. The Authority requires all fasteners to be North American made (USA, Canada, or Mexico).

i. Contractor shall provide all items made by the manufacturer as listed on the Price Summary Sheet.

ii. Use of non-compliant fasteners may result in immediate contract termination for default.

g. Contractor shall maintain stock and price availability for a complete list of commonly used products, including but not limited to:

i. Hex bolts (SAE & Metric, various sizes)

ii. Cap screws

iii. Lock nuts (nylon and standard)

iv. Flange nuts

v. Flat and lock washers

vi. Threaded rods

vii. Socket cap screws

viii. Machine screws

ix. Any specialty items identified during contract term

h. Contractor shall proactively notify the Authority of any back-ordered items and provide the estimated lead time for delivery. Acceptable lead times are as follows:

i. Stocked items: Three (3) to five (5) business days

ii. Non-stock or special-order items: Seven (7) to ten (10) business days

4. SURPLUS STOCK RETURN POLICY

a. If surplus inventory arises due to changes in Authority usage, Contractor shall:

i. Accept return of items in saleable condition

ii. Issue credit at the prevailing rate, less any Authority discounts

iii. Arrange for pick-up at no additional cost to the Authority.

iv. Timeline for return approval and credit issuance withing 30 days of request.

5. INVENTORY & USAGE REPORTING

a. Contractor shall provide a comprehensive inventory usage report every six (6) months, including:

i. List of all items purchased

ii. Quantities ordered per location

iii. Backorder trends

iv. Delivery lead time performance

v. Fill rate, on-time delivery

vi. Reports shall be submitted electronically

6. DELIVERY REQUIREMENTS

a. Contractor shall supply threaded products and fasteners to both the Santa Ana and Garden Grove facilities:

Garden Grove

Santa Ana

b. Delivery Hours are Monday through Friday, 7 a.m. to 4 p.m., excluding holidays.

7. INVOICING AND PAYMENT REQUIREMENTS

a. Invoice Submission. Invoices shall include the following information:

1. Contract or Purchase Order Number

2. Base Location where the delivery was made.

3. Order date and itemized details of the purchase.

4. If miscellaneous items are purchased that exceed a unit price of $500, proper documentation (e.g., manufacturer or contractor catalog page, or copy of contractor’s invoice) shall be provided to verify the discount or markup.

b. Invoice Submission Methods

i. Invoices should be submitted via email to:

ContractorInvoices@octa.net

c. Payment Processing Delays

i. Failure to comply with invoice requirements (e.g., missing documentation, unclear pricing, or invoice submission method outside of what is deemed acceptable) will result in processing delays, and subsequently the payment schedule.

*The Authority reserves the right to add additional facilities any time during the term of this Blanket Purchase Order.

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