Att_2_-_Admin_Requirements.docx

Administrative Requirements Trane Centrifugal Water Chillers Department of General Services (DGS)

BU 7760 IFB 0000033681

Attachment 2

1. REFERENCED BRANDS

For the purpose of this bid, only the specified brands and models listed below will be accepted.

Brand: Trane Model: CVHF048.

Part Number: Trane Centrifugal Water Chiller (CTV), A1, CH-1

This procurement requires brand specific application due to the Chiller placement and functionality. This procurement was to be a maintenance replacement of existing equipment. The 2 chillers are Trane CVHF048.

2. EQUIPMENT TO BE NEW

All equipment is to be new and the latest model in current production. USED, SHOPWORN, DEMONSTRATOR, PROTOTYPE, OR DISCONTINUED MODELS ARE NOT ACCEPTABLE.

3. BOOKS AND MANUALS

Contractor shall provide at the time of the chiller delivery, at least one (1) hard copy of complete operator/instruction manual and one (1) hard copy of the service manual specific to this chiller. Contractor shall also provide at least one (1) hard copy of the operator/instruction manual for each piece of electronics equipment provided.

4. WORKMANSHIP

The equipment and any accessories shall be a product of good workmanship and shall be free from any defects that will affect their appearance or serviceability (performance). This includes, but is not limited to, no scratches on paint, fiberglass, or aluminum, no sharp edges from machining or installation, wiring is securely fastened and free of obstructions, and all hardware is installed correctly. Sharp corners on all material shall be rounded to prevent personnel injury.

5. PRICES

Prices shall be submitted on the Cost Worksheet. Pricing shall be all inclusive. Only the prices/charges submitted in the bid response shall be accepted and included in the awarded contract.

For the purpose of this bid, only bids quoted F.O.B. Destination, Freight Prepaid, will be accepted. No charge for delivery, drayage, express, parcel post, packing, cartage, insurance, license fees, permits, cost of bonds, or for any other purpose will be paid by the State unless expressly included and itemized in the Contract. International shipments will be Delivered Duty Paid (DDP). Import Costs, duties, taxes, value added tax or any other transportation or customs costs will not be paid by the State unless expressly included and itemized in the Contract.

Sales tax shall be included on the bid. The sales tax rate is based on the rate of the area where the product is to be delivered.

6. INSPECTION AND ACCEPTANCE

Inspection shall be completed by DGS Project Manager at the time of delivery and at the final destination. Completion of inspection or acceptance by the DGS Project Manager/DGS shall in no way release the Contractor from satisfying the requirements of the contract, specifications, and warranty. The Contractor shall correct deviations from the specified requirements that are detected by the owning agency in an expeditious manner at no expense to the Department of General Services (DGS).

7. WARRANTY

All products offered must contain, at a minimum, one (1) year warranty from the Original Equipment Manufacturer (OEM) with the option to extend warranty for additional years. The initial warranty period shall commence after acceptance of the product(s).

During the warranty period, the contractor must:

Honor all manufacturers’ warranties and guarantees on all products offered through the contract. If the manufacturer offers an on-site warranty, those warranty services must be passed on to the users of this contract. Vendor shall bear all material, labor and transportation costs for repair of defects and failures occurring within the warranty period.

8. STATE REQUESTED OPTIONS/UPGRAGES, UNANTICIPATED TASKS

For the purpose of this procurement, the State will reserve an amount equal to ten (10) percent of the bid amount to allow for State requested options/upgrades (components, equipment, parts, etc. that provide additional functionality to the specification), unanticipated tasks (additional work that must be performed which was wholly unanticipated and is not specified in the specifications, but which in the opinion of both parties is necessary), and unforeseen components or labor, etc. necessary to complete the installation as indicated within the Agreement. This is the maximum amount that will be available for State requested and approved options/upgrades, components, additional work, etc. after Purchase Order award. Any requests shall be documented via written Purchase Order Change (POC) and will be paid from this reserved allowance. The Contractor is not entitled to any portion of this additional ten percent unless the extra components, labor, tasks, etc. are documented and approved by DGS Requestor and the DGS/PD Buyer.

All Unanticipated Tasks must be defined and authorized by a Work Authorization Form (Attachment 5). The Contractor will submit a Work Order Authorization Form to the DGS and after DGS approval, can proceed with the approved changes, and will be paid from this reserved allowance.

9. WORK AUTHORIZATION FORM

If DGS requires additional work, such as adding transactions or features, that is unanticipated and is not specified in the Contract but is, in the opinion of both parties, necessary to the successful accomplishment of the general scope of work outlined, the Work Authorization Form (Attachment 5), will be used to obtain the approval. The approved Work Authorization will thereby be included in the contract. A Purchase Order Change or Amendment will not be needed.

10. DELIVERY INSTRUCTIONS

Delivery is to be completed in full within sixty (60) calendar days after receipt of (ARO) Purchase Order. In the event that the Contractor requires additional delivery time, they will submit a Work Order Authorization Form (Attachment 5) to the DGS and after DGS approval, can proceed with the approved changes.

The two Trane centrifugal water chillers are to be delivered to the address below:

DELIVER TO:

California Department of Education Fremont School for the Deaf 3044 Horace St.

Riverside, CA 92508

Receiving hours are Monday-Friday, 7:30 am to 1:00 pm, excluding state holidays.

Vendor shall contact DGS Project Manager Shawn Goldsberry at 916-534-9548(cell)/279-799-4328(desk), by email shawn.goldsberry@dgs.ca.gov, backup Erik Heerhartz at 916-213-4135, by email erik.heerhartz@dgs.ca.gov, 48 hours prior to shipping to make delivery arrangements. The Construction Inspection and Management Branch (CIMB) will be reviewing instillation.

Note: In accordance with General Provisions 15, entitled “Delivery,” the Contractor shall strictly adhere to the delivery terms and completion schedule as specified in this solicitation. Failure to comply with the delivery requirements, as stated, may be considered a breach of contract and subject the Contractor to General Provisions 26, entitled “Rights and Remedies of the State for Default.”

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