ATTACHMENT 5 – ADMINISTRATIVE REQUIREMENTS

Scope This document establishes the administrative and performance requirements applicable to the Contractor following award. These requirements govern inspection, delivery, acceptance, payment, and other obligations associated with fulfillment of the Purchase Order. The Contractor shall comply with all provisions set forth herein.

Workmanship All equipment to be provided must all be new and the latest model in current production. Used, shopworn, prototype, or discontinued models are not accepted.

The equipment and accessories must be a product of good workmanship and free from any defects that will affect their appearance or serviceability. This includes, but is not limited to, the absence of scratches on paint, fiberglass, or aluminum, free from sharp edges resulting from machining or installation, all 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.

Trailer Registration The Contractor shall provide the original dealer’s Department of Motor Vehicles (DMV) Report of Sale (REG 397) at the time of delivery for each unit furnished under this Contract when the unit is purchased through a California licensed dealer. The DMV REG 397 shall identify the California Department of Fish and Wildlife (CDFW) using the following business address: 960 Riverside Parkway, Suite 90, West Sacramento, CA 95605.

When the Contractor is not the original selling dealer (e.g., the unit is purchased from the manufacturer or another dealer for resale to CDFW), the Contractor shall provide complete documentation establishing the full chain of ownership from the manufacturer or original selling dealer to the Contractor, and from the Contractor to CDFW, to support DMV registration.

If the supplier is not a registered California dealer, the Contractor may provide a “Manufacturer’s Statement of Origin” and an original “Bill of Sale” on the Contractor’s letterhead in lieu of a dealer’s Report of Sale. If the manufacturer is located outside the state of California, the Contractor shall also submit a “Statement of Facts” (REG 256) stating that “the customer demands title and will complete the registration themselves.”

Boat Registration A “Manufacturer’s Statement of Origin” including all signatures indicating transfer(s) of ownership and original “Bill of Sale” on the Contractor’s letterhead or on a DMV REG135 must be supplied.

If applicable, the Coast Guard (CG) 1261 shall show that the vessel was built for CDFW and that the ownership is transferred from the Contractor to CDFW. CG 1261 is required for vessels over 5 net tons or greater than 25 feet in length. If the CG 1261 is not applicable, this section will be removed from final contract.

Proof Of Purchase and Vin Number(S) Contractor shall supply CDFW bill of sale or similar proof of purchase showing the cost of the boat and trailer, taxes paid, and the full Vehicle Identification Number (VIN) number and complete hull number of the vessel.

Pre-Construction Conference Contractor, Contractor’s Representatives, representatives from Department of General Services (DGS) and CDFW shall participate in a pre-construction conference to be scheduled within 30 calendar days of issuance of the Purchase Order.

The purpose of this pre-construction conference is to review drawings, designs, measurements, construction timeline, and other general pre-construction issues, books and manuals.

Contractor shall provide legible drawings with dimensions and a construction timeline to the CDFW representative at least 5 working days prior to the scheduled pre-construction conference.

Pre-Construction Conference shall be scheduled between the Contractor and the State representatives listed below. CDFW will facilitate the meeting via Microsoft Teams or similar video conferencing platforms.

CDFW Delivery Representative Contact Information:

Name: TBD Phone: TBD Email: TBD

DGS Representative Contact Information:

Name: TBD Phone: TBD Email: TBD Books and Manuals Contractor shall provide, at the time of delivery, at least one (1) hard copy of complete operator/instruction manual(s) and one (1) hard copy of service manual specific to 17’ x 8’ Airboat and Trailer. Contractor shall provide at least one (1) hard copy of the operator/instruction manual for each piece of electronics equipment provided.

Warranty Copies of all manufacturers’ warranties, including warranties for any purchased equipment, shall be provided at the time of delivery and shall apply from the acceptance date.

The hull, deck, and console shall include a minimum one‑year manufacturer’s warranty covering materials and workmanship.

The engine shall include the full manufacturer’s warranty beginning on the acceptance date, and the Contractor shall also provide an additional five (5) year supplemental extended warranty for the engines.

All equipment, electronics, and miscellaneous items shall include the manufacturers’ standard warranties. The Contractor shall respond to warranty requests within one (1) business day of receiving notice of a failure from CDFW and shall dispatch a factory representative to address any issues.

All products offered must conform to the warranty language identified in the General Provisions, Section 5, Warranty. The Contractor shall bear all material, labor, and transportation costs associated with the repair of defects occurring within the warranty period.

Delivery Delivery of all items shall be completed in full within 180 calendar days after receipt of the Purchase Order (PO). All required books, manuals, and warranty documentation shall be submitted at the time of delivery.

The Contractor shall contact the TBD CDFW Representative at least five (5) working days prior to delivery to coordinate delivery arrangements and obtain the final delivery address. If the TBD CDFW Representative is unavailable, the Contractor shall contact the TBD CDFW Administrative Representative. CDFW will then notify the DGS OFAM Representative to arrange the required inspection at the delivery location.

Delivery timelines may be adjusted upon mutual agreement between CDFW and the Contractor. Any timeline change must be initiated using Attachment 5.1, Work Authorization Form. The Contractor shall complete and submit the Work Authorization Form to CDFW for approval. Upon approval, the Contractor may proceed with the revised delivery timeline. Approved Work Authorization Forms will be incorporated into the Purchase Order, and no Purchase Order Change or amendment will be required.

The boat shall be delivered on its trailer to the following location:

CDFW Imperial Wildlife Area Niland, CA 92257 Specific delivery location: TBD

Inspection and Acceptance CDFW will coordinate with State Inspectors who shall be present at time and date of delivery.

DGS inspection must be successfully completed prior to acceptance of the units. A CDFW inspection will be conducted at the time of delivery at the final destination by a CDFW representative. Completion of the DGS OFAM State Auto Inspector’s inspection or acceptance does not relieve the Contractor of the obligation to fully satisfy all requirements of the Purchase Order, specifications, and warranty.

The Contractor shall correct deviations from the specified requirements that are detected by CDFW accordance with Section 11, Failed Acceptance.

Failed Acceptance Should the Airboat and Trailer or any equipment provided fail to meet the minimum conditions, requirements, or other applicable standards, specifications, or guidelines of either the DGS Inspector of Automotive Equipment or CDFW, the following resolution process shall be followed.

CDFW and the Contractor will communicate via email. CDFW will notify the Contractor in writing within five (5) business days after delivery of any acceptance issues, identifying the specific inadequacies and/or failures in the services performed or the products provided.

The Contractor shall, within five (5) business days after the initial problem notification, respond to CDFW with a detailed explanation describing how the identified services and/or products adhere to all applicable requirements, and/or provide a proposed corrective action plan to address the specific inadequacies and/or failures. Failure to respond within the required timeframe may result in immediate termination of the Purchase Order (PO). In such event, the Contractor will remove the Airboat and Trailer from the CDFW site, and the order will be cancelled at no cost to CDFW.

CDFW will, within five (5) business days after receiving the Contractor’s explanation and/or proposed corrective action plan, notify the Contractor in writing whether the explanation or plan is accepted or rejected. If rejected, the Contractor shall submit a revised corrective action plan within three (3) business days of the rejection notice. Failure to respond within the required timeframe may result in immediate PO termination. In such event, the Contractor will remove the Airboat and Trailer from the CDFW site, and the order will be cancelled at no cost to CDFW.

CDFW will, within three (3) business days of receiving the revised corrective action plan, notify the Contractor in writing whether the revised plan is accepted or rejected. Rejection of the revised corrective action plan shall result in immediate PO termination. In such event, the Contractor will remove the Airboat and Trailer from the CDFW site, and the order will be cancelled at no cost to CDFW.

Emails are an acceptable communication medium.

Final Acceptance Written notice will be provided upon acceptance of the unit. Processing Contractor payments and/or cash discounts (if applicable) shall begin only after a CDFW Representative at the delivery location issues written acceptance for each unit.

Unanticipated Tasks For the purpose of this procurement, the State shall allow an amount equal to 10% of the total contract/purchase order (PO), to be added to the contract / purchase order to allow for unanticipated tasks (well documented and unanticipated price increase of goods/services or additional work that must be performed which was wholly unanticipated and is not specified in the specification, but which in the opinion of both parties is necessary), All Unanticipated Tasks must be defined and authorized by a Work Authorization Form Attachment 5.1. The Contractor will submit a Work Order Authorization Form to the California Department of Fish and Wildlife (CDFW) and after Department’s approval, can proceed with the approved changes, and will be paid from this reserved allowance.

Each Work Authorization Form shall consist of a detailed statement of the work to be performed, an estimated time schedule for the performance of the work, and the Contractor’s itemized and total one-time and on-going costs, or cost reductions, of the Work Authorization. Prior to commencing work, the Work Authorization must be signed by the Contractor’s designated representative and by the State’s or designated representative. The executed Work Authorization will thereby be incorporated as a Schedule to this Agreement.

The Contractor is not entitled to any portion of the additional 10% unless the unanticipated tasks are documented and approved by the (Department’s Name).

Invoice Requirements Once goods are received and accepted, Contractor shall provide invoices according to Department of General Services Procurement Division, Non-Information Technology - General Provisions - Goods (GP) Section 10.1 and e-mailed to the CDFW Administrative Representative below. The Contractor will be paid according to GP 10.2. Invoices must be submitted to:

CDFW Administrative Representative Contact Information:

Name: TBD Phone: TBD Email: TBD Payment of any invoice will be made only after receipt of a complete, supported, documented, and accurately addressed invoice. All invoices must be approved by the CDFW Administrative Representative Contact.

Invoices shall include:

· The word “Invoice” in a prominent location at the top of the page(s)

· Printed name of the Contractor

· Business address of the Contractor including P.O. Box, City, State, and Zip Code

· The date of the invoice

· The PO number upon which the claim is based

· An itemized account of the items for which CDFW is being billed.

· The total amount due. This should be in a prominent location in the lower right-hand portion of the last page and clearly distinguished from other figures or computations appearing on the invoice; the total amount due must include all costs incurred by the Contractor.

· The original or verified electronic signature of the Contractor (not required of established firms or entities using preprinted letterhead invoices).

· The full Hull number

ATTACHMENT 5.1 – WORK AUTHORIZATION FORM

The task/deliverable(s) will be performed in accordance with this Work Authorization and the provision of Contract Number:

Title of Task/Deliverable

Task/Deliverable Summary (Brief description of task/deliverable to be performed under work authorization)

California Department of Fish and Wildlife Division coordinator or Designee Contractor