Att._1_-_Administrative_Requirements.docx

State of California Bid Specification Commodity Title <optional: agency name/location> Spec #, Rev # Event ID Attachment/Exhibit #

Department of General Services BU 6100 Event ID 0000035585 Procurement Division Attachment 1

ADMINISTRATIVE REQUIREMENTS

TBD Contractor (hereafter referred to as Contractor) must provide the California Department of Education (hereafter referred to as CDE or the State), a total of nine (9) Refrigerated Semi Trailer Vans to various locations in the State of California.

1. DESCRIPTIVE LITERATURE

The bidder shall submit complete descriptive literature with the bid and is to note their brand name and catalog or model number. Descriptive literature shall be annotated to specify the applicable page(s), brand, model, and item(s).

FAILURE TO SUBMIT DESCRIPTIVE LITERATURE MAY RESULT IN BIDDER BEING CONSIDERED NON-RESPONSIVE AND REJECTED.

2. BOOKS AND MANUALS

See Attachment 1- Exhibit B titled Additional Terms and Conditions.

3. 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.

4. TOOLS

Standard tool kit and any special tools required for normal operation shall be supplied by the contractor.

5. PARTS AND SERVICE

Body and component repair parts and services shall be readily available from the contractor.

6. WORKMANSHIP

The equipment and any accessories shall be a new product of good workmanship and shall be free from any defects that alter appearance or serviceability. This includes but is not limited to no scratches on paint, fiberglass, or aluminum parts, no sharp edges from machining or installation, wiring is securely fastened and free of obstructions, and all hardware is installed correctly.

7. INSPECTION AND ACCEPTANCE

The vehicle will be inspected for compliance by a State inspector at the dealer’s place of business prior to delivery, inspection will commence within one (1) week of notification. Completion of inspection or acceptance by the State Inspector(s) 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 owning agency.

8. WARRANTY

Copies of the manufacturer’s warranty (including purchased equipment and accessories) must be provided at the time of delivery.

The manufacturer or their authorized dealer shall respond to warranty requests within one business day of report of a failure from the California Department of Education (CDE) and shall dispatch a factory representative to address any workmanship-related issues.

Manufacturer must have a Warranty Service provider ≤ sixty (60) mile radius of Delivery Location (Calculated from the Google map) of the delivery addresses shown below and on Attachment 1- Exhibit B - Additional Terms and Conditions.

All products offered must conform to the Administrative Procedures for IFB and the warranty language in the General Provisions 19.

The contractor shall bear all material, labor, and transportation costs for repair of defects and failures occurring within the warranty period.

9. BILL OF SALE

The original dealer’s “Report of Sale" shall be furnished by all California licensed dealers at the time of delivery of each unit or units covered by these specifications.

A “Manufacturer's Statement of Origin" and original "Bill of Sale" on the Contractor’s letterhead may be supplied for each unit in lieu of a dealer's Report of Sale, if the supplier is not a registered California dealer.

10. PRE-DELIVERY

Pre-deliver check list: Prior to delivery, the vehicle shall be completely inspected and serviced by the dealer and/or the manufacturers pre-delivery service. A copy of the pre-delivery service check list shall be completed for each vehicle, signed by a representative of the organization performing the inspection/service and delivered with the vehicle.

Preparation for delivery: the completed vehicle as presented for the “final” acceptance shall be cleaned, internally and externally (freshly washed and chamois) and delivered full of fuel and with a full charge to the batteries.

11. DELIVERY

Delivery is to occur in full within one hundred and forty (140) calendar days after receipt of the Purchase Order.

The Refrigerated Semi Trailer Vans shall be delivered to the below address:

One (1) 28 FT Refrigerated Semi Trailer Van shall be delivered to the address below:

California Department of Education Sacramento Distribution Center 401 North 3rd Street Sacramento, CA 95811 Two (2) 46ft. Refrigerated Semi Trailer Vans shall be delivered to the address below:

California Department of Education Sacramento Distribution Center 401 North 3rd Street Sacramento, CA 95811

Six (6) 32ft. Refrigerated Semi Trailer Vans shall be delivered to the address below:

California Department of Education Pomona Distribution Center 2550 Fulton Road Pomona, CA 91767

The contractor shall contact Allan Howton at 916-327-2959 at least two (2) weeks prior to delivery to make delivery arrangements.

Delivery shall take place during regular working hours, 6:00 a.m. to 2:30 p.m. Monday through Friday, except State observed Holidays. http://www.calhr.ca.gov/employees/pages/state-holidays.aspx.

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.”

Delivery timelines can be changed if both the state and the contractor agree. Approval for extensions will be done using Attachment 4 - Work Authorization Form. The Contractor will submit a Attachment 4 - Work Authorization Form to CDE for approval and after CDE’s approval, can proceed with the approved changes. The approved Attachment 4 - Work Authorization Form will thereby be incorporated into the contract. A Purchase Order Change or amendment will not be required.

12. PARTIAL DELIVERIES

The State will allow the invoicing and payment of each unit after the contractor completes delivery and inspection is passed and accepted by the CDE.

13. OPTION TO INCREASE/DECREASE QUANTITIES

The State reserves the right to purchase up to 100% of the total dollar amount on the Purchase Order (PO) at the awarded price, for up to 3 years from the date of purchase order.

14. DMV LICENSING AND REGISTRATION

The original dealers “report of sale” shall be furnished by all California dealers at the time of delivery of each unit covered by these specifications. A “manufacturers Statement of Origin” and original “Bill of Sale” on the vendors letter head may be supplied in lieu of a dealers Report of Sale, if the supplier is not a registered California dealer. Dealer shall provide request license plates from DMV license plates for the vehicle. The vendor will need to register and order license plates for all the trailers.

An original weight certificate from a California Weigh Master for registration purposes must be supplied at the time of delivery.

Please see Attachment 1 Exhibit B – Additional Terms & Conditions for DMV Licensing and Registration address information.

15. VEHICLE CODE

California vehicle code: Bidders shall comply with provisions of the California Vehicle Code pertaining to occupational licensing requirements for vehicle dealers, manufactures, etc. Bidders are to submit (with the bid or within five days of a request from the State) a copy of their valid occupational license issued by the State of California Department of Motor Vehicles, or a valid copy of their dealer’s license issued by the State their business is located along with a copy of the occupational license of the California joint bidder. Bidders who fail to submit a copy of a valid occupational license when requested will not be eligible for an award.

Final Stage manufacturer shall be certified by the National Highway Safety Administration and be registered to manufacture or alter vehicles in accordance with code of Federal Regulations, Title 49, part 567-568.

A plate identifying the manufacturer, tare weight vehicles, gross vehicle rating (GVWR), date of manufacturer and all other information specified in the National Traffic Safety Act section 114, and Federal Code of Regulations, Title 49, shall be attached to the truck frame or body in an accessible location.

16. INVOICING AND PAYMENTS

The Contractor shall submit invoices (including the purchase order number) to the following address:

Department: California Department of Education Division: Fiscal and Administrative Services Division Attn: Genny Prowell Address: 1430 N Street, #2213 Sacramento, CA 95814 Phone Number: 916-323-2614 Email: gprowell@cde.ca.gov

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