Att.1_Exhibit_C_-_Admin_Requirements.docx

State of California Purchase Order 5225-XXXXX

The Administrative Requirements set forth herein establish the obligations, performance standards, and compliance conditions governing the Contractor’s provision of goods and services associated with the wheelchair lift van conversion work for the California Department of Corrections and Rehabilitation (hereinafter referred to as the CDCR).

PRE-CONSTRUCTION CONFERENCE

A. A pre‑construction conference shall be held with the State within fifteen (15) calendar days following execution of the Purchase Order. The Contractor shall schedule the conference in sufficient time to meet this requirement. The conference shall establish requirements for the conversion process, including travel, expectations, and inspection.

1. The conference may be conducted at the Contractor’s operational facility or held virtually, as determined by CDCR’s Statewide Transportation Unit. Factory‑employed design engineers shall attend to support discussion of the Contractor’s bid drawings and all related technical matters.

2. Inspection shall be conducted by the CDCR Inspector or another State employee designated by CDCR, subject to CDCR approval. Travel to a Contractor facility located within one hundred (100) miles of the Designated Delivery Location shall be the financial responsibility of the State, and travel to any facility located beyond that distance shall be at the Contractor’s sole expense, as set forth in the Travel section of the Statement of Work.

3. Construction activities shall not commence until the pre‑construction conference has occurred.

PROTOtYPE INSPECTION A. Prototype

1. Contractor shall perform all wheelchair‑accessible van conversion services in accordance with Scope of Work (SOW) and the specifications set forth in this Agreement. The conversion process shall begin with the designated prototype unit, which shall serve as the basis for design validation and production consistency.

2. Contractor shall coordinate with the CDCR Inspector to schedule the prototype inspection at the Contractor’s manufacturing facility.

3. Upon approval of the prototype, the Contractor shall use the approved configuration as the standard for all subsequent production units. All remaining vehicles shall be converted in accordance with the approved prototype, and no deviations shall be permitted without prior written authorization.

B. Prototype Inspection

1. CDCR representative(s) shall conduct the prototype inspection at the Contractor’s facility utilizing CDCR’s internal Attachment A – Vehicle Inspection Checklist solely as a reference or expectation, which does not constitute a Final Acceptance Inspection.

2. All items identified during the Prototype inspection shall be repaired, refinished, or replaced before delivery, and any unresolved items at the time of delivery to the CDCR facility may result in the State rejecting the van conversion(s) until all corrections are completed to the State’s satisfaction.

C. Prototype Acceptance and Responsibilities

1. CDCR shall conduct the prototype inspection of the completed installation of the agreed‑upon number of prototype wheelchair‑lift units within five (5) calendar days of the Contractor’s written notification.

2. The State shall try to identify everything possible in the prototype Inspection but does not guarantee that new items shall not be found at the “Final Acceptance Inspection”.

3. Completion of the inspection or acceptance by State Inspector(s) does not relieve the Contractor of its obligation to meet all contract requirements, specifications, and warranty provisions. The Contractor shall correct any deviations from the specified requirements identified by the State Inspector or CDCR, and all corrections shall be made promptly and at no additional cost to the State.

4. Inspection services shall be performed in accordance with State Administrative Manual Section (SAM) 4113.

EQUIPMENT, QUALITY AND SERVICE REQUIREMENTS

Comply with the standards as they apply to the approved prototype and to all subsequent van units produced under this Purchase Order, including but not limited to the following:

A. Ensure that all service, repair, warranty, and parts support necessary for the performance of this Contract is provided through a Factory‑Authorized service and parts center.

A. The service and parts center is required to be located within the State of California.

B. All installed components must be new, unused, and of the current model year, and include all standard equipment identified in the manufacturer’s printed literature, except where an installed option renders the standard equipment unnecessary.

C. The equipment and all associated accessories must be manufactured and assembled with good workmanship and be free from defects that impair appearance, performance, or serviceability.

HANDLING AND PRE-ACCEPTANCE REQUIREMENTS

All remaining van units requiring conversion shall follow the protocol, standards, and inspection procedures established during the prototype test and shall meet all vehicle pre‑acceptance requirements with a reference of Attachment A – Vehicle Inspection Checklist. Contractors shall complete the following:

A. Deliverables encompass, including but not limited to, coordinating and arranging all transportation logistics, securing required permits and documentation.

B. CDCR must be notified at least twenty-four (24) hours in advance to arrange all transportation or delivery activities.

C. Maintain a minimum of seven (7) van units at its facility at all times, ensuring they are readily accessible and in inspectable condition, in compliance with the approved prototype conversion, for CDCR inspection upon request or upon the Inspector’s arrival onsite.

D. Vehicle must be fully inspected, serviced, and detailed prior to delivery with completed, Attachment A – Vehicle Inspection Checklist inspection checklist shall accompany each unit.

E. All equipment and accessories shall be fully installed in accordance with manufacturer instructions before delivery.

F. If unforeseen circumstances prevent the scheduled delivery, the Contractor shall hold the vehicle at no cost to the State until all delivery conditions are met.

TRANSPORTATION RESPONSIBILITIES AND GUIDELINES

The transportation responsibilities and requirements are mandatory to preserve the condition, safety, and protection standards of the Van Conversion during transit, and any deviation may result in penalties or contract termination at the discretion of the State, together with the following provisions:

A. The contractor shall be responsible for transporting the vans from Vacaville, CA to the awarded Contractor’s facilities. The vans are to be transported by tow or flatbed exclusively and shall not be driven by the Contractor for transportation purposes. Odometer mileage will be verified upon delivery.

B. Any damage associated with the transportation or delivery of the Van Conversion between CDCR facilities and the Contractor’s location shall be repaired or replaced at no cost to the State.

DELIVERY CONDITIONS

A. Provide a qualified, factory‑authorized service representative at the delivery site to perform all necessary adjustments to the unit and to instruct designated operators in the proper operation of the unit and all supplied optional accessories.

B. When the delivery timeline cannot be met, the Contractor is required to notify CDCR immediately and submit an extension request through Attachment 5 – Work Authorization Form that includes a clear explanation for the delay. No work may proceed until CDCR issues written approval. Upon approval, the Work Authorization Form is incorporated into the Contract and does not require a Purchase Order Change or amendment.

C. At no time shall more than ten (10) vans be permitted at the Contractor’s facility for conversion, and no fewer than seven (7) vans shall be maintained in active process, except as expressly authorized through written modification issued by the State.

D. Delivery shall occur at the CDCR designated location identified in this Contract. All deliveries are to be made to the specified address, during the hours and in the manner set forth by CDCR, unless otherwise authorized in writing by the State.

Delivery Location:

California State Prison Solano California Correctional Training and Rehabilitation Authority 2100 Peabody Road Vacaville, CA 95687 E. Upon delivery of the vehicle, remove all packaging and miscellaneous materials from the site and dispose of them at the Contractor’s sole expense.

IN-SERVICE NOTIFICATION

The in-service notification documents CDCR’s determination that the wheelchair equipped vehicle or installed wheelchair lifts have been placed into operational use. This notification establishes the start of all applicable warranty and performance obligations and provides a formal record of acceptance for operational deployment, lifecycle tracking, and audit documentation.

A. The in‑service date is distinct from the delivery date to CDCR and is subject to the following conditions:

1. The in‑service date shall occur no later than ninety (90) calendar days after delivery of the installed wheelchair lifts to CDCR.

2. The in-service notification shall be issued by CDCR to the Contractor, who may not be the original manufacturer, which could be a reseller, distributor, installer, or other authorized entity.

3. The in‑service date is a date distinct from the acceptance date, and it serves as the point at which warranty obligations begin.

FINAL INSPECTION AND ACCEPTANCE REQUIREMENTS

A. Coordination and scheduling of the vehicle delivery with the DGS Office of Fleet and Asset Management (OFAM) Inspector of Automotive Equipment shall occur a minimum of three (3) weeks in advance to accommodate inspector scheduling requirements.

B. Acceptance of the wheelchair‑lift conversions shall be contingent upon a final inspection conducted by DGS and CDCR to determine conformity with all applicable specifications, technical requirements, and contract terms, including, but not limited to, the following:

1. Verification that no damage or loss occurred during transit.

2. Completion by DGS‑OFAM of the final acceptance inspection and the operational assessment within five (5) working days following delivery to the designated delivery location.

3. Documentation of all identified deficiencies in an Inspection Report and transmittal of the report to the Contractor within seven (7) working days of the inspection.

4. Correction by the Contractor of all identified issues within thirty (30) working days at no cost to the State of California.

5. All outstanding items identified in the Inspection Report shall be corrected by the Contractor prior to the final acceptance inspection. Failure to correct all identified items may result in rejection of the vehicle and cancellation of the Purchase Order at no cost to the State.

6. The final acceptance inspection must occur within forty‑five (45) calendar days following the preceding inspection, and the Contractor is required to provide confirmation that all deficiencies identified during the inspection of the completed wheelchair‑conversion vehicle have been fully corrected.

C. Completion of the final acceptance and operational check by the State inspector does not relieve the Contractor of the obligation to meet all Purchase Order specifications or to fulfill all warranty requirements.

D. Removal by the Contractor of all remaining equipment or goods deemed disposable material from the State site within thirty (30) calendar days at no cost to the State; failure to remove such material shall result in the State returning it at the Contractor’s sole expense.

REJECTION

A. Failure to complete all required corrections within the forty‑five (45) calendar‑day deadline shall constitute a material breach and shall result in immediate rejection of the vehicle and cancellation of the Purchase Order at no cost to the State, including all shipping, construction, and related expenses incurred as of the date of rejection.

B. Transportation required to return a rejected vehicle to the designated repair facility and to return it to CDCR will be at the Contractor’s expense.

AUTHORIZED WARRANTY REPAIR

A. All service or warranty work performed under the Contractor’s or manufacturer’s warranty at any authorized warranty facility within California, including but not limited to parts, labor, freight, expedited shipping, and travel or mileage, shall be the sole responsibility of, and paid for by, the Contractor.

B. A warranty service location must have a physical shop facility capable of housing a minimum of three (3) units simultaneously.

C. A warranty service location must be available within a 100‑mile Google‑map radius of the Delivery Location identified in the Delivery Conditions of this Administrative Requirement.

D. Upon notification from CDCR that a vehicle requires repair, a response that includes completed Authorized Warranty Repair Facility Locations form identifying the approved warranty facility where the repair will occur is required within forty‑eight (48) hours. Failure to meet this timeframe constitutes non‑performance under this Contract.

E. Warranty repairs are to be scheduled and initiated within a commercially reasonable timeframe, not to exceed five (5) business days from CDCR’s authorization to proceed, unless otherwise approved by CDCR.

F. Repair status updates must be provided upon CDCR request, and written email notice is required when the repair is complete, and the unit is ready for return to service.

G. CDCR must be notified before any repair involving installation of a replacement part. No replacement part may be installed without CDCR’s written confirmation of acceptability. All replacement parts must be new and compliant with manufacturer specifications.

H. Documentation associated with warranty repairs including diagnostic reports, parts invoices, and work orders must be maintained and provided upon CDCR request.

I. When required under this Purchase Order, transportation of the unit to and from the authorized warranty facility is the Contractor’s responsibility at no cost to CDCR.

J. Emergency repairs identified by CDCR are to be prioritized, with service expedited to the maximum extent practicable.

K. Installed equipment may be relocated at any time and to any location at CDCR’s direction, with notice provided to the Contractor.

WARRANTY

A. The warranty for each unit, including all modifications and optional accessories, is for a period of one (1) year and begins on the date CDCR places the unit into service. CDCR will provide the Contractor written notice of the in‑service date by mail or email.

B. A copy of the manufacturer’s warranty for the unit, including all accessories and optional equipment, must be provided with each unit delivered.

C. The vehicle conversion must not alter, limit, or void the Original Equipment Manufacturer (OEM) warranty for any components or systems that are not modified by the Contractor.

D. Documentation must be provided, upon request, to demonstrate that the converted vehicle complies with all applicable federal and state laws, rules, and regulations, including all Federal Motor Vehicle Safety Standards in effect at the time of conversion.

PAYMENT

A. Partial payments may be authorized at the State’s discretion upon delivery and verification of five (5) or more completed units, and such payments shall not be considered acceptance or limit the State’s right to inspect, require corrections, or reject any unit. Acceptance occurs only after the State completes the final inspection and issues written confirmation of acceptance.

B. Payment, including any applicable discount period, may be processed only after a CDCR Representative confirms that all defects have been corrected and written notice of Acceptance has been issued to the Contractor.

OPTIONAL QUANTITIES & UNANTICIPATED TASKS.

Optional Quantities and Pricing Requirements

1. Pricing for optional quantities shall remain established for the duration of the optional purchase period.

2. Any optional purchase must occur within twelve (12) months of the original Purchase Order award date.

3. The unit price for any optional wheelchairs shall not exceed ten percent (10%) above the unit price of the initial forty (40) wheelchairs.

Unanticipated Tasks

The State will reserve an amount equal to ten percent (10%) of the bid amount, which represents the maximum amount available after Purchase Order award for unanticipated tasks, including but not limited to enhancements that provide additional functionality to the specifications, necessary components, labor, or other items determined by both parties to be required to complete the requirements of this Agreement.

1. A Work Authorization Form is required for all Unanticipated Tasks and must be submitted to CDCR for review. Work may not proceed until the form is approved and signed by the Contractor’s designated representative and the State’s designated representative. Each Work Authorization Form shall include:

a. a detailed description of the work to be performed.

b. an estimated schedule for completion; and

c. the Contractor’s itemized and total one‑time and ongoing costs, or cost reductions, are associated with the work.

2. Once signed by both parties, the Work Authorization is incorporated into the Agreement. Any Unanticipated Task that results in a price change will require a Purchase Order Amendment. Approved work will be charged against the allowance established for unanticipated tasks.

PURCHASE ORDER TERM

All work and associated deliveries under this scope must be fully completed within one (1) year from the date of Purchase Order execution. The one‑year period applies solely to the delivery of the wheelchair‑lift conversions, in the quantity identified in the Cost Worksheet, and does not apply to any warranty obligations, future repairs, or other service‑related activities.

PURCHASE ORDER REPRESENTATIVES

Any changes in Contractor’s Project Manager must be immediately reported in writing to CDCR. The State reserves the right to identify a CDCR Designated Representative in the absence of the CDCR Contract Manager or Designated Representative.

A. PURCHASE ORDER PROJECT MANAGER

B. BILLING/PAYMENT INQUIRIES

Section/Unit: Statewide Transportation Unit

Name: TBD

Address: TBD

Phone: TBD

E-mail: TBD

C. ADMINISTRATIVE INQUIRIES

Section/Unit: Statewide Transportation Unit

Name: TBD

Address: TBD

Phone: TBD

E-mail: TBD

TRAVEL EXPENSES

The State and the Contractor, by mutual agreement, shall adhere to the travel standards applicable to all activities performed under this Agreement, including but not limited to the following:

1. The Contractor shall reimburse the CDCR for mileage associated with the use of a personal vehicle or for the cost of a rental vehicle, and the reimbursement shall be applied as a credit on the Contractor’s quarterly invoice when the Contractor’s facility is located more than one hundred (100) miles from the Designated Delivery Location.

CDCR shall provide the required mileage documentation to the Contractor prior to invoice preparation, subject to a mutually agreed‑upon schedule for submitting such documentation.

CDCR shall process reimbursement for air travel, lodging, and meals when the Contractor’s facility is located more than one hundred (100) miles from the Designated Delivery Location.

CDCR and Contractor shall administer all travel expenses in accordance with the California Department of Human Resources travel reimbursement rules. California Code of Regulations, Title 2, Division 1, Chapter 3, Subchapter 1. Regulations can be found at the following link: http://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx image1.png