Att._2_-_Admin_Requirements.docx

Department of General Services Snow Blower Tractor Procurement Division Event ID 39870, Page 1 of 4

ATTACHMENT 2 - ADMINISTRATIVE REQUIREMENTS

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

2. Equipment To Be New All equipment shall be new, current production and shall be supplied with all accessories indicated as standard equipment in the manufacturer's published literature. Equipment necessary to meet the requirements of this specification shall also be included.

3. 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. 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.

4. Books And Manuals Contractor shall provide at the time of delivery, at least one (1) hard copy and /or one (1) electronic copy (CD) (as applicable) of the operating/instruction manual specific to the Heavy-Duty Compact Articulated Utility Tractor with Snow Blower Attachment, at time of delivery. Contractor shall also provide at least one (1) hard copy of the service manual and parts list any and all necessary functional manuals, adjustment manuals, schematic diagrams and parts catalogues, upon delivery. Parts for equipment are to be available for each model and available for purchase by the State at no greater cost than the published list prices.

5. Required Documentation The following documentation shall be provided with the delivery of the Heavy-Duty Compact Articulated Utility Tractor with Snow Blower Attachment:

a. Dealers Report of Sales: 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.

b. 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.

c. Certified Weight Masters Certificate

d. Emissions Controls Certification (if such is required by Department of Motor Vehicles)

e. Weight Certificate: Upon delivery, the Contractor must provide a certified weight certificate showing the total “Tare” weight for the vehicle.

f. Final Manufacturer I.D. Plate Required: A Final Manufacturer’s Identification label shall be attached to the complete unit. The label shall be in compliance with the National Traffic and Motor Vehicle Safety Act, section 114 and Federal Code of Regulations 49.

6. Manufacturer’s Plate Required A plate identifying the manufacturer, gross vehicle weight, date of manufacture, and all other information as specified by the US Occupational Safety and Health Administration (OSHA) shall be attached to the Heavy-Duty Compact Articulated Utility Tractor with Snow Blower Attachment

7. Inspection and Acceptance DGS inspection must be successfully completed prior to acceptance of the units. A CCC inspection will be conducted at the time of delivery at the final destination by a CCC 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 CCC accordance with Section 8, Failed Acceptance.

8. Failed Acceptance Should the Heavy-Duty Compact Articulated Utility Tractor with Snow Blower Attachment or any of the equipment provided fail to meet the State’s minimum conditions, requirements, or other applicable standards, specifications, or guidelines, the following resolution process will be employed.

a. CCC will notify the Contractor in writing within five (5) business days after delivery of any acceptance problems by identifying the specific inadequacies and/or failures in the services performed and/or the products produced by the Contractor. An email from the CCC to the Contractor will be allowed as the initial problem notification document.

b. The Contractor will, within five (5) business days after the initial problem notification, respond to CCC by submitting a detailed explanation describing precisely how the identified services and/or products actually adhere to and satisfy all applicable requirements, and/or a proposed corrective action plan to address the specific inadequacies and/or failures in the identified services and/or products. Failure by the Contractor to respond to the CCC’s initial problem notification within the required time limits may result in immediate contract termination. In the event of such termination, the Contractor will remove the auto-vaccinator machine for the CCC site, and the order will be canceled at no cost to the CCC. An email from the Contractor to the CCC Representative Contact will be allowed as the response to the initial problem notification document.

c. CCC will, within five (5) business days after receipt of the Contractor’s detailed explanation and/or proposed corrective action plan, notify the Contractor in writing whether it accepts or rejects the explanation and/or plan. If CCC rejects the explanation and/or plan, the Contractor will submit a revised corrective action plan within three (3) business days of notification of rejection. Emails are allowed as a communication medium. Failure by the Contractor to respond to the State’s notification of rejection by submitting a revised corrective action plan within the required time limits may result in immediate contract termination.

9. 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 CCC Representative at the delivery location issues written acceptance for each unit.

10. Rejection Failure to comply with specification or construction shall result in a rejection of Heavy-Duty Compact Articulated Utility Tractor with Snow Blower Attachment.

If the dealer receives notice in writing that the Heavy-Duty Compact Articulated Utility Tractor with Snow Blower Attachment is not acceptable, the Heavy-Duty Compact Articulated Utility Tractor with Snow Blower Attachment shall be removed within seven (7) calendar days. If the dealer fails to remove the Heavy-Duty Compact Articulated Utility Tractor with Snow Blower Attachment from the State’s facilities within the specified period, the State may forward the Heavy-Duty Compact Articulated Utility Tractor with Snow Blower Attachment to the dealer’s repair center by common carrier at the dealer’s expense and risk.

Payment and/or commencement of a discount period (if applicable) shall not be made until all defects are corrected and the Heavy-Duty Compact Articulated Utility Tractor with Snow Blower Attachment is acceptable. The bidder/manufacturer shall be responsible for all costs associated with returning a Heavy-Duty Compact Articulated Utility Tractor with Snow Blower Attachment to their designated repair center and the return to CCC.

Complete vehicle, during construction, or at delivery/department inspection, not meeting specifications as agreed by both parties shall be subject to rejection and contract termination with not costs to the State including shipping and construction costs.

Completion of the final acceptance and operational check by CCC shall in no way releases the dealer/manufacturer from satisfying the requirements of the contract specifications or warranty.

Completed vehicle, during construction, or at delivery/department inspection, not meeting specification as agreed by both parties shall be subject to rejection and contract termination with no costs to the State including shipping and construction costs.

10. Warranty Contractor shall bear all material, labor, and transportation costs for repair of defects and failures occurring within the warranty period. Contractor shall state the manufacturer's standard warranty period and provide documentation describing the warranty coverage.

Authorized Service Support: The bidder shall identify the authorized service provider(s) or dealer support location(s) that will provide warranty repairs, service, and parts support for the equipment offered. The bidder shall include the name and location of the authorized service provider(s) with its bid submission. Manufacturer must have a Warranty Service provider ≤ 100-mile radius of Delivery Location (calculated from Google Maps).

All products offered must conform to the warranty language in the Department of General Services Procurement Division, Non-Information Technology - General Provisions - Goods, DGS PD 401-NITGP (Goods), Section 5.

11. Delivery Instructions Delivery is to be completed in full within 120 days from Purchase Order date. Delivery terms and timelines can be changed if both the state and Contractor agree. Approval of extensions will be done using Attachment 5 -Work Authorization Form. The Contractor will submit a Work Authorization Form to CCC for approval and after the CCC’s approval, can proceed with the approved changes. The approved Work Authorization Form will thereby be incorporated to the contract; A Purchase Order Change or amendment will not be required.

The Heavy-Duty Compact Articulated Utility Tractor with Snow Blower Attachment shall be delivered to the address below:

California Conservation Corps – CCC Tahoe 1949 Apache Ave South Lake Tahoe, CA 96150 Contractor shall contact TBD CCC Representative at least two (2) weeks prior to delivery to make delivery arrangements.

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.”

11. Invoicing Requirements Invoices shall be submitted to the ordering agency within seven (7) calendar days from date of delivery. The Contractor’s invoice must include, at a minimum:

· Contractor’s name, address, and telephone number

· Purchase Order Number

· Line-Item Number

· Quantity purchased

· Contract Unit Price and Extension

· State sales and/or use tax

· Prompt payment discounts/cash discounts, if applicable

· Totals for each order

The State’s obligation to make payment pursuant to the contract is subject to availability of appropriated funds. Receipt of a Purchasing Authority Purchase Order (STD. 65) or Purchase Order in FI$Cal under this contract is proof of encumbered funds for that order.

The Contractor shall submit invoices to the following address:

California Conservation Corps Attn: TBD 1719 24th St Sacramento, CA 95816 Ph: (916) 341-3163