Att._2_-_Admin_Requirements.pdf

Department of General Services BU 6100 Event ID 0000039356 Procurement Division Attachment 2

Administrative Requirements

TBD Contractor (hereafter referred to as Contractor) must provide the State of California, California Department of Education (hereafter referred to as CDE or the State), three (3) Mobile Generators (two 480 kilowatt (kW) generators, and one 100kW generator) to various locations in California. In addition to meeting all technical specifications requirements as outlined in Attachment 1 - Technical Specifications 6115-TS-0282245_Rev_B, Contractors shall also meet the administrative requirements listed herein. Contractors who do not meet these administrative requirements may have their bids deemed non-compliant.

Books and Manuals Contractor shall provide at the time of Mobile Generators delivery, at least one (1) hard copy and /or one (1) electronic copy (CD) (as applicable) of the operating/instruction manual specific to the Mobile Generators at time of delivery. Contractor shall also provide at least one (1) hard copy of service and/or one electronic copy of manual and parts list any and all necessary functional manuals, adjustment manuals, schematic diagrams and parts catalogues, upon delivery. Parts of the equipment are to be available for each model and available for purchase by the State at no greater cost than published list prices. The State will not be paying for replacement parts covered by warranty.

The supplier shall be capable of providing replacement part(s) within five (5) working days after a purchase order is submitted to the supplier. Any request for an extension must be in writing. Manuals are to be in the English language.

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. Optional equipment necessary to meet the requirements of this specification shall also be included.

Unit and any accessories shall be delivered completely assembled and ready for operation. All equipment options and accessories are to be factory installed. If factory installed options are not available, dealer-installed options may be acceptable if approved by the State in advance.

All dealer-installed options shall be listed on each bid.

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

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

Department of General Services BU 6100 Event ID 0000039356 Procurement Division Attachment 2

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.

Pre-Delivery Pre-delivery check list: Prior to delivery, the vehicle shall be completely inspected and serviced by the dealer and/or the manufacturer’s pre-delivery service. A copy of the completed predelivery service check list shall be provided 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.

Delivery Delivery is to be completed in full within one hundred fifty calendar days After Receipt of Purchase Order. Delivery time can be extended via a Work Authorization Form (Attachment

5) if both, the State and Contractor agree. The Contractor will submit a Work Authorization Form for approval and, after receiving approval, can proceed with the approved changes.

The Mobile Generators shall be delivered to the addresses below:

Generator Qty Address Contact Phone # 480kW 1 401 North 3rd St, Sacramento, CA 95811 Daniel Turk (916) 323-1217

100kW 1 401 North 3rd St, Sacramento, CA 95811 Daniel Turk (916) 323-1217

480kW 1 2550 Fulton Rd, Pomona, CA 91767 Craig Trisler (909) 962-5340

Contractor shall contact the appropriate personnel noted in the table above 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 paragraph 15 of the General Provisions 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 11.4, entitled “Rights and Remedies of the State for Default”.

http://www.calhr.ca.gov/employees/pages/state-holidays.aspx

Department of General Services BU 6100 Event ID 0000039356 Procurement Division Attachment 2

Warranty Equipment shall operate satisfactorily and have a minimum warranty period of one (1) year from date of delivery to the State. Contractor shall bear all material, labor, and transportation costs for repairing defects and failures occurring within the warranty period.

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 user of this contract. Contractor shall bear all material, labor, and transportation costs for repairing defects and failures occurring within the warranty period.

This warranty does not cover standard wear items that wear out due to normal wear.

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 (1) business day of report of a failure from CDE and shall dispatch a factory representative to address any issues.

Manufacturer must have a Warranty Service provider ≤ 60-mile radius of Delivery Location (Calculated from the Google map) of the below address(s):

• 401 North 3rd St, Sacramento, CA 95811

• 2550 Fulton Rd, Pomona, CA 91767

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.

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

DMV Licensing and Registration Each unit will be registered with the State of California, Department of Motor Vehicles, by the Fleet Management Branch of the Department of Consumer Affairs. All documentation supplied for registration shall contain the following physical and post office box addresses:

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.

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

https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/NonIT-General-ProvisionsGoods-DGS-PD-401NITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/NonIT-General-ProvisionsGoods-DGS-PD-401NITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/NonIT-General-ProvisionsGoods-DGS-PD-401NITGP-Revised-02202025.pdf

Department of General Services BU 6100 Event ID 0000039356 Procurement Division Attachment 2

All Documentation supplied for registration shall contain the physical address mentioned under the delivery address section.

Inspection and Acceptance The final inspection is a two-phase process (pre-delivery and delivery). The completed Mobile Generator(s) as presented to CDE for the inspection process shall be serviced, cleaned internally and externally, and full of fuel.

Note: Contractor is responsible and shall pay for all travel costs of State inspection staff and contractor’s staff. Transportation expenses consist of the charges for commercial carrier fares, private or State vehicle mileage allowances, overnight and day parking for State-owned or privately-owned vehicles, bridge or road tolls, taxi or streetcar fares and all other charges essential for transportation.

The State inspection staff shall consist of two (2) CDE personnel and (1) DGS Engineer.

Travel expenses shall be allowed in accordance with the Department of Personnel Administration (DPA) regulations, Title 2, California Administrative Code, Chapter 3, Subchapter 1, Article 2, Traveling Expenses.

If additional interim inspections are required, such inspection trips shall be at the expense of the contractor at $50.00 per hour (including travel time) and all expenses (meals, lodging, and cost of transportation). Travel expenses will be documented, and these fees will be deducted from the invoice.

Units delivered to the delivery location will be accepted only when all Purchase Order requirements have been met, shipping damages have been corrected, and required documents are received by the State.

The State reserves the right to change, at no cost to the State, the inspection location and/or delegate the inspection(s) at their discretion to an independent (third party) company.

An operational check shall be completed within five (5) working days by CDE after delivery to the final FOB destination.

In the event that deficiencies are detected, the Mobile Generators shall be rejected and the delivering dealer shall be required to make the necessary repairs, adjustments or replacements within five (5) working days. If the deficiencies, repairs, adjustments, and replacements found at the Acceptance Inspection are not corrected within five (5) working days the contract for that machine shall be terminated and any costs related to the rejection and contract termination will be the sole responsibility of the dealer/contractors the dealer/manufacturer from satisfying the requirements of the contract specifications or warranty.

Department of General Services BU 6100 Event ID 0000039356 Procurement Division Attachment 2

Rejection Failure to comply with Attachment 1 - Technical Specifications 6115-TS-0282245_Rev_B or construction requirements shall result in a rejection of mobile generator(s).

If the dealer receives notice in writing that the mobile generator(s) is not acceptable, the mobile generator(s) shall be removed within seven (7) calendar days. If the dealer fails to remove said mobile generator(s) from the State’s facilities within the specified period, the State may forward said mobile generator(s) to the dealer/manufacturer’s repair center by common carrier at the dealer/manufacturer’s expense and risk.

The dealer/manufacturer shall be responsible for all costs associated with returning a rejected machine to their designated repair center and the return to CDE.

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

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

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.

Work Authorization Form If the CDE requires additional work, such as adding transactions or features, that is unanticipated task(s) 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, Attachment 5 - Work Authorization Form, will be used to obtain the approval. The approved Work Authorization Form will thereby be incorporated to the contract. A Purchase Order Change or Amendment will not be required. The approved Work Authorization will thereby be included in the contract. A Purchase Order (PO) Change or Amendment will not be needed unless there is a change to the PO amount.

Department of General Services BU 6100 Event ID 0000039356 Procurement Division Attachment 2

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: State Operations Address: 1430 North St, STE 2213 Sacramento, CA 95814 Email: STATEOPS@cde.ca.gov mailto:STATEOPS@cde.ca.gov