Attachment_1_-_ADMIN_REQUIREMENTS.pdf

STATE OF CALIFORNIA - NATURAL RESOURCES AGENCY Gavin Newsom, Governor

DEPARTMENT OF FORESTRY AND FIRE PROTECTION

P.O. Box 944246

SACRAMENTO, CA 94244-2460

(916) 653-7772

Administrative Requirements

SCOPE

The administrative requirements described herein shall make up part of the minimum requirements for the attached Invitation for Bid package and outline the acceptance process after a PO has been issued. In addition to meeting all technical requirements as outlined in the specification, Bidders shall also meet any administrative requirements listed herein.

Each bid package shall constitute a single bid that meets the specifications. A single bid package with multiple bids that were not requested shall have all bids in the bid package voided.

DESCRIPTIVE LITERATURE

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

For this bid, descriptive literature shall be in the form of a complete sales quote, identifying brand, model, SKU, sizes, quantities, and totals.

FAILURE TO SUBMIT DESCRIPTIVE LITERATURE BY THE BIDDER, MAY BE CONSIDERED

NON-RESPONSIVE AND NOT ACCEPTED.

DELIVERY

Delivery timelines can be changed if both the Department of Forestry and Fire Protection (CAL FIRE) and the Awarded Bidder agree. Approval for extensions will be carried out using the Amendment Process, with the creation of an Amendment by CAL FIRE. The Awarded Bidder will discuss adjusted delivery dates with the receiving CAL FIRE unit and the Business Service Office (BSO), after receiving approval, can proceed with the approved changes. The approved Amendment will be incorporated into the order.

Delivery shall be made to the below delivery address during normal business hours Monday through Friday from 6:30 a.m. to 4:00 p.m. except State Holidays.

Delivery Location: Contact Person CAL FIRE RRU Contact Name: Kieth Miller 210 W. San Jacinto Work Phone: (951) 940-6900 Perris, CA 92570 Email: kieth.miller@fire.ca.gov

IFB 3PA5A01465

Turnout Pants

CAL FIRE

4/7/26

Delivery is to be completed in full within 12 weeks of contract award. All actions including delivery, assembly, installation, and inspection, are preferred to be completed within 8 weeks of contract award.

CAL FIRE reserves right to review alternative time-frames submitted with a respective bid for evaluative purposes.

Contractor shall contact Kieth Miller at least two (2) weeks prior to delivery to make delivery arrangements. Delivery shall be made during normal business hours: Monday – Friday from 6:30 a.m. (PT) – 4:00 p.m. (PT), except on official state holidays.

Acceptance of goods upon delivery does not exempt manufacturer from liability for any major defects or inherently problematic design.

PARTIAL DELIVERIES

Partial deliveries will be accepted, and partial payments will also be allowed after receipt, inspection, and acceptance of goods by the California Department of Forestry and Fire (CAL FIRE)

INSPECTION AND ACCEPTANCE

Inspection will be done at the time of delivery at the final destination by CAL FIRE inspector(s).

Completion of inspection or acceptance by the State inspector shall in no way release the dealer from satisfying the requirements of the contract, specifications, and warranty. The dealer 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.

Any unsatisfactory materials or evidence of faulty workmanship shall be removed and replaced or corrected by and at the expense of the manufacturer. Failure to find faulty materials or workmanship at inspection times does not release the manufacturer of responsibility for said faulty materials or workmanship.

REJECTION

As previously mentioned, the awarded bidder shall deliver goods that is in compliance to the listed specifications of the bid package. Material deviations not previously discussed and agreed to, from the listed specifications of the bid package, may result in rejection of the goods by CAL FIRE.

CAL FIRE reserves right to reject goods that are non-compliant with specifications of the bid package.

Rejection of the goods may result in contract termination at no cost to the state, including manufacturing costs and shipping/delivery costs.

CAL FIRE will provide written notice to the supplier that goods have been rejected by CAL FIRE due to non-compliance of the goods to listed specifications of the bid package.

Final acceptance of the goods and final payment by the State does not release supplier from specifications, requirements, and warranty under contract. Supplier is liable for goods’ compliance to specifications and warranty, including after final payment is made.

WARRANTY

Copies of the manufacturer's warranties (including purchased goods) shall be provided at the time of delivery.

Goods, electronics, and miscellaneous shall include manufacturers standard warranties.

All products offered must conform to the warranty language identified in the General Provisions,

05. Warranties & Representations.

PAYMENT

Process for payment will be initiated on each unit as units are received and deemed acceptable or when a valid invoice is received, whichever is later. A valid invoice is one that has the correct costs that match the PO, has the PO information on the document, is on the Contractor’s letterhead, and says “Invoice”. If there is a discount period, it will start after the final acceptance of each unit on the PO. Unless otherwise specified, invoice(s) shall be sent to the address set forth herein.

The invoice shall be printed on the supplier’s letterhead.

CAL FIRE’s Ship-To and Bill-To address for the purpose of this bid shall be listed on the invoice as:

Ship To:

CAL FIRE - RRU

210 W. San Jacinto Ave.

Perris, CA 92570 Attention To: Kieth Miller, FLO 1

Bill To:

CAL FIRE - RRU

210 W. San Jacinto Ave.

Perris, CA 92570 Attention To: Kieth Miller, FLO 1

Invoice(s) and any applicable payment documentation shall either be:

• Emailed to kieth.miller@fire.ca.gov

• Physically mailed to 210 W. San Jacinto Ave., Perris, CA 92570

• Attention: Kieth Miller

Bidder Certification:

Please certify that you have received all four (4) pages of this document and that you have reviewed and agree to the requirements, terms, and conditions within by signing below and returning all pages with bid submission.

Printed Name

Signature

Date