Attachment_1_-_Administrative_Requirements.docx
DOCX document 127 KB Posted
- Attached to
- Refrigerated Trailers
- Solicitation number
- 0000038951
- Issued by
- Los Angeles County, Sacramento County, San Francisco City, California
About this file
This is an Administrative Requirements attachment for a bid specification issued by the State of California Department of General Services, Procurement Division, for the procurement of refrigerated semi-trailer vans for the California Department of Education. The solicitation specifies the delivery of nine refrigerated semi-trailer vans in three different sizes: one 28-foot unit to be delivered to the Sacramento Distribution Center, six 32-foot units to the Pomona Distribution Center, and two 46-foot units to the Sacramento Distribution Center. All deliveries must be completed within 180 calendar days of purchase order receipt, with delivery occurring during regular business hours (6:00 a.m. to 2:30 p.m., Monday through Friday, excluding state holidays). Contractors must contact Allan Howton at 916-327-2959 at least two weeks prior to delivery to arrange delivery logistics.
The contractor is required to provide complete operator and service manuals in English, standard tool kits, readily available repair parts and services, and manufacturer's standard warranty documentation at time of delivery. All equipment must be new with superior workmanship, free from defects, and delivered fully fueled with fully charged batteries after completion of pre-delivery inspection and cleaning. The contractor must possess valid occupational licensing as required by California Vehicle Code, and final-stage manufacturers must be certified by the National Highway Safety Administration and registered to manufacture or alter vehicles per Federal Regulations Title 49, parts 567-568. A warranty service provider must be located within a 75-mile radius of either the Sacramento or Pomona delivery locations, and the manufacturer must respond to warranty requests within two business days. The contractor shall bear all materials and labor costs for repairs during the warranty period, and the State may request extensions through a Work Authorization Form process.
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment_5_-_Work_Authorization_Form.docx | DOCX document | |
| Attachment_4_-_Narrative_Response_Form.docx | DOCX document | |
| Attachment_3_-_Cost_Worksheet.xlsx | XLSX spreadsheet | |
| Attachment_2_-_Technical_Specification.pdf | ||
| IFB_6100-38951.docx | DOCX document |
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Text version
State of California Bid Specification Commodity Title <optional: agency name/location> Spec #, Rev # Event ID Attachment/Exhibit #
| Department of General Services | Refrigerated Semi-Trailer Vans | |
| Procurement Division | BU | 6100 Event ID 0000038951, Page 2 of 2 |
ATTACHMENT 1 – ADMINISTRATIVE REQUIREMENTS
1. BOOKS AND MANUALS The contractor shall provide at the time of delivery at least two (2) hard copies (when available) or electronic copies of complete operator/instruction manuals and two (2) hard copies (when available) or electronic copies of the service manual specific to the Refrigerated Semi Trailer Vans listed below. Manuals are to be in English language.
· 28 ft. Refrigerated Semi Trailer Van
· 32 ft. Refrigerated Semi Trailer Van
· 46 ft. Refrigerated Semi Trailer Van
| 2. TOOLS | Standard tool kit and any special tools required for normal operation shall be supplied by the contractor. | |||
| 3. PARTS AND SERVICE | Body and component repair parts and services shall be readily available from the contractor. | |||
| 4. 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. | |||
| 5. INSPECTION AND ACCEPTANCE | The vehicle will be inspected for compliance with these specifications 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. | |||
| 6. WARRANTY | Copies of the manufacturer’s standard warranty (including purchased equipment and accessories) must be provided at the time of delivery. |
The manufacturer or their authorized dealer shall respond via email to warranty requests within two business days of reporting a failure from California Department of Education (CDE) and if the manufacturer chooses to do so, may dispatch a factory representative to address any workmanship-related issues.
Manufacturer must have a Warranty Service provider ≤ 75-mile radius of Delivery Location (Calculated from the Google map) of the below address:
· 401 North 3rd Street Sacramento, CA 95811
· 2550 Fulton Road Pomona, CA 91767
All products offered must conform to the Administrative Procedures for Invitation for Bid (IFB) and the warranty language in the General Provisions 19.
The contractor shall bear all materials and labor costs for repair of defects and failures occurring within the warranty period.
7. 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.
8. 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 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.
9. DELIVERY Delivery is to occur in full within 180 calendar days after receipt of the Purchase Order.
The Refrigerated Semi Trailer Vans shall be delivered to the addresses identified below:
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
Six (6) 32 ft. Refrigerated Semi Trailer Vans shall be delivered to the address below:
California Department of Education Pomona Distribution Center 2550 Fulton Road Pomona, CA 91767
Two (2) 46 ft. 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 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. For State observed Holidays, refer to http://www.calhr.ca.gov/employees/pages/state-holidays.aspx.
Note: In accordance with General Provisions 15.2, 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.”
Delivery timelines can be changed if both the state and the contractor agree. Approval for extensions will be carried out using a Work Authorization Form (Attachment 5). The Contractor will submit a Work Authorization Form to the California Department of Education (CDE) for approval and after CDE’s approval, can proceed with the approved changes. The approved Work Authorization Form will thereby be incorporated into the contract. A Purchase Order Change or amendment will not be required.
| 10. PARTIAL DELIVERIES | The State will allow the invoice and payment of each unit after the contractor completes delivery and inspection is passed and accepted by the CDE. | |
| 11. 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 request and provide license plates from DMV license plates for the vehicle. |
An original weight certificate from a California Weigh Master for registration purposes must be supplied at the time of delivery.
All Documentation supplied for registration shall contain the identified delivery location below:
One (1) 28 ft. Refrigerated Semi Trailer Van will be registered at the address below:
California Department of Education Sacramento Distribution Center 401 North 3rd Street Sacramento, CA 95811
Six (6) 32 ft. Refrigerated Semi Trailer Vans will be registered at the address below:
California Department of Education Pomona Distribution Center 2550 Fulton Road Pomona, CA 91767
Two (2) 46 ft. Refrigerated Semi Trailer Van will be registered at the address below:
California Department of Education Sacramento Distribution Center 401 North 3rd Street Sacramento, CA 95811
12. VEHICLE CODE California vehicle code: Bidders shall comply with provisions of the California Vehicle Code pertaining to occupational licensing requirements for vehicle dealers, manufacturers, 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, 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 trailer frame or body in an accessible location.
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