Attachment_1_-_Administrative_Requirements.docx

ATTACHMENT 1 – ADMINISTRATIVE REQUIREMENTS

1. BID SAMPLES

Bidders who have submitted an administratively compliant bid may be asked to submit a sample of the item(s) offered for inspection and evaluation. Bid samples must represent the material and workmanship quality being offered. PT uniforms must include one of each (shirt, short, sweatshirt, and sweatpants) and meet all the technical requirements, except for the required screen prints. For the screen prints, similar sample fabric(s) with sample screen print(s) must be submitted to show the quality of the proposed screen print.

The samples MUST be tagged with the name and address of the bidder, and bid number clearly marked on the exterior of the shipping container and be clearly labeled as SAMPLES. Samples shall not be enclosed with the bid, nor the bid with the sample.

Samples shall be sent directly to:

DGS – Procurement Division 707 3rd St West Sacramento, CA 95605 Attn: Ramona (Monica) Cardenas

BU# 8940 IFB# 38547

FAILURE TO SUBMIT SAMPLE IN COMPLETE ACCORDANCE WITH THE ABOVE REQUIREMENTS MAY RESULT IN THE BID BEING CLASSIFIED AS NON-RESPONSIVE AND NOT ACCEPTED.

2. PRE-PRODUCTION CONFERENCE

A pre-production conference, within 14 calendar days after purchase order award, shall be held between the awarded bidder and at least one (1) Military Department personnel. Within seven (7) calendar days, the Military Department shall contact the awarded bidder to schedule the pre-production conference, at a specified location or via teleconference.

This conference shall be held prior to the start of any production. The purpose of this meeting is to review the specifications, clarify questions, pre-production samples overview, and share contract information.

3. WORKMANSHIP

Delivered uniforms shall be free from defects that will affect their appearance or serviceability. Examples of some of these defects are holes, cuts, tears, spots, stains, objectionable odor, twisting/puckering, thread ends not removed, or any other defects. Any changes and variations in materials or fabric during the contract period would need prior approval from the Military Department.

As required in the bid, pre-production samples(s) will be submitted to the CA Cadet Corps for review and approval prior to commencing full production. These approved pre-production sample(s) will then serve as the standard(s) and will be used as reference(s) to compare material and workmanship quality of delivered products.

4. INSPECTION AND ACCEPTANCE

Inspection shall be completed by State Inspector(s) at the time of delivery and at the final destination in accordance with the Non-IT General Provisions, Section 4. Inspection, Acceptance and Rejection 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.

5. DELIVERY INSTRUCTIONS

Delivery is to be completed in full on or before 120 days following the issuance of the purchase order. Contractor shall coordinate and provide 72 hours' notification of the delivery to the contact person specified on the purchase order. Contractor shall coordinate and provide 72 hours notification of delivery to the Military Department contact person specified on the purchase order.

Deliveries may be made to locations inside secure institutional grounds that require prior clearances to be made for delivery drivers. Security clearance procedures may vary from facility to facility. The Contractor will be responsible for contacting the Military Department contact person specified on the Purchase Order for security clearance procedures, hours of operation for deliveries and service, dress code, and other rules of delivery.

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.”

6. PARTIAL DELIVERIES

Partial deliveries will be accepted, and partial payments will also be allowed after receipt, inspection, and acceptance of goods by the Military Department.

7. BILLING INFORMATION

Invoices shall include the Agreement Number and be submitted in triplicate to:

Military Department ATTN: Box 43, Accounts Payable 10601 Bear Hollow Drive Rancho Cordova, CA 95670

8. CHANGES IN QUANTITY PER SIZE

The State reserves the right to increase or decrease the quantities of each size shirt, shorts, sweatpants, and sweatshirts as reflected on the cost worksheet up to 30% of each line item quantity. The total quantity ordered by the state for this purchase order will remain the same per category (t-shirts, shorts, sweatshirts, and sweatpants).