Attachment_1_Sample_Agreement.pdf

State of California Statement of Work

Wheelchair Lift Van Conversions 2310-SW-0248957

KADHIM, A Page 1 of 5 06/10/2025

Document Summary Detail Type Detail Event ID - Commodity Wheelchair Lift Van Conversions Attachment (Exhibit) - Statement of work 2310-SW-0248957 Specification Date 06/10/2025 Revision Level - Revision Date - Agency Name California Department of Corrections and Rehabilitation

Revision History Statement of Work

Rev Level

Revision Date Author Summary of Changes

2310-SW-0248957 - - AHMED KADHIM Initial Release

BU 5225 Event ID 0000035899 Attachment 1, Exhibit A

Wheelchair Lift Van Conversions

2310-SW-0248957

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1.0 SCOPE

This statement of work (SOW) establishes the State and Contractor responsibilities for the wheelchair lift van conversions intended for use by personnel and inmates at the California Department of Corrections and Rehabilitation (CDCR). It is the intent of this SOW is to describe the minimum requirements for the installation of a rear door accessible wheelchair lift into a Ford Transit XL Van, Medium Roof, 15-passenger supplied by CDCR.

CDCR reserves the right to waive minor variation(s) if, in the opinion of CDCR, the modification meets the general intent of this specification. The van conversion shall be delivered to the specified delivery location completely and ready for service.

The vehicle shall be used as a paratransit vehicle providing transport for two inmate passengers, one custody staff driver, one custody staff front passenger and two wheelchair bound inmates.

2.0 STATE RESPONSIBILITIES

2.1 The State agency shall be responsible for uninstalling the back two seats before delivery to the awarded contractor. The vehicle will be a Ford Transit XL van, gasoline fueled.

2.2 A flat floor shall be provided in the wheelchair passenger area except for over the OEM wheel wells. The final delivery shape will be discussed it during the pre-construction meeting.

3.0 CONTRACTOR RESPONSIBILITIES

3.1 Contractor is to have no more than 10 vans at any given time at contractors site location.

Note: this is subject to change if CDCR inspector has evaluated the site location and determines the site is not fit to accommodate the original terms set due to safety and security of vans.

3.2 The flat floor, except for the rear wheel wells, shall be coated with polymer (vinyl) floor covering.

3.3 The construction of the floor shall allow a smooth surface for unobstructed wheelchair movement throughout the passenger area

3.4 The floor shall be construction of five-eighths (5/8) inch minimum marine grade plywood security attached to the OEM floor surface. The plywood sheet shall be edge sealed and tightly butted to the next sheet. Seams shall be filled and sanded smooth. The floor surface shall be covered with thick commercial grade vinyl transit floor materials.

3.5 The van shall be equipped with two seats featuring lap and shoulder belts, along with a four-point retractable Q’Straint securement system for enhanced passenger safety. (See image 3 below).

3.6 ADA compliant access and accommodation for two wheelchair bound inmate passengers shall be comply with ADA Section 49 CFR Part 38.

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3.7 ADA compliant power wheelchair lift mounted at the rear door area, to include one remote that controls lift the hydraulic pump for ADA lift needs to be on the right side of the lift (Passenger Side). Due to vehicle having blower AC fan on driver side floor. At the rear of van not allowing enough space for the wheelchair to enter the vehicle. (Or opposite side from OEM blower).

3.8 Flooring – Mounts for seating needs to be reinstalled after sub floor is installed.

3.9 The contractor shall be responsible for transporting the vans from Vacaville, CA to the awarded Contractor’s facilities by flatbed truck or if contactors site location is within 50 miles from Vacaville, CA, the vans can be driven. Round trip mileage is not to exceed 100 miles.

3.10 All exterior or exposed welded finishes shall be ground smooth and be free of rough surfaces as a standard production process.

3.11 All parts, components and accessories installed shall be new. All exposed surfaces and edges shall be smooth, free from burrs and other projections and shall be neatly finished.

3.12 All wiring harness metal, rubber fluid lines, including fuel and brake lines that are modified, altered, relocated or added shall be equal to the OEM in material quality, workmanship, installation and protection from the elements.

3.13 All electrical wiring added as a result of the conversion shall be automotive stranded copper, of sufficient gauge to handle the load. Each wire is to be color-coded and permanently labeled at least every eighteen (18) inches to identify their function. All harnesses that are modified or added to the vehicle shall be secured to the frame or body at a maximum 12-inch intervals with insulated P clamps. All exposed terminals and wiring shall be protected from the elements using sealed terminals. Exposed wires shall be wrapped or loomed in corrosion and moisture resistant material. All connectors shall be pin connectors. A system wiring schematic shall be provided for easy troubleshooting of add-on wiring.

3.14 Contractor shall not post any stickers/advertisements on the vehicle.

3.15 All materials used for fabrication shall be new and unused. All structural welds shall be continuous bead welds. Staggered intermittent welds may be used in specific areas as the design permits. All welds shall be of first-quality standard with no slag scale, flux, spatter, or pinholes prior to the application of any surface coating.

3.16 All aluminum welding follows American Welding Society D1.2 2014 Structural Welding Code - Aluminum. All sheet metal welding follows most current American Welding Society requirements for structural welding of sheet metal. All flux core arc welding for steel is to be performed to current American Welding Society Standards. All welders are to be certified to meet the American Welding Society codes. The welder’s certificates shall be available if requested.

3.17 All bodies and applicable parts shall be painted with a paint system that delivers a durable low maintenance and long-lasting finish and shall meet OEM paint standard. The finished paint shall be free of contamination and defects. Orange peel levels shall meet or exceed the #6 American Coatings Technology (ACT) standards.

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3.18 All removable items such as brackets, compartment doors, trim, etc. shall be painted separately to insure paint behind all mounted items.

3.19 All final vehicle inspections are to be done by designated CDCR inspector at the contractors site location prior to delivery to PIA- Solano in Vacaville, CA. The notification process of vehicles ready for inspection will be determined during pre-construction meeting between awarded contractor and CDCR.

3.20 All warranty work is to be completed at contractors site location and the transportation of vans will be the responsibility of the contractor, if vehicle has already been inspected and transported to PIA- Solano in Vacaville, CA.

3.21 Delivery for all (49) vans is to be completed within one year from receipt of purchase order.

4.0 INFORMATIONAL PICTURES

4.1 The pictures below show the vehicle model and is for information only.

(1) (2)

(3) (4)

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(5)

Technical Specification

Wheelchair Lift Van Conversions 2310-TS-0248957

KADHIM, A Page 1 of 3 06/10/2025

Document Summary Detail Type Detail Event ID - Commodity Wheelchair Lift Van Conversions Attachment (Exhibit) - Technical Specification 2310-TS-0248957 Specification Date 06/10/2025 Revision Level - Revision Date - Agency Name CDCR

Revision History Technical Spec Rev

Level Revision Date Author Summary of Changes

2310-TS-0235559 - - AHMED KADHIM Initial Release

Attachment 1, Exhibit B

2310-TS-0248957

KADHIM, A Page 2 of 3 06/10/2025

1.0 SCOPE

This specification establishes the minimum requirements for the wheelchair lift intended for use by personnel and inmates at the Department of Corrections and Rehabilitation (CDCR). A Ford Transit XL Van, Medium Roof, 15 passengers will be converted to allow the installation of the rear door accessible wheelchair lift. The converted van shall be capable of safely transporting two wheelchair bound inmates.

2.0 APPLICABLE LAWS and INDUSTRY STANDARDS

The following standards, laws, regulations, and codes of the issue in effect on the date of the Invitation for Bid (IFB) form a part of this specification to the extent specified herein. Any applicable laws, regulations, codes, industry standards, or manufacturing standards, though not specifically cited, shall apply. Any referenced document is the current edition, as of the date of the issuance of this specification.

2.1 LAWS, REGULATIONS, and CODES

2.1.1 Americans with Disabilities Act (ADA)

2.1.2 American Public Transportation Association (APTA)

2.1.3 California Department of Transportation (Caltrans)

2.1.4 California Vehicle Code (CVC)

2.1.5 Code of Federal Regulations (CFR)

2.1.6 Federal Motor Vehicle Safety Standards (FMVSS)

2.1.7 U.S. Department of Transportation (U.S. DoT)

2.2 INDUSTRY STANDARDS

2.2.1 American Society of Mechanical Engineers (ASME)

2.2.2 American Society for Testing and Materials (ASTM) International

2.2.3 American National Standards Institute (ANSI)

2.2.4 International Organization for Standardization (ISO)

2.2.5 Society of Automotive Engineering (SAE) International

3.0 TECHNICAL REQUIREMENTS

3.1 GENERAL

The wheelchair lift shall be new, unused, and current production as specified in the solicitation at the line-item description. Products bid shall meet or exceed the requirements in the solicitation line-item description. The wheelchair lift shall be supplied with all equipment and accessories indicated as standard equipment in the manufacturer’s published literature or website.

The wheelchair lift shall include all necessary equipment, be complete, and ready to use. All parts not specifically mentioned which form part of the complete unit required for functionality shall be provided and shall conform in design, strength, quality of materials, and workmanship to the highest standards of engineering practices.

2310-TS-0248957

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3.2 WORKMANSHIP

The wheelchair lifts and any equipment or accessories shall be a product of good workmanship.

The wheelchair lift shall be free from any defects that will affect appearance or serviceability;

including, but not limited to, paint/metal free from scratches, securely fastened wiring, and free from obstructions of all correctly installed hardware. All exterior or exposed welded finishes shall be ground smooth and be free of rough surfaces as a standard production process.

3.3 ACCESSIBILITY

The wheelchair lift shall meet any applicable ADA accessibility requirements.

3.4 SAFETY

The wheelchair lift shall meet all applicable FMVSS requirements.

3.5 TYPE

The wheelchair lift shall be the Braun Century Series model #NDCC-2 or Ricon titanium.

3.6 STYLE

The wheelchair lift shall be for rear door installation and shall not be folding style.

3.7 LOAD CAPACITY

The wheelchair lift shall have a minimum lifting capacity of 800 pounds.

3.8 LIFTING WEIGHT CAPABILITY

The wheelchair lift shall have a minimum lifting weight capability of 400 pounds.

3.9 Clear HEIGHT

The wheelchair lift shall have a maximum clear height of 58 inches.

3.10 Clear PLATFORM WIDTH

The wheelchair lift shall have a minimum platform width of 31 inches.

3.11 Clear PLATFORM LENGTH

The wheelchair lift shall have a minimum platform length of 43 inches.

3.12 FLOOR-TO-GROUND TRAVEL

The wheelchair lift shall have a minimum floor-to-ground travel of 40 inches.

Administrative Requirements

Wheelchair Lift Van Conversion

Attachment 1, Exhibit C

This Administrative Requirement reflects the services and/or goods to be provided by the Contractor on the purchase order, for the California Department of Corrections and Rehabilitation (CDCR), hereinafter referred to as the CDCR.

1. SERVICE REPRESENTATIVE

The Contractor, at their expense, shall provide a qualified factory authorized service representative to be in attendance at the delivery site to make any necessary adjustments to the unit and give instructions to the operators to assure correct operation of the unit and optional accessories supplied.

2. PRE-CONSTRUCTION CONFERENCE

A pre-construction conference call between the Contractor and State representative(s) shall be held within fifteen (15) calendar days after award. Within seven (7) calendar days, the Contractor shall contact the agency to schedule the pre-construction conference call.

This conference call shall be held prior to the start of any construction. The purpose of this meeting is to review drawings and finalize exterior compartments, interior cabinet locations, dimensions, and color scheme, etc. Factory employed design engineer(s) shall be present during the pre-construction conference to answer any design, and/or engineering questions relating to the layout of the Wheelchair Lift Van Conversion. The Contractor shall provide final drawings to the agency for approval prior to the construction.

3. INSPECTION TRIPS

Prototype Inspection Upon completion of the first Van Conversion, an inspection trip for CDCR shall be made to the facility to inspect the prototype unit. Once approved, the rest of the units delivered must match the initial unit. The Contractor shall consult with CDCR representative as to the proper timing of the inspection trip. 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 State Inspector or CDCR. All deviations shall be corrected in an expeditious manner at no expense to the State.

Pre-delivery Inspection All units are subject to a pre-delivery inspection with a minimum of five (5) units to be inspected at a time, the Contractor shall contact the CDCR inspector to schedule a pre-delivery inspection of the Van Conversion at the Contractor’s manufacturing facility. One (1) CDCR representative shall travel to the Contractor’s fabrication facility for the pre-delivery inspection of CDCR’s completed the Van Conversion. The “Pre-delivery Inspection” is not the “Final Acceptance Inspection”. The Pre-delivery inspection must be conducted within five (5) calendar days of written notification from the Contractor. The Pre-delivery inspection shall consist of the completed installation for five (5) wheelchair lifts.

Wheelchair Lift Van Conversion

All items noted during the “Pre-delivery Inspection” shall be repaired, refinished, or replaced prior to the actual delivery. If items listed on the inspection list have not been repaired/replaced prior to delivery to the CDCR Facility, it shall be the State’s right to reject the Van Conversion(s) at the time of delivery until all repairs have been successfully completed to the satisfaction of State. The State shall try to identify everything possible in the Pre-delivery Inspection but does not guarantee that new items shall not be found at the “Final Acceptance Inspection”.

If additional inspection trips are required by CDCR, those trips shall be at no cost to the Contractor.

4. TRAVEL EXPENSES

The Contractor shall provide all reasonable expenses for travel to and from the facility for lodging, meals, and car rentals for up to one (1) state personnel if the Contractor facility is more than 100 miles from Vacaville, California. Each visit shall be in accordance with the pre-construction meeting and inspection requirements as stated above at the manufacturer’s facility. Air travel, meals, and lodging expenses shall be included in the bid cost.

Travel expenses shall be allowed in accordance with the California Code of Regulations, Title 2, Division 1, Chapter 3, Subchapter 1. Regulations can be found at the following link: http://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx

5. SERVICE AND PARTS

Contractor shall utilize the Factory Authorized service, repair, warranty, and parts center for routine warranty and maintenance. Service and parts center shall be located in California.

All installed components shall be new, unused, current year’s model and will have all standard equipment shown in the manufacturers printed literature unless a specific and installed option makes the standard equipment unnecessary

6. 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 of serviceability.

7. PRE-DELIVERY REQUIREMENTS

The following are pre-delivery requirements of the vehicle:

a. Prior to delivery, the vehicle shall be completely inspected, serviced and detailed by the Contractor’s pre-delivery service center. A copy of the pre-delivery checklist shall be completed for the vehicle, signed by a representative of the organization performing the inspection/service, and delivered with the vehicle.

The supplier shall not drive the vehicles from Solano to their location. Instead, the supplier shall have the vehicles transported via truck or trailer to and from the Contractor’s location.

http://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx http://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx

Wheelchair Lift Van Conversion

b. The Contractor shall be responsible for any damage to the vehicle during shipping. Any damaged components shall be replaced at no cost to the State.

c. The Contractor shall be responsible for holding the vehicle at no cost to the State until conditions are ready for delivery.

d. The supplier shall be responsible for any and all damage done to the vehicle finished work during the delivery of the vehicle.

e. The Contractor shall install all equipment and accessories prior to delivery and in accordance with manufacturer’s written instructions.

f. Upon delivery of the vehicle, the Contractor shall remove all packaging and miscellaneous materials from site and dispose at their own expense.

8. DELIVERY

Delivery is to be completed in full within three hundred sixty-five (365) calendar days after the Purchase Order date.

Delivery timelines can be changed if both the state and the contractor agree.

Approval for extensions will be done using Attachment 5 - Work Authorization Form.

The Contractor will submit a Work Authorization Form to CDCR for approval and, after CDCR’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.

Once five (5) vans are retrofitted, those five (5) vans are to have a pre-delivery inspection completed by CDCR, once approved those five (5) vans are delivered to the CDCR location below and then pick up five (5) new vans from CDCR. No more than 10 vans are to be at Contractor’s facility at one time.

Delivery Location:

California State Prison Solano Prison Industry Authority 2100 Peabody Road Vacaville, CA 95687

The Contractor will need to make arrangements twenty-four (24) hours prior to picking up and dropping off.

9. TRANSPORTATION RESPONSIBILITIES AND GUIDELINES

The Van Conversion shall exclusively be towed or loaded onto a flatbed for transportation purposes. Moreover, it shall not be driven by the Contractor more than 100 miles. Upon acceptance of the Vans, the Contractor shall document the actual number of miles on the odometer.

Wheelchair Lift Van Conversion

These transportation instructions are imperative to maintain the Van Conversion condition, safety and protection standards during transit. Any deviation from these guidelines may result in penalties or contract termination, subject to the discretion of the State.

The Contractor shall assume full responsibility for all expenses and costs associated with the transportation of Vans from the California Department of Corrections and Rehabilitation (CDCR) facilities to the Contractor’s location and vice versa.

This includes, but is not limited to, coordinating and arranging transportation logistics, securing necessary permits and documentation, and ensuring safe and timely delivery of the Van Conversions.

10. WARRANTY

The warranty of each unit shall include modifications and any optional accessories, shall be for (1) year, and shall start from the date CDCR puts the unit into service.

The Contractor will be notified by mail/email of the in-service date by CDCR. A copy of the manufacturer’s warranty for the unit and any accessories or optional equipment shall be supplied with each unit.

The conversion of the vehicle shall not affect the OEM vehicle warranty for components and systems not modified by the awarded Contractor.

The contractor may be required to provide documentation to substantiate that the converted vehicle complies with all applicable federal and state rules, laws and regulations including Federal Motor Vehicles Safety Standards in effect at the time of conversion.

11. AUTHORIZED WARRANTY REPAIR

Contractor shall utilize Factory Authorized service, repair, warranty, and parts center for routine warranty and Service and parts center shall be located in California.

Any recognized service or warranty work required which is performed by the Contractor under the Contractor’s or manufacturer’s warranty at any location within the State shall be the responsibility of and paid for by the Contractor.

Facility Locations must be defined in Attachment 6 - Authorized Warranty Repair Facility Locations.

A warranty service location shall have a physical shop building capable of housing at least three (3) units. There must be a warranty shop within a 100-mile, Google map radius of Solano State Prison: 2100 Peabody Road, Vacaville, CA 95687. The installed equipment may be moved to any location, at any time, to respond to the changing needs of the department and emergencies.

Costs of parts, labor, freight, expedited shipping, and travel/mileage shall be included under this warranty at no cost to the State.

Wheelchair Lift Van Conversion

12. IN-SERVICE NOTIFICATION

The in-service date is defined as the actual date the installed wheelchair lifts are released for use, not the delivery date to CDCR. The in-service date shall not exceed ninety (90) calendar days past the delivery of installed wheelchair lifts to CDCR. The in-service notification shall be from CDCR to the Contractor who may not be the original manufacturer.

Written notice will be provided upon acceptance of the unit. Processing Contractor payments and/or cash discounts (if applicable) shall be defined as beginning only after the written notice of acceptance. The acceptance date may or may not be the actual in-service date. Acceptance of each unit will be by a CDCR Representative.

Completion of the final acceptance and operational check by State inspector in no way releases the Contractor from satisfying the requirements of the contract specifications or warranty.

13. FINAL INSPECTION AND ACCEPTANCE

Final Acceptance Inspection and operational check shall be accomplished within five

(5) working days by DGS-OFAM after delivery to the designated delivery location.

Contact DGS-OFAM Inspector of Automotive Equipment three (3) weeks in advance of vehicle delivery to schedule an inspection and acceptance appointment. DGS and CDCR shall perform a final inspection of the equipment to confirm that nothing was damaged or lost during transit and that all deviations noted during the pre-delivery inspection have been fixed. Any items requiring attention shall be brought to the Contractor’s attention on an Inspection Report within seven (7) working days of the inspection. The Contractor shall work CDCR to fix all issues within thirty (30) working days at no cost to the State of California. Once any deficiencies have been fixed by the Contractor, a final inspection will be scheduled by CDCR. The Final Acceptance Inspection should take place within forty-five (45) calendar days after the previous inspection. All pending items for the Inspection Report must be corrected by the Contractor by the time the final inspection takes place. If not, the vehicle will be rejected, and the Purchase Order cancelled at no expense to the State. Any equipment or goods remaining on state site must be removed within thirty (30) calendar days by the Contractor at no cost to the State. If goods are not removed after thirty (30) calendar days, the state will arrange for the items to be shipped to the Contractor at the Contractor's expense.

Payment and/or commencement of discount period (if applicable) shall not be made until all defects are corrected and the vehicle is accepted. The Contractor shall be responsible for any and all costs associated with returning a rejected vehicle to their designated repair center and the return to CDCR.

14. REJECTION

A completed vehicle, during construction, or at delivery/department inspection, not meeting specification as can be subject to rejection with no further costs to the State at time of rejection including shipping and construction costs.

Wheelchair Lift Van Conversion

15. PARTIAL DELIVERIES

The State may allow for the invoicing and payment of five (5) or more units after contractor completes delivery.

16. ACCEPTANCE

Written notice will be provided upon acceptance of the unit. Processing Contractor payments and/or cash discounts (if applicable) shall be defined as beginning only after the written Acceptance of each unit by a CDCR Representative at the delivery location.

17. UNANTICIPATED TASKS/UPGRADES

For the purpose of this procurement, the State will reserve an amount equal to 10 percent of the bid amount to allow for State requested options/upgrades (components, equipment, parts, etc. that provide additional functionality to the specification), unanticipated tasks (additional work that must be performed which was wholly unanticipated and is not specified in the specifications, but which in the opinion of both parties is necessary), and unforeseen components or labor, etc.

necessary to complete the requirements as indicated within the agreement. This is the maximum amount that will be available for State requested and approved options/upgrades, components, additional work, etc. after Purchase Order award.

All Unanticipated Tasks must be defined and authorized by Attachment 5 -Work Authorization Form. The Contractor will submit a Work Order Authorization Form to CDCR and after CDCR approval, can proceed with the approved changes, which will be charged to this outlined allowance.

Each Work Authorization Form shall consist of a detailed statement of the work to be performed, an estimated time schedule for the performance of the work, and the Contractor’s itemized and total one-time and on-going costs, or cost reductions, of the Work Authorization. Prior to commencing work, the Work Authorization must be signed by the Contractor’s designated representative and by the State’s or designated representative. The executed Work Authorization will thereby be incorporated in the contract. Any authorized Unanticipated Tasks which include a price change will require a Purchase Order Amendment.

The Contractor is not entitled to any portion of the additional 10 percent unless the extra components, labor, tasks, etc. are documented and approved by CDCR.

Wheelchair Lift Van Conversion

BU 5225 Purchase Order (TBD) Attachment 1, Exhibit D

Work Authorization Form

The task/deliverable(s) will be performed in accordance with this Work Authorization and the provision of Contract Number:

Work Authorization Number# Page(s) of Title of Task/Deliverable

Task/Deliverable Summary (Brief description of task/deliverable to be performed under work authorization)

Start Date Completion Date

Total Labor Hours Total Cost

California Department of Corrections and

Rehabilitation Division coordinator or Designee

Contractor

Printed Name Printed Name

Authorized Signature Date Authorized Signature Date

Title Title