Attachment_1A_-_Admin_Requirements.pdf

Department of General Services BU 7760 Event ID 0000036539 Procurement Division Attachment 1A

ADMINISTRATIVE REQUIREMENTS

The Contractor (hereafter referred to as Contractor) must provide the California Department of General Services (hereafter referred to as DGS or the State) with a total of two (2) Centrifugal Water-Cooled Chillers.

1. REFERENCED BRANDS

For the purpose of this bid, only the specified brands listed below will be accepted.

Brands: Daikin Applied Carrier Corporation Johnson Controls Trane

2. DESCRIPTIVE LITERATURE

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

FAILURE TO SUBMIT DESCRIPTIVE LITERATURE MAY RESULT IN BIDDER BEING

CONSIDERED NON-RESPONSIVE AND REJECTED.

3. EQUIPMENT TO BE NEW

All equipment is to be new and the latest model in current production. USED, SHOPWORN, DEMONSTRATOR, PROTOTYPE, OR DISCONTINUED MODELS ARE NOT ACCEPTABLE.

4. BOOKS AND MANUALS

Contractor shall provide at the time of the chiller delivery, at least one (1) hard copy of complete operator/instruction manual and one (1) hard copy of the service manual specific to this chiller. Contractor shall also provide at least one (1) hard copy of the operator/instruction manual for each piece of electronics equipment provided.

5. 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 or serviceability (performance). This includes, but is not limited to, no scratches on paint, fiberglass, or aluminum, no sharp edges from machining or installation, wiring is securely fastened and free of obstructions, and all hardware is installed correctly. Sharp corners on all material shall be rounded to prevent personnel injury.

6. PRICES

Prices shall be submitted on the Cost Worksheet. Pricing shall be all inclusive. Only the prices/charges submitted in the bid response shall be accepted and included in the awarded contract.

Department of General Services BU 7760 Event ID 0000036539 Procurement Division Attachment 1A

For the purpose of this bid, only bids quoted F.O.B. Destination, Freight Prepaid, will be accepted. No charge for delivery, drayage, express, parcel post, packing, cartage, insurance, license fees, permits, cost of bonds, or for any other purpose will be paid by the State unless expressly included and itemized in the Contract. International shipments will be Delivered Duty Paid (DDP). Import Costs, duties, taxes, value added tax or any other transportation or customs costs will not be paid by the State unless expressly included and itemized in the Contract.

Sales tax shall be included in the bid. The sales tax rate is based on the rate of the area where the product is to be delivered.

7. INSPECTION AND ACCEPTANCE

Inspection shall be completed by DGS Project Director at the time of delivery and at the final destination. Completion of inspection or acceptance by the DGS Project Director/DGS 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 Department of General Services (DGS).

8. WARRANTY

All products offered must contain, at a minimum, one (1) year warranty from the Original Equipment Manufacturer (OEM) with the option to extend warranty for additional years. The initial warranty period shall commence after start-up of product(s).

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 users of this contract. Vendor shall bear all material, labor and transportation costs for repair of defects and failures occurring within the warranty period.

9. STATE REQUESTED OPTIONS/UPGRAGES, UNANTICIPATED TASKS

For the purpose of this procurement, the State will reserve an amount equal to ten (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 installation 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. Any requests shall be documented via written Purchase Order Change (POC) and will be paid from this reserved allowance. The Contractor is not entitled to any portion of this additional ten percent unless the extra components, labor, tasks, etc. are documented and approved by DGS Requestor and the DGS/PD Buyer.

Department of General Services BU 7760 Event ID 0000036539 Procurement Division Attachment 1A

All Unanticipated Tasks must be defined and authorized by a Work Authorization Form (Attachment 5). The Contractor will submit a Work Order Authorization Form to the DGS and after DGS approval, can proceed with the approved changes, and will be paid from this reserved allowance.

10. WORK AUTHORIZATION FORM

If DGS requires additional work, such as adding transactions or features, that is unanticipated 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, the Work Authorization Form (Attachment 5), will be used to obtain the approval. The approved Work Authorization will thereby be included in the contract. A Purchase Order Change or Amendment will not be needed.

11. DELIVERY INSTRUCTIONS

Delivery is to be completed in full no earlier than February 1, 2026, and no later than April 1, 2026. In the event that the Contractor requires additional delivery time, they will submit a Work Order Authorization Form (Attachment 5) to the DGS and after DGS approval, can proceed with the approved changes.

The two (2) Water-Cooled Chillers are to be delivered to the address below:

DELIVER TO:

California Department of Education Fremont School for the Deaf 39350 Gallaudet Drive Fremont, CA 94538

Receiving hours are Monday-Friday, 7:30 am to 1:00 pm, excluding state holidays.

Vendor shall contact DGS Project Director Randi Chegwidden at 916-693-3903(cell)/279- 240-6605(desk), by email randi.chegwidden@dgs.ca.gov, backup Marvin Talusik at 916- 282-8251, by email marvin.talusik@dgs.ca.gov, one (1) week prior to shipping to make delivery arrangements. The Construction Inspection and Management Branch (CIMB) will be reviewing installation.

randi.chegwidden@dgs.ca.gov marvin.talusik@dgs.ca.gov