ATTACHMENT_2_ADMIN_CR.docx

State of California Bid Specification Commodity Title <optional: agency name/location> Spec #, Rev # Event ID Attachment/Exhibit #

State of California Administrative Requirements Department of Veterans Affairs

HOSPITAL BEDS / MATTRESS

BU 8955 IFB 0000035204

Attachment 2

1. 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.

2. 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).

FAILURE TO SUBMIT DESCRIPTIVE LITERATURE BY THE BIDDER MAY BE CONSIDERED NON-RESPONSIVE AND NOT ACCEPTED.

3. 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.

4. PARTIAL DELIVERIES

The State may allow for invoicing and payment of each unit after contractor completes delivery, set in place, and inspection of each unit is passed and accepted by the Department of Veterans Affairs (CalVet).

DELIVERY, INSPECTION AND ACCEPTANCE

Delivery is to be completed in full on no earlier than July 14, 2025 and no later than July 24, 2025. Delivery timelines can be extended if both, the State, and the contractor agree. The delivery time can be extended via a Work Authorization Form (Attachment 5).

The Contractor will submit a Work Authorization Form to the Department of Veterans Affairs (CalVet) for approval and after CalVet’s approval, the Contractor can proceed with the approved changes. The approved Work Authorization Form will thereby be incorporated to the contract. A Purchase Order Change or amendment will not be required.

Inspection will be done at the time of delivery at the final destination by CalVet. 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.

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

Note: In accordance with paragraph 15 of the General Provisions 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”.

Contractor shall contact Ron Lee at (707) 704-6276 at least two (2) weeks prior to delivery to make delivery arrangements.

Deliver To:

HOSPITAL BEDS/ MATTRESS to:

CA Department of Veterans Affairs Yountville Home – SNF Building 170 California Drive, Building #155 Yountville, CA 94599 Delivery shall be made to the above delivery address during normal business hours Monday through Friday from 8:00 a.m. to 12:00 p.m. or 1:00 p.m. to 4:00 p.m. except State Holidays

UNPACK AND SET IN PLACE

The Contractor will be required to unpack and set the material in place as directed, remove all dunnage, and instruct agency operating personnel in its use. Set in place shall be defined as "offloaded, unpackaged, and distributed to specified floors/rooms/building(s) per floor plan.

DEMONSTRATION

The selected Contractor may be required to provide one (1) bed, identical to the model proposed, which would be available for testing within seven (7) calendar days of the State’s written notification. The sample bed shall be equipped with all available specification requirements. The selected Contractor shall notify CalVet prior to delivery when the bed is ready for testing.

Testing shall be completed within seven (7) calendar days after delivery to the California Veterans’ Home, Yountville, California 94599. After testing, the selected Contractor will correct compliance deficiencies, if found, within seven (7) calendar days and re-submit to validate compliance.

If a specific bed make/model fails to pass performance requirements, as described in the attached Specifications 6530-BS-0214729, dated 12/2/2024, the award to the selected Bidder will be cancelled and subsequently made to the next Bidder offering a different make/model, if applicable

FAILED ACCEPTANCE

Should the hospital beds or any of the equipment provided fail to meet the State's minimum conditions, requirements, or other applicable standards, specifications, or guidelines, the following resolution process will be employed.

1. CalVet will notify the Contractor in writing within five (5) business days after delivery of the hospital beds of any acceptance problems by identifying the specific inadequacies and/or failures in the identified services and/or products delivered by the Contractor. An email from CalVet to the Contractor will be allowed as the initial problem notification document.

1. Contractor will, within five (5) business days after initial problem notification, respond to CalVet by submitting a detailed explanation describing precisely how the identified services and/or products actually adhere to and satisfy all applicable requirements, and/or a proposed corrective action plan to address the specific inadequacies and/or failures in the identified services and/or products. Failure by the Contractor to respond to the CalVet initial problem notification within the required time limits may result in immediate contract termination. In the event of such termination, the contractor will remove the hospital beds from the CalVet site and the order will be canceled at no cost to the CalVet. An email from the Contractor to the CalVet Representative Contact will be allowed as the response to the initial problem notification document.

1. CalVet will, within five (5) business days after receipt of the Contractor’s detailed explanation and/or proposed corrective action plan, notify the Contractor in writing whether it accepts or rejects the explanation and/or plan. If CalVet rejects the explanation and/or plan, the Contractor will submit a revised corrective action plan within three (3) business days of notification of rejection. Emails are allowed as the communication medium. Failure by the Contractor to respond to the State’s notification of rejection by submitting a revised corrective action plan within the required time limits may result in immediate contract termination. In the event of such termination, the contractor will remove the hospital beds from the CalVet site and the order will be canceled at no cost to the CalVet.

1. CalVet will within three (3) business days of receipt of the revised corrective action plan, notify the Contractor in writing whether it accepts or rejects the revised corrective action plan. Rejection of the revised corrective action plan will result in immediate contract termination. In the event of such termination, the contractor will remove the hospital beds from the CalVet site and the order will be canceled at no cost to the CalVet. Emails are allowed as the communication medium.

WARRANTY

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

Equipment, electronics, and miscellaneous shall include manufacturers standard warranties. The manufacturer or their authorized dealer shall respond to warranty requests within one (1) business day of report of a failure from the CalVet and shall dispatch a representative to address any workmanship-related issues.

Manufacturers must have a Warranty Service provider.

All products offered must conform to the warranty language identified in the General Provisions, 19. Warranty.

Contractor shall bear all material, labor, and transportation costs for repair or defects as well as failures occurring within the warranty period.

ADDITIONAL INFORMATION AND DOCUMENTATION REQUIRED

The following supporting documentation shall be included with the bid submitted.

· Company Experience and Information

The successful bidder shall be familiar with hospital beds. All materials used in the construction and equipment installed shall be new and free from all defects.

The bidder shall be able to demonstrate a history and expertise in the sale of hospital beds identified in Bid Specifications and shall have been in business continuously for a minimum of twelve (12) consecutive months prior to this bid.

# of years in business: ____________________ Qualifying Statement:

What types of companies, agencies, etc. has your company sold similar beds to in the last five (5) years:

Print Name _________________________________________________

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