ATTACHMENT_2_-_ADMIN_REQUIR.docx

Physical Training Uniforms

AR

BU 8940 Event ID 0000035163 Attachment 2

ADMINISTRATIVE REQUIREMENTS

Physical Training (PT) Uniforms

1. BID SAMPLES

By bid due date and time, interested Bidders must 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, Event ID and due date 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 Third Street, 2nd Floor, West Sacramento, CA 95605 Attn: Evonne Rogers

BU# 8940, IFB# 0000035163

Samples delivered by the vendor or authorized representative must be received at the location specified above prior to 2:00 p.m. on the bid due date.

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, after purchase order award, 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. PRE-PRODUCTION SAMPLES

The awarded bidder shall provide two (2) pre-production samples of each (T-Shirt, shorts, sweatshirts, and sweatpants) to the Military Department for inspection and approval prior to full production of the items.

The awarded Bidder must not commence with production of the items until the awarded Bidder has received notification from the Military Department that the samples are acceptable. Any production of items before sample acceptance will be at the sole risk of the awarded Bidder.

Military Department Personnel Contact:

MSG Sarahy Barrera Office: (805)782-6764 Sarahy.barrera@cmd.ca.gov

4. 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 samples will then serve as the standard and will be used as reference to compare material and workmanship quality of delivered products.

5. BIDDERS EXPERIENCE INFORMATION

The Bidder shall be able to demonstrate a history and expertise in the sale/manufacturing of products similar to the requested items and have been in business continuously for a minimum of five (5) years prior to bid.

Bidder’s number of years in business: ______________

6. MANUFACTURER EXPERIENCE INFORMATION

The manufacturer(s) shall be able to demonstrate a history and expertise in the manufacturing of products similar to the requested items and have been in business continuously for a minimum of five (5) years prior to bid.

Manufacturer Name: ________________________ # of years in business: _____ Manufacturer Name: ________________________ # of years in business: _____ Manufacturer Name: ________________________ # of years in business: _____ Manufacturer Name: ________________________ # of years in business: _____ The manufacturer(s) must follow a Quality Assurance / Quality Control Program in their manufacturing process. The bidder shall provide a copy of the documentation of such programs for each manufacturer used with the bid response.

7. CUSTOMER REFERENCES

Bidders shall provide a minimum of three (3) references from (3) different contracts.

Bidder reference shall be provided on, Bidders Reference Form – Attachment 6. Each customer reference shall:

· Be for work performed within the last five (5) years

· Have similar scope of work (must be for sale and manufacturing of custom printing clothing items) Each Bidder Reference Form has eleven (11) questions that address key areas needed to meet the State’s needs and each question will be rated by the customer by providing a rating of 1 to 5.

Bidders must fully complete, Bidder Reference Form, and return the form directly to the Bidder. The Bidder must then submit the completed Bidder Reference Form with the bid. Only the Bidder Reference Form from this procurement will be accepted.

The State reserves the right to verify any and all references. If the reference cannot be contacted, your bid may be deemed non-responsive.

8. DISTRIBUTION PLAN

Bidders are requested to submit a Distribution Plan with their bid response. The Distribution Plan should be the bidder's written plan for distribution of the products. The plan must clearly show distribution from the manufacturer(s) to the end user(s), including all points in between specific to this resulting contract only, and the role that you as the contractor of record will play in the distribution. This plan should clearly identify all parties, including any subcontractor, Disabled Veteran Business Enterprises (DVBE) and/or Small Business (SB) participants, involved in the execution of this contract and their responsibilities.

At the State's option prior to award, bidders may be required to submit additional written clarifying information. Failure to submit the requested documentation may result in your bid being considered non-responsive.

9. DELIVERY INSTRUCTIONS

Delivery is to be completed in full on or before 120 days after receipt of 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.

Acceptance of delivery of any material shall not release the contractor/manufacturer from liability for faulty design, workmanship, or materials appearing even after final payment has been made.

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.”

10. 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.

11. 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