Attachment_2_-_ADMIN_REQUIREMENTS.docx

Water Tender

BU 4440 0000036617

4440-0272236-1 - AR

Attachment 2 Administrative Requirements

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.

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.

DELIVERY

Inspection, delivery, and final acceptance of each unit on the PO shall be within three hundred and sixty-five calendar days (365) calendar days after Purchase Order date. Each accessory shall be delivered completely assembled and ready to operate.

Delivery timelines can be changed if both, the state, and the contractor agree. Approval for extensions will be carried out using a Work Authorization Form (Attachment 5). The Contractor will submit a Work Authorization Form to Department of State Hospitals – Napa (DSH) for approval and after (DSH‘s) approval, can proceed with the approved changes. The approved Work Authorization Form will hereby be incorporated into the contract. A Purchase Order Change or amendment will not be required.

Delivery shall be made to the below 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.

Contractor shall contact Mike Seelye at least two (2) weeks prior to delivery to make delivery arrangements. Delivery shall be made during normal business hours: Monday – Friday from 8:00 am (PT) – 3:00 pm (PT), except on official state holidays.

Acceptance of equipment upon delivery does not exempt manufacturers from liability for any major defects or inherently problematic design.

INSPECTION AND ACCEPTANCE

The inspection will be done at the time of delivery at the final destination by DSH inspector(s). Completion of inspection or acceptance by the State inspector 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.

Any unsatisfactory materials or evidence of faulty workmanship shall be removed and replaced or corrected 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.

REJECTION

As previously mentioned, the Contractor bidder shall deliver equipment that complies to the listed specifications of the bid package. Material deviations not previously discussed and agreed to, from the listed specifications of the bid package, may result in rejection of the equipment by DSH.

DSH reserves the right to reject equipment that is non-compliant with specifications of the bid package.

Rejection of the equipment may result in contract termination at no cost to the state, including manufacturing costs and shipping/delivery costs.

DSH will provide a written notice to the Contractor that the equipment has been rejected by DSH due to non-compliance of the equipment to listed specifications of the bid package.

Final acceptance of the equipment and final payment by the State does not release the Contractor from specifications, requirements, and warranty under contract. The Contractor is liable for equipment’s compliance to specifications and warranty, including after final payment is made.

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 Contractor shall respond to warranty requests within one (1) business day of report of a failure from DSH and shall dispatch a factory representative to address any workmanship-related issues.

The manufacturer must have a Warranty Service provider. The Contractor shall bear all material, labor and transportation costs for repair or defects as well as failures occurring within the warranty period.

The warranty shall include all mechanical and electrical parts and labor for machine equipment.

The warranty shall not include items depreciated with standard wear. Costs of mechanic and electrical parts and labor shall be included at no cost to the State.

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

UNANTICIPATED TASKS

For the purpose of this procurement, the State shall allow an amount equal to 20% of the total contract/purchase order (PO), to be added to the contract / purchase order to allow for State required options/upgrades (components, equipment, licenses, parts, etc. that provide additional functionality to the specification or scope of work), unanticipated tasks (well documented and unanticipated price increase of goods/services, freight/shipping/delivery or additional work that must be performed which was wholly unanticipated and is not specified in the specification, 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 the State required and approved options/upgrades, components, additional work, etc. after the Purchase Order award.

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 (DSH) and after (DSH‘s) approval, can proceed with the approved changes, and will be paid from this reserved 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 Form must be signed by the Contractor’s designated representative and by the (DSH‘s) or designated representative. The approved Work Authorization will thereby be included in the contract. A Purchase Order Change or Amendment will not be needed.

The Contractor is not entitled to any portion of the additional 20% unless the extra components, labor, tasks, etc. are documented and approved by the (DSH). A Purchase Order Change or Amendment will not be needed.

PAYMENT

Process for payment will be initiated once the unit is received and deemed acceptable or when a valid invoice is received, whichever is later. A valid invoice is one that has the correct costs that match the PO, has the PO information on the document, is on the Contractor’s letterhead, and says “Invoice”. If there is a discount period, it will start after the final acceptance of each unit on the PO. Unless otherwise specified, invoice(s) shall be sent to the address set forth herein.

The invoice shall be printed on the supplier’s letterhead.

Ship-To and Bill-To address for the purpose of this bid shall be listed on the invoice as:

Ship To:

Department of State Hospitals - Napa Main Warehouse 2100 Napa Vallejo Highway Napa, CA 94558

Bill To:

Department of State Hospitals - Napa Accounts Payable Department 2100 Napa Vallejo Highway Napa, CA 94558

Invoice(s) and any applicable payment documentation shall either be:

· Emailed to nsh.acctpayable@dsh.ca.gov

Bidder Certification:

Please certify that you have received all five (5) pages of this document and that you have reviewed and agreed to the requirements, terms, and conditions within by signing below and returning all pages with bid submission.

Printed Name

Signature

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