ATTACHMENT_2__Admin_Requirements.pdf

State of California Administrative Requirements 24 ft Aluminum Boat & Trailer

Department of Fish and Wildlife

BU 3600 IFB 0000036127

1940-TS-0258748 AR

Attachment 2

1.0 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.

2.0 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.

3.0 DRAWINGS

The Bidder shall submit one (1) set of plans designed to coordinate with these specifications at the Pre-Construction Conference (9.0). Design drawings shall include, but are not limited to, profile plan, deck plan, and interior plan.

4.0 WORKMANSHIP

The equipment and accessories shall be a product of good workmanship and shall be free from any defects that will affect their appearance or serviceability. This includes but 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.

5.0 BOOKS AND MANUALS

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

24 ft Aluminum Boat & Trailer

Department of Fish and Wildlife

BU 3600 IFB 0000036127

provided.

6.0 MANUFACTURER’S PLATE REQUIRED

A plate identifying the manufacturer, tare weight, gross vessel weight, date of manufacture and all other information as specified by the Coast Guard, shall be attached per U.S. Coast Guard specifications. A Coast Guard issued hull identification number (HIN) shall be permanently affixed to or embedded in the transom and at another interior location per U.S. Coast Guard standards. Any further ID plates required by Coast Guard standards and/or American Yacht Council shall also be included.

7.0 BOAT REGISTRATION

The original dealer’s “Report of Sale" shall be furnished by all California licensed dealers at the time of delivery of each unit or units covered by these specifications.

A “Manufacturer's Statement of Origin" and original "Bill of Sale" on the Contractor's letterhead may be supplied for each unit in lieu of a dealer's Report of Sale, if the Contractor is not a registered California dealer.

The Contractor shall supply a completed CG-1261 to CDFW. The CG -1261 shall show that the vessel was built for CDFW and that the ownership is transferred from the Contractor to CDFW.

The Contractor shall supply CDFW with an invoice showing the taxes paid and the hull number of the vessel.

8.0 CERTIFICATIONS

The vessel will be constructed in accordance with and comply with all applicable United States Coast Guard rules and regulations and American Boat and Yacht Council (ABYC

9.0 PRE-CONSTRUCTION CONFERENCE

Prior to the commencement of the construction of the boat, a CDFW representative shall schedule a conference with the Contractor's representatives. The pre-construction conference may be held by telephone or video. The preconstruction conference shall be scheduled within thirty (30) days of the award of Purchase Order (PO). During the Pre-Construction conference the Contractor and the CDFW representative will review in detail the necessary drawings, designs, measurements, confirm all administrative, technical, and operational expectations as outlined in the approved technical specifications.

Topics to be covered shall include, but are not limited to:

24 ft Aluminum Boat & Trailer

Department of Fish and Wildlife

BU 3600 IFB 0000036127

Review of finalized specifications and approved submittals Section 3.3.5 the location cleat Section 3.3.23 the vessel color, size and location 2- Clarification of contractor responsibilities, sequencing, and schedule milestones 3- Confirmation of project inspection and quality control procedures 4- Submission of required documentation permits, certifications 5- Communication structure for progress reporting and issue resolution Attendance by the contractor’s project manager and State stakeholder are mandatory. Additional representatives may attend at the discretion of the agency.

All discussion points and outcomes of this meeting shall be documented and incorporated into the project record for future reference. Any deviation from the approved plan must be submitted in writing and reviewed by the agency prior to implementation. The Contractor shall be responsible for writing and providing all this for all the stakeholders with in second business day of the meeting.

In addition, the Contractor shall provide a production timeline for construction during the pre-construction conference.

CDFW Representative Contact Information:

Name: John Clithero Phone: (707) 765-1023 Email: John.Clithero@wildlife.ca.gov

10.0 DELIVERY, INSPECTION AND ACCEPTANCE

Delivery, inspection, and final acceptance are to be completed in full within three hundred and sixty-five calendar days from the PO date. Delivery timelines can be changed if both the state and the Contractor agree. Approval of extensions will be made using Attachment 5 - Work Authorization Form. The Contractor will submit a Work Authorization Form to CDFW for approval and after CDFW’s approval, the Contractor can proceed with the approved changes. The approved Work Authorization Form will therefore be incorporated into the contract. A Purchase Order Change or amendment will not be required.

Additional delivery time may be granted upon mutual consent between CDFW and the Contractor. The boat shall be delivered on the trailer to the address below.

Contractor shall contact John Clithero at (707) 765-1023 at least two (2) weeks prior to delivery to make delivery arrangements.

24 ft Aluminum Boat & Trailer

Department of Fish and Wildlife

BU 3600 IFB 0000036127

Deliver to:

Law Enforcement Division 1010 Riverside Parkway, West Sacramento, CA 95605. The specific location will be determined and approved by CDFW personnel.

Delivery shall be made to the 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.

The inspection will be done at the time of delivery to the final destination by State 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 CDFW in accordance with Section 16, Failed Acceptance.

11.0 SEA TRIALS

All sea trials shall be performed by the Contractor prior to delivery at the Contractor’s location. All systems shall be tested for a minimum of two (2) hours. Transit shall be at Contractor’s expense by the Contractor or a qualified, licensed, and bonded marine/boat transfer company.

12.0 FAILED ACCEPTANCE

Should the vessel, trailer, 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.

a. CDFW will notify the Contractor in writing within five (5) business days after delivery of the vessel and trailer of any acceptance problems by identifying the specific inadequacies and/or failures of the products produced by Contractor. An email from CDFW to the Contractor will be allowed as the initial problem notification document.

b. The Contractor will, within five (5) business days after initial problem notification, respond to CDFW by submitting a detailed explanation describing precisely how the identified products actually adhere to and satisfy all applicable requirements, 24 ft Aluminum Boat & Trailer

Department of Fish and Wildlife

BU 3600 IFB 0000036127

and/or a proposed corrective action plan to address the specific inadequacies and/or failures in the identified products. Failure by the Contractor to respond to the CDFW 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 boat and trailer from the CDFW site, and the order will be cancelled at no cost to the CDFW. An email from Contractor to the CDFW Representative Contact will be allowed as the response to initial problem notification document.

c. CDFW 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 CDFW 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 boat and trailer from the CDFW site, and the order will be cancelled at no cost to the CDFW.

d. CDFW 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 boat and trailer from the CDFW site, and the order will be cancelled at no cost to the CDFW. Emails are allowed as the communication medium.

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.

13.0 STATE REQUESTED OPTIONS / UPGRADES, UNANTICIPATED TASKS

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

24 ft Aluminum Boat & Trailer

Department of Fish and Wildlife

BU 3600 IFB 0000036127

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 PO 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 the CDFW and, after CDFW’s 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. A Purchase Order Change or Amendment will NOT be needed if there is no change to the PO amount.

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 CDFW.

14.0 WARRANTY

Copies of the manufacturers’ warranties shall be provided at the time of delivery.

The hull, deck, and console shall have a minimum one-year manufacturer's warranty on materials and workmanship.

The engine shall include full manufacturer's warranty from an acceptance date.

Equipment, electronics, and miscellaneous items shall include manufacturers’ standard warranties. The Contractor shall respond to warranty requests within one (1) business day of report of a failure from the CDFW and shall dispatch a factory representative to address any workmanship-related issues.

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

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