Attachment_2_Admin_Requirements_Final_5.8.24.docx

State of California Administrative Requirements Inmate Security Transport Vehicle Wheelchair Lift Van Conversion BU 5225 Event 0000029792 Attachment 2

1. DESCRIPTIVE LITERATURE

Bidders shall submit complete descriptive literature which should be annotated to specify the applicable page, brand, and model or item(s). Descriptive literature should be submitted with the bid response. If this documentation is not included in the bid response, Bidder shall provide it within five (5) days after request from the State. Failure to submit descriptive literature may result in your bid being considered non-responsive and not accepted.

2. DRAWING

Bidder shall submit within five (5) days of request from the State one (1) set of scaled legible drawings and detailed specification sheet of proposed vehicle. The drawings must include at least exterior front, exterior street side, exterior curb side, and exterior rear view. Drawing views shall also include at least interior curb side view, interior street side view, and ceiling layout view.

3. SERVICE REPRESENTATIVE

The Contractor, at their expense, shall provide a qualified factory authorized service representative to be in attendance at the delivery site to make any necessary adjustments to the unit and give instructions to the operators to assure correct operation of the unit and optional accessories supplied.

4. PRE-CONSTRUCTION CONFERENCE

A pre-construction conference call between the Contractor and State representative(s) shall be held within fifteen (15) calendar days after award. Within seven (7) calendar days, the Contractor shall contact the agency to schedule the pre-construction conference call.

This conference call shall be held prior to the start of any construction. The purpose of this meeting is to review drawings and finalize exterior compartments, interior cabinet locations, dimensions, and color scheme, etc. Factory employed design engineer(s) shall be present during the pre-construction conference to answer any design, and/or engineering questions relating to the layout of the Inmate Security Transport Vehicle Wheelchair Lift Van Conversion (aka Van Conversion).

The Contractor shall provide final drawings to the agency for approval prior to the construction.

5. INSPECTION TRIPS

Prototype Inspection Upon completion of the first Van Conversion, an inspection trip for CDCR shall be made to the facility to inspect the prototype unit. Once approved, the rest of the units delivered must match the initial unit. The Contractor shall consult with CDCR representative as to the proper timing of the inspection trip. Completion of inspection or acceptance by the State Inspector(s) 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 State Inspector or CDCR. All deviations shall be corrected in an expeditious manner at no expense to the State.

Pre-delivery Inspection After completion of the first three (3) units, the Contractor shall contact the CDCR representative to schedule a pre-delivery inspection of the Van Conversion at the Contractor’s manufacturing facility. One (1) CDCR representative shall travel to the Contractor’s fabrication facility for the pre-delivery inspection of CDCR’ initially completed the Van Conversion. The “Pre-delivery Inspection” is not the “Final Acceptance Inspection”. The Pre-delivery inspection must be conducted within five (5) calendar days of written notification from the Contractor. The Pre-delivery inspection shall consist of the completed installation for three (3) wheelchair lifts.

No further pre-delivery inspections will be required.

All items noted during the “Pre-delivery Inspection” shall be repaired, refinished, or replaced prior to the actual delivery. If items listed on the inspection list have not been repaired/replaced prior to delivery to the CDCR Facility, it shall be the State’s right to reject the Van Conversion(s) at the time of delivery until all repairs have been successfully completed to the satisfaction of State. The State shall try to identify everything possible in the Pre-delivery Inspection but does not guarantee that new items shall not be found at the “Final Acceptance Inspection”.

If additional inspection trips are required by CDCR, those trips shall be at no cost to the Contractor.

6. TRAVEL EXPENSES

The Contractor shall provide all reasonable expenses for travel to and from the facility for lodging, meals, and car rentals for up to one (1) state personnel. Each visit shall be in accordance with the pre-construction meeting and inspection requirements as stated above at the manufacturer’s facility. Air travel, meals, and lodging expenses shall be included in the bid cost.

Travel expenses shall be allowed in accordance with the California Code of Regulations, Title 2, Division 1, Chapter 3, Subchapter 1. Regulations can be found at the following link: http://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx

7. 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 of serviceability.

8. PRE-DELIVERY REQUIREMENTS

The following are pre-delivery requirements of the vehicle:

Prior to delivery, the vehicle shall be completely inspected, serviced and detailed by the Contractor’s pre-delivery service center. A copy of the pre-delivery checklist shall be completed for the vehicle, signed by a representative of the organization performing the inspection/service, and delivered with the vehicle.. The Contractor shall insure that the vehicle reaches the delivery point with no less than five (5) gallons of fuel in the tank.

The Contractor shall be responsible for any damage to the vehicle during shipping. Any damaged components shall be replaced at no cost to the State.

The Contractor shall be responsible for holding the vehicle at no cost to the State until conditions are ready for delivery.

The Contractor shall install all equipment and accessories prior to delivery and in accordance with manufacturer’s written instructions.

Upon delivery of the vehicle, the Contractor shall remove all packaging and miscellaneous materials from site and dispose at their own expense.

9. DELIVERY

Delivery is to be completed in full within three hundred sixty-five (365) calendar days after the Purchase Order date.

Delivery timelines can be changed if both the state and the contractor agree. Approval for extensions will be done using Attachment 5 - Work Authorization Form. The Contractor will submit a Work Authorization Form to CDCR for approval and, after CDCR’s approval, can proceed with the approved changes. The approved Work Authorization Form will thereby be incorporated into the contract. A Purchase Order Change or amendment will not be required.

Once three (3) vans are retrofitted, those three (3) vans are delivered to the CDCR location below and pick up three (3) new vans from CDCR.

Delivery Location:

Solano State Prison 2100 Peabody Road Vacaville, CA 95687

The Contractor will need to make arrangements twenty-four (24) hours prior to picking up and dropping off.

10. TRANSPORTATION RESPONSIBILITIES AND GUIDELINES

The Van Conversion shall exclusively be towed or loaded onto a flatbed for transportation purposes. Moreover, it shall not be driven by the Contractor more than 100 miles. Upon acceptance of the Vans, the Contractor shall document the actual number of miles on the odometer.

These transportation instructions are imperative to maintain the Van Conversion condition, safety and protection standards during transit. Any deviation from these guidelines may result in penalties or contract termination, subject to the discretion of the State.

The Contractor shall assume full responsibility for all expenses and costs associated with the transportation of Vans from the California Department of Corrections and Rehabilitation (CDCR) facilities to the Contractor’s location and vice versa.

This includes, but is not limited to, coordinating and arranging transportation logistics, securing necessary permits and documentation, and ensuring safe and timely delivery of the Van Conversions.

11. WARRANTY

The warranty of each unit shall include modifications and any optional accessories, shall be for (1) year, and shall start from the date CDCR puts the unit into service. The Contractor will be notified by mail/email of the in-service date by CDCR. A copy of the manufacturer’s warranty for the unit and any accessories or optional equipment shall be supplied with each unit.

12. AUTHORIZED WARRANTY REPAIR

Contractor shall utilize Factory Authorized service, repair, warranty, and parts center for routine warranty and Service and parts center shall be located in California.

Any recognized service or warranty work required which is performed by the Contractor under the Contractor’s or manufacturer’s warranty at any location within the State shall be the responsibility of and paid for by the Contractor.

Facility Locations must be defined in Attachment 6 - Authorized Warranty Repair Facility Locations.

A warranty service location shall have a physical shop building capable of housing at least three (3) units. There must be a warranty shop within a 100-mile, Google map radius of Solano State Prison: 2100 Peabody Road, Vacaville, CA 95687. The installed equipment may be moved to any location, at any time, to respond to the changing needs of the department and emergencies.

Costs of parts, labor, freight, expedited shipping, and travel/mileage shall be included under this warranty at no cost to the State.

13. IN-SERVICE NOTIFICATION

The in-service date is defined as the actual date the installed wheelchair lifts are released for use, not the delivery date to CDCR. The in-service date shall not exceed ninety (90) calendar days past the delivery of installed wheelchair lifts to CDCR. The in-service notification shall be from CDCR to the Contractor who may not be the original manufacturer.

Written notice will be provided upon acceptance of the unit. Processing Contractor payments and/or cash discounts (if applicable) shall be defined as beginning only after the written notice of acceptance. The acceptance date may or may not be the actual in-service date. Acceptance of each unit will be by a CDCR Representative. Completion of the final acceptance and operational check by State inspector in no way releases the Contractor from satisfying the requirements of the contract specifications or warranty.

14. FINAL INSPECTION AND ACCEPTANCE

Final Acceptance Inspection and operational check shall be accomplished within five (5) working days by DGS-OFAM after delivery to the designated delivery location. Contact DGS-OFAM Inspector of Automotive Equipment three (3) weeks in advance of vehicle delivery to schedule an inspection and acceptance appointment. DGS and CDCR shall perform a final inspection of the equipment to confirm that nothing was damaged or lost during transit and that all deviations noted during the pre-delivery inspection have been fixed. Any items requiring attention shall be brought to the Contractor’s attention on an Inspection Report within seven (7) working days of the inspection. The Contractor shall work CDCR to fix all issues within thirty (30) working days at no cost to the State of California. Once any deficiencies have been fixed by the Contractor, a final inspection will be scheduled by CDCR. The Final Acceptance Inspection should take place within forty-five (45) calendar days after the previous inspection. All pending items for the Inspection Report must be corrected by the Contractor by the time the final inspection takes place. If not, the vehicle will be rejected, and the Purchase Order cancelled at no expense to the State. Any equipment or goods remaining on state site must be removed within thirty (30) calendar days by the Contractor at no cost to the State. If goods are not removed after thirty (30) calendar days, the state will arrange for the items to be shipped to the Contractor at the Contractor's expense.

Payment and/or commencement of discount period (if applicable) shall not be made until all defects are corrected and the vehicle is accepted. The Contractor shall be responsible for any and all costs associated with returning a rejected vehicle to their designated repair center and the return to CDCR.

15. DISTRIBUTION PLAN

The Bidder shall describe in detail their Distribution Plan on Attachment 4 – Narrative 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 to the end user, including all points in between specific to the resulting contract only, and the role that the Bidder, as the Contractor of record, will play in the distribution.

This plan should clearly identify all parties, including any subcontractor, DVBE and/or small business participants involved in the execution of this contract and their responsibilities. Work performed by a Contractor or a subcontractor who is a California certified Small Business and/or DVBE must perform a Commercially Useful Function (CUF).

16. REJECTION

A completed vehicle, during construction, or at delivery/department inspection, not meeting specification as can be subject to rejection with no further costs to the State at time of rejection including shipping and construction costs.

17. PARTIAL DELIVERIES

The State may allow for the invoicing and payment of three (3) or more units after contractor completes delivery.

18. ACCEPTANCE

Written notice will be provided upon acceptance of the unit. Processing Contractor payments and/or cash discounts (if applicable) shall be defined as beginning only after the written Acceptance of each unit by a CDCR Representative at the delivery location.

19. UNANTICIPATED TASKS/UPGRADES

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 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 Purchase Order 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 CDCR and after CDCR 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. Any authorized Unanticipated Tasks which include a price change will require a Purchase Order Amendment.

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 CDCR.

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