Attachment_2_Admin_Requirements_Final.docx

State of California Accoutrements Administrative Requirements BU 8940 Event ID 0000031334 Attachment 2

1. DESCRIPTIVE LITERATURE

Bidder is required to forward complete descriptive literature, if available, with the bid and are to note their brand name and catalog or model number on the bid. Descriptive literature shall be annotated to specify the applicable page, brand, model and item(s). At the State’s option prior to award, bidders may be required to submit additional written clarifying information.

FAILURE TO SUBMIT DESCRIPTIVE LITERATURE MAY RESULT IN BIDDER BEING CONSIDERED NON-RESPONSIVE AND NOT ACCEPTED.

2. BID SAMPLES

The state will require samples of offered products to aid in its determination of award. During Evaluation, the responsive and responsible Bidder(s) shall provide at least one sample from each category of products below, at no cost to the state, within fifteen (15) business days from receipt of notice from the state. The responsive and responsible Bidder(s) will be notified by e-mail. The samples will be evaluated for workmanship and quality compared to accoutrements currently used by the state. Bid samples will not be returned.

Categories required are as follows:

1. Category: Shoulder Ranks, Pairs, Non-Commissioned Officer Grade (Any Short Size)

2. Category: Shoulder Ranks, Pairs, Officer Grade (Any Long Size)

3. Category: Metal Pin-On Insignia, Shield, Class B Uniforms (Any Pin On to show workmanship and metal provided)

4. Category: Neckwear and accessories: Tie, Clip on

5. Category: Neckwear and accessories: Tie, Four-in-Hand

6. Category: Neckwear and accessories: Neck tab, Female Class B Uniform

7. Category: Uniform Accessories: Belt, Rigger, Large

8. Category: Uniform Accessories: Elastic Boot Bands, Boot

9. Category: Cord, Shoulder (Any Shoulder cord to show equivalent quality received.)

10. Category: Patches (Any patch with the Loop and Hook patch)

11. Category: Tabs, Accomplishment (Any patch equivalent)

12. Category: Ribbon Mounting Bars, Ribbons, and Devices - Ribbon Mounting Bar Sample

13. Category: Ribbon Mounting Bars, Ribbons, and Devices - Ribbon Sample

14. Category: Ribbon Mounting Bars, Ribbons, and Devices - Device Sample

15. Category: Medals, Drape

The samples MUST be tagged with the name and address of the Bidder, bid number 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. Failure to submit requested samples will result in the bid being considered non-responsive.

Samples shall be sent directly to:

DGS - Procurement Division 707 3rd Street, 2nd Floor West Sacramento, CA 95605 Attn: Sophanna Lim BU# 8940 Event# 0000031334

3. PRE-PRODUCTION SAMPLES

The Contractor shall provide one (1) pre-production sample of each accoutrement to the Military Department personnel listed below for inspection and approval prior to full production of the items. Pre-production samples will not be returned and will be provided at no expense to the state.

The Contractor must not commence with production of the items until the Contractor 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 Contractor. These approved pre-production samples will then serve as the standards and will be used as references to compare material and workmanship quality of delivered products. The State reserves the right to reject shipments for items that are found inconsistent to the pre-production sample in workmanship and quality.

Military Department Personnel Contact:

SFC Sarahy Barrera Office: (805)782-6764 Sarahy.barrera@cacadets.org

4. PRE-PRODUCTION CONFERENCE

A pre-production conference, within 14 calendar days after purchase order award, shall be held between the Contractor and at least one (1) Military Department personnel. Within seven (7) calendar days, the Military Department shall contact the Contractor 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.

5. WORKMANSHIP

Delivered accoutrements shall be free from defects that will affect their appearance or serviceability. Examples of some of these defects are broken items, chipped items, 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.

6. INSPECTION, ACCEPTANCE AND REJECTION

Inspection and acceptance shall be in accordance with the General Provisions (GSPD-401), paragraphed 17 entitled Inspection, Acceptance and Rejection, which emphasize that “…the awarded bidder will tender to the State only those goods that have been inspected and found to conform to this Contract’s requirements.”

In case of defective goods delivered to the State, the Contractor shall maintain sufficient stock on hand to replace any defective goods within fifteen (15) days of notification by the State of the needed replacements.

7. BIDDER’S 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: ______________

8. 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.

9. 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 the bid being considered non-responsive.

10. DELIVERY INSTRUCTIONS

Delivery to be completed in full 180 calendar days after the receipt of Purchase Order.

Deliver to:

California Cadet Corps (CACC) 10 Sonoma Ave., Building #1402 San Luis Obispo, CA 93405 Attn: SSG Sarahy Barrera 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.”

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 image1.png