ATTACHMENT_3_ADMIN.docx

STATE OF CALIFORNIA BU 1111 IFB 0000037658

ADMINISTRATIVE REQUIREMENTS 6115-TS-0282245

TRUCK TRACTOR DAY CAB Attachment 3

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, Contractors shall also meet any administrative requirements listed herein. Contractors who cannot meet these administrative requirements may have their bids deemed non-compliant.

EQUIPMENT TO BE NEW

All equipment shall be new, current production and shall be supplied with all accessories indicated as standard equipment in the manufacturer’s published literature. Optional equipment necessary to meet the requirements of this specification shall also be included.

Unit and any accessories shall be delivered completely assembled and ready for operation. All equipment options and accessories are to be factory installed. If factory installed options are not available, dealer-installed options may be acceptable if approved by the State in advance. All dealer-installed options shall be listed on each bid.

BOOKS AND MANUALS

Contractor shall provide at the time of TRUCK TRACTOR DAY CAB delivery, at least one (1) hard copy and /or one (1) electronic copy (CD) (as applicable) of the operating/instruction manual specific to the TRUCK TRACTOR DAY CAB at time of delivery. Contractor shall also provide at least one (1) hard copy of service manual and parts list any and all necessary functional manuals, adjustment manuals, schematic diagrams and parts catalogues, upon delivery. Parts of the equipment are to be available for each model and available for purchase by the State at no greater cost than published list prices.

The supplier shall be capable of providing replacement part(s) within five (5) working days after a purchase order is submitted to the supplier. The equipment shall be completed within 160 days following the contract award. Any request for an extension must be in writing.

MANUALS ARE TO BE IN THE ENGLISH LANGUAGE.

DRAWINGS

If applicable, the bidder shall submit one set of plans designed to coordinate with these specifications shall be submitted with the bid proposal.

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 MAY RESULT IN YOUR BID BEING CONSIDERED NON-RESPONSIVE AND NOT ACCEPTED.

DELIVERY

Delivery is to be completed in full within one hundred eighty (180) calendar days After Receipt of Purchase Order. Delivery time can be extended via a Work Authorization Form if both, the State and Contractor agree. The Contractor will submit a Work Authorization Form for approval and after approval, can proceed with the approved changes. The approved Work Authorization Form will thereby be incorporated to the contract. A Purchase Order Change or Amendment will not be required.

DELIVERY LOCATION/SERVICE AREA:

Department of Consumer Affairs Bureau of Automotive Repair 10233 Systems Parkway, Sacramento, CA 95827 Please contact: Wayne Ramos (916)-255-1001

Note: In accordance with paragraph 15 of the General Provisions 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”.

REGISTRATION DOCUMENTATION

Each unit will be registered with the State of California, Department of Motor Vehicles, by the Fleet Management Branch of the Department of Consumer Affairs. All documentation supplied for registration shall contain the following physical and post office box addresses:

California Department of Consumer Affairs (CDA) 10949 North Mather Blvd.

Rancho Cordova, CA 95670

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 supplier is not a registered California dealer.

REQUIRED DOCUMENTATION

The following documentation shall be provided with the delivery of the TRUCK TRACTOR DAY CAB

Dealers Report of Sales Certified Weight Masters Certificate Emissions Controls Certification (if such is required by Department of Motor Vehicles)

Weight Certificate: Upon delivery, (for registration purposes) the contractor must provide a certified weight certificate showing the total “Tare” weight for the vehicle.

Final Manufacturer I.D. Plate Required: A Final Manufacturer's Identification label shall be attached to the complete unit. The label shall be in compliance with the National Traffic and Motor Vehicle Safety Act, section 114 and Federal Code of Regulations 49.

Vehicle Registration: Registration and licensing with the California Department of Motor Vehicles (DMV) will be completed after the final vehicle acceptance. CDA will complete the final DMV registration. Emission controls certification (if such separate certification is required by Department of Motor Vehicles.

INSPECTION AND ACCEPTANCE

The final inspection is a two-phase process. The completed TRUCK TRACTOR DAY CAB as presented to CDA for the inspection process shall be serviced cleaned internally and externally and full of fuel.

Note: Contractor is responsible and shall pay for all Travel costs of inspection staff. Transportation expenses consist of the charges for commercial carrier fares, private or

State vehicle mileage allowances, overnight and day parking for State- or privately-owned vehicles, bridge or road tolls, taxi or streetcar fares and all other charges essential for transportation.

The inspection staff shall consist of two (2) CDA personnel and (1) DGS Engineer.

Travel expenses shall be allowed in accordance with the Department of Personnel Administration (DPA) regulations, Title 2, California Administrative Code, Chapter 3, Subchapter 1, Article 2, Traveling Expenses.

If additional interim inspections are required, such inspection trips shall be at the expense of the supplier at $50.00 per hour (including travel time) and all expenses (meals, lodging, and cost of transportation). Travel expenses will be documented, and these fees will be deducted from the invoice.

Units delivered to the delivery location will be accepted only when all Purchase Order requirements have been met, shipping damages have been corrected, and required documents are received by the State.

The State reserves the right to change, at no cost to the State, the inspection location and/or delegate the inspection(s) at their discretion to an independent company.

Phase 1 - Pre-delivery inspection:

An operational check shall be completed within five (5) working days by CDA after delivery to the final FOB destination.

In the event that deficiencies are detected, the TRUCK TRACTOR DAY CAB shall be rejected and the delivering dealer shall be required to make the necessary repairs, adjustments or replacements within five (5) working days. If the deficiencies, repairs, adjustments, and replacements found at the Acceptance Inspection are not corrected within five (5) working days. The TRUCK TRACTOR DAY CAB will be rejected and the contract for that machine terminated and any costs related to the rejection and contract termination will be the sole responsibility of the dealer/contractor.

IN-SERVICE NOTIFICATION

The In-Service Date is defined as the actual date the TRUCK TRACTOR DAY CAB is released for use to the field, not sale date, nor delivery date to CDA

The in-service date shall not exceed 90 calendar days past the delivery/sale date of tractor to CDA. The in-service notification shall be from CDA Equipment Facility to the Contractor/supplier who may not be the original manufacturer.

Written notice will be provided upon acceptance of the TRUCK TRACTOR DAY CAB. The acceptance date may or may not be the actual in-service date.

Completion of the final acceptance and operational check by State inspector in no way releases the dealer/manufacturer from satisfying the requirements of the contract specifications or warranty.

REJECTION

Failure to comply with specifications or construction shall result in a rejection of TRUCK TRACTOR DAY CAB.

If the dealer receives notice in writing that the TRUCK TRACTOR DAY CAB is not acceptable, the TRUCK TRACTOR DAY CAB shall be removed within seven (7) calendar days. If the dealer fails to remove said TRUCK TRACTOR DAY CAB from the State’s facilities within the specified period, the State may forward said TRUCK TRACTOR DAY CAB to the dealer/manufacturer’s repair center by common carrier at the dealer/manufacturer’s expense and risk.

The dealer/manufacturer shall be responsible for all costs associated with returning a rejected machine to their designated repair center and the return to CDA.

Completion of the final acceptance and operational check by CDA shall in no way releases the dealer/manufacturer from satisfying the requirements of the contract specifications or warranty.

Completed TRUCK TRACTOR DAY CAB, during construction, or at delivery/department inspection, not meeting specifications as agreed by both parties shall be subject to rejection and contract termination with no costs to the State including shipping and construction costs.

UNANTICIPATED TASKS

For the purpose of this procurement, the State will reserve an amount equal to ten percent (10%) 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 specification, but which in the opinion of both parties in necessary).

All Unanticipated Tasks must be defined and authorized by Attachment 6 -Work Authorization Form. The Contractor will submit a Work Order Authorization Form to CDA and after CDA’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.

All unanticipated task work shall be in writing and approved by all relevant parties prior to the beginning of the unanticipated task work.

WARRANTY:

Equipment shall operate satisfactorily and have a minimum warranty period of one (1) year from date of delivery to the State. Contractor shall bear all material, labor, and transportation costs for repairing defects and failures occurring within the warranty period.

During the warranty period, the Contractor must:

Honor all manufacturers’ warranties and guarantees on all products offered through the contract. If the manufacturer offers an on-site warranty, those warranty services must be passed on to the user of this contract. Contractor shall bear all material, labor, and transportation costs for repairing defects and failures occurring within the warranty period.

Any non-integral accessory / optional equipment not cataloged as a dealer option shall be under a one-year warranty commencing from the CDA puts the TRUCK TRACTOR DAY CAB into service.

This warranty does not cover standard wear items that wear out due to normal wear CDA will notify the supplier by mail of the in-service date and keep a record of the in-service date.

TRAINING (FAMILIARIZATION)

The supplier at his expense shall provide a qualified factory authorized service representative to provide operational and technical training. A minimum of one (1) 8-hour training session of basic familiarization shall be provided for up to six (6) CDA equipment operators and staff within thirty (30) days after notification by CDA.

The familiarization training may be limited to agency personnel who are assigned to TRUCK TRACTOR DAY CAB(s) purchased on this IFB or consecutive purchases and must be a combination of classroom and hands-on operations

The date of the training shall be coordinated between the supplier and the CDA Fleet Management Branch at (916) 397-0787; however, the training will be completed within 30 days after final delivery. Equipment training will be held at the following location:

Department of Consumer Affairs Bureau of Automotive Repair 10233 Systems Parkway, Sacramento, CA 95827

The familiarization training may be limited to agency personnel who are assigned to TRUCK TRACTOR DAY CAB (s) purchased on this IFB or consecutive purchases and must be a combination of classroom and hands-on operations.

The familiarization training shall cover but not limited to the following subjects.

· Operating instructions, warnings, precautions & safety checks

· Equipment controls & instrumentation, where they are located, what they do and how they work

· Engine operation, including start- up and shut-down procedures

· Proper operation of the steering system, including maneuvering, forward/reverse operation & stopping

· Basic implement operation & limitations

· Machine capacity, stability and operating limitations

· Preventative and routine inspection & maintenance

· Warranty details and procedures

ADDITIONAL INFORMATION AND DOCUMENTATION REQUIRED

The following supporting documentation shall be included with the bid submitted.

· Company Experience and TRUCK TRACTOR DAY CAB information.

The bidder shall be able to demonstrate a history and expertise in the sale/manufacturing of TRUCK TRACTOR DAY CAB s and shall have been in business continuously for a minimum of sixty (60) consecutive months prior to this bid.

# of years in business continuously: _______________

· Qualifying Statement

What types of companies, agencies, etc. has your company sold similar TRUCK TRACTOR DAY CAB to in the last two (2) years

· Customer References

Bidders shall provide a minimum of three (3) references that are currently operating the proposed TRUCK TRACTOR DAY CAB including contact name and numbers with the bid. The state reserves the right to verify any and all references. If the reference cannot be contacted, your bid may be deemed non-responsive.

Reference #1

Company Name:

Contact Name: ________________________________ Phone #: __________________

Type of Vehicle Sold: ___________________________ Date Delivered: ____________

Reference #2

Company Name:

Reference #3

Company Name:

BIDDER CERTIFICATION:

Please clarify that you have received all eight (8) pages of this document and that you have reviewed and agree to the requirements, terms and conditions within by signing below and returning all pages with the bid submission.

Printed Name

Signature Date

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