Attachment_3_Admin_Requirements.docx

State of California Administrative Requirements Class E Shuttle Bus Department of State Hospitals

BU 4440- 0000032328

Attachment 3

1. 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. DRAWING

Bidder shall submit with bid proposal, a 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. DESCRIPTIVE LITERATURE

Bidders are required to forward complete descriptive literature of the Shuttle Bus with the bid and are to note their brand name and catalog or model number on the bid. At the State’s option prior to award, Bidders may be required to submit additional written clarification information.

FAILURE TO SUBMIT DESCRIPTIVE LITERATURE MAY RESULT IN YOUR BID BIENG CONSIDERED NON-RESPONSIVE AND NOT ACCEPTED.

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, 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 Class E Shuttle Bus.

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

The cost of the pre-delivery inspection shall be included in the bid.

5. INSPECTION

One (1) Department of State Hospitals (DSH) representative shall travel to the Contractor’s fabrication facility for the pre-delivery inspection of the Shuttle Bus. 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 Contractor shall consult with the DSH 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 DSH. All deviations shall be corrected in an expeditious manner at no expense to the State.

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 DSH facility, it shall be the State’s right to reject the Shuttle Bus 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 DSH, those trips shall be at no cost to the Contractor.

6. 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 DSH 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 with DSH to fix all issues within thirty (30) working days at no cost to the State. Once any deficiencies have been fixed by the Contractor, a final inspection will be scheduled by DSH. 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 and the return to DSH.

7. REJECTION

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

8. 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 DSH Representative at the delivery location.

9. WORKMANSHIP

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

10. BOOKS AND MANUALS

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

11. WARRANTY

Equipment shall operate satisfactorily and have a minimum warranty period of five (5) years or 100,000 miles, whichever comes first, from date of delivery to the State. Contractor shall bear all material, labor, and transportation costs for repair of defects and failures occurring within the warranty period. Five (5) year equipment warranty shall include the chassis, body structure, engine, transmission, and lift/ramp. All other accessories and options offered through the contract shall include the manufacturers’ warranties and guarantees. If the manufacturer offers an on-site warranty, those warranty services must be passed on to the users of this contract.

12. BILLING / PAYMENT ISSUES

Invoices shall be submitted to the DSH – Metropolitan Accounting Office as specified:

Department of State Hospitals – Metropolitan Attention: Accounting Office 11401 S. Bloomfield Ave.

Norwalk, CA 90650

OR

Email to: DSHMSHAccounting@dsh.ca.gov

13. DELIVERY

Inspection, delivery, and final acceptance of each unit on the Purchase Order shall be within 365 calendar days after the receipt of Purchase Order.

Delivery shall be made to the below delivery address during normal business hours Monday through Friday from 7:30 a.m. to 11:20 a.m. or 12:30 p.m. to 3:30 p.m. except State Holidays.

Delivery Location:

Department of State Hospitals – Metropolitan Attn: TRANSPORTATION 11401 S. Bloomfield Avenue Norwalk, CA 90650

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”.

14. STATE REQUESTED OPTIONS/UPGRADES, UNANTICIPATED TASKS

The State may order additional services and/or equipment or service items from the Contractor, or remove equipment items from maintenance, to meet State’s business needs. Such changes are classified as Unanticipated Tasks. Any Unanticipated Tasks which the State may require must be within the scope of this Agreement. All Unanticipated Tasks must be defined and authorized by Attachment 6 -Work Authorization.

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 installation 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. Any requests shall be documented via written Purchase Order Change (POC) and will be paid from this reserved allowance. 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 the DSH representative and the DGS/PD Buyer.

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