Attachment__3_-_Delivery_Installation_Instructions.docx

Public Employee Retirement System (PERS)

RFQ # 03-0190-8

Informal Competitive Solicitation

ATTACHMENT #3 DELIVERY / INSTALLATION REQUIREMENTS

Location:

Public Employee Retirement System (PERS) 400 Q Street Sacramento, CA. 95814

· Must contact BEC to obtain access to restricted areas and arrange delivery.

Contact information will be provided to the winning bidder.

· TRUCK W/ LIFT-GATE REQUIRED

· Items must be delivered into the building via the facility’s loading bay with the BEC and Vendor present to receive shipment

· No substitutes without written consultation

· Scheduling MUST BE COORDINATED 2 WEEKS IN ADVANCE

· Installation must include testing to ensure proper working conditions and training of operational features

· Vending machines to be set in place, side by side, leveled and banded together at time of installation

· Invoices must be submitted to BEPInvoices@dor.ca.gov

· Invoices must include a complete description of each unit, including delivery location number and address, brand, model, serial number, warranty on parts and labor

· Remove all packing materials after installation is completed.

· Invoices will be signed upon completion of all PO requirements.

· If an unforeseen event prevents vendor and/or supplier from completing delivery, installation and/or testing as scheduled, supplier must coordinate a second visit to complete any pending tasks.

· To expedite payment, invoices must include a complete description of each unit, including delivery location number and address, brand, model, serial number, warranty on parts and labor.

Scheduling:

MUST BE COORDINATED 2 WEEKS IN ADVANCE. Must contact BEP Vendor and BEC to coordinate delivery date and time, verify machine placement, configurations, and security / clearance requirements.

Delivery And Installation Requirements:

Equipment to be delivered, set-in-place, installed as per manufacturer’s instructions, remove existing unit(s) and all packing material. Installation must include testing to ensure proper working condition and training of operational features, including suggested operating procedures for coin mechanisms and bill validators, as well as preventative maintenance of vending units (proper cleaning of machine(s), air filters, inlet screens, etc.). It is imperative Supplier provide all necessary components required to complete delivery, set-up, and programming of new machine(s).

NOTE: Vending machines to be set in place, side by side, and banded together at time of installation.

Delivery Terms:

Delivery terms, as specified in paragraph 15 of the General Terms and Conditions, indicates Contractor’s responsibility for the furnishing of equipment and completed installation within 5 weeks (35 calendar days) After Receipt of Order (ARO). Upon the 35th day, equipment specified in this order is to be in place and fully operational. Contractor shall strictly adhere to the delivery terms and schedule as specified in this solicitation. Failure to comply with the delivery requirements may be considered a breach of contract under paragraph 24, entitled “Termination for Default” and paragraph 26, entitled “Rights and Remedies of the State for Default”, resulting in contract termination.

NOTE: In the event delivery terms cannot be met as specified, the awarded Contractor is responsible for notifying BEP within 10 days of receiving this order.

Existing Equipment:

Bid must include an offer for trade-in value OR declaration to move existing equipment to recycler. Prior to equipment transfer, the barcodes, as noted below, must be removed, and returned to the department at the time of invoicing, with a recycling receipt (if applicable). Payment will be delayed if barcodes are not received with invoice. Supplier shall NOT accept any substituted machines or barcodes for removal from premises.

Substitutions, Inspection, Acceptance, and Rejection:

As noted in paragraphs 16, and 17 of the General Terms and Conditions, substitution of goods may not be tendered without advance written consent of the Buyer. All goods may be subject to inspection by the State or its authorized representatives, therefore subject to rejection.

Newly Manufactured Goods:

All Goods furnished under this contract shall be newly manufactured Goods; used or reconditioned Goods are prohibited.

End of Attachment Attachment #3 – Public Employee Retirement System (PERS) Page 1 of 3