Attachment_B_-__Bid_Specification_56816-041-211A.docx

Attachment B Page 1 of 10 56816-041-211A

STATE OF CALIFORNIA, DEPARTMENT OF TRANSPORTATION

DIVISION OF EQUIPMENT

SPECIFICATION NUMBER: 56816-041-211

SPECIFICATION FOR: A MECHANICAL PICKUP, 4 CUBIC YARD CAPACITY, HIGH DUMP, BATTERY- ELECTRIC HIGHWAY SWEEPER- COMPLETE UNIT

PURCHASE ESTIMATE NUMBER: 32-12-6371

ADMINISTRATIVE REQUIREMENTS

Submit all questions, comments, and concerns immediately in writing to the Buyer no later than four (4) working days prior to bid due date. Refer to IFB for details. The Buyer will coordinate all questions and answers, documenting the official State responses. Any verbal answers, approval of change requests, or any deviations from any requirement within this bid package are not valid.

VEHICLE REGISTRATION DOCUMENTS REQUIRED:

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 California certification of compliance for vehicle pollution must be supplied at the time of delivery of each unit.

An original weight certificate from a certified scale for registration purposes must be supplied at the time of delivery of each unit.

A Federal Excise Tax Exempt Certificate will be attached to the purchase order.

All documentation supplied for registration shall contain the following:

State of California Department of Transportation/Equipment 34th Street and Stockton Boulevard P. O. Box 160048 Sacramento, CA 95816

All required documentation shall be sent to the above address by the time of delivery.

NOTE: The State shall register/license all vehicles with the Department of Motor Vehicles.

SAFETY:

The entire unit and accessories shall comply to the applicable provisions of the California Vehicle Code (CVC), the Safety Orders of the Division of Industrial Relations, and all Federal regulations in effect at the time of manufacture.

FINAL MANUFACTURER'S 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.

BOOKS AND MANUALS:

CAB & CHASSIS: One (1) set of standard operator's and lubrication instructions shall be supplied with each unit. Manuals may be paper, electronic media (i.e., CD’s, DVD’s), or web-based (i.e., available on manufacturer’s website).

SWEEPER: Two (2) sets of operator's manuals, complete lubrication instructions, parts books, and shop repair manuals (complete with electrical and hydraulic schematics) shall be supplied with the first unit shipped to each "Ship To" destination indicated on the Purchase Order.

The parts book shall contain accurate and complete parts information, drawings, and illustrations to enable parts personnel to locate, identify and order correct replacement parts for the entire unit. The service manual shall contain sufficient information to permit a journey-level mechanic to diagnose, remove, replace, and overhaul all operating systems of the entire unit. The service manual shall include schematic diagrams for all operating systems on the vehicle (i.e., electrical, hydraulic, air, etc.).

Additionally, one (1) set of standard operator's manual and complete lubrication instructions shall be supplied to the following: California Department of Transportation, Division of Equipment, 1920 35th Street, Sacramento, CA 95816, Attention: Lubrication Coordinator.

QUESTIONNAIRE:

The attached questionnaire shall be completely filled out and will become a part of each bid submitted. Any portion of the questionnaire which is not applicable to the equipment shall be shown as N/A (not applicable). Failure to submit a completed questionnaire shall result in rejection of your bid. The completed questionnaire shall have precedence over standard factory specifications or literature.

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 or serviceability.

WARRANTY:

The unit and any optional accessory shall be free from defects in workmanship and materials and be covered (parts and labor) under warranty for a minimum of two (2) years following the date the Department of Transportation (Caltrans) puts the unit into service. The electric propulsion components including but not limited to motors, electric charging, batteries, electrical converters, and controllers shall be covered (parts and labor) under warranty for a minimum of five (5) years following the in-service date. Caltrans will notify the supplier by mail of the in-service date.

A copy of the manufacturer's standard and or extended warranty for the unit, any accessory, optional equipment, and components shall be supplied with each unit at delivery, or upon request. The manufacturer will be held responsible for warranty (commencing from the date Caltrans puts the unit into service) if the supplier is no longer an authorized dealer of the equipment supplied. Under this circumstance, the manufacturer will be held responsible for the balance of the manufacturer's standard and or extended warranty. The manufacturer shall establish a fully operational warranty service provider with capabilities equal to or exceeding the supplier's (or his designated warranty provider) within 45 days of the supplier's authorized dealer termination.

Contractor shall ensure that all additional manufactures’ full warranties and warranty periods for units and purchased parts, components, and products, whether installed or delivered as loose equipment, are transferred to Caltrans so that Caltrans receives full benefit of those warranties as offered by manufacturers. Warranty shall begin on date that Caltrans puts unit into service.

All warranties for major components must be provided by the manufacturer of that product. No third-party warranties will be accepted. Bidder must be manufacturer or manufacturer’s authorized representative and must agree to the warranty conditions stated herein. There must be a factory authorized warranty service provider in the State of California or the bidder will not be awarded contract.

A Caltrans In-Shop Warranty agreement signed by the supplier or manufacturer, shall be supplied prior to award. Caltrans, at its option, may perform warranty work under the terms of the In-Shop Warranty agreement. Please contact Division of Equipment’s Warranty Coordinator call: (916) 639-6345 or email: doe.warranty@dot.ca.gov

Upon prior approval with Caltrans and in compliance with all Caltrans Policies and Procedures, warranty work may be performed at a Caltrans facility. The supplier may use a traveling mechanic to perform the warranty work. The supplier will be responsible for all associated costs (travel time, overtime, per diem, etc.).

For questions regarding the warranty or In-Shop Warranty agreement contact:

California Department of Transportation Division of Equipment P.O. Box 160048 Sacramento, CA 95816 Attn.: Warranty Coordinator

DRAWINGS:

Drawings are supplied electronically in pdf format. Any hard copies required for estimation, fabrication or sub-contractor communication will be the responsibility of the vendor. To request an ADA compliant drawing package please contact the buyer listed in the solicitation.

If supplier finds any discrepancies with drawings, supplier shall notify buyer during bidder question period. If supplier fails to notify buyer of any discrepancies with drawings within this time frame, supplier may be responsible for all costs involved in correcting discrepancies on units bid, as deemed acceptable by State.

IN-PROCESS REVIEW:

Unit(s) may require an in-process review to verify timely progress of construction of unit(s) and to ascertain compliance with the intent of the specifications and drawings. If there are any questions regarding the intent of the specifications or drawings, call the "Agency Contact" as indicated on the Purchase Order title page. Any in-process review will be at State expense conducted within the State of California only and will not constitute acceptance of the unit(s).

Covid-19 Clause: Caltrans requires both staff and supplier representatives/ personnel to wear face covering during inspections per California Department of Public Health (CDPH) guidelines. Reference: https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/COVID-19/guidance-for-face-coverings.aspx. Social distancing shall be practiced if possible. Hand sanitizer shall be available if needed. These safety requirements are part of the inspection site evaluation.

Caltrans personnel may fly or drive to the inspections. Caltrans personnel will travel in separate vehicles from the airport to the supplier designated inspection location or from Caltrans Division of Equipment in Sacramento to the supplier designated inspection location. There will likely be an increase in travel time.

Caltrans is aware of possible delivery delays due to COVID-19 shutting down assembly plants and parts manufacturing plants. Any such delays must be reported to the Specification Engineer when they close and when they reopen.

NOTE: In-process review can be done remotely using video and audio conferencing technology.

INSPECTION:

This order will require a four (4) phase inspection process as follows: (Phase 1) a pre-production model inspection, (Phase 2) pre-production model test, (Phase 3) a pre-delivery unit inspection, and (Phase 4) a final unit inspection. For all inspections the unit(s) shall be serviced, washed and ready for, as applicable, inspection or delivery. Inspections will take place within the State of California and will begin within ten (10) working days from the date of the inspection request by the supplier. Receiving inspections will be completed within five (5) working days after receipt of the unit. It is the supplier's responsibility to contact the Equipment Receiving Coordinator listed on the PO contact sheet for inspections.

Supplier shall receive a copy of the inspection report within four (4) working days of the inspection indicating that the first unit is either acceptable or not acceptable. Unacceptable or non-compliant items will be listed on the report. If late delivery charges accrue, the supplier will not be held responsible for those days from the request of the inspection to the receipt of the inspection report.

State may reject any unit which is not in compliance with these specifications or in breach of warranty, expressed or implied, or which is otherwise defective.

If additional interim inspections are required, such inspection trips shall be at the expense of the supplier at $75.00 per hour (including travel time) and all expenses (meals, lodging, and cost of transportation). Travel expenses will be documented on State of California, Department of Transportation, Travel Expense Claim Form, FA302. These fees may be deducted from the invoice.

Supplier shall provide a qualified, factory authorized, service representative to attend in-person, the pre-production model inspection and pre-production model test. The representative shall answer all questions regarding construction and system design and function, demonstrate all operations and functions, and make any necessary adjustments to the unit. Cost for this service shall be included in bid.

FIRST PHASE (PRE‑PRODUCTION MODEL INSPECTION): A pre-production model of the series of units on this order shall be completed in accordance with specifications and drawings, including all requested items and sub-components. Arrangements for inspection of the pre-production model shall be made only when all work is complete. This inspection trip shall be State financed at no cost to the supplier and shall be within the state of California.

Supplier’s request for the pre-production model inspection and testing shall be initiated within two hundred ten (210) calendar days after receipt of the first purchase order on this contract.

On units where relative or interacting motions exist, these shall be demonstrated within the full range of movement.

Component parts or details shall not be pre-cut or pre-formed for final assembly of remaining units until the design has been proven acceptable on pre-production model.

Additionally, where applicable, the supplier shall complete and sign the supplier pre-delivery inspection (PDI) form and the supplier shall note the appropriate Purchase Order Number and Line Item on each form.

SECOND PHASE (PRE-PRODUCTION MODEL TEST): The approved pre-production model shall be delivered complete and ready to operate, to the Supplier’s test site for performance testing described in the “Performance Test” section of Attachment 2a State of California Bid Specification 56816-041-211T. The Supplier and State will complete testing of the pre-production model within 20 calendar days of the scheduled testing.

The State shall notify the supplier within seven (7) calendar days after the test date, by telephone and in-writing, of acceptance or rejection.

If State rejects pre-production model for failing to meet specification or performance requirements, supplier will have fourteen (14) calendar days after notification of rejection to correct all deficiencies and supply the test sweeper to the test site for re-testing. This delay will not affect final delivery date calculation.

If the pre-production model fails the re-test then the unit is completely rejected. Caltrans will recommend to DGS to invoke paragraph 26 of the General Provisions, Rights and Remedies of State for Default.

Supplier may commence manufacture of remaining units on the purchase order after inspection, testing, and State acceptance of pre-production model. The approved pre-production model shall be the criteria or basis for acceptance of the balance of the delivery. Final acceptance will be made upon delivery of each acceptable unit complying with the specification and drawings at the designated location on the Purchase Order.

Model Changes: State reserves the right to test additional production units if model changes occur from the accepted pre-production model. Testing due to model changes shall be State financed at no cost to the supplier.

THIRD PHASE (PRE-DELIVERY INSPECTION): In accordance with the State Administrative Manual, Section 3620, each unit will be inspected prior to shipment to the destination on the purchase order. This inspection trip(s) shall be State financed at no cost to the supplier.

Arrangements for pre-delivery inspections shall be made only when multiple units are complete. Each unit shall be identified with the applicable Purchase Order and Line Item. If corrections are needed as a result of the inspection, the corrections shall be made prior to shipment to the purchase order destination. Authorization to deliver unit(s) must be granted by the Department of Transportation, Division of Equipment, Quality Assurance Section.

FOURTH PHASE (FINAL INSPECTION): Each unit will have a final inspection at its delivery destination shown on Purchase Order to verify acceptability. State will have five (5) working days after delivery of a unit to conduct final inspection of said unit. Units delivered to final Purchase Order destination will be accepted only when all Purchase Order requirements have been met, any shipping damages have been corrected, and all required documents are received by the Department of Transportation, Division of Equipment, Equipment Receiving. These documents include, as applicable, the invoice, vehicle registration documents, parts book, operator's manuals, service manuals, lubrication instructions and charts, warranty information, certifications, questionnaires, etc.

If the supplier receives notice that the unit(s) is not acceptable in writing, the unit(s) shipped to the Purchase Order destination shall be removed within seven (7) calendar days. If the supplier fails to remove said unit(s) from the State's facilities within the specified period, the State may forward said unit(s) to the supplier by common carrier at the supplier's expense and risk.

PRE-PRODUCTION AND PRE-DELIVERY INSPECTION LOCATION: The inspections shall be conducted by the Department of Transportation, Division of Equipment, Quality Assurance. These inspections shall take place at an adequate site provided by the supplier within the State of California. The inspection site shall meet all of the following criteria:

1. The site shall not be the Purchase Order delivery destination. The site shall be paved, secure and zoned for commercial use.

· The site shall include electricity, lights, water, and compressed air. The facilities shall also include lift equipment adequate to raise the units and support them on safety stands with a minimum of 12 inches of tire clearance. The supplier shall provide conditions which meet the safety standards of CAL-OSHA and Title 8 of the California Code of Regulations.

· Adequacy of the site shall be determined by Caltrans, Division of Equipment, Quality Assurance Section. Contact the Quality Assurance Chief listed on the PO contact sheet for approval.

· If the facility is deemed unacceptable by the Department of Transportation, Division of Equipment, Quality Assurance Section, the supplier shall be billed for the inspection trip including wages and expenses. This cost shall be deducted from the purchase order payment.

Covid-19 Clause: Caltrans requires both staff and supplier representatives/ personnel to wear face coverings during inspections per California Department of Public Health (CDPH) guidelines. Reference: https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/COVID-19/guidance-for-face-coverings.aspx. Social distancing shall be practiced if possible. Hand sanitizer shall be available if needed. These safety requirements are part of the inspection site evaluation.

Caltrans personnel may fly or drive to the inspections. Caltrans personnel will travel in separate vehicles from the airport to the supplier designated inspection location or from Caltrans Division of Equipment in Sacramento to the supplier designated inspection location. There will likely be an increase in travel time.

Supplier shall be responsible for inspecting units prior to Caltrans inspection and to ensure units are compliant. Proper supporting documentation and other items on pre-inspection check list provided by QA will lead to a more concise and efficient inspection.

Caltrans is aware of possible delivery delays due to COVID-19 shutting down assembly plants and parts manufacturing plants. Any such delays must be reported to the Specification Engineer when they close and when they re-open.

DELIVERY:

Inspection, delivery, and final acceptance of no fewer than the first 10 units on the Purchase Order shall be within 300 calendar days after receipt of the original Purchase Order. Subsequent purchase order amendments shall not change this due date unless specifically addressed. For each subsequent 30 calendar days, the total quantity due shall increase by 5 units until all units on the Purchase Order (original or amended) have been accepted.

In the event an increase to the total quantity of identical units on order by Caltrans, whether by purchase order amendment or separate purchase order(s) are awarded to the same vendor, the delivery schedule shall be calculated to provide at a minimum the base delivery requirement or additional incremental delivery requirement whichever provides the greatest delivery time. Base delivery time is defined as the delivery time allotted for the first group of units, excluding any pilot or pre-delivery required units.

Contact the State of California, Department of Transportation, Division of Equipment, Equipment Parts Coordinator listed on the PO contact sheet to coordinate delivery. The unit(s) shall be full charged.

Acceptance of delivery or placement in operation of any equipment shall not release the manufacturer from liability for faulty design, workmanship, or materials appearing even after final payment has been made.

LATE DELIVERY CHARGES:

Parties to this agreement acknowledge that State shall incur actual damages should supplier fail to perform work as called out in contract and specification on dates set forth herein. The parties, therefore, have agreed to late delivery charges in the amount of $485.00 per unit per work day.

Workdays are Monday through Friday inclusive, except State holidays observed Monday through Friday inclusive.

The parties also agree that the amount specified is not unreasonable nor punitive in nature because both parties have carefully considered the amount specified and believe it to be a reasonable estimate, and not excessive at the time the contract is entered into.

It is therefore agreed that the supplier will pay the State of California the amount stated above for each work day the work remains uncompleted or unaccepted by the State, provided the total late delivery charges assessed against supplier shall in no event exceed twenty-five percent (25%) of the total value of the entire order, and the supplier agrees to pay said damages as herein provided. In the event such damages are not paid, the supplier agrees that the State may deduct the amount thereof from any monies due or that may become due said supplier.

PAYMENT:

Process for payment will be initiated on each unit as units are received and deemed acceptable. The discount period will start after acceptance of each unit on the Purchase Order.

GENERAL:

As applicable, a complete electronic list of all filters (air, oil, hydraulic, etc.) shall be supplied to each delivery destination and to headquarters shipping and receiving. A minimum of 4 sets of keys shall be supplied with each unit.

Each unit and any accessory shall be delivered completely assembled and ready to operate to the final destination listed on the purchase order.

No exceptions to the specifications will be allowed unless listed on the contract or subsequent contract supplement.

The component parts of the unit shall be new and of proper size and design to safely withstand the maximum stresses imposed.

The manufacturer's torque rating of each driven part shall be equal to or exceed the torque rating of its driving member.

Complete printed specifications, published literature, and photos or illustrations (as available) of unit or units that bidder proposes to furnish shall be supplied upon request.

All equipment and accessories cataloged as standard, unless superseded by these specifications, are to be furnished and included in purchase price of unit.

Supplier or manufacturer of the equipment being supplied shall guarantee that all replacement parts for the equipment shall be available for delivery to the State within five (5) working days after the request is telephoned to the manufacturer, or supplier. This requirement shall be in effect for a period of five (5) years after the date the equipment is put into service by the State of California. \

Only new models, produced and/or assembled by existing manufacturers of like or similar equipment, will be considered. Special options may be included only when recommended by manufacturer of the unit and approved by engineer in writing.

"Caravan" or "drive-away" deliveries from points outside the State of California will not be accepted.

For the purpose of this procurement, an amount equal to 10% of the bid amount may be added to purchase order to allow for State requested options/upgrades (components, equipment, parts, etc. that provide additional functionality to the specified equipment), unanticipated tasks (additional work that must be performed which was wholly unanticipated and is not required in the specification, but is needed or improves the functionality of the equipment), etc. This is the maximum amount that will be available for State requested and approved options, upgrades, additional work, etc. after Purchase Order issuance. All quotes and scope of work shall be in writing. Any change shall be documented via written Purchase Order Change.