Attachment_B_State_of_CA_Bid_spec_17103-037-221A.docx

Attachment B 17103-037-221A

STATE OF CALIFORNIA, DEPARTMENT OF TRANSPORTATION

DIVISION OF EQUIPMENT

SPECIFICATION NUMBER: 17103-037‑221A

SPECIFICATIONS FOR: SELF PROPELLED SINGLE-ENGINE ROTARY SNOW BLOWER

PURCHASE ESTIMATE NUMBER: 32‑12-6450

ADMINISTRATIVE PROCEDURES

Prior to award of the contract, all questions, changes and/or clarifications regarding the specification or the administrative requirements shall be submitted to the buyer. Any verbal answers, approval of change requests, or any deviations from any requirement within this bid package are not valid.

A virtual or in-person Post-Award meeting will be conducted with the successful contractor and pertinent Department of Transportation personnel following award of contract. In-person meetings will be held at the California Department of Transportation, Division of Equipment Headquarters office located at 3400 R Street, Sacramento, CA 95816. The meeting will consist of an outline of the successful contractor’s timeline and a discussion and agreement of any open items called out in the specifications. The meeting will also cover the inspection, acceptance, and delivery process.

1. VEHICLE DOCUMENTATION 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.

Report of Sale: Temporary License Plates (TLP’s) and Temporary Registration shall be required for all units. TLP’s shall be affixed to the rear of the vehicle and the Temporary Registration shall be placed the registration holder prior to delivery. Photocopies and facsimiles are not acceptable, all original documentation and TLP’s shall be provided.

MSO: A "Manufacturer's Statement of Origin" and original "Bill of Sale" on the vendor'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.

An original weight certificate from a California Weigh Master must be supplied at the time of delivery of each unit. If the contractor is not located in California, a weight certificate taken on certified on-highway scales from the contractor’s home State shall be acceptable. Measured weights shall be taken on the front axle, rear axle, and total truck. All weights to be taken with the blower head in the UP position.

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 other required documentation shall be sent to the address below by the time of delivery.

All original documentation, i.e. registration documents, weight slips, invoicing, electronic filters lists, training outlines, any additional manuals for state files must be sent to the address below using UPS or FedEx:

Department of Transportation Equipment Receiving 1920 35th Street Sacramento, CA 95816

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

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

3. A.R.B. EQUIPMENT IDENTIFICATION NUMBER: The contractor will be required to register each unit with the California Air Resources Board (CARB) in their Diesel Off-road On-line Registration System (DOORS). The Equipment Identification Number (EIN) issued by DOORS shall be permanently affixed to both sides of the vehicle in compliance with CARB recommendations. The label will be made and installed according to CARB specifications (Ref: CARB Website: http://www.arb.ca.gov/msprog/ordiesel/documents/finalregorder-dec2011.pdf). When the Manufacturer’s Statement of Origin (MSO) is transferred to Caltrans, the contractor will then sell the vehicle in DOORS using the MSO date as the sale date in DOORS. The contractor will provide a report to Caltrans shipping & receiving associating the vehicle VIN and the EIN number and the sale date in DOORS.

4. BOOKS AND MANUALS: One (1) set of standard operator's manual, complete lubrication instructions, parts books and shop repair manuals (complete with electrical and hydraulic schematics) shall be supplied with each unit. On receipt of the first units, one (1) additional set of manuals shall be supplied for the State files. These may be either paper or permanent electronic media. On-line manuals are not acceptable. These items shall be available for review during the pre-delivery inspection.

5. 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.

6. WARRANTY: The unit(s), including but not limited to the chassis, engine, drive train, electrical system and all modifications made to the unit prior to delivery, etc., 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 or 1,000 engine hours, whichever occurs first, following the date the Department of Transportation (Caltrans) puts the unit into service. Caltrans will notify the contractor by mail of the in-service date and keep a record of the in-service date.

The prime contractor shall be the single point of contact for “all” warranty issues.

A copy of the manufacturer's standard 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 contractor 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 warranty. The manufacturer shall establish a fully operational warranty service provider with capabilities equal to or exceeding the contractor's (or his designated warranty provider) within 45 days of the contractor's authorized dealer termination.

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

The contractor must be the 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 contractor may not be awarded the contract.

An In-Shop Warranty agreement (see attached), signed by the contractor or manufacturer, shall be submitted prior to award of contract.

Caltrans, at its option, may perform warranty work under the terms of the In-Shop Warranty agreement. If Caltrans opts not to perform the warranty work, the contractor shall pick up the unit within 48-hours of written notification. The unit will be at a Caltrans facility. The unit shall be repaired and returned within 10 working days to the Caltrans facility where the unit was originally picked up. Upon prior approval with Caltrans and in compliance with all Caltrans Policies and Procedures, warranty work may be performed at a Caltrans facility.

The contractor may use a traveling mechanic to perform the warranty work. The contractor 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, CA95816 Attn.: Warranty Coordinator

7. QUESTIONNAIRE: The attached questionnaire shall be filled out and will become a part of each bid submitted.

Unless otherwise stated in the purchase order, the requirements of the written purchase order specification shall have precedence over the completed questionnaire; and the completed questionnaire shall have precedence over standard factory specifications or literature.

8. IN-PROCESS REVIEW: The unit(s) may require an in-process review to verify timely progress of the unit(s), and to resolve any technical issues that may arise. If there are any questions regarding the intent of the specifications or drawings, contact the "Specification Engineer" as indicated on the Contact Information page provided with the Purchase Order. The necessity for an in-process review will be determined by the State and will be coordinated by the Specification Engineer.

Any in-process review conducted within the State of California will be at State expense and will not constitute acceptance of the unit(s). In-process reviews outside the State of California may be conducted via video.

9. INSPECTION: This order will require a three (3) phase inspection process. For all inspections the unit(s) will be serviced, washed and ready for, as applicable, inspection or delivery. Inspections will begin within ten (10) working days from the date of the inspection request by the contractor. It is the contractor's responsibility to contact the Equipment Parts Coordinator listed on the PO contact sheet for inspections. All Pre-Delivery Inspection(s) shall be conducted at the same location.

FIRST PHASE (PRE‑PRODUCTION MODEL): The first production unit or pre-production model of the series of units on this contract shall be completed in accordance with the 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(s) shall be State financed at no cost to the contractor when it is within the state of California. If the inspection is preformed out of State, see OUT OF STATE TRAVEL section.

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 the final assembly of the remaining units until the design has been proven acceptable on the first production unit or pre-production model.

The contractor 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 contractor will not be held responsible for those days from the request of the inspection to the receipt of the inspection report.

Additionally, where applicable, the contractor shall complete and sign the contractor Pre‑Delivery inspection (PDI) form and the contractor shall note the appropriate Purchase Order Number and Line Item on each form.

If additional interim inspections are required, such inspection trips shall be at the expense of the contractor 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.

After inspection and acceptance by the State, the first production unit or pre‑production model shall be the criteria or basis for acceptance of the balance of the delivery. This will not constitute final acceptance of each unit remaining on the Purchase Order.

SECOND PHASE (PRE-DELIVERY INSPECTION): In accordance with the State Administrative Manual, Section 4123, 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 contractor when it is within the State of California. If the inspection is preformed out of State, see OUT OF STATE TRAVEL section.

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.

If additional interim inspections are required, such inspection trips shall be at the expense of the contractor 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.

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 contractor. The inspection site shall meet all of the following criteria:

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

b) The site shall include electricity, lights, water, compressed air and a secure paved lot. 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 contractor shall provide conditions which meet the safety standards of CAL-OSHA and Title 8 of the California Code of Regulations.

c) The adequacy of the site shall be determined by the Department of Transportation, Division of Equipment, Quality Assurance Section. Contact the Quality Assurance Chief listed on the PO contact sheet for approval.

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

THIRD PHASE (FINAL INSPECTION): Each unit will have a final inspection at its delivery destination shown on the Purchase Order to verify acceptability. The State will have five (5) working days after delivery of a unit to conduct the final inspection of said unit. Units delivered to the 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. Units which are not accepted by the delivery date on the Purchase Order will be considered delivered late.

If the contractor 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 contractor fails to remove said unit(s) from the State's facilities within the specified period, the State may forward said unit(s) to the contractor by common carrier at the contractor's expense and risk.

10. OUT OF STATE TRAVEL: If the contractor’s inspection facility is not within the State of California, the contractor should include in the bid price all expenses as listed below for inspection trip(s) for each person (Up to three (3) persons for the initial inspection and up to two (2) persons for follow up inspections) as outlined in the inspection section of the specifications and as follows:

a) Per Assembly Bill 1887, AB 1887 prohibits a state agency or department from requiring any state employee to travel to a State currently listed under this legislation (https://oag.ca.gov/ab1887). No contracted inspections will take place in these states. Contractors or manufacturers in these states must make other arrangements that meet the requirements of this law and specification for compliance inspections at no cost to the State.

b) Airlines and vehicle reservations will be made through the State of California travel service provider TravelStore. http://www.caltravelstore.net

c) State employees assigned to travel will submit a Travel Expense Claim (TEC) to cover expenses for lodging, meals, per diem, incidentals; and, ground transportation including mileage, tolls, parking, etc. to and from the airport at Sacramento, California, for each full workday at the contractor's designated facility. Expenses will be charged in accordance with Caltrans Division of Accounting, Travel Reimbursement Guidelines as shown on http://www.dot.ca.gov/hq/asc/travel/ch3.htm

d) Caltrans Division of Accounting will set up an Accounts Receivable to bill the Purchase Order holder after the TEC submitted by employee has been processed.

e) After the contractor or manufacturer pays the bill, the Caltrans Division of Accounting will abate the recorded expenditures.

f) All references to “inspection trip(s) shall be State financed at no cost to the contractor” shall be superseded for the above-mentioned expenses when out of State travel is requested by the contractor.

If additional interim inspections are required, such inspection trips shall be at the expense of the contractor at $75.00 per hour (including travel time) for each employee in addition to the above mentioned Out of State Travel Expenses.

The State’s internal Out of State approval process takes approximately 2-4 weeks for approval. The successful Contractor should plan on submitting an official Out of State request to the Equipment Receiving Manager, in a timely manner, to insure the synchronization of the State approval with the corresponding inspection date. This process must be performed for each out of state inspection requested. The number and type of inspections are detailed in the inspection section of this specification. Inspections will begin within ten (10) working days from the date of the Out of State inspection approval.

NOTE: The State will not be held responsible for delivery delays if the successful contractor does not initiate the Out of State travel request in a timely manner, as mentioned above.

11. COVID-19 CLAUSE: Caltrans requires both staff and Contactor representatives/ personnel to follow California Department of Public Health (CDPH) guidelines during inspections or any other personnel interaction.

12. SERVICE REPRESENTATIVE: The contractor, at his expense, shall provide a qualified factory authorized service representative to be in attendance at the pre-production, and pre-delivery inspections to make any necessary adjustments to the units and to give instructions to the equipment receiving inspectors to assure correct operation of the units supplied. The contractor shall supply the service representative for one (1) 8‑hour day. The cost for this service shall be included in the bid.

13. DELIVERY: Delivery schedules will be negotiated with the contractor prior to issuing the Purchase Order and will based on the number of units the contractor can successfully build and deliver within a pre-determined time frame.

Contact the State of California, Department of Transportation, Division of Equipment, Equipment Parts Coordinator listed on the PO contact sheet to coordinate delivery.

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.

14. LATE DELIVERY CHARGES: The parties to this agreement acknowledge that the State shall incur actual damages should the contractor fail to deliver units by the agreed upon time frame. The parties, therefore, have agreed to late delivery charges in the amount of $500.00 per unit per workday.

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 purchase order is entered into.

It is, therefore agreed, that the contractor will pay the State of California the sum of $500.00 per unit per work day (as stated above) for each work day the work remains uncompleted or unaccepted by the State, provided the total late delivery charges assessed against contractor shall in no event exceed twenty-five percent (25%) of the total value of the entire order, and the contractor agrees to pay said damages as herein provided. In the event such damages are not paid, the contractor agrees that the State may deduct the amount thereof from any monies due or that may become due said contractor.

15. PAYMENT: Process for payment will be initiated on each unit as units are received and deemed acceptable.

16. GENERAL: As applicable, a complete electronic list of all filters (air, oil, fuel, 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 the exceptions are listed on the purchase order or subsequent addenda.

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 of unit or units that the contractor 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 this unit.

Bids will be considered only on equipment represented by a contractor capable of providing adequate repair parts, warranty, technical assistance, and training in the United States as of the bid opening date. Contractors may be required to provide documentation supporting this requirement prior to award of the contract.

Bids will not be considered if contractor's designated f.o.b. delivery destination is other than the delivery address stated in the RFP.

Only new models in current production, which are cataloged by the manufacturer and for which manufacturer's published literature and printed specifications are currently available, will be considered. Special options may be included only when recommended by the manufacturer of the unit and approved by the engineer in writing.

All equipment/options are to be factory installed. If the equipment/options are not available factory installed, dealer installed equipment/options may be acceptable. The contractor is to specify those items that will be dealer installed on the original bid submittal at the end of the questionnaire.

Rev 9/15/22