Attachment_D_-_Admin_Spec_6CY_-__BDYROFDSBTK53-430-212A.docx

Attachment D - Page 10 of 10

BDYROFDSBTK53-430-212A

STATE OF CALIFORNIA, DEPARTMENT OF TRANSPORTATION

DIVISION OF EQUIPMENT

ADMINISTRATION SPECIFICATION NUMBER: BDYROFDSBTK53-430-212(A)

SPECIFICATION FOR: BODY, 6 CY, SANDER with ANTI-ICE, DIRECTIONAL, ROLL-OFF

PURCHASE ESTIMATE NUMBER: 32-12- 6374

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 the IFB for details. Buyer will coordinate all questions and answers, documenting the official State responses in writing via addendum or Q&A set. Any verbal answers, approval of change requests, or any deviations from any requirement within this bid package are not valid.

A post-award meeting will be conducted at the California Department of Transportation, Division of Equipment Headquarters office located at 3400 R Street, Sacramento, CA 95816 with the successful Contractor and pertinent Department of Transportation personnel following award of contract. The meeting will consist of an outline of the successful Contractor’s time line for manufacturing the body, miscellaneous components and assembly schedule for a complete roll-off directional spreader body.

A preliminary layout of the assembled body including the weight distribution and center of gravity to the chassis parameters with all the specified components installed shall be approved by the Caltrans Division of Equipment, Specifications Engineer prior to the post award meeting. A delay of the Post Award Meeting caused by failure to provide the layout in a timely manner will not affect the “Delivery Date”.

SAFETY: The entire unit and accessories shall comply with 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.

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. All material shall be available for review during the pre-delivery inspection.

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 one (1) year 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.

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 contractor shall ensure that all additional manufacturer’s 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 the full benefit of those warranties as offered by the manufacturer. The warranty shall begin on the date that Caltrans puts the unit into service.

All warranties for major components must be provided by the manufacturer of that product. No third-party warranties will be accepted. The bidder 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 to be awarded the contract.

An In-Shop Warranty agreement, signed by the Contractor 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.

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.).

Any Contractor non-compliant with the warranty provisions set forth herein may be subject by the Procurement Division, Department of General Services, State of California General Provisions Section 26, Rights and Remedies of the State for Default.

For questions regarding the warranty or In-Shop Warranty agreement, contact the Warranty Coordinator listed on the Purchase Order contact sheet or the buyer

QUESTIONNAIRE: The attached questionnaire shall be filled out and will become a part of each bid submitted. All questions in the questionnaire are applicable and any incomplete or unanswered questions will be construed as an incomplete Questionnaire and will be rejected.

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

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

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, call 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).

Covid-19 Clause: Caltrans requires both staff and Contractor 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/CDPH%20Document%20Library/COVID-19/Guidance-for-Face-Coverings_06-18-2020.pdf 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 Contractor designated inspection location or from Caltrans Division of Equipment in Sacramento to the Contractor designated inspection location. There will likely be an increase in travel time.

Contractor 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 (Quality Assurance) will lead to a more concise and efficient inspections.

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.

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

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 order 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.

The pre-production unit inspection shall be conducted at Caltrans Division of Equipment HQ in Sacramento, California. Inspection at this location is required so the body can be ‘mated’ to a Roll-off Lift Frame (fabricated by others and installed on a truck chassis) to insure proper fit and function. For this inspection the Contractor shall make arrangements for the first unit to be shipped to: Caltrans Division of Equipment, ATTN: Equipment Receiving, 1920 – 35th Street, Sacramento, CA 95816.

Upon receipt of the first unit body, Caltrans Division of Equipment, Quality Assurance personnel will inspect the unit for compliance with the drawings, including but not limited to dimensional correctness, parts configurations, welding, fit and finish of assembly, etc. If the unit is determined to be substantially in compliance with the Specification and Caltrans Quality Standards, an operational check of the Roll-off Body will be performed to confirm proper fit and function (ie – rolling off and rolling on) of the body in relation to the mating Roll-off Lift Frame.

On units where relative or interacting motions exist, these shall be demonstrated within the full range of movement (e.g., plow moldboard and push frame; brake components, dump body, tailgate, subframe, etc.).

At a minimum for the operational check, the Contractor shall provide a responsible party (qualified, factory authorized representative familiar with the product, etc.) to be in attendance at the pre-production inspection to answer any questions regarding fabrication and to observe all operations and functional testing and make any necessary adjustments to the unit. In addition, the body manufacturer may wish to provide an engineer or other technical representative to assist the Contractor’s representative in providing technical assistance or answers to any questions from Caltrans personnel.

Details and coordination for sequencing the first unit inspection may be discussed at the post-award meeting, and/or by telephone between the Contractor, CT Quality Assurance personnel, and the Specification Engineer.

The cost for shipping the pre-production unit to Caltrans Division of Equipment HQ in Sacramento for the first phase inspection, any travel costs related to the Contractor’s and/or manufacturer’s personnel attending the inspection(s), and return shipping of the body for any re-work (if required) and finish painting shall be included in the bid.

NOTE: The First Unit/Pre-production Body shall be supplied in primer finish only for the First Phase Inspection and operational testing. After any required re-work and acceptance, the unit shall be finish coated per the Specification. See item 14 & 15 PAINT AND PRIMER, page 8, of the Technical Specification section.

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 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 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 Contractor.

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.

FUNCTIONAL TESTING REQUIREMENTS: The manufacturer shall be responsible to perform functional testing of all units at the factory. The units will be tested for hydraulic function, pre-wet function, and electrical function. Caltrans QA inspectors will require 100% of the order be tested in their presence. Final details of the functional testing will be discussed and finalized at post-award meeting.

PRE-DELIVERY INSPECTION LOCATION: The inspections shall be conducted by the Department of Transportation, Division of Equipment, Quality Assurance personnel. These inspections shall take place at an adequate site provided by the Contractor within the State of California. 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.

Covid-19 Clause: Caltrans requires both staff and Contractor 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/CDPH%20Document%20Library/COVID-19/Guidance-for-Face-Coverings_06-18-2020.pdf 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 Contractor designated inspection location or from Caltrans Division of Equipment in Sacramento to the Contractor designated inspection location. There will likely be an increase in travel time.

Caltrans may require a larger lot size before scheduling the inspection if the Contractor agrees and Purchase Order allows. The Contractor shall be responsible for inspecting their units prior to the Caltrans inspection and to ensure the units are compliant. Proper supporting documentation and other items on the 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.

OUT OF STATE TRAVEL: If the Contractor’s inspection facility is not within the State of California, the bidder should include in the bid price all expenses as listed below for inspection trip(s) for each person (up to 4 persons) as outlined in the inspection section of the specifications and as follows:

· 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.

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

· 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

· 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.

· After the Contractor or manufacturer pays the bill, the Caltrans Division of Accounting will abate the recorded expenditures.

· 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.

The Contractor shall receive a copy of the inspection report within 4 working days of the inspection. Unacceptable or noncompliant items will be listed on the report. If late delivery charges accrue, the Contractor will not be held responsible for days in excess of the specified inspection report return period from the end of the inspection to the receipt of the inspection report.

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 Bidder 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 bidder does not initiate the Out of State travel request in a timely manner, as mentioned above.

DELIVERY: Delivery of the first unit/pre-production model shall be no later than 150 calendar days after receipt of the Purchase Order (ARO). Upon delivery of this unit, inspection and functional testing shall commence as described in ADMINISTRATIVE REQUIRE-MENTS, Section 8. INSPECTION, FIRST PHASE; page 3 of 11. Contact the State of California, Department of Transportation, Division of Equipment, Equipment Receiving Coordinator shown on the Purchase Order Contact Sheet for delivery.

Delivery schedule of the remaining units on the Purchase Order shall be agreed upon between the Contractor and Caltrans. However, all units must be delivered and accepted within 360 calendar days after receipt of the Purchase Order (ARO).

If additional quantities are added to the Purchase Order per Section 12 of the administrative requirements: inspection, delivery, and final acceptance of all units on the amended Purchase Order shall be completed within 360 calendar days after receipt of the amended Purchase Order

Contractor shall ensure shipping/handling process prevents coating damage (ie: loading/unloading process, tie-down methods, etc.).

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

LATE DELIVERY CHARGE: The parties to this agreement acknowledge that the State shall incur actual damages should the Contractor fail to perform the work as called out in the contract and specification on the dates set forth herein. The parties, therefore, have agreed to late delivery charges, subject to Force Majeure in the amount of $65.00 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 contract is entered into.

It is, therefore agreed, that the Contractor 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 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.

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. Partial payment for incomplete units will not be made.

MANUFACTURER'S I.D. PLATE: A plate identifying the manufacturer, date of manufacture, model number, serial number, and tare weight shall be attached to the front of the body.

GENERAL: Each unit and any accessory shall be delivered completely assembled and ready to operate to the final destination on the Purchase Order. No exceptions to the specifications will be allowed unless an addendum or supplement to the contract is issued. The exceptions are listed on the Purchase Order or subsequent award.

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

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 California as of the bid opening date. The Contractor shall be capable of supplying repair parts to Caltrans within five (5) working days after a Purchase Order for parts is submitted to the Contractor, whether by phone, fax, or mail. Bidders may be required to provide evidence supporting this requirement prior to award of the contract.

The bidder shall be the equipment manufacturer, an authorized factory dealer or representative thereof, or shall have authorization from the equipment manufacturer or authorized factory dealer to solicit the equipment bid. The bidder shall be capable of providing parts, service, warranty, and training for the equipment bid as specified herein. If the bidder cannot provide these items for the equipment bid, the equipment manufacturer or an authorized factory dealer may provide these items for the bidder. A signed agreement between the bidder and the equipment manufacturer or authorized factory dealer, stating who will be responsible for providing parts, service, warranty, and training for the equipment bid, shall be provided to the State.

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 bidder is to specify those items that will be dealer installed on the original bid submittal at the end of the questionnaire.