Event_36181_Type_3_Fire_Apparatus.docx

STATE OF CALIFORNIA

DEPARTMENT OF GENERAL SERVICES – PROCUREMENT DIVISION

INVITATION FOR BID (IFB)

Type 3 Wildland Fire Apparatus

EVENT ID 0000036181

July 21, 2025

BIDS ARE DUE BY: August 4, 2025 at 2:00 PM PT

RETURN BID TO:

OTA@dgs.ca.gov

IMPORTANT NOTICE TO ALL BIDDERS

This solicitation/acquisition is being conducted under Public Contract Code § 12125, et seq., the Alternative Protest Process.

Submission of a bid constitutes consent of the bidder for participation in the Alternative Protest Process.

Any protests filed in relation to the proposed contract award shall be conducted under the procedures in this document for the Alternative Protest Process.

Any bidder wishing to protest the proposed award of this solicitation must submit a written Notice of Intent to Protest (facsimile acceptable) to the Coordinator before the close of business on the last day of the protest period, which will be established in the Notice of Intent to Award. Failure to submit a timely, written Notice of Intent to Protest waives the bidder’s right to protest.

Alternative Protest Process Coordinator/Support Services Department of General Services Procurement Division Purchasing Authority Management Section 707 Third Street, 2nd Floor South West Sacramento, CA 95605

SCOPE

This Invitation for Bid (IFB) is a One Time Acquisition conducted by the State of California, Department of General Services, Procurement Division (DGS-PD) to cover the requirements of the State of California, Department of Forestry and Fire Protection (CAL FIRE) for Type 3 Wildland Fire Apparatus as described meeting the requirements of this IFB and all attachments.

METHOD OF AWARD

Award will be made on an "All or None" basis. The award will be made to the responsive and responsible Bidder with the lowest cost, including all applicable preference and incentive calculations.

In the event of a tie, a coin toss will be a permissible tiebreaker. Such event will be conducted by the procurement official and observed by a state employee as witness.

DRAFTS

If the State determines that bids from all Bidders contain material deviations, the State may declare the bids to be draft bids. If bids are declared drafts, the State will issue an addendum to the solicitation document and confidential discussions may be held with the Bidders who wish to continue in the bidding process. Notifying the Bidder of defects is intended to minimize the risk that the final bids will be deemed non-compliant; however, the State will not provide any warranty that all defects in the draft bids have been detected. Notification of defects in the draft bid will not preclude rejection of the final bid, if undiscovered defects contained in the declared draft bid are later found in the final bid. Oral statements made by either party during confidential discussions shall not be binding.

NEGOTIATIONS

The State may elect to enter into negotiations pursuant to Public Contract Code §6611 if conditions exist. Should the State elect to negotiate, the process shall be described in writing and provided to the parties involved prior to commencement of negotiations.

ALTERNATIVE PROTEST PROCESS

This solicitation/acquisition is being conducted under the provisions of the Alternative Protest Process (Public Contract Code section 12125, et seq.) By submitting a bid or proposal to this solicitation, the bidder consents to participation in the Alternative Protest Process and agrees that all protests of the proposed award shall be resolved by binding arbitration pursuant to the California Code of Regulations, Title 1, Division 2, Chapter 5. Link to the Alternative Protest Process regulations:.

A Notice of Intent to Award for this solicitation will be publicly posted on the Department of General Services Procurement Division webpage and sent via facsimile to any bidder who submits a written request for notice and provided a facsimile number. DGS/PD webpage link.

During the protest period, any participating bidder may protest the proposed award on the following grounds:

1. For major information technology acquisitions – that there was a violation of the solicitation procedure(s), and that the protesting bidder’s bid should have been selected; or

2. For any other acquisition – that the protesting bidder’s bid or proposal should have been selected in accordance with the selection criteria in the solicitation document.

A written Notice of Intent to Protest the proposed award of this solicitation must be received (facsimile acceptable) by the Coordinator before the close of business 5 p.m. PST/PDT on the 1st working day after issuing the notice of intent, as specified in the solicitation. Failure to submit a timely, written Notice of Intent to Protest waives bidder’s right to protest.

Bidder is to send the notice of protest to:

Alternative Protest Process Coordinator/Dispute Resolution Department of General Services Procurement Division Purchasing Authority Management Section 707 Third Street, 2nd Floor South West Sacramento, CA 95605 Fax: 916 / 376-6226 Email: PDProtest@dgs.ca.gov

Within seven (7) working days after the last day to submit a Notice of Intent to Protest, the Coordinator must receive from the protesting bidder the complete protest filing including the signed, written detailed statement of protest including exhibits, filing fee and deposit or small business certification as applicable. Untimely submission of the complete protest filing waives the bidder’s right to protest.

Protest bond requirement: bond amount for this Alternative Protest Process shall be 10 percent of the contract amount as specified in the solicitation. See California Code of Regulations, Title 1, section 1418.

RESPONSIBLE BIDDER

DGS-PD may require Bidders to submit evidence of their qualifications. This includes, but is not limited to, the necessary number of personnel with the skills required, equipment of appropriate type and sufficient quantity, financial resources sufficient to complete performance under the agreement, and experience in similar endeavors. If such information is required, the Bidder will be notified to submit the required information. If the State determines the Bidder is not responsible, the bid will be rejected.

BIDDER INSTRUCTIONS

The Bidder Instructions include the Bidder’s and the State’s rights and responsibilities for the bidding process, unless otherwise specified in this solicitation. Bidder Instructions are located at the following link: Bidder Instructions (rev 11/09/2011).

ADDENDA

If the solicitation is revised by an addendum, Bidder is required to meet all requirements of the most current addendum, including using any updated forms.

The IFB document is not required to be submitted with the bid. This language supersedes GSPD-451, Bidder Instructions (rev 11/09/2011) section 3.b., Solicitation Addendum (Addenda).

PROCUREMENT OFFICIAL

The Procurement Official and Backup Procurement Official contact information for this IFB is listed below:

Procurement Official: Melissa Del Rio Telephone: (279) 799-4293 Email: melissa.delrio@dgs.ca.gov

Backup Procurement Official: Shawn Dorrough Telephone: (279) 240-6505 Email: Shawn.Dorrough@dgs.ca.gov

Procurement Division Department of General Services 707 Third Street, 2nd Floor West Sacramento, CA 95605 Bid Submittal Email: OTA@dgs.ca.gov

The Procurement Official shall be the single point of contact. In the event the Procurement Official is unavailable, the Backup Procurement Official should be contacted. All inquiries and questions must be directed to only this person. Oral communications are discouraged and shall not be binding to the State. Bidders should only rely on written statements issued by the Procurement Official.

Bids shall be submitted in accordance with Section 47, Bid Submittal.

BIDDER QUESTIONS

This IFB addresses all requirements that Bidders must meet to be eligible for consideration. Bidders must carefully read the entire IFB, ask appropriate questions in a timely manner, and make sure all procedures and requirements of the IFB are accurately followed and addressed.

If a Bidder discovers any ambiguity, conflict, restrictive specifications, discrepancy, omission, or other errors in the IFB, the Bidder shall immediately notify the Procurement Official of such error, in writing, and request clarification or modification of the document.

All questions, comments, and concerns should be immediately directed to the Procurement Official, in writing, no later than July 24, 2025. All questions and/or concerns shall be directed to both the Procurement Official and the Backup Procurement Official listed above in Section 10. If a Bidder submits a question after the scheduled date(s), the State will attempt to answer the question but does not guarantee that the answer will be prior to the bid due date.

Note: Answers to all questions will be posted via an Addendum.

DESIGNATION OF REQUIREMENTS

The State has established certain requirements with respect to bids to be submitted by prospective contractors. The use of “must,” “shall” or “will” (except to indicate simple futurity) in the IFB indicates a requirement or condition that is mandatory. A deviation, if not material, may be waived by the State. A deviation from a requirement is material if the deficient response is not in substantial accord with the IFB requirements, provides an advantage to one bidder over other bidders, or has a potentially significant effect on the delivery, quantity or quality of items bid, amount paid to the Contractor, or on the cost to the State. Material deviations cannot be waived.

The words “should” or “may” in the IFB indicate desirable attributes or conditions but are non-mandatory in nature. Deviation from, or omission of, such a desirable feature, even if material, will not in itself cause rejection of the bid.

VALIDATION OF REQUIREMENTS

The State will check each bid detail to determine its compliance to the bid requirements. If a bid fails to meet bid requirements, the State will determine whether the deviation is material. A material deviation will be cause for rejection of the bid. An immaterial deviation will be examined to determine if the deviation will be accepted. If accepted, the bid will be processed as if no deviation had occurred.

CLARIFYING INFORMATION

During the evaluation and selection process, the State may ask the Bidder to clarify conflicting information in their bid response when compliance to the solicitation requirements cannot be determined. Clarifications provided by the Bidder may not change the original bid submission. Missing or non-compliant bid response information is not grounds for the State to request clarification. Clarification will not be requested if the Bidder has been deemed non-compliant to other mandatory requirements. It is the responsibility of the Bidder to submit a complete, legible, and comprehensible bid.

Failure to submit the requested written information within the timeframe provided by the State will be grounds for bid rejection.

SPECIFICATIONS

Bidders shall comply with all of the following technical specifications:

· Attachment 1 – Specification 4210-TS-0253222-1, dated 07/11/2025 Type 3 Wildland Fire Apparatus

· Attachment 1A – Specification 4210-TS-0253222-2, dated 07/11/2025 - Equipment, Radio Package, AVL

· Attachment 1B – Specification 4210-TS-0253222-3, dated 07/11/2025 - Lettering and Striping

ADDITIONAL REQUIREMENTS

1. Vehicle Drawings Drawings submitted shall only depict the basic vehicle layout including a top view, compartments, and all four (4) sides. Drawings do not need to include any dimensions. Dimensions entered on drawings will not be evaluated for purposes of award. Specification shall take precedence over the drawings.

A. Cab and Chassis Requirements The Contractor shall provide the cab and chassis and construct a complete workable Apparatus utilizing a commercially available 4 X 4 cab and chassis as specified in Attachment 1 – Specification 4210-TS-0253222-1, dated 07/11/2025 - Type 3 Wildland Fire Apparatus.

The odometer reading of each completed vehicle should not exceed 5,000 miles at time of delivery to the ordering agency. There will be a penalty charge assessed of $1.00 per mile for each vehicle delivered with an odometer reading in excess of 5,000 miles, which will be deducted from the Contractor’s invoice.

Chassis pre-payment and/or progress payments for materials are not applicable to this IFB.

The Contractor will provide CAL FIRE with the cab and chassis factory predelivery inspection report with final delivery.

B. Current Production The vehicle cab and chassis must be new and unused, in current production, and not have been purchased prior to due date of the bid. The supplied cab and chassis shall be listed as the current year production model or subsequent model year that meets all Federal and California Air Resources Board (CARB) requirements for diesel engine emissions at the time of chassis order. The use of any used, rebuilt, non-current or prototype production materials, proprietary products or components is prohibited.

C. Controls and Accessories All Contractor-installed controls or accessory items that are interfaced or connected into the main OEM chassis, engine, transmission, or electronic management system shall be installed as directed by the chassis manufacturer using OEM-specified hardware and/or components. All programming parameters must be downloaded into the OEM chassis manufacturer’s main data base by individual Vehicle Identification Number (VIN).

D. Fabrication Details Minor details of construction and materials where not otherwise specified shall be left to the discretion of the Contractor who shall be solely responsible for the design and construction of these components. Any and all changes to the specification shall be agreed upon in writing by CAL FIRE, DGS-PD, and the Contractor. Such details and other construction that is not specifically covered herein, or not in conflict with these specifications, shall conform to the specifications as outlined in the National Fire Protection Association (NFPA) Standard # 1906 latest edition and/or US Code of Federal Regulations, Title 49, subchapter 6.5 motor carrier safety section, latest editions, where applicable, and/or any changes or additions made to these specifications since that date.

If the cab and chassis is delivered with accessories or fittings that prevent the mounting of CAL FIRE’s specified components, (e.g., cab roof air horns) then such items shall be removed and all applicable body work will be accomplished by the Contractor.

During the fabrication process, certain parts, pieces or components may become unnecessary to the completion of the Apparatus. Disposition of such parts shall be as directed by CAL FIRE.

E. General Construction All material and components shall be new and unused. All bolts shall be a minimum of cadmium-plated heat-treated, SAE Grade 5 of proper length. All threaded nut fasteners shall have flat washers installed beneath the bolt head and nut and feature self-locking nuts or be of a flange bolt and nut design. Any original equipment manufactured special design bolt (e.g., SAE Grade 8 flanged head, long-shoulder bolt, or “Huck” bolt) which is removed from the chassis during fabrication shall be reinstalled or replaced by the same type/grade or equal to ensure equivalent performance requirements as the removed fastener. All fasteners will be properly torqued to the manufacturer’s specifications.

All welds shall be free of slag, internal and external. All workmanship, welding, cutting, fabrication, and assembly shall be of high quality and in conformance with good manufacturing practices. All welding shall be according to American Welding Society (AWS) standards. Flame-cut edges shall be finished for a neat and uniform appearance. No welding or cutting will be permitted on the basic chassis without CAL FIRE’s approval. All manufactured or supplied parts will be free of sharp edges.

All brackets, braces, fittings, and other attachments shall be bolted to the frame or chassis utilizing existing holes in the standard truck frame wherever possible. If additional bolt holes are required, they shall be drilled through the web of the frame, at least twice the “hole” diameter distance from the start of the frame flange radius and in accordance with the OEM chassis manufacturer’s guidelines. All frame-mounted assemblies shall utilize SAE Grade 8, flange headed bolts and nuts. The use of rivets shall be restricted to “blind” areas and only where alternative fastenings are not feasible.

Components shall be located for ease of inspection, routine maintenance or removal. Drains, oil and fuel filters, filler plugs, grease fittings, air and water lines, etc. shall be located so that they are readily accessible and do not require special tools for servicing.

If the Apparatus’ body construction causes restriction to the OEM chassis, main fire pump, or auxiliary pump, lube fittings, oil and fuel filters, spring pins, etc., removable accessory panels shall be provided. Remote lube extensions, oil drains or fill extensions shall be installed for easy access of normal routine maintenance.

Securing of air, water, fuel and/or electrical lines, looms or harnesses shall not utilize stick-on or adhesive backed plastic fasteners. Insulated metal clamps or clips shall be provided; OEM chassis manufacturer provided plastic clamps or bands can remain in place and do not require replacement with insulated metal clamps or clips.

All body construction, sub-assemblies, individual or OEM components (e.g., compartment doors, electrical harnesses, plumbing, pump panels, mounting brackets, shelving) supplied by the Contractor shall be manufactured to a tolerance that guarantees absolute interchangeability between all completed units and may be tested at any time during the contract.

F. Specified Alternative Brand Listing Bidders that offer alternative brands other than reference brands (specifications indicate “reference” or “or equivalent”) are required to complete and submit with their bid or within five (5) working days of request from the state an Attachment 1C - Specified Alternative Brand Listing. The Bidder shall complete all yellow input cells for every item offered that is not the reference brand. The Bidder shall provide with the bid all supporting catalogs, documentation, and/or performance materials that confirm the offered alternate product as being equivalent or better than the reference brand. The State will review each product to determine its eligibility; it is the State’s right to accept or decline any offered products that are not equivalent to the reference brand.

G. Quality Assurance The Contractor shall prepare and submit a written Quality Assurance Plan (QAP) check list for each Apparatus under construction, as detailed below. This check list, by serial and job number, shall record the satisfactory completion of each of the operationally tested items or tasks during the construction phase. The written QAP shall include all steps, checkpoints, forms and other documentation included in the Contractor’s “Quality Control Program”. The QAP must be submitted to the CAL FIRE representatives during the pre-construction conference.

This check list shall be made available for CAL FIRE to review during construction of any vehicle and a completed copy, signed off by the project manager, shall be submitted to CAL FIRE prior to the delivery of each unit. The Contractor shall make the final inspection and operation test of each completed vehicle, checking all service (lube, oil, air, water) requirements and servicing as necessary with OEM recommended lubricants, prior to notifying CAL FIRE that a unit has been completed and is operationally ready. These certification tests shall consist of, but not be limited to, the inspection of all fabrication, construction and assemblies for details and completeness and proper operation of all accessories.

H. Vehicle Preparation The Contractor shall service all installed components with the OEM’s recommended lubricant or coolant. Service shall be prior to initial testing or operation of said components (e.g. air cleaners, gearboxes, drivelines, air conditioner Freon, radiator coolant). The Contractor assumes full responsibility for failure or damage to components caused by lack of, or improper, service.

I. Personnel Protection Guards, shields, or other protection shall be provided where necessary in order to protect personnel from injury from hot, moving, or rotating parts during non-maintenance operations.

J. Preconstruction Conference (Prototype only) A preconstruction conference shall be held at the Contractor’s manufacturing facility with a maximum of four (4) State representatives within forty-five (45) calendar days after receipt of purchase order. The Contractor shall contact CAL FIRE within fourteen (14) calendar days after receipt of purchase order to schedule and arrange date and time of the preconstruction conference. This conference shall be held prior to the start of any construction. The purpose of this meeting is to review the specifications and drawings and resolve any questions concerning the specifications and/or any variations of the Apparatus and to provide the State with the opportunity to inspect the manufacturer’s facilities.

At the Pre-Construction Conference, the Contractor shall provide the following:

· Detailed scale (engineered three (3) dimensional Computer-Aided Design(CAD) or isometric drawings shall include exploded views of all details and dimensions of construction) drawings showing at a minimum the following:

· Vehicle major component configuration/layout (height, width, length, angle of approach and departure) of the overall Apparatus

· Cab/chassis being bid

· Pump panel layout

· Water tank and location

· Storage areas (height, width and depth) including door opening if different from storage sizes.

· Exhaust system location

· Body assembly and mounting, seating

· Hardware, rear bumper assembly, HVAC system and mounting, and the location of emergency lighting.

· All exterior aluminum tread plate areas, access steps, grab rails, complete parts list, etc. shall be included Note: Generic drawings are not acceptable.

· Schematic of OEM cab/chassis electrical wiring and components

· Copy of distribution plan submitted in accordance with section 20, Distribution Plan

· Amp draw report for all the electrical loads to be combined and still have a 25 percent positive load capacity for the output of the charging system.

Within thirty (30) calendar days of the completion of the preconstruction conference, final drawings shall be submitted to the State for approval. All drawings shall meet ANSI standards and shall be approved by a licensed Professional Engineer. When the drawings are accepted, State representatives shall sign the drawing and return to the Contractor to signify that work on the Apparatus can begin. These drawings shall be used by the inspection team to accept the vehicle at the time of delivery.

K. Production and Delivery Schedule At the preconstruction conference, the Contractor shall submit in writing a tentative production schedule based upon the Original Equipment Manufacturer (OEM) chassis manufacturer’s estimated time of delivery. A subsequent written “firm delivery schedule” shall be submitted within thirty (30) calendar days of the pre-construction conference. If chassis is to be ordered, the order must be placed within thirty (30) calendar days of the pre-construction conference, and the firm delivery schedule shall be based upon the OEM’s expected delivery dates at the time of chassis order.

The first Apparatus (prototype) shall be completed within 272 calendar days after conclusion of the preconstruction conference and receipt of written approval of any changes from the preconstruction conference. The Contractor shall be allowed a maximum of sixty (60) calendar days between prototype acceptance and the completion of the first group of six (6) units and shall deliver any remaining units at a rate of six (6) per month until completion of the Purchase Order.

This timeframe will ensure the Apparatus has been built to the satisfaction of CAL FIRE and if any discrepancies are noted during the construction which may result in design changes, they shall be corrected prior to any further construction.

Should the 272-day delivery deadline fall on a weekend or holiday, the delivery shall be made no later than the next business day.

Delivery is to be completed in full within 392 calendar days after receipt of Purchase Order. Delivery time can be extended if both the State and Contractor agree. The Contractor will submit a request in writing to CAL FIRE to extend the delivery date and after approval, can proceed with the approved changes. A Purchase Order Change or Amendment will not be required.

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 Section 11.4, entitled “Rights and Remedies of State for Default”.

Failure to meet the delivery schedule will result in penalties being assessed as stated in section 15.Q, Liquidated Damages.

L. Inspections (Prototype only) The State representatives shall conduct inspection trips as described below. It shall be the Contractor’s responsibility to notify the State representatives thirty (30) working days in advance for scheduling of any inspections and/or prior to shipping of the completed vehicle. The scheduling of the required factory inspection trips will be discussed during the pre-construction conference.

1. Midway Construction Inspection – Phase #1 Up to four (4) State representatives shall travel to the Contractor’s fabrication facility for the quality assurance progress inspection including plumbing and body build-up construction of the CAL FIRE prototype.

2. Pre-delivery Inspection – Phase #2 After completion of the Prototype, the Contractor shall contact the State’s representative to schedule a pre-delivery inspection of the vehicle at the Contractor’s manufacturing facility. Up to four (4) State representatives shall travel to the Contractor’s fabrication facility for the pre-delivery inspection/tilt table testing for CAL FIRE prototype.

A product test area shall be provided by the Contractor at the Contractor’s site for use of both the Contractor and the CAL FIRE representatives. The test area shall be paved and provide shelter from environmental elements during the testing. The testing area shall be adjacent to a pump testing facility. The pump test facility shall have all equipment and provisions, including water capacity to perform a NFPA 1911 compliant pump test from draft.

Tilt Table Procedure for Measuring the Static Rollover Threshold for Heavy Trucks (SAE J2180) per NFPA 1906, Section 4.13 Vehicle Stability shall be required. The vehicle shall be able to be tilted to 27 degrees before lifting a front or rear tire.

The Apparatus shall be tested for body twist by raising opposite wheels of the apparatus twelve (12) inches off the ground (e.g. the front left wheel and the right rear wheel(s) shall be raised at the same time). While the vehicle is in the twisted condition, all the compartment doors shall be opened and closed to ensure that there is no binding and that all the compartments latch properly. Then the other set of wheels (e.g. front right wheel and the left rear wheel(s) shall be raised at the same time) shall be lifted twelve (12) inches off the ground and the compartments shall be inspected/tested. The twist test of the prototype vehicle shall be witnessed by CAL FIRE. At any time, CAL FIRE may request this test be performed on the remaining vehicles ordered.

The “Pre-delivery Inspection” is not the “Acceptance Inspection” and will be conducted within fourteen (14) calendar days of written notification from the Contractor. 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 CAL FIRE facility, it shall be CAL FIRE’s right to reject the vehicle at the time of delivery until all repairs have been successfully completed to the satisfaction of CAL FIRE. CAL FIRE will try to identify everything possible in the Pre-delivery inspection but does not guarantee that new items will not be found at the Final Acceptance Inspection.

3. Optional Inspection Trips Up to four (4) State representatives shall travel to the Contractor’s fabrication facility for two (2) randomly selected inspections to ensure contract compliance.

4. Repeat Inspection If an additional inspection is required by the Contractor or necessary because of Contractor scheduling, inspection rejections, or other Contractor related cases, such repeat inspection trip shall be at the expense of the Contractor at the rate as follows: $50.00 per hour (includes travel time) including all travel and transportation expenses in accordance with section 15.N, Travel Expenses. The hourly rate shall be for a minimum eight (8) hour day if overnight travel is required. All expense claims shall be calculated at actual costs incurred, with receipts furnished to the Contractor along with a reimbursement request/claim. The State department representative hourly inspection rate shall be deducted from the invoice for the prototype vehicle that requires a repeat inspection. A maximum of one (1) repeat inspection may be conducted.

If additional inspection trips are desired by the CAL FIRE representative, those trips will be at no cost to the Contractor.

Any changes to the vehicle design arising as a result of an inspection shall be agreed to in writing. A revised specification shall be created and the cost for the changes shall be in accordance with the allowed percentage for state requested options/upgrades. All changes must be approved in writing by CAL FIRE, DGS-PD and the Contractor.

M. Travel Expenses Travel and transportation expenses for the State representatives for the required preconstruction conference, Midway construction, pre-delivery, and optional inspection trips, including out of state travel, shall be paid for by the State.

Travel and transportation expenses for repeat inspections that are due to Contractor related causes shall be in accordance with section 15.M.4 Repeat Inspections. Transportation expenses consist of the charges for commercial carrier fares, lodging, meals, rental vehicles including fuel, private or State vehicle mileage per mile, overnight and day parking for State-or privately-owned vehicles, bridge or road tolls, taxi/ride share/streetcar fares and all other charges essential for transportation.

Travel expenses shall be allowed in accordance with current CalHR travel expense and per diem rates that can be found at: https://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx.

N. CAL FIRE Inspections After Completion of Prototype For all units after the prototype, every fourth unit produced will be held and inspected at the Contractor’s facility prior to final delivery, unless inspection waived by CAL FIRE.

Any items that needed repair during inspection will be repaired satisfactorily at the Contractor’s facility prior to delivery.

O. Final Acceptance/Delivery The delivery location for CAL FIRE is as follows: CAL FIRE Mobile Equipment Facility, 5950 Chiles Road, Davis, CA 95618. The completed vehicle as presented to the CAL FIRE representative for the “final” acceptance shall be cleaned, internally and externally (freshly washed and chamois), and delivered full of fuel. The final acceptance and operational check shall be accomplished within ten (10) working days by the CAL FIRE representative after delivery.

This inspection shall include: Specification compliance, workmanship, appearance, proper operation of all components and systems, re-inspection of items/repairs noted during the pre-delivery inspection, and that all documents and manuals are present. In the event that deficiencies were not corrected and/or additional deficiencies are detected, the vehicle shall be rejected and the Contractor shall be required to make the necessary repairs, adjustments or replacements at no additional cost to CAL FIRE. Upon completion of any repairs, replacements or adjustments and the return of the vehicle to the CAL FIRE designated facility, re-inspection and acceptance will be completed within five (5) working days.

If the Contractor receives written notice that the vehicle is not acceptable, the vehicle shipped to the purchase order destination shall be removed within seven (7) calendar days. If the Contractor fails to remove said vehicle from CAL FIRE’s facilities within the specified period, CAL FIRE may forward said vehicle to the Contractor’s repair center by common carrier at the Contractor’s expense and risk.

Payment 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 to their designated repair center and return to the CAL FIRE facility.

Completion of the final acceptance and operational check by the CAL FIRE representative shall in no way release the Contractor from satisfying the requirements of the contract, specifications, or warranty.

Additional inspections may be required if quality or production issues arise.

P. Liquidated Damages Bidders acknowledge that the State shall incur actual damages should the awarded Contractor fail to perform the work as required by the dates specified in section 15.L, Production and Delivery Schedule. The parties, therefore, have agreed to late delivery charges in the amount of $100.00 per unit per calendar day, including holidays.

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 CAL FIRE the sum of $100.00 per unit, per calendar day the work remains uncompleted or unaccepted by CAL FIRE. The total late delivery charges assessed against the Contractor shall in no event exceed 25 percent of the total value of the entire purchase order. In the event such damages are not paid, the Bidder agrees that the State may deduct the amount thereof from any monies due or that may become due to the awarded Contractor.

Q. OEM Cab and Chassis Publications The following cab and chassis owner/ operators’ manuals shall be supplied with each delivered Apparatus:

· Two (2) copies of Operator’s or Owners’ Manuals applicable to the OEM cab and chassis shall be supplied.

· Two (2) copies of the OEM Service Manual for the make, model, year of the cab and chassis shall be supplied for each vehicle; an electronic version is acceptable.

· Two (2) copies of line set tickets or a bill of materials of reproducible quality shall be provided. This ticket shall identify each major component of the vehicle by name, model, and/or part number so as to be usable for obtaining parts once the vehicles are in the field as complete fire Apparatus. If the line set ticket or portion thereof is installed in cab, the location will be coordinated with the ordering agency representative.

R. Vehicle Manuals

· Initial Manual Upon delivery of the first completed Apparatus, the Contractor shall furnish one (1) electronic master version of “as built” electrical and plumbing schematics, complete component and parts lists, serial numbers, line setting tickets (or equal), maintenance requirements, etc. A separate schematic of the chassis OEM wiring shall be included. This information shall be furnished to CAL FIRE in a print ready PDF to match the CAL FIRE 6804 “Green Book” Manual on a USB drive. CAL FIRE must be able to add information or “write” to the drive. CAL FIRE shall furnish the Contractor with a sample for proper layout and formatting of the manual during the pre-construction conference. Upon CAL FIRE representative acceptance of the Contractor’s supplied information and format, the CAL FIRE representative shall approve the printing of the pamphlet.

· After Initial Delivery With each Apparatus delivery, the Contractor shall supply two (2) each Apparatus “Green Book” manuals for their respective completed Apparatus. The manuals shall be 8 ½” X 11” binders and shall consist of copies of all service and operator manuals including all information required in the CAL FIRE 6804. Each binder shall include a USB drive containing the complete binder. One (1) binder shall be labeled “DO NOT REMOVE FROM Apparatus” and enclosed in a “zippered” case; the other shall be labeled “Shop Copy”.

S. Vehicle Registration Registration for each completed Apparatus with California Department of Motor Vehicles (DMV) shall be completed by CAL FIRE. At the time of delivery for each completed Apparatus, the Contractor shall provide the following:

· Bill of Sale/Application for Registration.

· Invoice for Unit built.

· Manufacturer’s Certificate of Origin (MCO) or Manufacturer’s Statement of Origin (MSO)

· DMV registration form 397 (if in state contractor).

· Certified Weight Certificate for each group (Tare Weight), see section 25.V, Weight Certificate.

· Emission Control Certification (if such separate Certification is required by DMV).

T. Vehicle Weight Rating and Payload CAL FIRE is extremely concerned about the curb weight, payload allowance, center of gravity, weight distribution and side hill performance due to the equipment and personnel to be carried and the unique operating conditions encountered. The chassis manufacturer’s published gross vehicle weight rating for the vehicle shall not be altered.

At the time of the preconstruction conference, the Contractor shall provide CAL FIRE with the calculated axle weights and center of gravity projections that predict the degree of allowable tilt for the completed Apparatus as proposed by the manufacturer. It shall have a loaded weight distribution of 60 percent rear and 40 percent front, plus or minus 5 percent (i.e., rear axle loaded weight distribution shall be between 55 and 65 percent), and a side-to-side tire load variation of no more than 7 percent.

U. Weight Certificate Upon the delivery of each Apparatus, the Contractor must provide a certified weight certificate showing the total “Tare” weight for each Apparatus that is delivered. Weight documents from a certified scale shall also show actual loading on the front axle, rear axle, and overall vehicle (when applicable with water tank full but without personnel, equipment and hose).

V. CAL FIRE Representative CAL FIRE representatives shall monitor the Contractor in all phases of fabrication including final testing of each CAL FIRE Apparatus as applicable.

W. Manufacturer’s Representative The Contractor shall identify a qualified manufacturer’s representative and a back-up representative, who must be employees of the Contractor’s company. This provides assurance that the contract will be adequately supported even if the primary representative is unable to perform his/her duties due to illness or other circumstances.

X. Technical Support The Bidder must be able to show evidence that adequately qualified staff will be readily available to provide timely technical support or training to CAL FIRE at such locations as required by CAL FIRE during the initial warranty period. Support shall be available either through employees of the bidding company or through sub-contracts that are in place at the time of the bid opening. If the Bidder is not the manufacturer, the Bidder cannot fulfill this requirement with personnel employed by the manufacturer unless the Bidder has a binding contract with the manufacturer to provide technical support for this specification. Upon request, the Bidder shall identify the names and qualifications of the technical support personnel.

Y. Final Manufacturer’s I.D. Label A final stage manufacturer’s identification label shall be attached into each completed Apparatus cab on the driver’s side of the Apparatus. The label shall be in compliance with the Federal Code of Regulations, Title 49, Part 567 section 567.4 and 567.5 as applicable.

It is the responsibility of the final stage manufacturer to certify that each completed Apparatus meets all applicable safety standards of the National Highway Traffic Safety Administration and the California Bureau of Motor Carrier Safety as applicable. The final completed vehicle certification label is the responsibility of the final stage manufacturer.

Z. In-Service Notification Apparatus delivered to the CAL FIRE facility might not be placed into service immediately upon final acceptance. The “In-Service” date shall be no longer than ninety (90) calendar days after final acceptance. The CAL FIRE representative shall notify the Contractor in writing of the actual in-service date and mileage.

AA. Warranty and Repairs As agency vehicles operate over a large portion of the State, vehicles must be repaired throughout the State. Bidders shall describe in detail their Warranty Repair Procedures on Attachment 3 – Narrative Response. The Warranty Repair Procedures is the Bidder’s written plan for handling items covered by warranty including the process CAL FIRE will follow to notify Contractor of warranty issues.

Contractor shall not refer CAL FIRE to the OEM/manufacturer for warranty repairs. The Contractor shall be the main point of contact for all issues and shall facilitate any necessary contact between CAL FIRE and the OEM/manufacturer.

Below is a description of required warranty items.

(Whichever occurs first)

Speaker- 2 Years

1. General Warranty

· The Contractor shall warrant each new vehicle manufactured or assembled to be free from any structural defects in material and workmanship for a minimum period of ten (10) years from the date that the vehicle is placed in service by CAL FIRE.

· For specified items or components from other manufacturers whose warranties have different time limitations, the component manufacturer warranty will be the warranty enforced. In the event the component manufacturer is unable to fulfill its warranty obligations, the Contractor shall assume the warranty obligations for the component’s original warranty timeframe.

· The warranty period for each vehicle, including components from other manufacturers that carry different time limitations, shall start with the in-service date of the vehicle, not the date of the component manufacture and shall be the responsibility of the Contractor until those warranty periods expire.

· Exclusions from the warranty shall include parts or components becoming defective as a result of misuse, negligence, accident, failure to provide routine maintenance, or normal wear and tear items. Warranty certificates and/or cards shall be supplied for each individual vehicle. CAL FIRE’s preventive maintenance program shall be considered sufficient to meet all warranty requirements.

· Warranty issues during the ten (10) year general warranty or component warranty periods shall be at the Contractor’s expense. The Contractor shall repair or replace any defective part or materials at no cost to CAL FIRE during these time frames. The Contractor may dispatch a traveling mechanic to perform minor warranty repairs. The use of a traveling mechanic in the performance of minor repairs does not relieve the Contractor from the provision of the five (5) required parts and repair facilities noted in section 19.BB.14. Traveling mechanics are to be used to minimize out of service time only, not substitute as a parts and repair facility.

· If it is necessary for a CAL FIRE representative to deliver the vehicle to the Contractor’s authorized Northern or Southern California repair facility, the Contractor must notify the CAL FIRE representative within twenty-four (24) hours after the vehicle is delivered with an estimate of repair down time. The Contractor shall be responsible for any and all OEM-installed chassis components that fail prematurely or are damaged from improper installation or construction by the vehicle manufacturer.

· CAL FIRE owned vehicles shall be maintained and serviced by a State journey level repair technician in accordance with the manufacturer’s guidelines. Repair technicians performing routine service and emergency repairs during the Contractor’s or subcontractor’s warranty period shall not void any warranties.

2. CAL FIRE In-Shop Warranty Repairs After delivery and during the ten (10) year warranty period, if the Contractor is unable to provide warranty repairs in a timely manner, supply parts, or requests to have CAL FIRE perform in-shop warranty repairs, the Contractor agrees to reimburse CAL FIRE for any and all labor costs and replacement parts charges associated with any authorized CAL FIRE In-Shop Warranty Repair.

Upon Contractor notice and in an effort to keep vehicle down time to a minimum, during emergency conditions and due to the remote location of various CAL FIRE facilities (e. g. “Fire Season”), CAL FIRE reserves the right (after notifying the Contractor) to proceed with any emergency repair of Contractor responsibility. Contractor pre-approval shall be obtained by CAL FIRE prior to any work being done that exceeds three (3) hours. CAL FIRE’s preventive maintenance program shall be considered sufficient to meet all warranty requirements.

3. CAL FIRE In-Shop Warranty Agreement When equipment is purchased for/by CAL FIRE, the Contractor shall enter into an In-Shop Warranty Agreement. The terms of the In-Shop Warranty Agreement for this equipment are as follows:

· Labor rate charged by CAL FIRE will be $130.00 per hour

· Warranty claims will be processed on a CAL FIRE Work Order unless the Contractor furnishes their standard warranty form.

· Contractor’s flat rate time schedules shall be used as a guide for In-Shop Warranty repair time. If a Contractor’s flat rate time schedule is not available, CAL FIRE will use the time that is recorded on CAL FIRE work order.

· Replacement parts ordered from…