Purchase_Estimate_Administrative_Requirements__Skid_Steer_.docx

California Department of Fish and Wildlife (CDFW) Skid Steer Administrative Requirements

PRIMARY CONTACT

Niland, CA 92257

DESCRIPTIVE LITERATURE

Bidder shall submit complete descriptive literature with the bid or within five (5) business days after request from the California Department of Fish and Wildlife (CDFW) and are to note their brand name and catalog or model number. Descriptive literature shall be annotated to specify the applicable page, brand, model and item(s).

FAILURE TO SUBMIT DESCRIPTIVE LITERATURE BY THE BIDDER, MAY BE CONSIDERED NON-RESPONSIVE AND NOT ACCEPTED.

WORKMANSHIP

All equipment to be provided shall be new and the latest model in current production. Used, shopworn, prototype, or discontinued models are not accepted.

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. This includes, but is not limited to, no scratches on paint, fiberglass, or aluminum, no sharp edges from machining or installation, wiring is securely fastened and free of obstructions, and all hardware is installed correctly. Sharp corners on all material shall be rounded to prevent personnel injury.

BOOKS AND MANUALS

Vendor shall provide at the time of delivery, at least one (1) hard copy of complete operator/instruction manual(s), one (1) hard copy of service manual specific to this skid steer at time of delivery. Vendor shall also provide at least one (1) hard copy of the operator/instruction manual for each piece of electronics equipment provided.

REGISTRATION

The original dealer’s “Report of Sale” Department of Motor Vehicles (DMV) REG397 shall be furnished by all California licensed dealers at the time of delivery of each unit or units covered by these specifications. The DMV REG397 must use the CDFW business address 960 Riverside Parkway, Suite 90, West Sacramento, CA 95605.

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, as well as a “Statement of Facts” REG256 stating that “the customer demands title and will complete the registration themselves”, if the supplier is not a registered California dealer.

Vendor shall supply CDFW an invoice showing the cost of the vehicle, taxes paid, and the full Vehicle Identification Number (VIN) number.

MANUFACTURER’S PLATE REQUIRED

A plate identifying the manufacturer, gross vehicle weight, date of manufacture, and all other information as specified by the U.S. Occupational Safety and Health Administration (OSHA) shall be attached to the skid steer.

DELIVERY AND ACCEPTANCE

Delivery is to be completed in full within 90 calendar days after receipt of the Purchase Order (PO).

Delivery timelines can be changed if both CDFW and the vendor agree. Approval for extensions will be done using a Work Authorization Form [Attachment XXX]. The vendor will submit a Work Authorization Form to CDFW for approval and after CDFW’s approval, can proceed with the approved changes. The approved Work Authorization Form will thereby be incorporated into the PO. A Purchase Order Change or amendment will not be required.

Vendor shall contact Cris Crecelius at (760) 636-6118 at least 2 weeks prior to delivery to make delivery arrangements.

Deliver to:

Imperial Wildlife Area 8700 Davis Road Niland, CA 92257 Inspection will be done at the time of delivery at the final destination by the Department of General Services (DGS) Office of Fleet and Asset Management (OFAM) State Auto Inspector. Completion of inspection or acceptance by the DGS OFAM State Auto Inspector shall in no way release the vendor from satisfying the requirements of the PO, specifications, and warranty. The vendor shall correct deviations from the specified requirements that are detected by CDFW in an expeditious manner at no expense to CDFW.

ALLOWANCE FOR OPTIONS/UPGRADES AND UNANTICIPATED TASKS

CDFW shall allow an amount equal to 20% of the total PO, to be added to the PO to allow for CDFW required options/upgrades (components, equipment, licenses, parts, etc. that provide additional functionality to the specification or scope of work), unanticipated tasks (well documented and unanticipated price increase of goods/services, freight/shipping/delivery or additional work that must be performed which was wholly unanticipated and is not specified in the specification, but which in the opinion of both parties is necessary), and unforeseen components or labor, etc. necessary to complete the requirements as indicated within the PO. This is the maximum amount that will be available for CDFW required and approved options/upgrades, components, additional work, etc. after PO award.

All unanticipated tasks must be defined and authorized by a Work Authorization Form [Attachment XXX]. The vendor will submit a Work Order Authorization Form to CDFW and after CDFW’s approval, can proceed with the approved changes, and will be paid from this reserved allowance.

Each Work Authorization Form shall consist of a detailed statement of the work to be performed, an estimated time schedule for the performance of the work, and the vendor’s itemized and total one-time and on-going costs, or cost reductions, of the Work Authorization. Prior to commencing work, the Work Authorization Form must be signed by the vendor’s designated representative and by CDFW’s designated representative. The approved Work Authorization Form will thereby be included in the PO. A Purchase Order Change or Amendment will not be needed.

The vendor is not entitled to any portion of the additional 20% unless the extra components, labor, tasks, etc. are documented and approved by CDFW. A Purchase Order Change or Amendment will not be needed.

WORK AUTHORIZATION FORM

If CDFW requires additional work, such as adding transactions or features, that is unanticipated and is not specified in the PO but is, in the opinion of both parties, necessary to the successful accomplishment of the general scope of work outlined, the Work Authorization Form [Attachment XX], will be used to obtain the approval. The approved Work Authorization will thereby be included in the PO. A Purchase Order Change or Amendment will not be needed.

OPTION TO INCREASE / DECREASE QUANTITIES

CDFW reserves the right to increase quantity by 2 units at the awarded price for up to 3 years from the PO date.

Mobile fleet assets must be on an approved Fleet Acquisition Plan in order to qualify for a quantity increase on an existing PO.

FAILED ACCEPTANCE

Should the skid steer or any of the equipment provided fail to meet CDFW’s minimum conditions, requirements, or other applicable standards, specifications, or guidelines, the following resolution process will be employed.

CDFW will notify the vendor in writing within 30 days business days after delivery of the skid steer of any acceptance problems by identifying the specific inadequacies and/or failures in the services performed and/or the products produced by the vendor. An email from CDFW to the vendor will be allowed as the initial problem notification document.

Vendor will, within 30 business days after initial problem notification, respond to CDFW by submitting a detailed explanation describing precisely how the identified services and/or products actually adhere to and satisfy all applicable requirements, and/or a proposed corrective action plan to address the specific inadequacies and/or failures in the identified services and/or products. Failure by the vendor to respond to CDFW’s initial problem notification within the required time limits may result in immediate PO termination. In the event of such termination, the vendor will remove the skid steer from the CDFW site and the order will be cancelled at no cost to CDFW. An email from the vendor to the CDFW Representative Contact will be allowed as the response to the initial problem notification document.

CDFW will, within 30 business days after receipt of vendor’s detailed explanation and/or proposed corrective action plan, notify the vendor in writing whether it accepts or rejects the explanation and/or plan. If CDFW rejects the explanation and/or plan, the vendor will submit a revised corrective action plan within 30 business days of notification of rejection. Emails are allowed as the communication medium. Failure by the vendor to respond to CDFW’s notification of rejection by submitting a revised corrective action plan within the required time limits may result in immediate PO termination. In the event of such termination, the vendor will remove the skid steer from the CDFW site and the order will be cancelled at no cost to CDFW.

CDFW will, within three (3) business days of receipt of the revised corrective action plan, notify the vendor in writing whether it accepts or rejects the revised corrective action plan. Rejection of the revised corrective action plan will result in immediate PO termination. In the event of such termination, the vendor will remove the skid steer from the CDFW site and the order will be cancelled at no cost to CDFW. Emails are allowed as the communication medium.

EQUIPMENT IDENTIFCATION NUMBER (EIN)

The Vendor shall register the skid steer in the California Air Resources Board (CARB) DOORS system, obtain an EIN, affix the EIN per CARB specifications to both sides of the skid steer, and then identify the skid steer as “sold” in DOORS.

WARRANTY

Copies of the manufacturer's warranties (including purchased equipment) shall be provided at the time of delivery.

Equipment, electronics, and miscellaneous items shall include manufacturers’ standard warranties. The manufacturer or their authorized dealer shall respond to warranty requests within one (1) business day of report of a failure from CDFW and shall dispatch a factory representative to address any workmanship-related issues.

Manufacturer must have a Warranty Service provider.

All products offered must conform to the warranty language identified in the General Provisions, 19. Warranty.

Vendor shall bear all material, labor, and transportation costs for repair or defects, as well as failures occurring within the warranty period.

INVOICE REQUIREMENTS

Once goods are received/partial delivery accepted, and upon receipt and approval of the invoice(s), CDFW agrees to compensate the vendor for actual expenditures incurred per the rates specified on the PO. The vendor will be paid upon submission of an invoice, which properly details all charges as listed on the PO. Invoices must be submitted to:

CDFW Representative Contact Information:

Name: Stephanie Santillan Phone: (909) 987-8364 Email: Stephanie.Santillan@wildlife.ca.gov

The invoice will be forwarded to the California Department of Fish and Wildlife (CDFW) Accounting Claims Section by the CDFW Representative Contact. Payment of any invoice will be made only after receipt of a complete, supported, documented, and accurately addressed invoice. All invoices must be approved by the CDFW Representative Contact.

The invoice must contain the following information:

· The word “Invoice” in a prominent location at the top of the page(s)

· Printed name of the vendor

· Business address of the vendor including P.O. Box, City, State, and Zip Code

· The date of the invoice

· The PO number upon which the claim is based

· An itemized account of the items for which the CDFW is being billed.

· The total amount due. This should be in a prominent location in the lower right-hand portion of the last page and clearly distinguished from other figures or computations appearing on the invoice; the total amount due must include all costs incurred by the vendor.

· The original or verified electronic signature of the vendor (not required of established firms or entities using preprinted letterhead invoices).

· An itemized account of vehicle/vessel/trailer taxes paid

· The full VIN number

BIDDER CERTIFICATION:

Please clarify that you have received all 6 pages of the document and that you have reviewed and agree to the requirements, terms and conditions within by signing below and returning all pages with the bid submission.

Print Name Signature & Date