Specifications and Scope of Work.docx

SPECIFICATIONS AND SCOPE OF WORK

The Department of Accounting and General Services – Central Services Division (DAGS/CSD) is requesting all interested bidders to provide the cost to supply one (1) or more of the items listed on the Offer Form B. Bid shall include all costs for the equipment, supplies, training, shipment, delivery and applicable taxes.

Scope of work

1. Provide janitorial equipment or approved substitute with the specifications as noted on the HiEPRO solicitation.

2. Equipment furnished shall be new and as specified.

3. Provide training for operating and maintaining the equipment.

4. Provide operating and maintenance manuals for each equipment supplied under this solicitation.

5. Provide local maintenance, services, and repairs for the equipment per the manufacturer’s requirements/recommendations from an authorized local representative.

a. Contractor must pick up equipment for servicing and deliver the loaner to each DAGS/CSD managed building.

b. After equipment has been repaired, Contractor is required to deliver the serviced equipment to the DAGS/CSD managed building and pick up the loaner equipment.

6. Loaners shall be provided if equipment can’t be repaired in a timely manner.

7. Equipment shall be available at the start date listed on the Invitation for Bid Solicitation.

Specifications In addition to the detailed specifications attached, the following requirements shall form a part of the Specifications.

1. Quality of Equipment

a. The equipment furnished under these provisions and specifications shall be new and of the best quality of its respective kind and shall be completely assembled and free of defects which may render them unfit for use.

b. The equipment offered shall include any other standard features not listed herein but detailed in manufacturers’ brochures and specifications literature and deemed necessary for the proper and safe operation of equipment.

c. No payment, whether partial or final, shall be construed to be an acceptance of defective vehicle.

d. The STATE may, at any time by written order, stop delivery of equipment not conforming to these specifications. Such a stop order shall not relieve the CONTRACTOR of his/her obligation to complete his/her contract times, or shall it in any way terminate, cancel or abrogate the contract or any part thereof.

2. Warranty

a. Equipment furnished shall be fully guaranteed, parts and labor, by the Contractor for a minimum period of two (2) years or for the period guaranteed by the manufacturer, whichever is longer as specified in the Technical Specifications.

b. The warranty shall not be less than one (1) year on all equipment items, including parts and labor.

c. The local warranty service for all components must be made available on the island of Oahu.

d. The warranty period shall begin from the date the vehicle is accepted and placed in service.

e. Warranty documents shall be delivered with vehicles and shall detail Manufacturer’s obligation and warranty procedures to include any additional equipment.

f. The Contractor shall replace and/or repair any defective material and/or workmanship at no cost to the State for parts and labor during period of warranty, provided such defects are not due to abuse or negligence on the part of the State.

3. Training

Upon request by receiving agency, Contractor shall schedule operator and maintenance training to demonstrate proper and safe operation and maintenance of vehicle/equipment. This service shall be provided at no additional cost to the State. This service shall be completed no later than thirty (30) days after acceptance of delivery. All training shall be consistent with industry requirements.

4. Invoicing The Contractor shall submit original invoice to:

DAGS Central Services Division 729 Kakoi Street Honolulu, HI 96819

6. Discontinued Model

If the model specified is discontinued prior to delivery, the Contractor shall provide a letter to the DAGS/CSD from the manufacturer on the company letterhead stating the model number being discontinued, the replacement manufacturer and model number, and verifying statement that the replacement meets or exceeds the minimum Technical Specifications. The Contractor shall furnish, deliver and install the replacement model and provide training at the original bid price.

7. Quotation Process

a. Quotations shall be submitted electronically via HIePRO at https://hiepro.ehawaii.gov/welcome.html or bid will not be considered.

b. Quotations will be valid for 90 days

c. Quotations must be inclusive of all applicable fees, including and not limited to delivery, shipping, administrative, training, HIePRO, set up and taxes.

d. Offerors shall comply with the requirements of HRS 103D-310(c) at the time of proposal submission.

8. Compliance and Hawaii Compliance Express The selection shall be contingent on the lowest most responsible and responsive quote for the DAGS/CSD. The offeror is required to be compliant with all appropriate state and federal statutes. Proof of compliance/documentation may be obtained from each of the agencies listed below or may choose to register with Hawai'i Compliance Express (HCE).

a. Department of Labor and Industrial Relations

b. Department of Taxation

c. Internal Revenue Service

d. Department of Commence and Consumer Affairs To access the services of HCE, the interested offeror shall register in HCE, a program separate from HIePRO. The annual subscription fee to utilize the HCE services is currently $12.00. Allow two (2) weeks to obtain complete compliance status after initial registration. Should the interested offeror choose to use HCE to verify compliance the interested offeror will need to subscribe to HCE prior to responding to this solicitation. The Vendor Name on the Certificate of Vendor Compliance must exactly match the Vendor Name under which the quote for this solicitation is submitted.

The interested offeror is responsible for maintaining compliance. If the interested offeror does not maintain timely compliance, the offer otherwise deemed responsive and responsible may not be awarded.

SPECIFICATIONS AND SCOPE OF WORK CSD-27-002-O