IFB C20-31392 Vehicle Inspection Services (Various Locations)

Agency: State Government of California
State: California
Type of Government: State & Local
NAICS Category:
  • 541330 - Engineering Services
  • 541350 - Building Inspection Services
  • 541990 - All Other Professional, Scientific, and Technical Services
Posted Date: Aug 2, 2020
Due Date: Aug 13, 2020
Solicitation No: C 20-31392
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
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IFB C20-31392 Vehicle Inspection Services (Various Locations)
Event ID: C 20-31392

Format/Type: Sell Event / RFx

Published Date: 2020-07-31 2:00PM PDT

Dept: Department of Rehabilitation

Event Version: 1

Event End Date: 2020-08-13 2:00PM PDT

Description:

INVITATION FOR BID
IFB #C20-31392
Vehicle Modification Inspection Services
Notice to Prospective Bidders
You are invited to review and respond to this Invitation for Bid (IFB) #C20-31392,
Vehicle Modification Inspection Services for the Department of Rehabilitation. In submitting your bid, you must comply with these instructions.
THIS SOLICITATION INCLUDES THE DISABLED VETERANS BUSINESS ENTERPRISE (DVBE) INCENTIVE
Note that all Agreements entered into with the State of California will include by reference General Terms and Conditions (GTC 4/2017) and Contractor Certification Clauses (CCC 4/2017) that may be viewed and downloaded at Internet site website at /--IF/DGSWP/InFlightViewer1/68/DisplayLang=ENG/NLX3/FI--/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language. If you do not have Internet access, a hard copy can be provided by contacting the person listed below.
In the opinion of the Department of Rehabilitation, this IFB is complete and without need of explanation. However, if you have questions regarding this IFB, they must be submitted in writing, via email to the Contract Analyst listed below by the date listed in the Key Action Dates. All questions and answers will be posted on the Cal eProcure website at https://www.caleprocure.ca.gov/pages/Events-BS3/event-search.aspx by the date listed in the Key Action Dates.
Department of Rehabilitation
Contracts and Procurement Section
Sabrina Pizzuti-Johnson, Contract Analyst
721 Capitol Mall, 6th Floor
Sacramento, CA 95814
sabrina.pizzuti-johnson@dor.ca.gov
Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum.
A)        Purpose and Description of Services
1)        Vehicle Inspection Services
Inspect vehicle modifications to non state-owned vehicles. These vehicles are modified for persons with disabilities on a prescriptive basis.
Inspections will be related to the installation and/or repair/replacement of adaptive driving equipment/modifications to vehicles owned by Department of Rehabilitation (DOR) consumers. These vehicle inspections will be based upon the most recent revision of the DOR Specifications for Adaptive Driving Equipment (SADE) (Attachment I) and the SADE Discussion and Interpretation for the DOR Specifications for Adaptive Driving Equipment document (Attachment II). (Separate attachments).
2)        Term of Contract
The contract period is November 1, 2020 through October 31, 2023.
3)        Type of Service
There will be two types of inspections as follows Vehicle Modification Inspection Services:
1)        Mid-Modification Inspection - This inspection is intended to determine whether or not the modifications to the vehicle are being completed per the SADE (Attachment I), Discussion and Interpretation (Attachment II), DOR ¿Recommended Modifications¿ work order (provided by Modifier) and other specifications relevant to the modifications being performed. The SADE Inspection Checklist (SIC) (provided at time of inspection), will be utilized for this inspection. This inspection is usually only utilized in the following situations:
a.        Complex Modifications - Complex modifications include high-tech driving systems and structural changes that involve interfacing with crash tested components and/or fuel systems. Examples include, but are not limited to, power controls, remote steering and lowering of floors. If a modification is complex and significant portions of the work will not be visible when the modifications are completed, a mid-modification inspection may be authorized.
b.        Progress Payment Inspection - If the vehicle modifier has invested a great deal of money, for which they need a partial payment prior to the completion of the job and/or the final inspection, a Progress Payment Inspection may be authorized.
The partially modified vehicle will be inspected per the SIC and DOR ¿Recommended Modifications¿ work order (provided by Modifier).
If the modification work meets specifications, the vehicle inspector shall write, ¿approved¿ and sign and date the bottom of the vehicle modifier¿s invoice approving payment for the full amount of the modifications done to date. If the modification work does not meet specifications, the inspector will not sign, nor approve payment of, the invoice.
Upon completion of the inspection, a report and supporting documentation will be provided to the DOR Contract Administrator, the appropriate DOR Counselor, and the Modifier.
c.        Inspection Time Estimates
Mid-modification inspections - two hours.
2)        Final Inspection - This inspection is mandatory for every vehicle modification paid for by DOR. Its purpose is to determine that all work authorized has been completed and complies with the SADE (Attachment I), DOR ¿Recommended Modifications¿ work order (provided by Modifier) and other specifications relevant to the modifications being performed. The final inspection will be completed using the SIC and the work order. If all authorized modifications were completed and comply with all of the specifications, it is considered a ¿Successful Final Inspection.¿ If there are minor discrepancies, the Inspector should wait up to half an hour for the correction of those discrepancies. If the minor discrepancies cannot be corrected within half an hour, or if all authorized modifications were not completed and/or did not comply with all of the specifications, the inspection will be considered an ¿Unsuccessful Final Inspection¿. In the event of an unsuccessful final inspection, a follow-up final inspection will be required when the necessary corrections/additions are completed by the modifier. The follow-up final inspection would focus on, but not be limited to, the inspection of the incorrect or uncompleted modifications identified in the initial final inspection.
For a Successful Final Inspection, the vehicle inspector shall stamp ¿Good and/or Services Received¿, ¿Approved for Payment¿, Identify the Inspection Company and sign and date at the stamp on the vehicle modifier¿s invoice approving the modification work and the payment of the vehicle modifier¿s invoice by DOR.
For an Unsuccessful Final Inspection, the Inspector will not sign, nor approve the modification work for the payment of the invoice presented by the vehicle modifier.
Upon completion of the inspection, a report and supporting documentation will be provided to the DOR Contract Administrator, the appropriate DOR Counselor, and the Modifier.
a.        Inspection Time Estimates
i.        Previously unmodified vehicle - three hours
ii.        Previously modified vehicle, needing modification repair, replacement, or additions - two hours
iii.        Note: If a follow-up final inspection is needed, the time would vary by job, but it should take significantly less time than the initial final inspection.
4)        Reports/Checklists ¿ Upon completion of inspections, a report will be faxed or otherwise provided to the Contract Administrator, the appropriate DOR Counselor, and the Modifier. The report must be on 8 1/2 x 11-inch paper, format must be consistent for contract period, may be handwritten (legible) or typed, and it must be received by the DOR Contract Administrator within 5 business days. The report must contain the following information:
¿        Consumer¿s Name
¿        Rehabilitation Counselor¿s Name
¿        Date of Inspection
¿        Vehicle Make, Model, Year, Mileage, License Number (if available) and Vehicle Identification Number
¿        Inspector¿s Name and Contact Information
¿        Narrative stating the results of the inspection, additional pages may be attached if needed.
¿        Actual number of hour(s) to complete inspection
¿        The SIC must be submitted as supporting documentation with the report.
5)        Bid/Rate ¿ The bid/rate is to be based on a single ¿per-inspection¿ amount. It is expected that some inspections will take more time and some less than the inspection time estimates. The bid/rate must include all costs associated with the inspection. This includes but it is not limited to mandatory training, travel, inspection time, all required paperwork, per-diem, and lodging costs. DOR will not pay any additional costs beyond the ¿per-inspection¿ bid/rate proposed.
6)        Number of Inspections ¿ There is no guarantee on the number of vehicle inspections to be performed under the terms of this contract. It has been the experience of the DOR that there will be 25 to 30 newly modified vehicles a year throughout the State of California that will require a final inspection. Based upon that number, it is estimated that there will also be approximately 7 mid-modification inspections and 7 inspections of previously modified vehicles. There will also probably be 2 to 5 unsuccessful final inspections.
7)        Service Time-Lines - The Contractor must complete inspections within five (5) working days of receipt of a written request for inspection. This written request will come from DOR. It will be in the form of either a fax or an e-mail. Prior to the receipt of an inspection request, the Contractor will have received an authorization from the DOR for the inspection(s). DOR will not be responsible to pay the Contractor for any inspections attempted or completed without prior written authorization. Most inspection authorizations will be sent to the Contractor at the time the modification work is authorized.
Other inspections will be authorized at the time the inspection becomes needed. The DOR may occasionally request an emergency inspection within 48 hours to avoid hardship for a consumer and would expect consideration in these matters. The contract inspection service must provide the DOR with a central contact for authorizing and scheduling inspections, and for follow-up on inspection progress.
8)        Locations of Inspections - All inspections will be done at the facilities of vehicle modifiers that are contracted to provide vehicle modification services to the Department of Rehabilitation. There are currently and anticipated to be 25 such vehicle modifiers located throughout California. The current and anticipated vehicle modifiers are located in Watsonville, Sacramento (3), Fresno, San Luis Obispo, Van Nuys (2), Los Angeles, Long Beach, Stanton, San Bernardino, Poway, San Diego, Anaheim, Riverside, La Mesa, Pasadena, Santa Rosa, Santa Clara, Chico, Burlingame, and Oakland.
9)        Qualifications of Inspectors - The inspectors must be familiar with the modification of vehicles for use by drivers with disabilities. These modifications include, but are not limited to, installation practices for lifts, door openers, hand controls, powered controls, remote steering, reduced effort brakes and steering and transfer seats. Knowledge of structural modifications, National Highway Traffic Safety Administration regulations and Federal Motor Vehicle Safety Standards is required.
The inspection company must have inspectors within the State of California, and each inspector must have a minimum of 18 months experience in inspecting the types of installed adaptive equipment components and/or systems described in the previous paragraph. The bid must include a resume for each inspector they would use to perform the requirements of this contract if they are awarded the contract. Each resume must list the inspector¿s name, location and experience, by dates and length of time. Each resume should also list any specific training or certifications the inspector has completed, particularly in the areas of modifications of vehicles for use by persons with disabilities.
10)        Mandatory Training ¿ The contractor must allocate time for each inspector to attend a 4-hour training session. All costs and time commitments incurred by the contractor related to this training must be considered and absorbed in the per-inspection bid. There will be two training sessions, one for Northern California inspectors and one for Southern California inspectors. The DOR Rehabilitation Engineer will provide this training to all the inspectors prior to the initiation of inspections. The training will consist of a review of the above process for inspections, a review of the Specifications for Adaptive Driving Equipment (SADE) (Attachment I) and the related Discussions and Interpretation (Attachment II) document.
After completion of the initial training classes, training for new/additional inspectors will take place on a case-by-case basis. The DOR Rehabilitation Engineer, working in conjunction with the Contractor, will have the final determination regarding the date, time and place of the training. Under no circumstances are any of the Contractor¿s inspectors to provide inspection services under the terms of this contract prior to completion of the required training by the DOR Rehabilitation Engineer.
B)        Bidder Minimum Qualifications
1. Licenses and Permits
The Contractor shall be an individual or firm licensed to do business in California and shall obtain at his/her expense all license(s) and permit(s) required by law for accomplishing any work required in connection with this Contract. A copy of your current business license is required at bid opening.
If you are a Contractor located within the State of California, a business license from the city/county in which you are headquarter is necessary, however, if you are a corporation, a copy of your incorporation documents/letter from the Secretary of State¿s Office can be submitted. If you are a Contractor outside the State of California, you will need to submit to the Department of Rehabilitation a copy of your business license or Certificate of Status, if incorporated, showing that your company is in good standing in that state. A copy of your current incorporation/letter from Secretary of State's Office is required at bid opening.
In addition, for corporations and limited liability companies, state agencies are required to verify with the California Secretary of State (SOS) office to confirm the Contractor/vendor is authorized to carry out business in California. You may view the lists and status at https://businesssearch.sos.ca.gov/
In the event any license(s) and/or permit(s) expire at any time during the term of this Contract; Contractor agrees to provide agency a copy of the renewed license(s) and/or permit(s) within 30 days following the expiration date. In the event the Contractor fails to keep in effect at all times all required license(s) and permit(s), the State may, in addition to any other remedies it may have, terminate this Contract upon occurrence of such event.
2.        Insurance
See Exhibit D for Basic Insurance Requirements for both the State of California. Proof of current insurance certificate with limits stated in Exhibit D for Commercial Liability, Automobile Liability, and Workers' Compensation is required at bid opening.
3.        Prohibition on Tax Delinquency
Any Agreement that a state agency enters into after July 1, 2012, is void if the contract is between a state agency and a contractor whose name appears on either list of the 500 largest tax delinquencies pursuant to Section 7063 or 19195 of the Revenue and Taxation Code. (Public Contract Code Section 10295.4). In accordance with Public Contract Code Section 10295.4, agencies are required to cancel Agreements with entities that appear on either list.
(Franchise Tax Board) https://www.ftb.ca.gov/about-ftb/newsroom/top-500-past-due-balances/index.html
(Tax and Fee Administration) https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm
4.        Federal Debarment, Suspension, Ineligibility and Voluntary Exclusion:
Expenditures from this Contract may involve Federal funds. The Federal Department of Labor requires all State agencies which are expending Federal funds to have in the Contract file a certification by the Contractor that they have not been debarred nor suspended from doing business with the Federal government.
5. UNRUH Civil Rights Act and the Fair Employment & Housing Act
Pursuant to Public Contract Code section 2010, if a bidder or proposer executes or renews a contract over $100,000 on or after January 1, 2017, the bidder or proposer hereby certifies compliance with the following:
The contractor certifies compliance with the Unruh Civil Rights Act (Section 51 of the Civil Code) and the Fair Employment and Housing Act (Section 12960 of the Government Code); and
The contractor has an internal policy against a sovereign nation or peoples recognized by the United States government, the Contractor certifies that such policies are not used in violation of the Unruh Civil Rights Act (Section 51 of the Civil Code) or the Fair Employment and Housing Act (Section 12960 of the Government Code).
The current and anticipated vehicle modifiers are located in Watsonville, Sacramento (3), Fresno, San Luis Obispo, Van Nuys (2), Los Angeles, Long Beach, Stanton, San Bernardino, Poway, San Diego, Anaheim, Riverside, La Mesa, Pasadena, Santa Rosa, Santa Clara, Chico, Burlingame, and Oakland.
Contractor License Type(N/A)





Contractor License Type Description

Service Area(N/A)



Area ID County

Contact

Contact: Sabrina Pizzuti-Johnson

Email: sabrina.pizzuti-johnson@dor.ca.gov

Phone:

Pre Bid Conference(N/A)
Pre Bid Conference
Non Mandatory

Date:

Time:

Location:

Comments:

UNSPSC Codes





UNSPSC Classification UNSPSC Classification Description
78181505 Vehicle inspection service

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