INVITATION FOR BID #C24-32799, Vending Machine Relocation, Installation, Removal, Service and Repair (Los Angeles and Kern Counties)

Type of Service 1) The Department of Rehabilitation's (DOR) Business Enterprise Program (BEP) equipment is in State, Federal, County office buildings, privately owned buildings cafeterias, snack bars, convenience stores and vending machine facilities.
2) The Contractor shall provide Vending Machine Relocation, Installation, Removal, Preventive Maintenance and Repair and Service for the DOR BEP cafeterias, snack bars, and vending facilities. Repair could include but is not limited to: coin mechanisms and bill validators, spiral motors, cold beverage dispensing motors, basic components for hot beverage machines, control and display boards, position sensors for carousel machines, doors and electrical plugs.   Services to include all problems or malfunctions with the vending machine in order to ensure that each vending machine is fully operational and able to dispense products and maintain temperature. 
Timely services must be provided to ensure the BEP vendor has limited interruption of business operations. This includes planning logistics, ensuring safety protocols, and coordinating with the Business Enterprises Consultant (BEC) and BEP vendors when necessary.
3) Equipment is not to be removed from the location without the written approval of a Business Enterprise Consultant (BEC) or the Contract Administrator. No exceptions.  Only when approval has been received in writing granting authorization to remove equipment, Contractor shall complete the "Equipment sign out control log" DR287. 
4) The Contractor shall provide service listed on the Authorization for Repairs and Service (DR 1308) only.  If additional work is required the Contractor shall obtain approval from the Contract Administrator/designee prior to additional work commencing.
B) Locations  Locations listed in Exhibit G are subject to change.  The Contractor will be notified in writing of any change in locations. 
C) Service Hours All Services shall be provided five (5) days a week, excluding holidays, between the hours of 7:00 a.m. to 5:00 p.m.  For work which needs to be accomplished before or after normal working hours, a charge of one-and-one-half (1-1/2) times the bid rate will be granted.  For work which needs to be accomplished on a Sunday or official State holiday, an amount of twice the bid rate will be granted.  Prior authorization must be obtained, in writing, from the DOR's Contract Administrator and/or designee for time requested other than normal working hours, Sundays and official State holidays.  A list of official State holidays is available from the DOR.
D) Estimates The DOR's Contract Administrator and/or designee requires¿ the Contractor to provide an estimate prior to authorizing any services.
E) Response Time From the time the DOR initiates a service request to the time the service commences shall not exceed twenty-four to forty-eight (24-48) hours, unless an extension of time is approved by the DOR's Contract Administrator and/or designee.  Occasionally, the DOR will inform the Contractor that an emergency condition exists and the Contractor shall complete the required service within a twenty-four (24) hour period to the satisfaction of the DOR.  In general, service shall be completed within a reasonable and acceptable time period to the DOR taking into consideration the nature and degree of the difficulty of the work involved.  Emergency shall be defined as a health and safety or hazardous working environment situation.
F) Call Back Services All work shall be under warranty for thirty (30) days from date of completed repair.  Time and costs for call backs to previous repairs under warranty shall be borne by the Contractor.
G) Notification The Contract Administrator will notify the Contractor, via an Authorization for Repairs and Service - DR 1308, of location(s) requiring service and location contact person.  The Contractor shall schedule service date(s) and time(s) with the BEP vendor.  If the BEP vendor or designee is not on site at the scheduled time and date, the Contractor is to contact the Contract Administrator/designee for further instructions.  If Contract Administrator/designee cannot be reached, Contractor is to leave the site without performing any service and will charge the DOR one (1) hour at the Contract labor rate.  The Contractor shall obtain the BEP vendor or designee¿s signature on the Authorization for Repairs and Service - DR 1308 upon work completion and verification that equipment is in working order and submit signed Authorization for Repairs and Service - DR 1308 for payment.
H) Verification of Arrival The Contractor/service technician is required to have the BEP vendor or his or her staffs verify time of arrival on the job site, as well as the time of departure.  BEP vendor or his or her staff must be on site while the service is being performed.  The Contractor shall leave a copy of the work order signed by the BEP vendor or his or her staff indicating:  1) minimum time of arrival; 2) time of departure; and 3) general description of work performed at the location.
I) Parts and Materials The charges for parts and materials shall not exceed forty percent (40%) of the Contractor's wholesale costs; excluding tax, i.e.; $100.00 parts cost x 40%x 7.75 (City Sales) Tax = $129.30.  The Department of Rehabilitation may pay any applicable sales and use tax imposed by another State.  Only original manufacturer parts and materials shall be used.  Removed parts shall be left at the location with the BEP vendor or his or her staff for BEP inspection.  The maximum amount that may be charged per job shall be $2,000.00.  The maximum amount that may be charged per job may be increased with the approval of the Contract Administrator or the Business Enterprise Program Manager. See Exhibit B - paragraph 1. Invoicing and Payments - Item 9 for parts and materials cost reimbursements.
The Contractor shall have readily available on the service truck the following parts: ¿ Coin Mechanisms both 24 volt and 110 volt logic and MDB ¿ Bill acceptors both 24 volt and 110 volt, logic and MDB ¿ Spiral Motors for National, AMS and A.P. including hubs ¿ Cold beverage dispensing motors for can and bottle beverage machines (Dixie Marco, Vendo, Royal) ¿ Whipper motors, brew baskets and basic components for hot beverage machines, valves and temperature probes, etc. ¿ Door and position sensors for National and Rowe carousel cold food machines, drum roller and stop pins ¿ A limited supply of control, display boards, and EPROMS for Ams Sensit snack, Rowe and National Cold Food, National and API Hot Beverage, Royal and Vendo can/bottle Ventronics and Fast Corp Frozen Food Machines.
Refurbished or rebuilt parts are not allowed with the exception of the coin mechanism and validator parts.  Refurbished/rebuilt coin mechanisms and validator parts must carry a three (3) month warranty.
J) Freight Charges Contractor will be allowed to recover freight or shipping costs for parts, with no allowance for mark-up, by: 1) Itemizing the cost of freight or shipping on the invoice. 2) Attaching a copy of the freight or shipping invoice (original whenever possible) to the invoice. 3) An original receipt is required for any freight/shipping cost over $50.00. 4) When the freight or shipping invoice includes costs not specifically associated with the billing, the Contractor will only charge for the costs associated with the billing and note the freight or shipping invoice accordingly.
K) Work Area Contractor will ensure that the work area is kept clean and free of debris, as necessary, to maintain a safe working environment in and around the location.  While working on equipment, Contractor agrees to perform services with as little disruption to the State¿s and BEP vendor operations as possible.  All tools, equipment and other work materials belonging to the Contractor will be removed from the work location at the end of each working day.  The State shall not be responsible for storage of any Contractor property.
L) State Property 1) It shall be the Contractor's responsibility to make all necessary arrangements with office or building manager and local traffic authorities for use of elevators, loading docks, adjacent streets, sidewalks, and/or malls. 2) Any damages by the Contractor to portions of building, premises, equipment, furniture, material or other property will be repaired or items will be replaced by Contractor to the satisfaction of the DOR with no expense to the DOR.  3) Any damages by the Contractor to portions of buildings or premises for which the DOR is responsible, the DOR may, itself, at its option, repair or replace damages and deduct the cost thereof from the Contractor's invoice. 4) Contractor shall provide dust covers, temporary dust barriers, pads, etc., as required to protect building occupants and contents during its operation.  Any items lost or stolen while in the Contractor's custody will be replaced by the Contractor at no expense to the State/Federal government.  Contractor must receive approval from the State/Federal government to remove equipment from a location. 5) Floors, walls, and ceilings of buildings, including elevators, will be adequately protected by Contractor to prevent marring and scratching or other damages. The State may, itself, at its option, repair any damage or replace any lost or stolen items and deduct the cost thereof from Contractor's invoice. 6) Contractor shall keep site clean as work progresses.  Upon completion of the work, all surfaces involved in this project shall be clean of any foreign material.  Contractor shall remove all waste materials from the work site and dispose of as required to maintain a safe working environment. ¿ EXHIBIT B (Standard Agreement - PERSONAL SERVICES)
BUDGET DETAIL AND PAYMENT PROVISIONS
1. Invoicing and Payment A. For services satisfactorily rendered, and upon receipt and approval of the invoice(s) by the Contract Administrator, the DOR agrees to compensate, in arrears, the Contractor for actual expenses incurred in accordance with the rates specified herein and hereto attached and made a part of this Contract. 
B. Invoices shall be submitted, to the DOR Contract contact@example.gov no later than thirty (30) days after the service has been completed or within five (5) business days after the contract administrator/designee has requested in writing for the invoice to be submitted.
C. Federal and State funds are time limited, therefore all invoices must be submitted no later than 60 days after the service is provided.  Final submission of all invoices is due no later than November 1st to allow for payment and draw down prior to the close out of Federal/State funds.
D. If budgetary funds revert due to failure to submit timely invoices or failure to submit a properly prepared invoice, related Federal and State funds will no longer be available for use which will require the contractor to submit a claim through the Department of General Services, where approval to pay is not guaranteed. 
E. Submit invoices to: DOR Contract Administrator listed on Page 1.
F. Payment shall be in arrears contingent upon receipt of an approved monthly invoice by the Contract Administrator or his/her designated representative(s).  The invoice must be submitted on Contractor¿s letterhead signed by authorized representative, and include: 1) A brief description of the work performed. 2) Location(s) of job. 3) The date(s) the work was performed. 4) Service hours; TIME IN and TIME OUT. 5) The applicable rate and total dollar amount. 6) Contract Number 7) Authorization for Repairs and Service - DR 1308 Number. 8) For cost reimbursements of parts/materials under $100, the Contractor must submit a common parts price list or the Contractor will be required to submit original receipt(s). For cost reimbursement of parts/materials $100 or more, original receipt(s) will be required. 9) Itemized invoice, separating parts, labor and freight, if applicable. 2. Budget Detail (Estimated Total for 3 years)
Estimated Budget FY 24/25 - $91,666.00 Estimated Budget FY 25/26 - $100,000.00 Estimated Budget FY 26/27 - $100,000.00 Estimated Budget FY 27/28 - $8,334.00
* See Attachment 2.1: Common Parts List
3.  Budget Contingency Clause (State Funds) A. It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this Agreement shall be of no further force and effect.  In this event, the State shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this Agreement and Contractor shall not be obligated to perform any provisions of this Agreement.
B. If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this program, the State shall have the option to either cancel this Agreement with no liability occurring to the State, or offer an Agreement amendment to Contractor to reflect the reduced amount.
4.  Federally Funded Agreements A. It is mutually understood between the parties that this Agreement may have been written for the mutual benefit of both parties before ascertaining the availability of congressional appropriation of funds, to avoid program and fiscal delays that would occur if this Agreement were executed after that determination was made.
B. This Agreement is valid and enforceable only if sufficient funds are made available to the State by the United State Government for the current year and/or any subsequent year for the purpose of this program. In addition, this Agreement is subject to any additional restrictions, limitations, or conditions enacted by Congress or to any statute enacted by Congress that may affect the provisions, terms, or funding of this Agreement in any manner.
C. The parties mutually agree that if Congress does not appropriate sufficient funds for the program, this Agreement shall be amended to reflect any reduction in funds.
5. Prompt Payment Clause The Department of Rehabilitation is obligated to promptly pay all invoices (Government Code Chapter 4.5 commencing with §927).  However, invoices must be properly submitted for prompt processing and payment.  Under certain conditions, the Department of Rehabilitation is required to pay Contractors a late payment if a correct invoice for services/goods is not paid within 45 calendar days.  The Contractor does not need to request the late payment as the Department of Rehabilitation will determine and send any late payment to the Contractor.
6.  Tax Compliance The Contractor is hereby notified that the Department of Rehabilitation is required by Federal and State Tax Codes to report certain payments to individuals.  Without this information, the Department of Rehabilitation cannot pay Contractor invoices.  The Contractor agrees to abide by these conditions and provide the requested information.
7.  Excise Tax The Department of Rehabilitation is exempt from Federal excise taxes and no payment will be made for taxes levied on employee(s) wages.  The Department of Rehabilitation will pay for any applicable State of California or local sales or use tax on services rendered, or equipment or parts supplied, pursuant to this Contract.  The Department of Rehabilitation may pay any applicable sales and use tax imposed by another State.
8. Travel Contract is county specific and includes only locations within the counties identified in the contract. Actual Locations are listed in Exhibit G and are subject to change.  The Contractor will be notified in writing of any change in locations. 
No mileage will be reimbursed on this contract.  Contractors are allowed to claim one trip charge per DR 1308 Authorization for Repairs.  The time allowed for the trip charge is detailed below.
Contractor will be allowed one trip charge of up to two (2) hours at the Contractor¿s hourly rate which will be listed on the DR 1308 Authorization for Repairs and Services form at the time the service is requested by the DOR contract administrator.  Additional time will require prior written approval by the DOR contract administrator.
**Invoices submitted with trip charges over the allowed time without written approval by the DOR contract administrator shall be returned to the contractor for a revised invoice reflecting only DOR approved services or will be disputed.