ADDENDUM 1 IFB No. S Dairy Equipment Maintenance and Repair Services - Deuel Vocational Institution

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1 State of California Department of Corrections and Rehabilitation September 27, 2012 ADDENDUM 1 IFB No. S Dairy Equipment Maintenance and Repair Services - Deuel Vocational Institution NOTICE TO PROSPECTIVE BIDDERS: The California Prison Industry Authority modifies the Invitation for Bid (IFB) #S and encourages all potential bidders to pay particular attention to the following changes made to the IFB: 1. DELETE: Invitation for Bid, Section B1, Bid Information, Time Schedule: EVENT DATE IFB available to prospective bidders September 11, 2012 Pre-Bid/Walk-thru Meeting at: Deuel Vocational Institution Kasson Road Tracy, CA TIME (Pacific STD /Daylight Time) Contractors interested in a walk-thru of the facility will need to contact Racine Meyers at (916) or racine.meyers@calpia.com no later than September 21, September 28, :00 AM Meet at the Main Office Lobby 15 minutes prior to the meeting time. Final Date for Bid Submission/Bid Opening October 5, :00 PM Successful Bidder Letter and Posting of Intent to Award October 8, :00 PM Last Day to Appeal Intent to Award October 12, :00 PM Proposed Start Date of Agreement November 1, 2012 California Prison Industry Authority 560 East Natoma Street Folsom, CA

2 Addendum No. 1 to S Page 2 2. INSERT: Addendum No. 1, Invitation for Bid, Section B1, Bid Information, Time Schedule: EVENT DATE IFB available to prospective bidders September 11, 2012 Pre-Bid/Walk-thru Meeting at: Deuel Vocational Institution Kasson Road Tracy, CA TIME (Pacific STD /Daylight Time) Contractors interested in a walk-thru of the facility will need to contact Racine Meyers at (916) or racine.meyers@calpia.com no later than October 12, October 12, :00 AM Meet at the Main Office Lobby 15 minutes prior to the meeting time. Final Date for Bid Submission/Bid Opening October 23, :00 PM Successful Bidder Letter and Posting of Intent to Award October 26, :00 PM Last Day to Appeal Intent to Award October 31, :00 PM Proposed Start Date of Agreement November 13, DELETE: Attachment 2, Statement of Work: Delete original Statement of Work in its entirety. 4. INSERT: Addendum No. 1, Attachment No. 2, Statement of Work: Insert attached revised copy of Statement of Work. Additional language added to Section I,8. If you have any questions concerning this IFB, please contact me at (916) Sincerely, Racine Meyers Racine Meyers, Contracts Analyst Business Services Section

3 STATE OF CALIFORNIA STANDARD AGREEMENT STD 213 (Rev 6/21/06) Dairy Equipment Maintenance & Repair Services Deuel Vocational Institution (DVI) 1. This Agreement is entered into between the State Agency and the Contractor named below: STATE AGENCY'S NAME California Prison Industry Authority CONTRACTOR'S NAME AGREEMENT NUMBER S REGISTRATION NUMBER 2. The term of this November 1, 2012 or upon approval, whichever is the later, through October 31, 2014 Agreement is: 3. The maximum amount $ of this Agreement is: Dollars and No Cents 4. The parties agree to comply with the terms and conditions of the following exhibits that by this reference made a part of the Agreement. Attachment No. 2 - Statement of Work and Payment Provisions Attachment No. 3 - Cost Sheet Attachment No. 7 - Appropriate Attire Policy General Provisions REV-712* Security Provisions REV-311* 5 pages 3 pages 2 pages 17 pages 5 pages NOTE: Items shown with an Asterisk (*), are hereby incorporated by reference and made part of this agreement as if attached These documents can be viewed at (select General Info tab, then select Doing Business with CALPIA). IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto. CONTRACTOR CONTRACTOR S NAME (if other than an individual, state whether a corporation, partnership, etc.) BY (Authorized Signature) PRINTED NAME AND TITLE OF PERSON SIGNING DATE SIGNED(Do not type) ADDRESS AGENCY NAME California Prison Industry Authority BY (Authorized Signature) PRINTED NAME AND TITLE OF PERSON SIGNING STATE OF CALIFORNIA Devin Fong, Assistant General Manager, Administration (A) ADDRESS 560 East Natoma Street, Folsom, CA DATE SIGNED(Do not type)

4 Attachment 2 STATEMENT OF WORK I. SCOPE OF SERVICES 1. Contractor agrees to provide to all necessary labor, materials, non-consumable supplies, transportation, equipment, and other items of expense necessary to perform Dairy Equipment Maintenance and Repair Services including ice builders, chill banks, walk-in coolers, milk vacuum pumps, milking machines, take offs, pulsation repairs, and air compressors. 2. The services shall be performed at CALPIA Dairy, located at the Deuel Vocational Institution (DVI), Kasson Road, Tracy, CA The services shall be provided during normal working business hours of 7:00AM-5:00PM, Monday through Friday, except holidays, unless an emergency response is needed. CALPIA, at its discretion, may allow access to the equipment during non-business hours when necessary. 4. Service shall be available not later than the express date set by CALPIA and the Contractor, after all approvals have been obtained, the agreement is fully executed, and an ERP LX Tracking Number is issued. Should the Contractor fail to commence work at the agreed upon time, the CALPIA, upon five (5) days written notice to the Contractor, reserves the right to terminate the agreement effective immediately. In addition, the Contractor shall be liable to the CALPIA for the difference between Contractor's bid price and the actual cost of performing work by another best value contractor. 5. The Contract Representatives during the term of this agreement will be: Agency: CALPIA Section/Unit : Dairy Attention: Address: Kasson Road, Tracy, CA Phone: Ext 5870 Cell Phone: Fax: Contractor: Section/Unit: Attention: Address: Phone: Fax: 6. Contractor shall furnish to the CALPIA a certificate of insurance, stating that there is Commercial General Liability, Worker s Compensation, and Automotive Liability. The certificate of insurance shall include the following three (3) provisions in their entirety: a) The insurer will not cancel the insured s coverage without 30 days prior written notice to the State, and will provide the State with a written 10 day notice for Contractors non-payment of premiums. b) Under Contractor s General Liability and Automobile Liability insurance CALPIA and the State of California, its officers, agents, employees, and servants are included as additional insured, but only insofar as the operations under this contract are concerned. c) The State will not be responsible for any premiums or assessment on the policy.

5 7. Equipment requiring preventive maintenance service and repair under this contract include: Table 7A Item Equipment Qty Mfg Model Serial Location No. No. 1 Ice bank 4 Copelametic 3DB TFC 2 Chiller 1 Westfalia NAC-83-E 3 Walk-in cooler, 1 Unknown Unknown w/air cooled condensing unit 4 Walk-in cooler, 1 Unknown Unknown w/water cooled condensing unit 5 Air Compressor (maintenance onlyrepairs performed 1 Quincy OST40ANA32 N under proprietary contract) 6 Calf Pasteurizer 1 Thermaline T4CH-MST Hospital Barn 7 Pulsation 2 Westfalia Controllers Proform 8 Pulsators 32 Westfalia Unknown Milk Pit 9 Pulsators 7 Boumatic Unknown Hospital Barn 10 Take Offs 32 Westfalia ACR3 Milk Pit 11 Take Offs 7 Boumatic Unknown Hospital Barn 12 Milk Vacuum 2 Boumatic 15 HP Milk Pit Pumps 13 Milk Vacuum Pumps 1 Boumatic 7.5 HP Hospital Barn 8. Preventive Maintenance: a) All preventive maintenance work shall be performed on a monthly basis. b) Within (10) business days following award, the Contractor must submit a tentative schedule, for approval by the CALPIA Contract Representative or designee, with the proposed dates and times that the equipment will be serviced and maintained annually. c) Equipment requiring maintenance under this contract includes all items identified in Table 7A above including each items associated equipment components and attachments that are inherent to the successful operation of the equipment. d) Preventive maintenance shall include all maintenance services as necessary to maintain the optimum level of efficiency and operation for the DVI dairy and milk processing equipment such as, but not limited to: troubleshooting, cleaning, oiling, lubrication, adjustment, calibration, alignment, timing, replacement of filters and operational testing of equipment, furnishing all necessary lubricants, cleaning supplies, and equipment filters as required. Any parts requiring replacement will be replaced in

6 accordance with the Parts Replacement section. Equipment may be added or deleted during the term of the contract. e) Provide troubleshooting and repairs of dairy and milk processing equipment identified in Table 7A above. f) Perform check of all wear points per manufacturer s recommended frequencies. g) Identify units in need of repair, per manufacturer s recommended frequencies. h) Itemize and provide costs of parts in need of replacement. i) Adjustments to correct deficiencies. j) Check and lubricate all lubrication points, replace worn or broken hoses, belts and seals. k) Check for and correct all loose mechanical and electrical connections. l) Review all safety systems on the equipment to insure they are functional, per manufacturer s recommended frequencies. m) Contractor is responsible for verifying that all equipment and machines are running properly following all Preventive Maintenance Inspections and Repairs. 9. Services to be performed immediately following award of contract shall include: a) Review operating and maintenance procedures recommending correction where necessary. b) Review of spare parts inventory recommending changes where necessary. 10. Repair Services: a) Routine Business Hours Repair Service: Contractor shall provide unlimited visits for any repair services requested or necessary to keep the equipment fully operational. Repair services provided during regular scheduled maintenance visits shall be paid at the Contractor s Routine Business Hours Repair Labor Rate. Contractor must respond to a verbal or request for services and begin providing services within 48 hours of request. All requests for services will be made by telephone. Routine Business Hours Repairs are defined as services required Monday thru Friday between the hours of 7:00 AM and 5:00 PM, excluding holidays. Any replacement parts will be provided in accordance with Parts Replacement section. b) Emergency & After Hours Repair Service: Contractor shall provide any necessary emergency or after hours repairs upon request from the CALPIA Contract Representative or designee within four (4) hours of notification. Emergency and After Hours services provided by the Contractor will be charged at the Contractor s Emergency and After Hours Repair Labor Rate. Emergency and After Hours Repairs are defined as services required Monday thru Friday between the hours of 5:00 PM and 7:00 AM, and weekends, excluding holidays, and services during normal business hours requiring a response time of four (4) hours. Any replacement parts will be provided in accordance with the Parts Replacement section. c) Overtime Repair Service: Contractor shall provide any necessary overtime repairs upon request from the CALPIA Contract Representative, or designee, following a request for a Routine Business Hours Repair or Emergency/After Hours Repair that exceeds eight (8) hours in a 24 hour period. Overtime Repair services provided by the Contractor will be charged at the Contractor s Overtime Repair Labor Rate. Any replacement parts will be provided in accordance with the Parts Replacement section. d) Holiday Repair Service: Contractor shall provide any necessary holiday repair services upon request from the CALPIA Contract Representative or designee. Holiday Repair

7 services provided by the Contractor will be charged at the Contractor s Holiday Repair Labor Rate. Any replacement parts will be provided in accordance with the Parts Replacement section. e) Repair Work Approvals: The following staff is authorized to contact the Contractor with a verbal authorization to conduct repair work. Name Phone Nancy Hardesty Office (209) ext Nancy.hardesty@calpia.ca.gov Cell (209) Jay Madsen (209) ext Jay.madsen@calpia.ca.gov Immediately following the verbal request for repair work (1 business day), the Contractor is to send a follow-up to the requestor with the details of the repair work (scope, date for repair, cost). 11. Parts & Parts Replacement: a) All parts will be new and come with a minimum 90 day warranty and must be Original Equipment Manufacturer (OEM) grade unless approved otherwise by the CALPIA Contract Representative, or designee. The Contractor is responsible for supplying all parts and materials to perform maintenance and repair services. Reimbursement for parts and materials must be on a separate invoice from the maintenance and repair invoicing. NOTE: replacement parts will be paid separate of this agreement on a Purchase Order. b) A diagnosis and written estimate, submitted via electronic mail, of the required services and parts must be submitted to the CALPIA Contract Representative, or designee, and approved prior to replacement. c) All parts will be charged at the published list price less proposed discount or the Contractors Cost plus proposed percentage above the Contractor s cost, plus sales tax, as stated on the Cost Sheet. During the term of the contract, the Contractor may be required to provide documentation of the list price or Contractors cost of parts replaced or installed on a random inspection basis. When the CALPIA Contract Representative or designee, requests price information, the Contractor must be able to provide the information within 48 hours of request. If no pricing is available, the parts will be charged at the Contractor s current cost of acquisition without a percentage increase. d) Repairs (labor and materials) totaling less then $ can be performed without the prior approval of the CALPIA Contract Representative, or designee. All repairs above $ must be approved in advance via phone and backed up with an electronic mail confirmation by the CALPIA Contract Representative, or designee. e) All lubricants, oils, grease, and fluids needed to maintain the equipment per the manufacturer s recommendations is to be included in the Contractor s equipment maintenance pricing. 12. Parts Inventory: a) CALPIA will maintain an inventory at the DVI Dairy location of high use parts/equipment and items that require long lead times for ordering/delivery.

8 b) Immediately following award of the contract, the Contractor will be responsible for reviewing the existing inventory items to determine the minimum/maximum inventory quantities of each item in an Excel report and provide to the CALPIA Contract Representative or designee. Recommendations for additional high use or long lead time items, including the items estimated unit cost, and deletion of obsolete or low use items must also be included in the report. c) The ongoing need for reordering of inventory stock will be the responsibility of both CALPIA staff and the Contractor. CALPIA staff will provide the Contractor with the quantity and item description for reorder, as needed during the term of the contract. The Contractor will be responsible for placing the order with his suppliers, receiving the orders, and delivering the parts to the Dairy. The parts will then be restocked by CALPIA staff. d) The Contractor will provide an invoice for all inventory received by CALPIA to the CALPIA Contract Representative or designee on a monthly basis. Payment for parts inventory will be paid separately on a purchase order. All parts orders will be at the published list price less proposed discount or the Contractors Cost plus proposed percentage above the Contractor s cost, plus sales tax, as stated on the Cost Sheet. During the term of the contract, the Contractor may be required to provide documentation of the list price or Contractors cost of parts on a random inspection basis. When the CALPIA Contract Representative or designee, requests price information, the Contractor must be able to provide the information within 48 hours of request. If no pricing is available, the parts will be charged at the Contractor s current cost of acquisition without a percentage increase. 13. Background Clearances - For purposes of performing services at the DVI location, the Contractor and any employees must pass a background clearance check prior to accessing the institution property and must abide by Security Provisions, BSS-F039, during the term of the contract. 14. Appropriate Attire Policy Refer to Attachment 7 for the Appropriate Attire Policy which is subject to all Contractors and their employees working at the DVI facility. 15. CALPIA reserves the right to amend the agreement, prior to expiration, in writing on the STD 213A. CALPIA may adjust the terms of the agreement including but not limited to the following: Term extension up to one (1) year. Decreasing the amount of the contract s original value. Increasing the contract amount by up to 30% of the original value. II. PAYMENT PROVISIONS 1. INVOICING AND PAYMENT a) For services satisfactorily rendered, and upon receipt and approval of the invoices, the CALPIA agrees to compensate the Contractor in accordance with the amount specified in the Cost Sheet, Attachment 3, which is attached hereto and made part of this agreement. b) Invoices shall be itemized and include the time period covered by the invoice, work completed for the period (detailed statement of services) and number of hours worked (if applicable). Invoices shall include the ERPlx Number and the Agreement Number

9 shown in the upper right corner of the STD 213 and shall be submitted in triplicate not more frequently than once every thirty (30) days in arrears to: CALPIA - Dairy Attention: Accounts Payable Address: Kasson Road Tracy, CA Availability of Funds All financial obligations of CALPIA for the fiscal year(s) encompassed by the term of this agreement are subject to the availability and approval of funding by the Prison Industry Board and/or the presence of sufficient funds to cover those obligations in the fund from which those obligations are to be paid. If such obligations are, or become contingent, on funding by and/or through the CALPIA budget or on the availability of federal funds or on the action of any Legislative body, said obligations are contingent on the appropriation and availability of funds for the purpose of meeting those obligations. If insufficient funds are approved or appropriated or otherwise available in order to meet CALPIA s obligations under this agreement, CALPIA may immediately terminate this agreement. 3. Prompt Payment Clause Payment will be made in accordance with, and within the time specified in, Government Code Chapter 4.5, commencing with Section Cash Discounts CALPIA has a history of taking cash discounts and intends to take advantage of cash discounts offered when they are in the best interest of the CALPIA.