04_Solicitation_Package_08A3962_-_POSTED.pdf

CALIFORNIA STATE TRANSPORTATION AGENCY GAVIN NEWSOM, GOVERNOR

California Department of Transportation

ADMINISTRATION

DIVISION OF PROCUREMENT AND CONTRACTS

1727 30TH STREET, MS 65

SACRAMENTO, CA 95816-7006

PHONE (916) 227-6000

TTY 711

https://dot.ca.gov/programs/procurement-and-contracts/

January 15, 2026

Invitation for Price Quote (IFPQ)

IFPQ # 08A3962

Notice to Prospective Contractors

You are invited to review and respond to this Small Business (SB) Invitation for Price Quote (IFPQ), IFPQ 08A3962 entitled HVAC Maintenance and Repair Services in San Bernardino County. In submitting your quote, you must comply with the instructions found herein.

“This solicitation is authorized pursuant to Government Code Section 14838.7, which provides for the award of contracts for the acquisition of construction, including the erection, construction, alteration, repair, or improvement of any State structure, building, road, or other State improvement of any kind, that has an estimated value of greater than $5,000.00, but not more than $461,000.00, to a certified SB, including a micro business (MB), SB for the purpose of public works (SB-PW), or a disabled veteran business enterprise (DVBE). A bid over $461,000.00 will result in rejection of your bid due to non-responsiveness.”

This contract requires Prevailing Wages if the total bid amount exceeds $15,000. If the total bid amount is under $15,000, then Prevailing Wage language will be removed prior to award. Refer to Attachment 3, Proposed Form of Agreement, for requirement details.

In the opinion of the Caltrans, this IFPQ is complete and without need of explanation; however, if you have questions, or should you need any clarifying information, the contact person for this IFPQ is:

Tiaja Watson California Department of Transportation (Caltrans) Email address: Tiaja.Watson@dot.ca.gov Phone: (279) 234-2527

Please note that no verbal information given will be binding upon Caltrans unless such information is issued in writing as an official addendum.

*Technical questions regarding this solicitation will be addressed, in writing, in accordance with the Questions and Answers portion of this IFPQ. See Section C1, Time Schedule, for more details.

ALL REQUIRED DOCUMENTS ARE EITHER ATTACHED (ATTACHMENT 1) OR THE DOCUMENT

LINK IS PROVIDED ON ATTACHMENT 2, REQUIRED DOCUMENTS.

Sincerely, Tiaja Watson Contract Analyst https://dot.ca.gov/programs/procurement-and-contracts/

Invitation for Price Quote IFPQ Number 08A3962

A) Purpose and Description of Services

1. Contractor shall provide labor, equipment, vehicles, tools, materials, parts, permits, supplies, travel, disposal/recycling of waste, and incidentals required to maintain, repair, and restore HVAC systems on Caltrans-owned properties in San Bernardino County.

2. Refer to the Proposed Form of Agreement, Exhibit A, for a more complete description of services.

B) Bidder’s Minimum Qualifications

1. By submitting its bid, Bidder certifies, under penalty of perjury, that its Contractors State License Board (CSLB) license is in a classification appropriate to the work to be undertaken as identified in the Proposed Form of Agreement, Exhibit A. This requirement has also been added in the Proposed Form of Agreement, Exhibit E. Refer to Section C, Price Quotation Requirements and Information, Contractor’s License, for submittal requirements. Caltrans will verify bidder’s Contractor License, and any Subcontractor Licenses, thus it is not necessary for bidders to provide a copy.

2. Bidder shall possess at the time of bid submittal, continuously thereafter, and for the duration of the Agreement, a valid and current registration with the Department of Industrial Relations (DIR).

Caltrans will verify bidder’s DIR registration.

3. Bidder shall be a certified Small Business (SB) or a Disabled Veteran Business Enterprise (DVBE) with the Department of General Services (DGS). Caltrans will verify bidder’s DGS registration.

4. Failure of Bidder to sufficiently provide any or all the minimum qualifications, in the opinion of Caltrans, will result in the Bidder’s bid deemed non-responsive.

C) Price Quotation Requirements and Information

1. Time Schedule

It is recognized that time is of the essence. All bidders are hereby advised of the following schedule and will be expected to adhere to the required dates and times.

Event Date Time

(Pacific Time)

IFPQ available to prospective bidders 01/15/2026

Written Question Submittal 01/23/2026 1:00 p.m.

Final Date for Quote Submission 01/30/2026 3:00 p.m.

Proposed Award Date (estimate) 02/13/20266

2. Questions and Answers

A. Questions regarding this IFPQ must be submitted in writing. Bidders are encouraged to submit their written questions by 1:00 p.m. on January 23, 2026.

B. Written questions must include the individual's name, firm name, complete address, and must reference IFPQ No. 08A3962. Questions must be sent to the following email:

Email: Tiaja.Watson@dot.ca.gov

C. Written responses to all questions will be collectively compiled and posted as an Addendum to the Cal eProcure website https://caleprocure.com/pages/index,aspx. It is the responsibility of the Bidder to access the website for any changes or addenda that may be posted. Refer to Section C1, Time Schedule, for the schedule of events and dates/times. Bidder can contact the Contract Analyst named above.

https://caleprocure.com/pages/index,aspx

3. ADM-1412 – Price Quote Proposal

The total price quote proposal for this Agreement must not exceed $461,000.00. A bid amount more than $461,000.00 will be deemed non-responsive and will be rejected.

4. Costs Included in Bid Rates

Quotation prices/rates shall include the cost of employer payments to or on behalf of employees, subsistence, travel, compensation insurance premiums, unemployment contributions, social security taxes, contract bond premiums, and any other taxes or assessments, including, but not limited to, sales and use taxes required by law or otherwise and no additional allowance will be made thereof unless separate payment provisions in the Agreement should specifically so provide.

5. Employment of Undocumented Workers

No State agency or department, as defined in Public Contract Code Section 10335.7, that is subject to this code, shall award a public works contract to a bidder or contractor, nor shall a bidder or contractor be eligible to bid for or receive a public works contract, who has, in the preceding five (5) years, been convicted of violating a State or Federal law regarding the employment of undocumented workers (Pub. Cont. Code Section 6101).

6. State Prevailing Wages

State General Prevailing Wage Rates will apply for the County of San Bernardino as described in the Proposed Form of Agreement. The predetermined general prevailing wage rates published by the Director of Industrial Relations (DIR) may be obtained via the Internet at https://www.dir.ca.gov/OPRL/DPreWageDetermination.htm or by contacting the Contract Analyst listed on the first page of this solicitation. It is the bidder's responsibility to use the correct classification determination published by the DIR. By signing the attached Bid/Bidder Certification Sheet, the Bidder acknowledges this is a public works contract subject to Labor Code Sections 1720- 1861, and that if awarded this Agreement, it will be the Bidder’s responsibility to ensure that all prevailing requirements are met, including but not limited to the payment of appropriate prevailing wages rates to all employees who participate and perform services under this Agreement, Department of Industrial Relations registration, submittal of weekly certified payroll records, and employment of apprentices throughout the duration of the Agreement.

7. Mandatory Organic Waste Recycling

Contractor generating organic waste or commercial solid waste shall comply with SB 1383; also Contractor will arrange for recycling services required by this section in a manner that is consistent with State and local laws and requirements, including a local ordinance or local jurisdiction’s franchise agreement, applicable to the collection, handling, or recycling of organic waste and commercial solid waste. This requirement does not modify, limit, or abrogate the Contractor’s right to sell or donate its recyclable organic waste materials consistent with the requirements of Public Resources Code Section 42649.8 et seq. When applicable, Contractor must comply with these provisions.

8. Motor Carrier Permit Requirements

A. Contractor is responsible for determining whether California Vehicle Code Sections 34601 and 34620 require Contractor to have a valid Motor Carrier Permit (MCP) issued by the Department of Motor Vehicles (DMV) in order for Contractor to lawfully perform any part or aspect of the work described in Exhibit A, Scope of Work, and, if California Vehicle Code Sections 34601 and 34620 do require same for any part or aspect of such work, Contractor must have a valid MCP(s) issued from the DMV for its services as a Motor Carrier of Property under this Agreement. Contractor shall pay any required fees necessary to obtain and maintain in good standing during the entire term of this Agreement any such required MCP(s).

https://www.dir.ca.gov/OPRL/DPreWageDetermination.htm

B. MCP(s), if any, required for Contractor’s Motor Carriers of Property under California Vehicle Code Sections 34601 and 34620 shall be on file with Contractor for the duration of this Agreement.

Upon request of Caltrans Contract Manager or their designee, Contractor must immediately provide to Caltrans a copy of the required MCP(s), if any.

9. Contractor Registration Program

A. No Contractor or Subcontractor may be listed on a price quote proposal for a contract with prevailing wages unless registered with the DIR, pursuant to Labor Code Section 1725.5 (with limited exceptions from this requirement for bid purposes only under Labor Code Section 1771.1(a)).

B. No Contractor or Subcontractor may be awarded a contract with prevailing wages unless registered with DIR pursuant to Labor Code Section 1725.5.

C. Caltrans will verify each of the registration numbers provided by the bidder prior to Agreement award. Bidders that do not possess the required DIR registration will be deemed non-responsive and rejected from further consideration in the solicitation process.

10. Contractor’s License

Bidder must have, at time of quote submittal and for the duration of the contract, a valid, current C- 20 - Warm-Air Heating, Ventilating and Air-Conditioning Contractor License issued by the CSLB, for the type of work to be performed. Bidder shall obtain, pay for, and maintain, in good standing, all necessary licenses and permits to accomplish the work. Bidders will be considered non-responsive unless proper licensing requirements are met. An invalid license will result in rejection of the bid. Positive verification of a valid license issued by the CSLB will be performed by Caltrans (Bus.

and Prof. Code Section 7028.15).

11. Standard Title VI/Nondiscrimination Assurances (DOT Order No. 1050.2A)

Caltrans, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Statute 252, 42 USC Sections 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any Agreement entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

12. Non-Collusion Declaration for Public Works

Bidder must submit a non-collusion declaration for Public Works. The Non-Collusion Declaration for Public Works is provided as a link in Attachment 2, Required Documents.

13. Bonds

Payment Bond Requirement: If the successful bidder’s bid exceeds $25,000, the successful bidder shall furnish a Payment Bond for not less than 100 percent (100%) of the total amount payable by the terms of this Agreement. The Payment Bond is due prior to the start date of work. No work may commence without receipt of a valid Payment Bond. The Payment Bond must be in effect at all times for the duration of the Agreement. If the Payment Bond expires during the term of the Agreement, a new Payment Bond must be provided to the Caltrans Contact Manager not less than 10 business days prior to its expiration. Failure to maintain a Payment Bond for the full term of this Agreement will be grounds for termination for default in addition to other legal remedies Caltrans may have.

Inadequate or lack of a Payment Bond does not negate the Contractor’s obligations under this Agreement.

14. Insurance

A. The bidder who receives the Agreement award must provide a Certificate of Insurance providing proof of insurance to the Division of Procurement and Contracts within 10 working days from the date of notification of award. The State’s Office of Risk and Insurance Management will review insurance certificates and/or proof of self-insurance documentation before execution of the Agreement. Refer to the Proposed Form of Agreement, Exhibit E, for the applicable and specific Insurance requirements and coverage limits.

B. The insurance carrier shall provide an endorsement for the additional insured statement as follows:

Caltrans, State of California, its officers, agents, and employees shall be included as additional insured, but only with respect to work performed for the State of California under this Agreement.

C. The additional insured endorsement must accompany the certificate of insurance.

D. Satisfying a Self-Insured Retention (SIR)

All insurance required by this Agreement must allow, but not require, the State to pay any SIR and/or act as Contractor’s agent in satisfying any SIR. The choice to pay any SIR and/or act as Contractor’s agent in satisfying any SIR is at the State’s discretion. If the State chooses to pay any SIR and/or act as Contractor’s agent in satisfying any SIR, Contractor shall reimburse the State for the same.

E. Available Coverages/Limits

In the event the insurance coverages obtained by Contractor is broader in scope than, and/or the limits are higher than, those required under the Agreement, all such broader coverage and/or higher limits available to Contractor shall also be available and applicable to the State.

15. California Civil Rights Laws

Any person that submits a bid or proposal to, or otherwise proposes to enter into or renew an Agreement with, a State agency with respect to any Agreement in the amount of one hundred thousand dollars ($100,000) or more shall certify, under penalty of perjury, at the time the bid or proposal is submitted or the Agreement is renewed, that they satisfy all of the conditions set forth in California Public Contract Code Section 2010 and they shall execute the California Civil Rights Laws Certification (DOT ADM-0076), provided as a link in Attachment 2, Required Documents, completed, signed, and returned with its bid or proposal.

16. Darfur Contracting Act

A. The Darfur Contracting Act, Public Contract Code Section 10475-10481, applies to any company that currently or within the previous three (3) years has had business activities or other operations outside of the United States. The Act was passed by the California Legislature and signed into law by the Governor to preclude State agencies generally from contracting with “scrutinized” companies that do business in the African nation of Sudan (of which the Darfur region is a part), for the reasons described in Public Contract Code Section 10475. All bidders shall complete the Darfur Contracting Act Certification (DOT ADM-0077), provided as a link in Attachment 2, Required Documents, and submit with the proposal.

B. If your company has not, within the previous three (3) years, had any business activities or other operations outside of the United States, complete Option 1 on the ADM-0077.

C. A scrutinized company is a company doing business in Sudan as defined in Public Contract Code Section 10476. Scrutinized companies are ineligible to, and cannot, bid on or submit a proposal for an Agreement with a State agency for goods or services (Pub. Cont. Code Section 10477(a)).

D. Therefore, Public Contract Code Section 10478(a) requires a company that currently has (or within the previous three (3) years has had) business activities or other operations outside of the United States to certify that it is not a “scrutinized” company, during the Agreement award process with a State agency.

E. A scrutinized company may still, however, submit a bid or proposal for a Contract with a State agency for goods or services if the company first obtains permission from the Department of General Services (DGS) according to the criteria set forth in Public Contract Code Section 10477(b).

17. Price Quote Submittal

A. The price quote should be emailed as described below. The price quote must be received by the Caltrans, Division of Procurement and Contracts (DPAC), by dates and times shown in Section C, Price Quotation Requirements and Information.

B. The price quote email should be clearly marked with the IFPQ number, title, and ‘PRICE QUOTATION SUBMITTAL’, as shown in the following example:

IFPQ Number: 08A3962

PRICE QUOTATION SUBMITTAL–DO NOT OPEN

C. All quotes shall include the documents identified in the IFPQ; see Attachment 2, Required Documents. Quotes not including the required documents may be deemed non-responsive. A non-responsive price quote is one that does not meet the basic quote requirements.

D. Only an individual who is legally authorized to bind the proposing firm contractually shall sign all documents requiring a signature, and each document must bear a signature.

E. Email to: Tiaja.Watson@dot.ca.gov

F. Pursuant to Government Code Section 14838.7, Caltrans must receive at least two (2) price quotes from certified SB/MBs or at least two (2) price quotes from DVBEs before it can make an Agreement award. Therefore, at Caltrans’ discretion, if only one price quote is received, the timeframe for receipt of price quotes may be extended in order to receive the minimum number of quotes required by the Government Code. All prospective bidders will be notified via email or telephone of any extensions.

G. Price quotes must include the performance of all the services described herein. Any attempt to modify the Price Quote Proposal document to deviate from the work specifications will not be considered and will cause a price quote to be rejected.

H. A price quote may be rejected if it is conditional, incomplete, or if it contains any alterations of form or other irregularities of any kind. Caltrans may reject any price quote on the basis that it is not responsive or from responsible bidder and may waive any immaterial deviation in a quote.

Caltrans’ waiver of an immaterial defect shall in no way modify the IFPQ document or excuse the bidder from full compliance with all requirements if awarded the Agreement.

I. Costs for developing price quotes and in anticipation of award of the Agreement are entirely the responsibility of the bidder and shall not be charged to Caltrans.

J. A bidder may modify a price quote after its submission by first withdrawing the original price quote and then by resubmitting a new price quote prior to the price quote submittal deadline. Bidder modifications offered in any other manner, oral or written, will not be considered.

K. A bidder may withdraw a price quote by, prior to price quote submission deadline, submitting a written withdrawal request to Caltrans, at Tiaja.Watson@dot.ca.gov, signed by the bidder or an agent authorized in accordance with Section L, below. A bidder may thereafter submit a new price quote prior to the price quote submittal deadline. Price quotes may not be withdrawn without cause subsequent to the price quote submittal deadline.

L. Only an individual who is authorized to bind the bidding firm contractually shall sign the Bid/Bidder Certification Sheet. The signature must also indicate the title or position that the individual holds in the firm. An unsigned price quote may be cause for bid rejection.

M. Caltrans may modify the IFPQ prior to the date fixed for submission of price quotations by the issuance of an addendum sent to all parties who received an IFPQ package.

N. Caltrans reserves the right to reject all price quotes for reasonable cause.

O. Bidders are cautioned not to rely on Caltrans during its evaluation process to discover and report to the bidder any defects and errors in the submitted documents. Before submitting their documents, bidders should carefully proof them for errors and full adherence to the IFPQ requirements.

P. Where applicable, bidder should carefully examine work sites and specifications. Bidder shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered. No additions or increases to the Agreement amount will be made due to a lack of careful examination of work sites and specifications.

Q. Caltrans does not accept alternate Agreement language from a bidder. A price quote with such language will be considered a counter proposal and will be rejected. The State’s General Terms and Conditions (GTC 02/2025) are not negotiable. The GTC 02/2025 may be viewed at Internet site https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services- Resources-List-Folder/Standard-Contract-Language.

18. Evaluation and Selection

A. At the time of quote opening, price quotes will be checked for the presence or absence of required information in conformance with the submission requirements of this IFPQ.

B. Caltrans will check the price quote submittal package to verify it received all required documents.

Positive verification of required documents will be performed to determine its responsiveness to the State’s needs.

C. Price quotes that contain false or misleading statements, or which provide references, which do not support an attribute or condition claimed by the bidder, shall be rejected.

D. The Agreement, if awarded, shall be awarded to the responsible bidder who submits the lowest price quote and meets all the specifications. A price quote meets the specifications if it complies with all the requirements in this solicitation. In the event of a tie quote, Caltrans will draw lots to determine the successful bidder. Only one (1) price quote may be submitted by an entity:

individual, firm, partnership, corporation, joint venture, or combination thereof. Receipt of more than one (1) price quote from an entity will result in all quotes from that entity being rejected and returned to the bidder.

19. Standard Conditions of Service

A. Service shall not begin before the start date set forth in the Agreement. After all approvals have been obtained, and the Agreement is executed should Contractor fail to commence work at the agreed upon time, Caltrans, upon five (5) days written notice to contractor, reserves the right to terminate the Agreement. In addition, contractor shall be liable to Caltrans for the difference between contractor’s quote price and the actual cost of performing the work by the second low bidder or by another contractor.

B. All performance under the Agreement shall be completed on or before the expiration date of the Agreement.

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language

C. Antitrust Provisions

1) Bidder offers and agrees, and will require all of his other Subcontractors and suppliers to agree, that if the bid is accepted to assign to the awarding body all rights, title, and interest in and to all causes of action they may have under Section 4 of the Clayton Act (15 USC Section

15) or under the Cartwright Act (Chapter 2 (commencing with Section 16700) of Part 2 of Division 7 of the Business and Professions Code) arising from purchases of goods, services, or materials pursuant to the public works Agreement or subcontract. The assignment made by Contractor and all additional assignments made by Subcontractors and suppliers shall be deemed to have been made and will become effective at the time the awarding body tenders final payment to Contractor without further acknowledgment or the necessity of tendering to the awarding body any written assignments.

2) If an awarding body or public purchasing body receives, either through judgment or settlement, a monetary recovery for a cause of action assigned under Government Code Sections 4550-4554, the assignor shall be entitled to receive reimbursement for actual legal costs incurred and may, upon demand, recover from the public body any portion of the recovery, including treble damages, and attributable overcharges that were paid by the assignor but were not paid by the public body as a part of the price quote, less the expenses incurred in obtaining that portion of the recovery.

3) Upon demand in writing by the assignor, the assignee shall, within one year from such demand, reassign the cause of action assigned under Government Code Sections 4550-4554 if the assignor has been or may have been injured by the violation of law for which the cause of action arose and (a) the assignee has not been injured thereby, or (b) the assignee declines to file a court action for the cause of action (See Government Code Section 4554).

D. If bidder is awarded Agreement and refuses to sign Agreement presented for signature within time and manner required, bidder will be liable to Caltrans for actual damages resulting to Caltrans therefrom or 10 percent (10%) of the amount quoted, whichever is less.

E. Loss Leader usage is prohibited in this Solicitation: It is unlawful for any person engaged in business within this State to sell or use any article or product as a "loss leader" as defined in Business and Professions Code Section 17030. "Loss Leader" means any article or product sold at less than cost: a) where the purpose is to induce, promote, or encourage the purchase of other merchandise; or b) where the effect is a tendency or capacity to mislead or deceive purchasers of prospective purchasers; or c) where the effect is to divert trade from or otherwise injure competitors.

F. No oral understanding or agreement shall be binding on either party.

20. Executive Order N-6-22 – Russia Sanctions

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law unless the contract has been Federalized (i.e. there is federal participation in any phase). By submitting a bid or proposal, Contractor represents that it is not a target of Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf determined after contract execution, shall be grounds for termination by the State.

21. Executive Order N-12-23 – Generative Artificial Intelligence (GenAI) Technology Use and Reporting

A. The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

B. Bidder / Offeror must notify the State in writing if it:

1) Intends to provide GenAI as a deliverable to the State; or

2) Intends to utilize GenAI as a deliverable to the State; including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts:

a) Functionality of a State system,

b) Risk to the State, or

c) Contract performance.

Note: For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.

C. Failure to report GenAI to the State may result in disqualification. The State reserves the right to seek any and all relief to which it may be entitled to as a result of such non-disclosure.

D. Upon notification by a Bidder / Offeror of GenAI as required, the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the State.

E. Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.

STATE OF CALIFORNIA ∙ DEPARTMENT OF TRANSPORTATION Agreement Number 08A3962

PRICE QUOTE PROPOSAL Attachment 1 Page 1 of 1

ADM-1412 (REV. 9/2025)

Contractor’s Name (Please Print):

Item Number

Estimated Quantity

Unit Of Measure Item

Unit Price (Price Per Unit of

Measure)

Total (Estimated Quantity X

Unit Price)

1 100 Per Hour

All labor, equipment, vehicles, tools, parts, travel, disposal/recycling of waste, and incidentals necessary to provide HVAC Technician Journeyman for Routine Services for all HVAC services at all locations per Exhibit A, Scope of Work

2 50 Per Hour

All labor, equipment, vehicles, tools, parts, travel, disposal/recycling of waste, and incidentals necessary to provide HVAC Technician Journeyman for Non-Routine Services for all HVAC services at all locations per Exhibit A, Scope of Work

Subtotal (Add line items 1-2): $

Maximum allowable expenditure for all parts, materials, supplies, fees, and permits per Exhibit A, Item 14, Actual cost will be reimbursed based on submitted original receipts. This Amount Shall be 10 percent (10%) of the Actual Subtotal Amount (0.10 x Subtotal). Enter 10% in Total column.

1) The above quantities are estimates only and are given as a basis for comparison of quotes. No guarantee is made or implied as to the exact quantity that will be needed.

2) In case of discrepancy between the unit price and the total set forth for a unit basis time, the unit price shall prevail.

3) Do not alter, modify, or change this quote proposal sheet. Any alterations, modifications, or changes to this quote proposal sheet will be grounds to reject the quote.

4) Each line item must be quoted. Do not leave any unit price column blank or this quote proposal sheet will be deemed non-responsive.

Total This Proposal

(Subtotal + Line 3)

Attachment 2 Required Documents

The following documents should be submitted, or your bid may be considered non-responsive.

Do not submit this checklist, the Proposed Form of Agreement, company advertisements, brochures, informational pamphlets, or any other document unless specifically noted in the IFPQ Requirements and/or as listed below.

☐ Attachment 1 – Price Quote Proposal (ADM-1412)

☐ Bid/Bidder Certification Sheet (DOT ADM-1416) Bid/Bidder Certification Sheet

☐ Non-Collusion Declaration Non-Collusion Declaration

California Civil Rights Laws Certification (DOT ADM-0076) California Civil Rights Laws Certification

☐ Darfur Contracting Act Certification (DOT ADM-0077) Darfur Contracting Act Certification

Copy of valid and current certification as a Small Business (SB) or a Disabled Veteran Business Enterprise (DVBE) with the Department of General Services (DGS)

Copy of valid, current C-20 - Warm-Air Heating, Ventilating and Air-Conditioning Contractor License issued by the CSLB

☐ Copy of valid and current registration with the Department of Industrial Relations (DIR)

The following documents will be requested of the WINNING BIDDER at time of contract award;

they are NOT required at time of bid submittal:

☐ Contractor Certification Clauses (CCC 04/2017) Contractor Certification Clauses

☐ Payment BondPayment Bond

☐ Insurance (Requirements outlined in Proposed Form of Agreement, Exhibit E, Items 1 & 2)

☐ Payee Data Record (STD 204) Payee Data Record https://forms.dot.ca.gov/v2Forms/servlet/FormRenderer?frmid=DOTADM1416 https://forms.dot.ca.gov/v2Forms/servlet/FormRenderer?frmid=DOTADM1418 https://forms.dot.ca.gov/v2Forms/servlet/FormRenderer?frmid=DOTADM0076 https://forms.dot.ca.gov/v2Forms/servlet/FormRenderer?frmid=DOTADM0076 https://forms.dot.ca.gov/v2Forms/servlet/FormRenderer?frmid=DOTADM0077 https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/CCC-042017.pdf?la=en&hash=4DE3E4DC414511AE378794200BA43EBF91C758EE https://forms.dot.ca.gov/v2Forms/servlet/FormRenderer?frmid=DOTADM2009 https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf

Attachment 3 Proposed Form of Agreement

Note to Bidders: The following pages represent a sample of the Agreement that will be awarded, if any, from this IFPQ. Please review it carefully and present any questions in writing to the contact identified for this IFPQ.

2. The term of this Agreement is:

Contractor’s Name TBD Agreement Number 08A3962

Exhibit A Public Works–State

Scope of Work

1. Contractor agrees to provide California Department of Transportation (Caltrans) routine and non-routine Heating, Ventilation and Air Conditioning (HVAC) services, as described herein:

Contractor shall provide labor, equipment, vehicles, tools, materials, parts, permits, supplies, travel, disposal/recycling of waste, and incidentals required to maintain, repair, and restore HVAC systems on Caltrans-owned properties.

2. Subcontracting is not permitted under this Agreement. All references to subcontracting or Subcontractors as found herein are not applicable to this Agreement.

3. The Public Works services shall be performed at the following District 08 Maintenance Stations within San Bernardino County.

A. Magana-Ortega Maintenance Station (MS)

451 West Slover Avenue

Bloomington, CA. 92316

B. Ontario MS 1165 East Philadelphia Street Ontario, CA. 91761

C. Cluster MS 175 West Cluster Street San Bernardino, CA. 92408

4. Any reference to Caltrans Contract Manager shall also include designee.

5. This Agreement will commence on May 1, 2026 (estimate) or upon approval by Caltrans, whichever is later, and no work shall begin before that time. This Agreement is of no effect unless approved by Caltrans. Contractor shall not receive payment for work performed prior to approval of the Agreement and before receipt of notice to proceed by Caltrans Contract Manager. This Agreement shall expire on April 30, 2029 (estimate). The routine services shall be provided during 7:00 AM to 3:00 PM, Monday through Friday. On occasion, Contractor may be required to provide services outside of normal business hours, including weekends and holidays, to complete non-routine services as determined by Caltrans Contract Manager. The parties may amend this Agreement as permitted by law.

6. This Agreement cites specific portions of the most current version of the Caltrans 2025 Standard Plans and Specifications (including revisions), herein collectively referred to as the “Standard Specifications”. The Standard Specifications can be accessed via the Internet at:

https://dot.ca.gov/programs/design/ccs-standard-plans-and-standard-specifications. Only the sections of the Standard Specifications cited in this Agreement are requirements and are hereby incorporated by this reference as if attached to this Agreement. All other portions of the Standards Specifications are not applicable to this Agreement.

7. All inquiries during the term of this Agreement will be directed to the project representatives listed below. Contractor shall provide advance written notice and receive advance written approval by Caltrans Contract Manager, without the necessity of an amendment, before changing the Project Manager noted below.

https://dot.ca.gov/programs/design/ccs-standard-plans-and-standard-specifications

Exhibit A Public Works–State

California Department of Transportation (Caltrans): Contractor’s Name TBD

Section/Unit: District 08/Maintenance

Contract Manager: Project Manager:

Address: Address:

Business Phone Number.: Business Phone Number:

Email: Email:

8. Assignment of Work

A. Caltrans Contract Manager will issue a Service Request via email to Contractor for routine and non-routine services. See Service Request, Attachment 2.

B. The Service Request shall include the following information:

1) Agreement number 08A3962

2) Service Request number

3) Date of request

4) Caltrans Contract Manager name, and phone number

5) Description and type of service (Routine or Non-routine)

6) Location of service

7) Service Request period of performance

8) Estimate of hours, materials, and cost

9) Specific Scope of Work to be performed under the Service Request, in accordance with the Scope of Work in this Exhibit A.

10) Signature of Caltrans Contract Manager and Contractor

C. The working days for each Service Request issued will be specified as the period of performance stated on each Service Request.

D. Maximum term per Service Request shall not exceed 30 days (no exceptions).

9. Routine Services

A. Contractor shall provide routine preventative maintenance and repair services to air conditioning and ice machine equipment once per year in March, April, or May. Below is a list of the units to be maintained under this Agreement:

Rooftop/Ground/Package Model No. Quantity Location

YORK ZH120N15N2AAA5A 2 Bloomington

YORK D3CG060N082250 1 Bloomington

YORK ZE036K05B2A1AAA1A1 1 Bloomington

Exhibit A Public Works–State

PHOENIX Evaporative Cooler

D2231A & H2231 7 Bloomington

DUOHOME

DOCA30-24HFN1-

MQ0W (Mini-Split)

1 Bloomington

DAIKIN RK12NMVJU (Mini-Split) 1 Bloomington

AC PRO

AWH12ATCXB-

A3DNA1C/O (Mini-Split) 1 Bloomington

JOHNSON

DHP12CSB11S (Mini-

Split) 1 Bloomington

DELLA

048-TL-12K2V-19S-OUT

(mini-Split) 1 Bloomington

BARD Modular Trailer A/C Unit 1 Bloomington

BARD Modular Trailer A/C Unit 1 Ontario

EVAPORATIVE

COOLER

WALL MOUNTED 4 Ontario

MIRAGE OVKH121B (mini-split) 1 Ontario

CARRIER 38CKW042320 1 Ontario

CARRIER 48FCGA04A2A3A0A0A0 1 Ontario

BARD Modular Trailer A/C Unit 2 San

Bernardino

HOSHIZAKI B-500PF 1 Bloomington

HOSHIZAKI B-900PF 1 Bloomington

HOSHIZAKI UNKNOWN 2 Bloomington

HOSHIZAKI UNKNOWN 1 Ontario

B. Routine preventative maintenance shall consist of inspecting, adjusting, testing, changing filters, cleaning burners, condensers, coils, electrical compartments, checking gas pressure, refrigerant leaks, and tightened electrical con connections, lubricate all bearing where applicable, clean mini split blower wheels, replace pads on evaporative coolers, replace fan belts on all applicable systems, and repairing equipment as needed according to industry standards.

C. For routine services, Contractor shall respond via e-mail to Service Requests within two (2) business days of issuance by Caltrans Contract Manager to Contractor. Work shall be scheduled shortly after receipt of the request unless Contractor shows proof of a need for delay due to difficulty obtaining materials, and additional time is authorized by Caltrans Contract Manager.

D. Contractor shall perform a mandatory site inspection for initial analysis prior to the start of actual work. Contractor shall complete the mandatory site inspection within the first three (3) business days at worksite.

Exhibit A Public Works–State

E. Contractor shall identify the construction date of the building, type(s) of HVAC systems, related building materials used, and presume the presence of Asbestos Containing Materials (ACM) and Lead in areas of the requested services. If hazardous materials are thought to be present, Contractor and Caltrans Contract Manager will work together to identify and confirm the presence of hazardous substances.

F. Contractor shall develop an HVAC assessment after the site inspection and shall send it via email to Caltrans Contract Manager prior to the commencement of work. HVAC system assessments shall include the following:

1) A survey summary of existing HVAC type system(s).

2) A complete, accurate, and detailed description of the HVAC system issue identifying need and/or recommendation for the routine maintenance and repair of the HVAC system(s). This report shall include estimated length of repair and location of the impacted HVAC system(s) within the facility.

3) A written draft proposal, outlining the type and cost of labor, and parts needed to maintain or repair the HVAC system(s).

4) A draft schedule of work relating to the proposed routine maintenance or repair of the HVAC system(s) identified within Contractor’s initial site inspection.

G. Contractor shall submit HVAC system assessments to Caltrans Contract Manager within two

(2) business days from the completion of the site inspection. The HVAC system assessments will be reviewed and approved by Caltrans Contract Manager prior to the start of work.

Contractor shall then begin work within two (2) business days after receiving approval from Caltrans Contract Manager, unless directed otherwise by Caltrans Contract Manager.

H. Contractor shall first perform a system start-up of all HVAC systems, and then initiate a complete shutdown in order to complete maintenance and repair work, as necessary.

10. Non-Routine Services

A. Contractor shall be at the site to begin work in response to a non-routine service call within 24 hours after receipt of the call, and work must be completed within 48 hours of the call or as specified and authorized by Caltrans Contract Manager.

B. Upon commencement of work, Contractor shall notify Caltrans Contract Manager if Contractor determines that replacement of the HVAC unit is more cost effective than repair.

11. Requirements For All Services

A. Contractor shall be responsible to assure only licensed or certified personnel are permitted to respond to service calls.

B. Contractor shall assign one (1) technician to respond to Caltrans service calls. Prior written approval is required from Caltrans Contract Manager to have more than one

(1) technician. The maximum number of technicians for any service request shall not exceed two (2).

C. Contractor shall designate a contact person for the entire Agreement period. Caltrans requires Contractor to provide a telephone number or information by which the designated contact person can be reached during regular business hours, as well as during non-business hours for non-routine services. Contractor’s designated contact person shall

Exhibit A Public Works–State communicate effectively and be able to read and write concerning business-related issues. Contractor’s designated contact person shall be available at the job site while the work is being performed.

D. Contractor is required to have an answering machine or answering service and it shall be operational at all times.

E. Contractor shall contact Caltrans on-site authorized designee by telephone prior to arrival;

this information will be provided by Caltrans Contract Manager.

F. Contractor shall have sole responsibility for verifying all measurements and/or estimates required for material quantity and sizes prior to beginning any maintenance or repair work under this Agreement.

G. Contractor shall only perform the work authorized and described in the Service Request that has been approved by Caltrans Contract Manager. If non-contemplated work is required to accomplish the intent of the order, additional authorization by email shall be obtained from Caltrans Contract Manager before said work has begun.

H. The repaired HVAC unit shall be reinstalled and operational within the deadline established by Caltrans Contract Manager on the Service Request.

I. Failure to begin work or to complete the work in the time required shall be considered default and be grounds for termination of this Agreement pursuant to Exhibit D, Termination.

J. Classification of labor shall be categorized as:

HVAC Technician Journeyperson: An HVAC technician who has completed an apprenticeship program or is an experienced worker, not a trainee, and is fully qualified and able to perform the work without supervision.

K. Caltrans Contract Manager will inspect all work, parts, and materials. Any work that needs to be corrected will be corrected at Contractor’s sole expense with no additional cost to Caltrans.

L. The complete replacement of a HVAC system is not covered under this agreement.

12. Detailed Description of Work

A. Contractor shall maintain, repair, and service HVAC related systems components as directed.

Only parts/materials itemized specifically, and with a unique rate, on Attachment 1 will be paid separately.

B. Contractor shall inspect and verify all measurements of the following prior to the start of routine services.

1) Large Tonnage/Commercial HVAC (up to 20 tons) equipment

2) Variable frequency drives (VFDs)

3) Centrifugal chillers

4) Packaged HVAC (including roof top units) and systems

5) Swamp coolers

6) Air handlers

Exhibit A Public Works–State

7) Warm-air heating

8) Water heating

9) Heat pumps

10) Heating or cooling appliances

11) Plenum chambers

12) Ducts

13) Exhaust fans relating to HVAC

14) Registers

15) Flues, UV lights

16) Humidity and thermostatic controls

17) Air filters, air grilles, belts, and screens in connection with any HVAC systems

18) Warm-air HVAC systems which utilize solar energy

19) Water boiler equipment for low emission Air Quality Management District (AQMD) standards

20) HVAC control systems, thermostats, dial-timers, and control networks

21) Condenser coil, blower motor, fan blade, bearing (lubricate if required), capacitors

22) Packaged and split system HVAC equipment (mini split)

23) Ventilation, make-up, and evaporative air units

24) Condenser pumps, cooling towers, and chilled, condenser, steam, gas, and water pipes

25) Compressors, pumps, chilled water lines, water lines, controls, and meters

26) Water treatment systems and filters

27) Drain pans, drain lines

28) Operating inspections

29) Equipment overhauls

30) Compressor rebuilds

31) Sensors

32) Freon

33) Ice machines

C. Contractor shall inspect, clean and sanitize all ice machines listed in the agreement. Work shall consist of checking water inlet valve and lines, inspect condenser and coils, check motors and blades (lubricate if required) check drain line and ensure no clogs or standing water are present. Empty out ice bin to clean and sanitize, replace filters, wipe down all exterior and gaskets to reduce mold buildup.

Exhibit A Public Works–State

D. At a minimum, requested maintenance service shall include but not be limited to:

1) Blower motor – inspect, measure amperage and voltage for proper operation

2) Thermostats/controls – inspect, test for proper operation, calibrate and level

3) Clean fins, straighten fins if possible

4) Replace air filters and/or wash insert screens on equipped

5) Replace belts if required

6) Bearing – inspect for wear and lubricate if required

7) Inspect, clean outdoor and indoor coils

8) Condensate drains – inspect, flush and treat with anti-algae

9) Inspect condenser coils – inspect, remove debris and clean

10) Refrigerant – inspect for leaks, monitor operating pressures

11) Safety devices – inspect for proper operation

12) Electrical disconnect box – inspect for proper rating and safe installation

13) Electrical wiring – inspect and tighten connections

14) Test/inspect contactors for burned, pitted contacts

15) Check electrical for exposed wiring

16) Inspect and test capacitors

17) Inspect fan blade, clean if necessary

18) Inspect service valves for proper operation

19) Measure supply/return temperature differential

20) Inspect duct work for energy loss

21) Compressor – monitor, measure amperage and volt draw and wiring connections

E. Contractor shall notify Caltrans Contract Manager prior to performing any “hot” work, including but not limited, to the use of gas torches, soldering irons, or any open flame devices.

Contractor shall have a fire prevention plan always including proper fire prevention (extinguisher) in place when performing hot work. Fire extinguisher equipment shall be provided at no extra cost to Caltrans.

F. If Contractor fails to inform Caltrans Contract Manager of hot work, Contractor shall be liable for all damages resulting from failure to inform Caltrans Contract Manager of hot work that causes a fire alarm and/or building evacuation, which results in a stop work loss and/or bodily injury. Contractor shall be responsible for any costs, fees, or fines associated with fire alarms resulting from failure to inform Caltrans Contract Manager of hot work.

G. Contractor shall perform system start-up and instruct site personnel on operation or maintenance of new systems or equipment, as necessary.

H. During a wide-scale alert, Contractor may be contacted to provide services and/or equipment.

Contractor shall agree that Caltrans’ request for services will be a top priority.

Exhibit A Public Works–State

I. Contractor shall be responsible for any toll road access. Caltrans shall not be responsible for any toll road fees or violation.

J. No additional compensation shall be paid for specialized equipment (whether owned or rented). No move-in/move-out will be paid on equipment or vehicles (whether owned or rented).

K. No additional payment will be made for travel time to and from the job site. Commute time to and from the job site is not chargeable as all costs associated with travel shall be deemed to be, and are, included in the Attachment 1, Price Quote Proposal. No per diem will be paid.

13. Compliance

All work performed under this Agreement shall be in accordance with the following:

A. California Code of Regulations (CCR) Titles 8, 17, 19, 24.

B. International Building Code Chapter 15.

C. All State and Local regulations having jurisdiction over the Department of Transportation (Caltrans) facilities.

D. Air Quality Management District (AQMD) standards.

E. Applicable manufacturer’s operating and maintenance installation instructions.

F. Standards set forth by the California Occupational Safety & Health Administration (CAL-

OSHA).

14. Parts/Materials/Supplies/Fees/Permits

A. Contractor shall notify Caltrans Contract Manager in writing of any parts/materials/…