25CS0054_-_SB_SFQ.pdf

California Department of Veterans Affairs Solicitation Number 25CS0054

Solicitation for Quote

MEDICAL EQUIPMENT MAINTENANCE, REPAIR AND CERTIFICATION SERVICES

1. Purpose and Description of Services

The California Department of Veterans Affairs (CalVet) is soliciting quotes from California Small Businesses (SB) / Micro Businesses (MB) certified by the Department of General Services. This Solicitation is open to all eligible certified Small and Micro Businesses that meet the Solicitation for Quote (SFQ) qualification requirements.

Services must be provided as described in this SFQ and the Sample Agreement.

2. Term Dates

The term of this Agreement shall be from November 1, 2025, or upon date of approval, whichever is later, through June 30, 2028.

3. Contract Award

Award of the contract, if awarded, will be in accordance to Government Code 14838.5 and to the proposer whose SFQ is deemed the lowest responsive responsible quote.

4. Key Action Dates

Below is the tentative time schedule for this Agreement:

Event Date

Small and Micro Businesses SFQ Advertised December 3, 2025

Deadline for Questions December 9, 2025, 5:00PM

Deadline for Responses to Questions December 10, 2025, 5:00PM

Solicitation for Quotes Submittal Deadline December 11, 2025, 5:00PM

Proposed Agreement Start Date January 01, 2026 or upon CalVet approval.

5. Question and Answer Period

Any questions regarding this SFQ must be submitted in writing by, via email to the Contract Analyst listed on Page 2 of this SFQ. All questions must be received prior to the deadline for questions. Emails should include the individual's name, firm name, address, and must reference SFQ #25CS0044. All answers will be posted on the Cal eProcure website. It is the responsibility of the Proposer to check the California State Contract Register at https://caleprocure.ca.gov/pages/index.aspx when inquiring about an addendum, questions, answers, and any other posts related to this SFQ.

6. Packaging and Submittal Instructions

a) All proposals and cost information must be submitted and received by the CalVet by the Solicitation for

Quotes Submittal Deadline as identified in the Key Action Dates above.

b) Quotes must be submitted via e-mail to Huie.Lovelady@calvet.ca.gov

c) The e-mail submittal format is the following:

1. The subject line of the submittal e-mail must read, “Response to CalVet Solicitation: 25CS0054”

2. The body of the e-mail must read:

DO NOT OPEN

https://caleprocure.ca.gov/pages/index.aspx

California Department of Veterans Affairs Solicitation Number 25CS0054

Solicitation # 25CS0054 CalVet Central Business Office ATTENTION: Huie Lovelady

Proposers are ultimately responsible for ensuring timely receipt of their Quote. Proposers may verify receipt of a Quote by contacting the CalVet Contract Analyst identified in this SFQ.

d) Proposers are solely responsible for understanding the scope of work and all requirements, terms, conditions, evaluation criteria, etc., before submitting a Quote. If the language is unclear or ambiguous, it is Proposers’ responsibility to request clarification or assistance before submitting a Quote. Please note that no verbal information shall be binding upon the State unless the State issues such information in writing as an official addendum. If the SFQ is modified prior to the final Quote submission date, the State shall issue an addendum to all Proposers that received a Quote package. By virtue of submitting a Quote, Proposers is accepting the terms and conditions expressed herein. Costs incurred for developing Quotes and in anticipation of award of the Agreement are the responsibility of Proposer and shall not be charged to the State.

e) Proposer may modify a Quote after its submission by withdrawing the original Quote and resubmitting a new Quote prior to the Quote submission deadline. Proposer modifications offered in any other manner, oral or written, shall not be considered.

f) Proposer’s Quote may be withdrawn from consideration by submitting a e-mail withdrawal request to the State, signed by Proposer or an authorized agent prior to the Quote submission deadline. The Quote is binding once it is opened by the State and may not be withdrawn without cause.

7. Required Attachments / Documentation

At the time of submission of quote, the following documents are required:

• Quote Rate Sheet

• Payee Data Record – STD 204

• Payee Data Record Supplement – STD 205, if applicable

• Contractor Certification Clauses – CCC-04/2017

• Bidder Declaration – GSPD-05-105

• Disabled Veteran Business Enterprise Declaration – DGS PD 843

• Commercially Useful Function (CUF) Certification Form – CV 012

• Darfur Contracting Act Certification Form

• Copies of all required licenses or certifications indicated in this solicitation

• Sample Acord Insurance Form, by reference only

• Sample Invoice

• DVBE Confirmation Letter, if applicable

8. 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. By submitting a Quote 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 proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

9. Generative Artificial Intelligence (GenAI) Disclosure Notification

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.

California Department of Veterans Affairs Solicitation Number 25CS0054

Proposer 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, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.

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.

Upon notification by a Proposer of GenAI as required, the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject proposals that present an unacceptable level of risk to the State.

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.

10. Tie

In the event of a precise tie between the low responsible proposal of a certified small business and the low responsible proposal of a certified disabled veteran owned business that is also a small business, the contract must be awarded to the disabled veteran owned small business. (GC § 14838 (f); 2 CCR 1896.8(f)).

11. Nonresponsive SFQ Responses

In addition to any condition previously indicated in this SFQ, the following occurrences may cause CalVet to deem a SFQ response as nonresponsive:

• Failure of a proposer to submit all required documents listed in this SFQ.

• A proposer submits a SFQ response that is conditional, materially incomplete or contains material alterations or irregularities of any kind.

12. Resolution of Differences between SFQ and Contract Language

If an inconsistency or conflict arises between the terms and conditions appearing in the final Agreement and the proposed terms and conditions appearing in this SFQ, the inconsistency or conflict will be resolved by giving precedence to the Agreement.

13. Protest

There is no protest right for this solicitation method. (GC § 14838.5.)