26-10008-000_Addendum__1.pdf

STATE OF CALIFORNIA — DEPARTMENT OF STATE HOSPITALS GAVIN NEWSOM, GOVERNOR

DEPARTMENT OF STATE HOSPITALS - ATASCADERO

PO Box 7002 Atascadero, CA 93423-7002

August 5, 2026

ADDENDUM #1

INVITATION FOR BID (IFB) NUMBER: 26-10008-000

SERVICES: Medical Equipment Maintenance and Repair

The Department of State Hospitals - Atascadero is issuing this Addendum to modify and clarify the above referenced IFB in the following manner:

Item #1: Question and Answer

Question #1: Please clarify invoicing for this contract. EXHIBIT A – Scope of Work states that the services are provided on an annual basis; however, EXHIBIT B, Section 1 states that invoices shall be submitted monthly.

Answer #1: Invoices shall be submitted monthly by the awarded Contractor whenever work is performed. Annual preventative maintenance services will be billed upon completion of the work in the month in which the work is performed.

Question #2: In the event that repairs to miscellaneous equipment are required, please clarify the anticipated notice period DSH will provide to the Contractor to allow sufficient time for service scheduling and resource allocation.

Answer #2: DSH will contact the awarded Contractor to schedule miscellaneous and additional equipment services and repairs when they are required. Services will be scheduled at a mutually agreed upon time. The awarded Contractor should be prepared to provide services within a weeks’ time in these circumstances.

The awarded Contractor shall be available to provide emergency repairs when contacted by DSH within one (1) business day.

Question #3: EXHIBIT A – Scope of Work, Section K states that the Contractor’s technician(s) shall be available to provide same-day emergency telephone response to Central Medical Services (CMS), during normal business hours, on an as-needed basis, when equipment failure or malfunction occurs. Please clarify if this telephone response time is billable under the established hourly rate.

Answer #3: The awarded Contractor shall not bill DSH for any telephone calls. The billable time begins when a technician arrives on-site to provide services.

Question #4: EXHIBIT A – Scope of Work, Section S states that Contractor shall participate in any job-related training provided or required by DSH. Please clarify if this training time is billable under the established hourly rate.

Answer #4: The awarded Contractor will be escorted at all times while on grounds therefore no training is required by DSH for this agreement.

Question #5: Please confirm exactly which pieces of equipment from Section C Asset List require a Medical Physicist to perform the service. The asset list shows 11 pieces of equipment; however, Part C of the rate sheet states an estimated number of 8 units.

Answer #5: DSH currently has six pieces of equipment that are x-ray producing machines that emit radiation and therefore require radiation evaluation by a Certified Medical Physicist or Certified Medical Health Physicist. However, this number may fluctuate during the term of the agreement. Please see the table below from Section C Asset List for current equipment that requires these services.

Asset Name Asset # Serial # Serviceable

Radiation Detection and PM

Schedule

Service Level

SIRONA FREE

STANDING X-RAY

UNIT - DENTAL

9763 25219 Yes Annual 3

PLANMECA

PROMAX S3 -

DENTAL

17822

KPP19010205,

TUBE

8M58563

Yes Annual 3

DEXIS FOCUS -

DENTAL

56506 F64652 Yes Annual 3

DEXIS FOCUS –

DENTAL

56507 F64650 Yes Annual 3

PROTEUS XRF

DIGITAL

RADIOGRAPHY

SYSTEM

17819 1902829, TUBE,

E7254FX

Yes Annual 3

OPTIMA XR 200

MOBILE

RADIOGRAPHIC

SYSTEM

17818 E7894X, TUBE,

19C1212 Yes None 3

Question #6: Please confirm if all pieces of equipment from Section C Asset List will be available to be serviced under one scheduled visit.

Answer #6: As stated in the IFB, Exhibit A, Section 7. Contractor Responsibilities, Sub

Section J.vi. Contractor shall anticipate being on-site to perform annual preventative maintenance services for the assets listed in Exhibit A-2, Section C, for approximately two (2) business days per year. Contractor shall anticipate being on-site to perform radiation evaluation services for the assets listed in Exhibit A-2, Section C, for approximately one (1) business day per year.

Question #7: When do you anticipate providing responses to our questions so that we have enough time to mail our physical bid submission before the deadline?

Answer #7: DSH will respond to questions once the answers are received from the appropriate DSH departments. An Addendum will be posted to Cal eProcure so responses to questions are made available to all potential bidders.

Question #8: On the disabled veteran business enterprise declarations form, section 3 has two checkboxes that applies to all DVBE’s that rent equipment AND declare the dvbe is not a broker. We are not a broker nor rent equipment, so can I just not check either box and completely ignore this section?

Answer #8: Yes, that is correct. In the scenario described above, neither box in Section 3 of this form should be checked.

Question #9: Attachment 9 in the bid package: The link is broken and goes to a “Page not

Found” screen on dgs.ca.gov. However, I did find a document online for the Conctractor Certification Clauses (CCC-4/2017) and found the attached. I wanted to verify that this is the correct and acceptable form.

Answer #9: DSH is not experiencing the same issue with a broken link for Attachment 9. It is being provided again here: https://www.dgs.ca.gov/OLS/Resources/Page- Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract- Language. The correct form is available on the page that comes up using this link as CCC 04/2017 – Contractor Certification Clauses. Effective 04/04/2017. It does appear that this potential bidder has located the correct form.

Question #10: Attachment 12 in the bid package: California Civil Rights Law Certification also doesn’t seem to be a working link. I looked it up online and found what I believe is the correct form but I am also attaching it here to double check with you.

Answer #10: DSH is experiencing the same issue with a broken link for Attachment 12. Here is the updated link to the form:

https://www.documents.dgs.ca.gov/dgs/fmc/dgs/ols004.pdf. It does appear that this potential bidder has located the correct form.

All other requirements and conditions of this IFB remain in full force and effect. If you have any questions or need assistance, please contact me via email at ASHProcurement@dsh.ca.gov.

Sincerely, Kristi Myrick Analyst II