26YS0050_-_Addendum_1.pdf

STATE OF CALIFORNIA GAVIN NEWSOM, Governor

DEPARTMENT OF VETERANS AFFAIRS

Central Business Office 1227 “O” Street, Room 101 Sacramento, CA 95814 Telephone: (916) 651-7766

Invitation for Bid (IFB) # 26YS0050

Addendum No. 1

06/10/2026

The purpose of this Addendum is to provide responses to bidder questions and to revise the Scope of Work by strikingthrough Section 9. C, which restricted the use of subcontractors. All other IFB requirements apply.

Responses to Questions

Question # 1:

I had one clarification question regarding subcontractor use. Exhibit A appears to state that no subcontracting is permitted, while the Bid Rate Sheet states that subcontractors may be used to comply with the requirement and that subcontractor information must be identified on the Bidder Declaration, GSPD-05-105.

Can CalVet please confirm whether a prime contractor may use a properly licensed and insured bus transportation subcontractor to perform the transportation services, provided the subcontractor is identified in the bid documents and all required licenses, insurance, permits, and certifications are provided?

Response # 1:

We have removed the language from section 9. C of the attached scope of work that was prohibiting the use of subcontractors. The IFB solicitation requires the Bidder to commit 5 percent of the work to a DVBE subcontractor.

CalVet reserves the right to cancel or modify this SFQ up to the date and time the quote is due. CalVet is not responsible for any preparation costs incurred by parties submitting a proposal.

In the opinion of CalVet, this solicitation is complete and without need of explanation. However, for responses to written questions or for clarifying information, the contact person for this SFQ is:

California Department of Veterans Affairs Central Business Office (CBO) Attention: Mohammad Sharif

Telephone: 916-503-8012 Email: Mohammad.sharif@calvet.ca.gov

Please note no verbal information given will be binding upon the State. The State will issue information in writing as an official Addendum, and/or as an agency written response to proposer questions submitted by the established deadline.

California Department of Veterans Affairs Agreement Number: 26YS0050 Exhibit A -1 Scope of Work TBD

BUS RENTAL SERVICES

1. INTRODUCTION/SERVICES

A. The Contractor shall provide services, as specified, to California Department of Veterans Affairs (CalVet) at the Yountville Veterans Home (Home), located at 190 California Drive, Yountville CA 94599. Services shall include the provision of wheelchair-accessible buses, qualified drivers, dispatch coordination, and all labor, supervision, fuel, insurance, permits, licenses, maintenance, equipment, and other resources necessary to perform services under this Agreement. All transportation services shall comply with applicable federal, state, and local laws and regulations, including Americans with Disabilities Act (ADA) requirements.

B. Services shall be coordinated and approved by the CalVet Contract Manager or designee. Transportation services shall be scheduled by designated CalVet staff under the direction of the Therapeutic Activities Department. Contractor shall not perform services outside the scope of this Agreement without prior written authorization from the Contract Manager or designee. Any unauthorized services performed shall be at the sole risk and expense of the Contractor.

C. Contractor shall provide services in accordance with all applicable federal and state laws, regulations, licensing requirements, and CalVet policies governing transportation services.

D. Contractor is not authorized to deliver or commence performance of services as described in the

Agreement until written approval has been obtained from CalVet Contract Manager or designee and the Contractor has received an executed contract from CalVet. Any delivery or performance of service commenced prior to the Contractor obtaining all written approvals shall be considered voluntary on the part of the Contractor.

2. DEFINITIONS

A. For purposes of this Agreement, the following definitions shall apply:

1. “Service” means one scheduled transportation assignment authorized by the Home.

2. “Trip Duration” means the total authorized service hours for a scheduled transportation assignment.

3. “All-Inclusive Rate” means the hourly rate proposed by the Contractor in Exhibit B-1, which includes all labor, supervision, dispatching, fuel, mileage, transportation costs, permits, insurance, equipment, wheelchair assistance, vehicle operating costs, overhead, profit, and all other expenses necessary to perform services under this Agreement.

4. “Licensed Care” means residents receiving licensed nursing or skilled care services.

5. “RCFE” means Residential Care Facility for the Elderly level residents.

3. VEHICLE REQUIREMENTS

A. Vehicles Provided under this Agreement shall:

1. Be properly licensed and registered in the State of California;

2. Be maintained in safe operating condition at all times;

3. Comply with all applicable ADA accessibility requirements;

4. Include operational wheelchair lifts and wheelchair securement systems;

5. Include onboard restroom facilities where specified in Exhibit B-1;

6. Be capable of safely transporting the passenger capacities identified in Exhibit B-1.

B. The following vehicle classifications may be utilized under this Agreement:

Equipment Description 27 Passenger Wheelchair Bus

56 Passenger Wheelchair Bus

Note: Vehicle capacities identified in Exhibit B-1 reflect the operational needs of the Home based on resident transportation requirements and group activity scheduling

4. SCHEDULING AND DISPATCH REQUIREMENTS

A. The Contract Manager or designee shall coordinate transportation scheduling with the Contractor.

B. Contractor shall maintain a reliable dispatch contact during operational service hours.

C. Contractor shall promptly notify the Home of:

1. Delays;

2. Vehicle breakdowns;

3. Staffing shortages;

4. Accidents;

5. Service interruptions; or

6. Any issue affecting scheduled transportation services.

D. The Home shall provide Contractor with trip information including:

1. Pickup and return times;

2. Destination information;

3. Passenger accommodation needs; and

4. Other operational details reasonably necessary to perform services

5. EQUIPMENT RENTAL AND OPERATIONS

A. Rental periods shall be established by CalVet based on operational need for each scheduled service.

B. The State does not guarantee any minimum number of service hours, trips, or rental quantities under this Agreement.

C. Contractor shall maintain all vehicles and equipment in safe, clean, sanitary, and fully operational condition throughout the term of the Agreement.

D. Contractor shall be responsible for all maintenance, repairs, servicing, and adjustments necessary to maintain vehicles in proper operating condition at no additional cost to the State.

E. If a vehicle becomes inoperable during scheduled service due to equipment failure, Contractor shall promptly provide replacement equipment meeting the requirements of this Agreement.

F. The State may request prorated billing adjustments for periods in which vehicles are unavailable or unusable due to Contractor equipment failure.

6. DRIVER QUALIFICATIONS

A. All services under this Agreement shall be performed by qualified drivers employed by or under the direction of the Contractor.

B. Drivers shall:

1. Possess a valid California Class B driver's license appropriate for the vehicle classification operation;

2. Maintain required endorsements and certifications;

3. Be trained in wheelchair securement and passenger safety assistance procedures;

4. Maintain professional conduct while performing services under this Agreement.

C. Contractor shall provide proof of driver qualifications and required licensing upon request by the State.

D. Contractor shall maintain all legally required transportation operating authorities, including a valid

Charter-Party Carrier license issued by the California Public Utilities Commission, if applicable.

7. PERFORMANCE REQUIREMENTS

B. Contractor shall:

1. Arrive at scheduled pickup locations on time;

2. Maintain a minimum on-time performance rate of ninety-five percent (95%) for all scheduled transportation services;

3. Maintain vehicles in clean and sanitary condition;

4. Ensure wheelchair lifts and securement systems are fully operational;

5. Provide safe boarding and disembarking assistance;

6. Conduct services safely and professionally.

B. Contractor shall immediately report to the Contract Manager or designee any:

1. Vehicle accident;

2. Resident injury

3. Safety incident;

4. Service disruption; or

5. Complaint involving transportation services.

C. The State may request corrective action documentation from the Contractor for repeated late arrivals, missed trips, safety concerns, vehicle failures, or other performance deficiencies identified during the term of the Agreement.

8. COMPENSATION AND BILLING REQUIREMENTS

A. The rates identified in Exhibit B-1 shall be all-inclusive hourly rates.

B. No additional compensation shall be paid for:

1. Mileage;

2. Fuel surcharges;

3. Dispatch fees;

4. Travel time;

5. Administrative costs;

6. Cleaning fees;

7. Parking;

8. Tolls;

9. Holiday premium charges;

10. Overtime charges; or

11. Any other supplemental fees unless authorized through a written amendment executed by the State.

C. Weekend and holiday services shall be included within the hourly rates proposed in Exhibit B-1.

D. Invoices shall comply with Exhibit B requirements and include:

1. Date of service;

2. Vehicle type utilized;

3. Trip duration;

4. Pickup and destination locations;

5. Total hours billed; and

6. Total amount due.

9. CONTRACTOR’S RESPONSIBILITIES

A. Contractor shall be solely responsible for:

1. Staffing;

2. Supervision;

3. Vehicle operations;

4. Driver conduct;

5. Equipment maintenance; and

6. Performance of all services under this Agreement.

B. Contractor shall ensure all required licenses, permits, certifications, and insurance remain valid throughout the term of the Agreement.

C. No subcontracting is permitted under this Agreement. The Contractor shall perform all services directly and shall not assign, transfer, delegate, or subcontract any portion of the services without prior written amendment approved by the State.

10. HOME RESPONSIBILITIES

A. CalVet shall provide reasonable trip scheduling information necessary for the Contractor to perform services.

B. CalVet shall be responsible for communicating behavioral and operational expectations to participating residents.

C. CalVet shall not be responsible for damage or loss arising from causes beyond the control of the State.

11. LICENSES, PERMITS, AND CERTIFICATION REQUIREMENTS

A. All licenses and certifications will be verified by CalVet. The Contractor shall be responsible for ensuring all required licenses, permits, and certifications are valid and current and remain in force for the term of this Agreement.

12. INDEPENDENT CONTRACTOR STATUS

A. The Contractor shall be considered an “Independent Contractor” in relation to CalVet. Therefore, the

Contractor shall not be considered employee(s) of the Home and shall not be entitled to any employee benefits from the CalVet.

1. Premium Pay, Overtime Pay or Holiday Pay

2. Medical Insurance

3. Vacation or Sick Leave

4. Workers Compensation

5. Other Employee Benefits

13. CONTACT INFORMATION

A. Contract Managers during the term of this Agreement will be:

1. CalVet Representative/Contract Manager:

Veteran Home of California - Yountville Attn:

190 California Drive Yountville, CA 94599 Phone:

E-mail:

2. Contractor Representative:

TBD

B. Contract Managers, addresses, and phone/fax numbers may be changed by issuing a 20-day prior written notification and shall not require a formal amendment to this Agreement. The notifying party shall provide complete contact information for the replacement Contract Manager, including name, title, mailing address, phone/fax numbers, and email address. All other changes require a formal written amendment to this Agreement.

14. AMENDMENT OPTION

CalVet may execute amendments to extend the term up to one (1) year to complete performance of the original agreement or add funds when higher than anticipated usage of services are needed. The amendment is at the sole discretion of the State, and the rates noted in Exhibit B-1 remain in effect for the term of the contract, including the amendment. No amendment or variation of the terms of the Agreement shall be valid unless made in writing and agreed upon by both parties and approved by DGS (if applicable).