IFPQ_HVAC_Replacement_Solicitation_11A4279C.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/

May 11, 2026

Invitation for Price Quote (IFPQ)

IFPQ # 11A4279

Notice to Prospective Contractors

You are invited to review and respond to this Small Business (SB) Invitation for Price Quote (IFPQ), IFPQ 11A4279 HVAC Replacement in San Diego 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 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:

Cristina Martinez California Department of Transportation (Caltrans) Email address: Cristina.martinez@dot.ca.gov Phone: (279) 234-2639

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 and at a Site Inspection to be held on April 22, 2026, at 4024 Taylor Street San Diego, CA 92110. 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, Cristina Martinez

Cristina Martinez Contract Analyst https://dot.ca.gov/programs/procurement-and-contracts/

Invitation for Price Quote IFPQ Number 11A4279

A) Purpose and Description of Services

1. Contractor shall furnish all labor, equipment, tools, parts, materials, supplies, permits, disposal fees, travel, and incidentals necessary to provide Heating, Ventilation, and Air Conditioning (HVAC) replacement services to Caltrans.

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 a C-20 (Warm-Air Heating, Ventilating and Air-Conditioning Contractor) license issued by the California Contractors State License Board (CSLB).

3. Bidder shall possess at the time of quote submittal, and for the duration of the Agreement, a valid and current Motor Carrier Permit issued from the California Department of Motor Vehicles (DMV).

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 April 14, 2026 Optional Site Inspection April 22, 2026 10:00 a.m.

Written Question Submittal April 24, 2026 2:00 p.m.

Final Date for Quote Submission May 18, 2026 2:00 p.m.

Proposed Award Date (estimate) June 1, 2026

2. Site Inspection A. An Optional Site inspection is scheduled at 10:00 a.m., April 22, 2026, at 4024 Taylor Street

San Diego, CA 92110 for the purpose of discussing concerns regarding this IFPQ.

B. In the event a potential prime contractor is unable to attend the site inspection, an authorized representative may attend on its behalf. The representative may only sign in for one (1) company. Subcontractors may not represent a potential prime contractor at a site inspection.

C. If the site inspection is mandatory, bidders must sign in (on the sheet provided) upon arrival and sign out upon completion of the walk-through activities. Failure to comply with these provisions may result in the rejection of your quote. Caltrans will conduct the site inspection of the facilities and disseminate any additional information to participants, if necessary. Bidders should bring any questions they have to the site inspection.

3. Reasonable Accommodation

For bidders who have and need assistance due to a physical impairment, a reasonable accommodation will be provided upon request for the site inspection. The bidder must call the designated Contract Analyst contact no later than the fifth (5th) working day prior to the scheduled date and time of the site inspection to arrange for a reasonable accommodation.

4. Questions and Answers A. Questions regarding this IFPQ must be submitted in writing. Bidders are encouraged to submit their written questions by April 24, 2026.

B. Written questions must include the individual's name, firm name, complete address, and must reference IFPQ No. 11A4279. Questions must be sent to the following email:

Email: cristina.martinez@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.

5. ADM-1412 – Price Quote Proposal The total price quote proposal for this Agreement must not exceed $484,000.00. A bid amount more than $484,000.00 will be deemed non-responsive and will be rejected.

6. 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.

7. 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).

8. State Prevailing Wages State General Prevailing Wage Rates will apply for the County of San Diego 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.

mailto:cristina.martinez@dot.ca.gov https://caleprocure.com/pages/index,aspx https://www.dir.ca.gov/OPRL/DPreWageDetermination.htm

9. 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.

10. 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).

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.

11. 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.

12. 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).

13. 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.

14. 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.

15. 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.

16. 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.

17. 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).

18. Price Quote Submittal A. The price quote should be emailed as described below. The price quote must be received by

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: 11A4279

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: cristina.martinez@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.

mailto:cristina.martinez@dot.ca.gov

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 cristina.martinez@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.

19. 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.

mailto:cristina.martinez@dot.ca.gov 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

20. 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.

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.

21. 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 determined after contract execution, shall be grounds for termination by the State.

22. 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.

https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf

STATE OF CALIFORNIA ∙ DEPARTMENT OF TRANSPORTATION Agreement Number 11A4279 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 1 Each All labor, equipment, tools, parts, materials, supplies, permits, disposal fees, travel, and incidentals necessary to remove and legally dispose of one (1) existing HVAC unit and install one (1) new 5-ton Carrier HVAC system.

2 2 Each All labor, equipment, tools, parts, materials, supplies, permits, disposal fees, travel, and incidentals necessary to remove and legally dispose of two (2) existing HVAC units. $ $

3 1 Each All labor, equipment, tools, parts, materials, supplies, permits, disposal fees, travel, and incidentals necessary to furnish and install one (1) new 4-ton Carrier HVAC systems. $ $

4 1 Each All labor equipment, tools, parts, materials, supplies, permits, disposal fees, travel, and incidentals necessary to remove and legally dispose of one (1) existing humidifier and dehumidifier and furnish and install one (1) new humidifier and dehumidifier.

5 2 Each All labor, equipment, tools, parts, materials, supplies, permits, disposal fees, travel, and incidentals necessary to furnish and install new locking heat pump security cages (for each unit)

6 20 Hour

Hourly rate for all labor, equipment, tools, parts, materials, supplies, permits, disposal fees, travel, and incidentals necessary to perform unforeseen labor needed to complete HVAC replacement (not included in items 1, 2, and 3 above) as directed and approved by Caltrans Contract Manager per Exhibit A Scope of Work. All unforeseen labor must be documented by specific labor classification, tools, parts, equipment, supplies, materials, permits, disposal fees, and number of hours necessary to complete HVAC replacement work for each worker.

Subtotal: $

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 $

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

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

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 Bond Payment 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=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 11A4279

Exhibit A

Public Works (State)

Scope of Work

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

Contractor shall provide all labor, equipment, tools, parts, materials, supplies, permits, disposal fees, travel, and incidentals necessary to remove three (3) old heat pump HVAC units and install two (2) equivalent new units provided by Contractor to Caltrans.

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 services shall be performed at the following locations:

District 11 Museum- 4024 Taylor Street San Diego, CA 92110

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

5. This Agreement will commence on May 15, 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 will expire on May 14, 2027 (estimate). The services shall be provided during normal business hours Monday through Friday 7:00 a.m. to 4:00 p.m., excluding State holidays. The parties may amend this Agreement as permitted by law.

6. This Agreement cites specific portions of the most current version of the Caltrans 2024 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.

California Department of Transportation (Caltrans)

Contractor: TBD

Section/Unit: District 11 Facilities Project Manager:

Caltrans Contract Manager: TBD

Address: 4050 Taylor Street San Diego, CA 92110

Address

Business Phone Number: Business Phone Number:

Email: Email:

8. Detailed Description of Work A. Pre-Work Meeting

1) After receiving the Notice to Proceed (NTP), Contractor shall contact Caltrans Contract Manager to schedule a mutually agreed upon date and time for a Pre-Work Meeting, to be held not more than 30 days after Contractor receives the NTP.

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

Exhibit A

Public Works (State)

2) The purpose of the Pre-Work Meeting is to discuss the process steps and schedule of work to be performed, as well as for Contractor to submit data sheets to Caltrans Contract Manager. Special conditions regarding the historic nature of the worksite will be discussed.

3) Contractor shall prepare a submittal for all new units.

4) Contractor shall verify all measurements prior to ordering materials.

5) Contractor must receive written approval from Caltrans Contract Manager prior to purchasing any parts or materials necessary to complete the contracted work.

6) Contractor shall notify Caltrans Contract Manager as well as the Caltrans Environmental

Construction Liaison, Resident Engineer, and/or the Caltrans Cultural Resource Specialist at least five (5) business days prior to beginning any work under this Agreement.

B. Removal Contractor shall be responsible for the proper legal disposal of all parts removed, including but not limited to the entire existing HVAC air handlers and condensers, including recovered refrigerant. This includes any other litter, waste, debris, and similar materials arising from or produced by the work being performed under this agreement. Contractor shall remove three (3) existing units and furnish and install two (2) new units. Refer to Attachment 2, Existing HVAC Units).

C. Installation (Units) Contractor shall furnish two (2) new units of like kind and size with the same cubic feet per minute (cfm) output as those units removed.

1) Two (2) HVAC units consisting of two (2) air handlers with fuel fired heating and two (2) condensers units.

D. Work to Be Performed

Each of the three (3) HVAC units to be removed will be referred to as condensing units 1, 2, and 3 (CU-1, CU-2 CU-3). Each of the three (3) condensing units also has a fan coil unit connected to it and these will be referred to as fan coil units 1, 2, and 3 (FC-1, FC-2, FC-3).

Contractor shall perform the following tasks to facilitate removal of three (3) and replacement of two (2) HVAC units.

1) Contractor shall remove existing FC-3 after proper recovery of refrigerant charge.

2) Contractor shall remove existing refrigerant line set.

3) Contractor shall remove existing supply and return air duct plenums.

4) Contractor shall cap off outside air, return air, and supply air ducts which previously served

FC-3.

5) Contractor shall remove existing FC-1 and FC-2 after proper recovery of refrigerant charge and furnish and install equivalent new units.

6) Contractor shall remove existing refrigerant line set and furnish and install equivalent new line set.

7) Contractor shall retain existing supply and return air plenums for installation of new fan coil units.

Exhibit A

Public Works (State)

8) Contractor shall retain existing power and control connections for reconnection to new fan coil units.

9) Contractor shall remove existing CU-1, CU-2, and CU-3 after proper recovery of refrigerant charge.

10) Contractor shall remove portion of drywall and wood framing in wall above museum rolling storage to facilitate removal of existing fan coil units.

11) Contractor shall be responsible for patching and repairing/replacing all openings left out during the demolition.

12) Contractor shall remove existing humidifier, retaining water, drain, power, and control connections for installation of new humidifier.

13) Contractor shall remove existing de-humidifier, retaining duct connections, power, and control connections for installation of new dehumidifier.

14) Contractor shall remove existing return air grille to facilitate replacement of dehumidifier.

15) Contractor shall remove or move aside existing ductwork connected to return air grille to make room for dehumidifier removal.

16) Contractor shall remove existing caps from 16-inch spiral ducts.

17) Contractor shall provide cap-off and valve for piping and cap-off ductwork that are not intended for reconnections.

18) Contractor shall ensure all equipment or device(s) remain unaffected by demolition and are reconnected to their appropriate system / equipment and ensure functionality.

19) Contractor shall remove and install two (2) new carrier heat pump systems (CU-1/FC-1 and

CU-2/FC-2) along with all new equipment and materials associated with them.

20) Contractor shall install two (2) new heat pump split systems, both utilizing R-454B refrigerant, and with voltage of 208 volts, single phase. Both systems shall have a minimum efficiency for cooling of 18 SEER and for heating of 8.0 HSPF.

21) Contractor shall remove, furnish, and install two (2) condensing units to be installed on the existing concrete pad.

22) Contractor shall install two (2) new indoor fan coil units at the building exterior, with 3/8” expansion bolts, one per side, and shall reconnect to existing ductwork with new flexible connections.

23) Contractor shall include two (2) new refrigerant line sets between indoor and outdoor units.

24) Contractor shall reconnect to the existing wall-mounted disconnect switch for electrical power.

25) Contractor shall reprogram the existing control systems to remove FC-3 and CU-3 from the system and shall reconnect to the two (2) new systems.

26) Contractor shall include two (2) new secondary drain pans with new condensate drain piping’s (copper) to terminate above the existing mop sink.

E. Due to the museum/archival storage nature of this building, Contractor shall also remove and replace one (1) existing humidifier and one (1) dehumidifier:

Exhibit A

Public Works (State)

Item Description

CU-1 / FC-1 System 5-ton Carrier heat pump split system (air-cooled, 208V, single phase) with

56.0 kBtu/h cooling, 41.4 kBtu/h sensible cooling, and 57 kBtu/h heating. Includes condensing unit and indoor fan coil unit.

CU-2 / FC-2 System 4-ton Carrier heat pump split system (air-cooled, 208V, single phase) with same performance specs as CU- 1/FC-1. Includes condensing unit and indoor fan coil unit.

Refrigerant Line Sets (x2) New copper refrigerant piping between each indoor and outdoor unit.

Flexible Duct Connectors (x2 sets) For connecting new fan coil units to existing ductwork, reducing vibration and noise.

Secondary Drain Pans (x2) Installed under each fan coil unit with copper condensate drain piping terminating above existing mop sink.

Electrical Reconnection Reconnect both systems to existing wall-mounted disconnect switches for power.

Direct Digital Controls (DDC) Controls Reprogramming

Remove FC-3 and CU-3 from system and integrate CU-1/FC-1 and CU- 2/FC-2 into existing control system.

H-1 Humidifier 5 lb/hr electrode steam humidifier (Honeywell HM750 or equivalent), installed in FC-2 supply plenum.

Reconnect to existing ductwork, water, drain, power, and controls.

DH-1 Dehumidifier Silica gel desiccant dehumidifier (EBAC DD200 or equivalent), serving FC-2. Reconnect to existing ductwork, power, and controls.

Anchoring Hardware Safety switches that allow power to be shut off to the condensing units.

Air Balancing FC-1 and FC-2 to be balanced to provide 580 CFM of outside air each.

F. New HVAC Equipment – Minimum Specifications:

Contractor shall furnish and install the following Carrier pump split systems:

1) One (1) 5-ton Carrier heat pump split system

Exhibit A

Public Works (State)

2) One (1) 4-ton Carrier heat pump split systems

3) Minimum Performance and Configuration Requirements:

a) System Type: Air-source heat pump split system

b) Efficiency: Minimum SEER2 14.3 and HSPF2 7.5

c) Refrigerant: R-410A or approved low-GWP alternative

d) Compressor: Scroll-type, high-efficiency

e) Metering Device: TXV

f) Indoor Unit: Matching fan coil with ECM motor

g) Outdoor Unit: Weather-resistant cabinet with sound-dampening

h) Controls: Compatible with existing DDC control panel

i) Condensate Management: Primary and secondary drain pans with overflow protection

j) Electrical: Compatible with existing disconnects and power supply

G. Ductwork: Flexible duct connectors at all supply and return connections

1) New fan coil units: Contractor shall provide secondary drain pan and connect new copper primary and overflow condensate drains to existing condensate drains terminating above existing mop sink.

2) Existing supply air diffuser: Contractor shall measure and record airflows from each diffuser prior to ductwork and send report of airflows to Caltrans Contract Manager.

3) New humidifier: Reconnect to existing cold water supply, power connection and drain line.

Connect humidifier to existing DDC control panel.

4) New dehumidifier: Reconnect existing power and duct connections to existing intake, warm air exhaust, and dehumidified air ducts. Connect dehumidifier to existing DDC control panel.

5) Existing DDC control panel to remain.

6) New condensing unit on existing concrete pad: Run new refrigerant line set following routing of existing piping through building. Reconnect to existing wall-mounted disconnect switch.

7) Extend 16-inch spiral duct to connect to existing ducting.

8) Provide additional transition 16-inch spiral ducting to 12-inch spiral ductwork (field verify exact connection size prior to construction) and connect to existing ductwork.

9) Cap-off ductwork previously connected to FC-3.

10) Patch existing opening with new framing, drywall, and re-paint to match existing wall.

11) Replace existing return air grille and reconnect ductwork to original configuration.

12) Connect supply and return outlets to existing ductwork. All unit supply and return duct connections shall be made with new flexible duct connections.

Exhibit A

Public Works (State)

H. Installation of two (2) new protective cages for condensing units Contractor shall furnish, fabricate, weld, powder coat, and install two (2) protective cages for the new condensing units.

Cage Requirements

1) Material: Expanded metal steel

2) Finish: Powder-coated to match the building exterior

3) Design: Each cage shall include a lockable service access door

4) Anchoring: Securely fastened to the existing concrete pad using corrosion-resistant anchors

5) Clearances: Maintain manufacturer-recommended service and airflow clearances

6) Durability: Weather-resistant and tamper-resistant construction (Attachment 3-State Fire

Marshal Approved Plans) I. Installation Specifics

1) Contractor shall relabel all new units and power disconnects for identification purposes.

2) Contractor shall replace all PVC with copper pipes, to condensate piping.

3) Contractor shall replumb gas shutoffs and sediment traps for correct installation.

4) Contractor shall replace old power shutoffs and correct any deficiencies.

5) Contractor shall replace all failed conduit with weather tight flexible steel coated conduit.

6) Contractor shall perform any necessary roof repair and sealing around units to prevent leaks.

7) Contractor shall ensure roof top units are comparable in weight to existing unit; if a heavier unit is used, Contractor shall conduct a structural analysis to ensure proper support.

8) Contractor shall verify that the existing power service meets the needs and requirements of all the new units. Any power supply modifications (wire size, breaker sizing and conduit sizing) shall be included, as needed, to meet voltage, phase, and/or amperage differences between units.

9) Hood adaptors are allowed for the purpose of installing compatible units.

J. Miscellaneous Contractor Responsibilities Contractor shall perform the following tasks:

1) Provide materials, fasteners, and complete compatible HVAC units.

2) Mounting location; inspect the mounting locations of all units. Determine if locations meet the manufacturers recommendations for installation. Demolish and replace or retrofit the mounting locations to facilitate the correct installation of the new HVAC units. Ensuring surface is correct for proper operation of HVAC unit with a flat/level mounting surface, providing adequate drainage away from the pads to ensure the proper operation and expected service life of the equipment is achieved.

3) Inspect serviceability of existing copper lines and control wiring between inside and outside HVAC components. Replace or clean as needed to ensure years of maintenance free

Exhibit A

Public Works (State) service. Include in the purging and cleaning, or replacement of the existing cooper lines between the condensers and the air handlers, contractor needs to install insulation to assist in efficiency. Installation needs to be to industry standards.

4) Relocate/replumb piping, verify/upgrade wiring as needed for correct connection, and verify control wiring serviceability for all new units.

5) Relocate condensation drainpipes as needed to ensure correct drainage of water.

6) Warranty provided by Contractor is per manufacturer’s warranty, or one (1) year, whichever is longer. Workmanship is of one year except for the roof mounted unit will have a three (3) year leak free guarantee. That is three (3) years of no leaking caused by rain or snow. In the event of a leak in the roof caused by installation, Contactor is liable for all repairs at the Contractor’s sole expense.

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