Solicitation_Final_05A3037.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/

9/15/2026

Invitation for Price Quote (IFPQ)

IFPQ 05A3037

Notice to Prospective Contractors

You are invited to review and respond to this Small Business (SB) Invitation for Price Quote (IFPQ), IFPQ 05A3037 titled HVAC Preventative Maintenance and Repair in San Luis Obispo.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 $484,000.00, 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 $484,000.00 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:

Aimee Rosales California Department of Transportation (Caltrans) Email address: Aimee.Rosales@dot.ca.gov Phone: (279) 234-2336

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/or at a mandatory Site Inspection to be held on 9/29/2026 at 50 Higuera Street, San Luis Obispo, CA 93401. 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, Aimee Rosales Contract Analyst

Invitation for Price Quote IFPQ Number 05A3037

A) Purpose and Description of Services

1. Contractor shall furnish all labor, equipment, tools, parts, materials, supplies, fees, permits, travel, and incidentals necessary to provide HVAC preventative maintenance, reporting, and repair services to Caltrans.

2. Refer to the Proposed Form of Agreement, Exhibit A, which is attached to this IFPQ for a more complete description of services.

B) Bidder’s Minimum Qualifications

1. Bidder shall possess at the time of bid submittal, continuously thereafter, and for the duration of the Agreement, a valid and current C-20 (Warm-Air Heating, Ventilating and Air-Conditioning Contractor) license issued by the California Contractors State License Board (CSLB).

2. 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, thus it is not necessary for bidders to provide a copy.

3. 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; it is not necessary to provide a copy.

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 9/15/2026

Mandatory Site Inspection 9/23/2026 10:00 a.m.

Written Question Submittal 9/25/2026 5:00 p.m.

Final Date and Time for Quote Submission 10/2/2026 2:00 p.m.

Proposed Award Date (estimate) 10/09/2026

2. Site Inspection

A. A Mandatory Site Inspection is scheduled at 10:00 a.m., 9/23/2026, at 50 Higuera Street, San Luis Obispo, CA 93401, 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 9/25/2026.

B. Written questions must include the individual's name, firm name, complete address, and must reference IFPQ No. 05A3037. Questions must be sent to the following email:

Email: Aimee.Rosales@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. 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. It is the responsibility of the bidder to check Cal eProcure for all addenda. 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 Luis Obispo 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. 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.

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. The 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 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 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: The successful bidder will be required to provide, prior to commencement of work under a Service Request price, a Payment Bond for one hundred percent (100%) of the total Service Request, if the Service Request price exceeds $25,000. The Payment Bond is not required at the time of bid submittal; however, it is required, as applicable, prior to the start date of the Service Request. Refer to Proposed Form of Agreement, Exhibit D.

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. 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.

18. 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 Darfur Contracting Act Certification form.

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).

19. Price Quote Submittal

A. The Price Quote should be emailed as described below. All price quotes 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: 05A3037

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: Aimee.Rosales@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 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 Aimee.Rosales@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.

20. 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.

21. 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.

22. 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.

23. 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 05A3037 PRICE QUOTE PROPOSAL Attachment 1 Page 1 of 2

ADM-1412 (REV. 9/2025)

Contractor’s Name (Please Print): TBD

Item Number

Estimated Quantity

Unit Of Measure Item Description

Unit Price (Price Per Unit of

Measure)

Total (Estimated

Quantity X Unit Price)

1 3 Each

All labor, equipment, tools, travel, and incidentals necessary to provide Semi-Annual preventative maintenance services to test, adjust, inspect, clean, and report for two (2) chillers, per STD 213, Exhibit A, Scope of Work.

2 3 Each All labor, equipment, tools, travel, and incidentals necessary to provide Annual preventative maintenance services to test, adjust, inspect, clean, and report for two (2) chillers, per STD 213, Exhibit A, Scope of Work.

3 3 Each

All labor, equipment, tools, travel, and incidentals necessary to provide Semi-Annual preventative maintenance services to test, adjust, inspect, clean, and report for one (1) boiler, per STD 213, Exhibit A, Scope of Work.

4 3 Each

All labor, equipment, tools, travel, and incidentals necessary to provide Annual preventative maintenance services to test, adjust, inspect, clean, and report for one (1) boiler, per STD 213, Exhibit A, Scope of Work. $ $

5 3 Each

All labor, equipment, tools, travel, and incidentals necessary to provide Semi-Annual preventative maintenance services to test, adjust, inspect, clean, and report for one (1) Mini-Split unit and two (2) roof top package (RTU) Heating, Ventilation, and Air Conditioning (HVAC) units, per STD 213, Exhibit A, Scope of Work.

6 3 Each

All labor, equipment, tools, travel, and incidentals necessary to provide Annual preventative maintenance services to test, adjust, inspect, clean, and report for one (1) Mini-Split unit and two (2) roof top package (RTU) Heating, Ventilation, and Air Conditioning (HVAC) units, per STD 213, Exhibit A, Scope of Work.

7 3 Each

All labor, equipment, tools, travel, and incidentals necessary to provide Semi-Annual preventative maintenance services to test, adjust, inspect, clean, and report for two (2) air handlers, per STD 213, Exhibit A, Scope of Work.

STATE OF CALIFORNIA ∙ DEPARTMENT OF TRANSPORTATION Agreement Number 05A3037 PRICE QUOTE PROPOSAL Attachment 1 Page 2 of 2

ADM-1412 (REV. 9/2025)

8 60 Hourly All labor, equipment, tools, travel, and incidentals necessary to provide Non-Routine repairs and replacement, per STD 213, Exhibit A, Scope of Work.

9 60 Hourly All labor, equipment, tools, travel, and incidentals necessary to provide Routine repairs and replacement, per STD 213, Exhibit A, Scope of Work.

Subtotal $

Maximum allowable expenditure for all parts, materials, supplies, fees, and permits per Exhibit A, Item 18. 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 10)

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 (ADM-1418) 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

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

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

☐ Payee Data Record (STD 204) Payee Data Record

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 05A3037

Exhibit A Public Works–State

Scope of Work

1. Contractor agrees to provide to the California Department of Transportation (Caltrans) all labor, equipment, tools, parts, materials, supplies, fees, permits, travel, and incidentals necessary to provide HVAC preventive maintenance, reporting, and repair services as described herein.

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 Caltrans District 5 Office located at 50 Higuera Street, San Luis Obispo, CA 93401, in San Luis Obispo County.

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

5. This Agreement will commence on January 15, 2027 (est.), 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 January 14, 2030 (est.). The routine services shall be provided during normal business hours Monday through Friday 7:00 a.m. to 4:00 p.m., excluding State holidays. The non-routine services shall be provided on days and times specified by Caltrans Contract Manager and may take place outside the normal business hours of Monday through Friday, 7:00 a.m. to 4:00 p.m., and on State holidays. The parties may amend this Agreement as permitted by law.

6. 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.

California Department of Transportation (Caltrans)

Contractor: TBD

Section/Unit: District 5- District Office Section/Unit:

Caltrans Contract Manager: TBD Project Manager:

Address: Address:

Business Phone Number: Business Phone Number:

Email: Email:

7. Assignment of Work for Routine and Non-Routine Services

A. Caltrans Contract Manager shall issue a Service Request via email to Contractor for routine and non-routine services. See Attachment 3, Sample Service Request.

B. The Service Request shall include the following information:

1) Agreement Number 05A3037

Exhibit A Public Works–State

2) Service Request Number

3) Date of Request

4) Contact name, requestor, and/or District Single Point of Contact (DSPOC)

5) Caltrans Contract Manager's Name

6) Prospective Date of Service

7) Type of Service (routine or non-routine)

8) Time of Service (day(s) and time(s))

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

10) Signatures of DSPOC and/or Caltrans Contract Manager

C. A Service Request may be classified as either of the following types:

1) Routine: work that requires maintenance and/or repair services where there is no immediate danger, no risk to public health, and no unsafe conditions posed to State property and/or employees.

2) Non-Routine: vital work that requires repair services to be done in order to limit imminent damage, or safety hazard of State property and/or employees.

D. Contractor shall respond to routine Service Requests within 48 hours of issuance. A non-routine Service Request shall be initiated first via phone call and shall be followed up with the written Service Request. Once contacted for non-routine services, Contractor shall have one (1) hour to respond to Caltrans Contract Manager. Contractor shall have a technician on site within two (2) hours, unless otherwise agreed to by the Contract Manager at the time of the Contractor's initial response.

8. Detailed Description of Work

A. Contractor shall provide preventive maintenance and as-needed repair services for two (2) chillers, one (1) boiler, one (1) Mini-Split unit, two (2) roof top package (RTU) Heating, Ventilation, and Air Conditioning (HVAC) units, and two (2) air handlers. Services shall include semi-annual and annual preventative maintenance and repair services for the following equipment.

Equipment Manufacturer Model Number Serial Number

Chiller Carrier 30RBF08065-LK-03 4321Q93055

Chiller (to be installed at a future date and will be like the carrier

30RBF08065-LK-

03.)

TBD TBD TBD

Boiler Camus DynaFlame DFNW-1500-MGI 012029120

Exhibit A Public Works–State

HVAC Trane (RTU) 4YCC4030A1070AC 201110099L

HVAC Daikin (Mini-Split) RX36NMVJU N1F5751221

HVAC York (RTU) XP048C00N4AAA4A N2F5751221

Air handler (Main Building)

Air handler

(Basement)

B. Prior to beginning service, Contractor shall coordinate with Caltrans Contract Manager to have the equipment taken out of service by shutting down or turning it off at the equipment disconnect.

C. Contractor shall put equipment back in place after service has been completed.

D. Contractor shall purchase and provide all replacement parts for each piece of equipment. All parts shall meet the equipment manufacturers’ minimum requirements.

E. All maintenance and repair work shall comply with the applicable rules and regulations of the United States Environmental Protection Agency (EPA), Section 608 of the Clean Air Act, 2012 Uniform Mechanical Code, 2012 International Mechanical Code, and Electrical Codes.

F. Contractor shall perform preventative maintenance per the manufacturer’s guidelines and industry standards for chillers, boilers, air handlers, and HVAC units. See Attachment 2 Duty Frequency Checklist for additional maintenance requirements.

1) If major deficiencies are found, Contractor shall:

a) Provide all diagnostics to determine deficiencies.

b) Provide written report of deficiencies to Caltrans Contract Manager.

c) Provide cost to repair deficiencies including both labor and materials.

2) Contractor shall remove oil from floors and dispose of all trash when job is completed for the day.

3) Contractor shall provide appropriate off-site disposal of used parts and trash.

9. Semi-Annual Chiller Service Maintenance

A. Semi-annual services shall be provided once a year.

B. Contractor shall perform the following:

1) Review of diagnostics and error codes and clear codes

2) Oil level and temperature check

3) Oil analysis per circuit

4) Check oil heater

Exhibit A Public Works–State

5) Lubricate all necessary parts

6) Perform refrigerant leak test and report

7) Clean all condenser coils (If necessary)

8) Open starter panel door(s) and inspect

9) Control panel electrical inspection

10) Change filters in refrigerant circuits where applicable

11) Test all motors and record:

a) Megger Test

b) Voltage

c) Amperage

12) Pre-start chiller check

13) Start chiller

14) Check chiller for unusual noise and vibration

15) Contractor shall provide a maintenance report to Caltrans Contract Manager after each service is performed. Refer to Item 16 below for maintenance report requirements.

10. Annual Chiller Service Maintenance

A. Annual service shall include all services under the semi-annual checklist above and the following:

1) Change purge filter drier

2) Clean all water tubes

3) Replace magnesium anode (if applicable)

4) Compressor starter inspection

5) Inspect and tighten all electrical connections:

a) Compressor motor magnetic contactor

b) Oil pump magnetic contactor

c) Chilled water pump motor magnetic contactor

d) Chiller control panel

6) Check and calibrate the following:

a) High pressure switch

b) Oil pressure switch(s)

c) Chilled water load cycle switch

d) Temperature thermostat switches

e) Oiler heater

f) Refrigerant low temperature cut out

Exhibit A Public Works–State

g) Chilled water load recycles

h) Gauges

i) Cooler

j) Condenser

k) Oil pressure

l) Thermometers for chilled water inlet and outlet temperatures

m) Thermometers for condenser water inlet and outlet temperatures

7) Drain rupture disc vent line

8) Remove oil charge:

a) Dispose of contaminated refrigerant oil

b) Remove oil sample for analysis.

c) Re-fill oil

9) Change oil in circuits where applicable:

a) Oil supply filters

b) Oil supply driers

c) Oil recovery filters or strainers

10) Change filters in refrigerant circuits where applicable

11. Semi-Annual Boiler Service Maintenance

A. Semi-annual services shall be provided once per year.

B. Contractor shall perform the following semi-annual services.

1) Inspect exterior condition of water tubes

2) Inspect all gaskets (replace if necessary)

3) Cycle and inspect all valves:

a) Shut-off valve

b) Pressure relief valve

c) Blow down valve

d) Drain valve

4) Test all safety switches:

a) Low water switch

b) High water pressure switch

c) High temperature switch

d) Flame roll over switch

5) Check for proper chemical levels in boiler water:

Exhibit A Public Works–State

a) PH

b) Alkalinity

c) Total Dissolved Solids

6) Test run boiler for proper operation

12. Annual Boiler Service Maintenance

A. Annual service shall include all services under the semi-annual checklist above and the following:

1) Inspect and clean all burners

2) Clean inside of water tubes

3) Tighten all electrical connections

4) Check exhaust flue for cleanliness and blockages

5) Check and record condition of pump motor:

a) Voltage

b) Amperage

c) Resistance

13. Semi-Annual HVAC Unit Service Maintenance

A. Semi-annual services shall be provided once a year.

B. Contractor shall perform the following semi-annual services.

1) Inspect air flow

2) Test air temperature throughout duct system

3) Test static pressure to ensure proper air flow

4) Check electrical components for any failures

5) Check for water or moisture in ducts

6) Clean coils

7) Replace all units’ filters

8) Check for cabinet leaks

9) Coolant level and pressure checks

10) Check thermostat calibration

11) Electrical system inspection and tightening:

a) Wiring

b) Contacts

c) Capacitors

d) Relays

Exhibit A Public Works–State

12) Lubricate if needed

13) Clean and inspect of condenser, outdoor fan motor, and blades

14) Check refrigerant levels

15) Check heater, gas connections, and exhaust system

16) Check the blower motor

17) Look for any pest infestations in the unit or dirt

18) Check for carbon monoxide leaks

19) Inspect fuses and wiring

20) Tighten electrical connections

21) Flush drain line and inspect drain pan and switch

22) Clean and adjust HVAC coils

23) Inspect and clean air intake

24) Inspect for cracks or breaks in duct connectors

25) Test for proper airflow

26) Lubricate the fan motor

14. Annual HVAC Service Maintenance

Annual service shall include all services under the semi-annual checklist above and the following:

A. Change and replace HVAC coils (if needed)

B. Inspect and change air filters

C. Drain sediment and change filter

D. Calibrate thermostat

E. Inspect and tighten all electrical connections

F. Replace filter

G. Test the temperature limit switch

1) Chilled water load cycle switch

2) Temperature thermostat switches

15. Semi-Annual Air Handlers Service Maintenance

A. Contractor shall perform the following semi-annual services.

1) Check unit for noise and vibration

2) Replace filters if necessary

3) Clean and drain condensate pan under cold deck

4) Lubricate mechanical:

Exhibit A Public Works–State

a) Make-up air damper

b) Return air damper

c) Individual zone damper

d) Control rod pivot points

e) Door hinges

5) Grease bearings:

a) Electric motors (2)

b) Fan bearing blocks (4)

6) Check fan belts (replace if necessary):

a) Proper tension

b) Overly worn

c) Alignment

7) Tighten electrical connections

8) Straighten any bent coil fins:

a) Hot deck

b) Cold deck

16. Maintenance Reports

All maintenance reports shall include, at a minimum, the following:

A. Date of service

B. Contract Number

C. Equipment model and serial number

D. Name of Contractor's employee(s) performing the work

E. Trade category of person(s) performing work

F. Itemized list of material/supplies/and parts used or replaced

G. Description of work performed, including:

1) General work performed

2) Deficiencies found, if any

3) Corrective work performed to address identified deficiencies

17. Inspections and Tests

A. Contractor shall notify Caltrans Contract Manager at least one (1) day before an inspection so they can attend.

B. Contractor shall set up final inspections of HVAC, boiler, chiller and air handler which shall be completed by an appropriate technician. At time of the final inspection and tests, all connections at the panels and all splices shall be

Exhibit A Public Works–State completed. All fuses shall be in place, and circuits shall be continuous from service switches to all receptacles, outlets, and motors. All wiring larger than #10 American Wire Gauge (AWG) shall be tested to ensure it is free from short circuits and grounds.

C. Contractor shall ensure wiring systems meet required insulation resistance levels during megger testing, in accordance with the California Code of Regulations and any local authority having jurisdiction.

D. Contractor shall furnish all required testing equipment, instruments, and qualified personnel to perform the specified tests. If Caltrans Contract Manager determines test results show non-compliance with the specifications, Contractor shall promptly perform all corrective work necessary to bring the system into proper working condition. Contractor is responsible for all costs associated with corrective actions and any subsequent testing needed to verify compliance.

Contractor shall coordinate all additional work and retesting with Caltrans Contract Manager prior to payment.

E. Contractor shall pay for all fees associated with inspections and perform all the testing, as required by the governing agency, and adjusting and furnishing all certificates of approval, and those of Underwriter Laboratories.

18. Parts/Materials/Supplies/Fees/Permits

A. Contractor shall notify Caltrans Contract Manager in writing of any parts/materials/ supplies/fees/permits not specifically identified in Attachment 1, Price Quote Proposal, that are necessary to complete the work. Written approval from the Caltrans Contract Manager must be obtained prior to the purchase or installation of such items for the costs to be eligible for reimbursement.

B. Contractor will be reimbursed for the actual cost of pre-approved parts/materials/ supplies/fees/permits purchased to be consumed or installed at the work site in performance of the Agreement (including applicable sales tax), without additional allowance for markup. No additional compensation will be made for the cost to acquire, store, deliver, or use/install any purchased items. Cost of parts/materials/supplies/fees/ permits are to be verified and substantiated by submitting a copy of appropriately signed receipts. Total expenditure for parts/materials/supplies/fees/permits shall not exceed the amount set forth in Attachment 1.

C. Contractor shall not be reimbursed for any parts/materials/supplies/fees/permits that were not pre-approved in writing by Caltrans Contract Manager.

19. Material and Workmanship

A. All material shall be new and shall have the UL label attached. The label shall be of the type for the intended application.

B. All equipment, parts, materials, and supplies provided by Contractor during the term of this Agreement shall be of equal size, capacity, and functionally to those being replaced.

Equivalence shall be determined by Caltrans Contract Manager.

C. The work performed during this Agreement shall be executed in the best and most thorough manner under the direction of, and to the satisfaction of Caltrans Contract Manager. Caltrans Contract Manager will have the power to reject any work and

Exhibit A Public Works–State materials.

D. If after installation, Caltrans Contract Manager determines the equipment to be operating at substandard levels due to defects, errors, or omissions,…