25LS0005- Chiller Maintenance and Repair Services

The California Department of Veterans Affairs (CalVet) has issued Invitation for Bid (IFB) No. 25LS0005 for Chiller Maintenance and Incidental Repair Services at the Veterans Home located in Lancaster, California. The procurement seeks a qualified contractor to provide comprehensive maintenance and repair services for specific HVAC equipment, including two Smardt 83 Ton Turborcor Chillers, two Cooling Towers, eight Air Handlers, and eight total Chill Water and Condenser Pumps. Required services encompass annual cooling season start-up and inspection, annual maintenance, monthly services, emergency and incidental repairs, and refrigerant conservation services. Contractors must provide factory-trained technicians who can perform detailed equipment evaluations, including checking operation parameters, refrigerant levels, controls, and conducting comprehensive leak checks. Key procurement dates include an IFB release on August 1, 2025, a mandatory walkthrough on August 8, 2025, a deadline for questions on August 14, 2025, and a final bid submission deadline of August 22, 2025, at 5:00 PM. The proposed contract term spans from July 1, 2025, through June 30, 2028, with potential for renewal or extension.

The solicitation includes specific set-aside and preference provisions, notably requiring a 3% Disabled Veteran Business Enterprise (DVBE) participation goal and offering a Small Business Preference of five percent for qualified small or micro businesses. Contractors must comply with various state regulations, including the Darfur Contracting Act, California Civil Rights Laws, and Executive Order N-6-22 regarding Russia Sanctions. Insurance requirements are comprehensive, mandating Commercial General Liability, Professional Liability, Automobile Liability, and Pollution Liability coverage. The rate sheet indicates a total estimated contract value of $9,000, with hourly rates specified for standard business hours, emergency repairs, and extended service periods. Bidders must submit multiple compliance documents, including a Bidder's Checklist, Bid/Bidder Certification Sheet, Payee Data Record, and various state and federal compliance certifications. The DVBE Incentive Program provides potential percentage adjustments based on confirmed DVBE participation levels ranging from 3% to 5% or more, creating additional incentives for diverse business participation.