25LS0005- Chiller Maintenance and Repairs

The California Department of Veterans Affairs (CalVet) is seeking a contractor to provide Chiller Maintenance and Incidental Repair Services for the Veterans Home located in Lancaster, California. The procurement, identified as Invitation for Bid (IFB) No. 25LS0005, requires comprehensive maintenance for two Smardt 83 Ton Turborcor Chillers, two Cooling Towers, eight Air Handlers, and eight total Chill Water and Condenser Pumps. Required services include annual cooling season start-up and inspection, monthly operational checks, refrigerant conservation, emergency repairs, and non-emergency incidental repairs. Service technicians must be factory-trained and comply with all applicable federal, state, and local regulations, with work performed during standard business hours (7:00 AM to 4:00 PM, Monday through Friday), with provisions for emergency repairs outside these hours. The mandatory site walkthrough is scheduled for September 18, 2025, with bid submissions due by September 29, 2025, at 5:00 PM, and a bid opening on September 30, 2025, at 11:30 AM. Evaluation criteria will focus on identifying the lowest responsible bidder, with consideration given to DVBE incentives and small business preferences.

The procurement includes specific provisions for Small Business and Disabled Veteran Business Enterprise (SB/DVBE) participation, with a goal of 3% DVBE involvement and potential bid incentives of up to 5% for confirmed DVBE participation. Bidders must submit comprehensive documentation, including a Bidder's Checklist, Bidder Certification, Bid Rate Sheet, and various compliance forms demonstrating adherence to civil rights laws and business regulations. Insurance requirements are extensive, mandating commercial general liability, professional liability, automobile liability, and workers' compensation coverage. The proposed contract term runs from July 1, 2025, through June 30, 2028, with a total estimated contract value of $9,000, which includes a $9,000 parts allocation. Parts replacement will be reimbursed at actual cost plus 10%, and the state reserves the right to cancel or modify the invitation up to the bid due date. Contractors must also disclose any use of Generative Artificial Intelligence and comply with California Civil Rights Laws and Darfur Contracting Act restrictions.