25WS0019 - carpet scrubbing machine maintenance and repair services

The California Department of Veterans Affairs (CalVet) has issued Invitation for Bid (IFB) No. 25WS0019 for Carpet Scrubbing Machine Maintenance and Repair Services, specifically targeting the Veterans Home of California - West Los Angeles located at 11500 Nimitz Avenue. The procurement seeks a qualified contractor to perform quarterly maintenance, semi-annual preventive maintenance, and emergency repair services for multiple carpet cleaning machines and upright vacuums. Required services include performing maintenance according to manufacturer specifications, checking machine operations, cleaning components, and replacing parts as needed. Contractors must be factory-trained or possess a minimum of three years of equipment maintenance experience, with an expectation to respond to emergency repair requests within two hours and complete repairs on the same working day when possible. Key deadlines include a question submission deadline of May 28, 2025, and a final bid submission deadline of June 6, 2025, with the contract term set to run from July 1, 2025, through June 30, 2028, contingent upon Department of General Services (DGS) approval. Bids must be submitted via email to the contract analyst, following specific formatting and subject line requirements, with the state reserving the right to reject any submissions.

The solicitation includes provisions for small business and Disabled Veteran Business Enterprise (DVBE) participation, with a potential 5% preference for certified small or micro businesses and encouragement of DVBE involvement, though no specific subcontracting goal is mandated. Bidders must comply with various state requirements, including the Darfur Contracting Act, Contractor Certification Clauses, and a new Generative Artificial Intelligence (GenAI) disclosure requirement. The total contract value is approximately $3,000, which includes 12 quarterly maintenance visits, 6 semi-annual cleanings, and a parts allowance of $1,000 per year over the three-year contract period. Parts replaced must be new and factory manufactured, with reimbursement for parts under $500 processed through the agreement and parts over $500 subject to competitive bidding. The state will apply a DVBE incentive program to bids, with potential incentive percentages ranging from 3% to 5% depending on the level of confirmed DVBE involvement. Potential consequences for non-compliance include suspension from state business, contract termination, civil penalties, and loss of state certifications. Bidders are required to use only California-certified DVBE firms that can demonstrate a commercially useful function in the contract's execution.