25YS0036 - Rethermalization Meal Delivery System Services

The California Department of Veterans Affairs is soliciting bids for Rethermalization Meal Delivery System Services (Contract 25YS0036) at the Veterans Home of California-Yountville, located at 190 California Drive, Yountville, CA 94599. This is an Invitation for Bid (IFB) procurement requiring a qualified contractor to provide comprehensive preventive maintenance and repair services for the facility's rethermalization meal delivery system, including all labor, materials, staff, transportation, licenses, and permits necessary to maintain optimal system functionality. The contractor will service Convect-Rite Prime docking stations, carts, and transport carts, with scheduled maintenance visits estimated at four visits over the contract term (64 hours total) and repair services estimated at 240 hours. Key objectives include ensuring compliance with food safety regulations, improving resident meal satisfaction, and maintaining the system at optimal operational levels to support healthy meal delivery for all residents. The contract includes a fixed parts allocation of $50,000.00 for the two-year term, with bidders required to submit hourly rates for preventive maintenance and repair labor. Critical deadlines include a question submission deadline of February 6, 2026, at 5:00 PM, with responses posted by February 11, 2026, at 5:00 PM, and a final bid submission deadline of February 17, 2026, at 5:00 PM via email to Mohammad.Sharif@calvet.ca.gov. The public bid opening is scheduled for February 18, 2026, at 1:00 PM, with a proposed award date of February 1, 2026, or upon approval. The contract term runs from February 1, 2026, or upon approval through June 30, 2027, with no renewal options specified. Bidders must submit all required documentation including a completed Bid Rate Sheet, Payee Data Record (STD 204), Bidder Declaration (GSPD-05-105), Commercially Useful Function Certification Form, and various compliance certifications related to California Civil Rights Laws, the Darfur Contracting Act, and Russia Sanctions Executive Order N-6-22.

The procurement includes a mandatory Disabled Veteran Business Enterprise (DVBE) participation requirement with a minimum of 5 percent of contract work to be performed by certified DVBEs, and bidders may satisfy this requirement through Method A1 (DVBE prime contractor) or Method A2 (non-DVBE prime using certified DVBE subcontractors). The solicitation offers a DVBE Incentive Program providing bid adjustments ranging from 3 percent to 5 percent based on confirmed DVBE participation levels, with preference adjustments capped at $50,000. A 5 percent preference is also available to certified Small/Micro Business Enterprises, capped at $50,000. The contractor must maintain California Department of General Services (DGS) certification as a DVBE throughout the contract term and perform a commercially useful function as defined by state regulations. Insurance requirements include Commercial General Liability coverage of at least $1,000,000 per occurrence and Workers' Compensation coverage for all employees, with the State of California named as an additional insured. The award shall be made to the lowest responsible bidder whose bid complies with all IFB requirements, with CalVet reserving the right to award up to one agreement per Home. No specific incumbent vendor is identified in the solicitation documents, and the estimated contract value is based on the quoted hourly rates for labor plus the fixed $50,000.00 parts allocation, with total contract costs determined by the bidder's proposed rates multiplied by the estimated service hours (304 hours total over the two-year term).