25YS0036 - Rethermalization Meal Delivery System Services

The California Department of Veterans Affairs (CalVet) is soliciting bids for Rethermalization Meal Delivery System Services at the Veterans Home of California-Yountville, located at 190 California Drive, Yountville, CA 94599, under Solicitation Number 25YS0036. This is an invitation for bid (IFB) for preventive maintenance and repair services to ensure the rethermalization meal delivery system operates optimally while maintaining compliance with food safety regulations and improving resident meal satisfaction. The contractor must provide all labor, materials, staff, transportation, licenses, permits, and other necessary expenses to maintain and repair the system, which includes Convect-Rite Prime Docking Stations, carts, and transport carts. The contract term is two years, commencing February 1, 2026, and ending June 30, 2027, with an estimated 64 hours for four scheduled preventive maintenance events and 240 hours for repair services across the entire contract period. The evaluation criteria focus on awarding the contract to the lowest responsible bidder whose bid complies with all IFB requirements, with award determined by the sum of labor costs and estimated parts costs of $50,000. Key deadlines include a March 17, 2026 deadline at 5:00 PM for submitting questions, with responses posted by March 23, 2026; final bid submissions are due March 25, 2026 at 5:00 PM via email to Mohammad.Sharif@calvet.ca.gov with the subject line "Response to CalVet Solicitation: 25YS0036"; public bid opening is scheduled for March 30, 2026 at 11:00 AM; and the proposed award date is April 6, 2026. Bidders must submit an all-inclusive hourly rate for both preventive maintenance and repair services on the provided rate sheet, with quoted rates binding for the contract term and any extensions through formal amendment.

While no set-aside is mandatory for Disabled Veteran Business Enterprises (DVBEs), DVBE participation is encouraged with incentive consideration ranging from 1 to 5 percent depending on the level of confirmed DVBE participation. A five percent preference is available to certified Small Business Enterprises or Micro-business Enterprises, with an additional five percent preference available to non-small businesses proposing at least 25 percent small business subcontractor participation. If awarded, the contractor must maintain a Commercial General Liability insurance policy with combined single limits of not less than $1,000,000 per occurrence, Workers' Compensation coverage for all employees, and professional liability insurance if applicable, along with state business licensure and all required local licenses and permits. The awarded contractor may be subject to a $10,000 withhold from final payment until submission of a complete Prime Contractor's Certification DVBE Subcontracting Report (STD 817). Submission requirements include a signed Bid/Bidder Certification Sheet, Payee Data Record (STD 204), Bidder Declaration (GSPD-05-105), business licenses, incorporation documents, Contractor Certification Clauses (CCC-4/2017), certifications regarding Iran and Darfur Contracting Act compliance, California Civil Rights Laws compliance documentation, and a sample invoice. No specific award value is disclosed in the solicitation materials; however, the estimated parts cost for the entire two-year contract term is $50,000, with actual labor costs dependent on the hourly rates submitted by bidders and the actual service hours required, which may vary based on the needs of the Veterans Home.