25YS0036 - Rethermalization Meal Delivery System Services

The California Department of Veterans Affairs is issuing Invitation for Bid (IFB) No. 25YS0036 for Rethermalization Meal Delivery System Services at the Veterans Home of California-Yountville, located at 190 California Drive, Yountville, CA 94599. The selected contractor will provide comprehensive preventive maintenance and repair services for the facility's Convect-Rite Prime Docking Stations, carts, and transport carts, furnishing all labor, materials, staff, transportation, licenses, permits, certifications, and related expenses necessary to maintain optimal system functionality while ensuring compliance with food safety regulations and improving resident meal satisfaction. The scope of work includes an estimated 64 hours of preventative maintenance scheduled for February 2026, July 2026, January 2027, and June 2027, and 240 hours of repair services over the two-year contract term, with pricing submitted on an hourly labor rate basis plus a fixed parts allowance of $50,000.00 for the entire contract period. The contract term extends from February 1, 2026 through June 30, 2027, with a proposed award date of April 22, 2026. Critical submission deadlines include a question deadline of April 7, 2026 at 5:00 PM, with responses posted by April 10, 2026, and a final bid submission deadline of April 15, 2026 at 5:00 PM via email to Mohammad.Sharif@calvet.ca.gov, followed by public bid opening on April 16, 2026 at 11:00 AM. Award will be made to the lowest responsive and responsible bidder, and apparent winning bidders must submit all required documentation within 30 days of tentative award or face disqualification.

Bidders are encouraged to participate as Disabled Veteran Business Enterprises (DVBEs), with a 1% to 5% bid incentive applied based on confirmed DVBE participation levels, and a mandatory 5% DVBE participation goal with documented subcontractor utilization reporting required within 60 days of final payment. A five percent small business preference is available to certified small or micro businesses, with an additional preference available for non-small businesses subcontracting at least 25% to small or micro businesses. Bidders must possess a valid California business license, provide proof of appropriate certifications and standing, and comply with all prevailing wage requirements. Required submissions include a signed Bid/Bidder Certification Sheet, completed Bid Rate Sheet with hourly labor rates, Payee Data Record (STD 204), proof of California business licensing, contractor certification clauses, and various compliance declarations regarding Iran contracting, the Darfur Contracting Act, and DVBE participation status. The contractor must maintain commercial general liability insurance with limits of not less than $1,000,000 per occurrence and workers' compensation coverage for all employees. While the specific maximum contract amount is not detailed in the solicitation materials, the fixed parts allowance is $50,000.00, with the total award value determined by the sum of labor costs for preventative maintenance and repair services over the contract term plus this parts allocation.