26CS0003 - rapidprint time and date stamp machine maintenance and repair services

The California Department of Veterans Affairs is soliciting competitive bids for RapidPrint Time and Date Stamp Machine maintenance and repair services under Invitation for Bid (IFB) number 26CS0003. The procurement covers maintenance and repair services for seven RapidPrint Time and Date Stamp AR-E machines located at the Veterans Home of California - Chula Vista (700 E. Naples Court, Chula Vista, CA 91911) serving Los Angeles County, Orange County, Riverside County, San Bernardino County, and San Diego County jurisdictions. The contractor must provide all labor, materials, staff, transportation, licenses, and permits necessary to maintain and repair the specified equipment, with factory-trained technicians required to respond to repair requests within twenty-four hours and complete repairs within five working days unless delays result from ordered parts. Services must be performed during standard business hours (8:00 a.m. to 5:00 p.m., Monday through Friday) unless otherwise approved in writing, with an estimated 24 hours of maintenance services required annually across the three-year contract term (July 1, 2026 through June 30, 2029). Bidders must submit hourly labor rates for each of the three service years via email by February 10, 2026, at 4:00 p.m., with a public bid opening scheduled for February 11, 2026, at 10:00 a.m.; the deadline for submitting questions is February 4, 2026, at 4:00 p.m., with responses provided by February 6, 2026, at 4:00 p.m. Awards will be made to the lowest responsible bidder whose bid complies with all requirements, and the successful bidder must execute a Standard Agreement (STD 213) with CalVet and maintain Commercial General Liability insurance of not less than $1,000,000 per occurrence and Workers' Compensation coverage.

This solicitation includes a mandatory three percent (3%) Disabled Veteran Business Enterprise (DVBE) sub-contracting participation goal, with bidders required to either perform the work themselves if DVBE-certified or subcontract to certified DVBEs; the state will apply a DVBE incentive adjustment ranging from 3% to 5% to qualifying bids, not to exceed $100,000 of the lowest responsive bid price. Additionally, a five percent (5%) preference is available for certified small business and micro-business enterprises, as well as for non-small businesses that subcontract with at least twenty-five percent small or micro-business participation. Bidders must verify DVBE certification status through the Office of Small Business and DVBE Services (OSDS) prior to submission and provide written confirmation letters from all DVBE subcontractors detailing scope of work, payment terms, and anticipated performance dates. The contract value comprises labor rates quoted by proposers for 24 hours of maintenance annually across three years plus a materials reimbursement maximum of $1,000 per year ($3,000 total), with a baseline contract amount of $3,000.00 for the materials component; all quoted rates shall be binding for the entire contract term. Parts replacement will be billed at actual cost plus 10% plus actual shipping charges and taxes, with a $10,000 withhold from final payment until the prime contractor complies with DVBE certification requirements under Military and Veterans Code Section 999.5. No incumbent vendors or existing contractors are identified in the solicitation documents.