26HS0001 - Operating Equipment Maintenance/Repair Services

The California Department of Veterans Affairs is soliciting bids for Operating Equipment Maintenance and Repair Services at the Northern California Veterans Cemetery located in Igo, California under Solicitation Number 26HS0001. The procurement encompasses comprehensive maintenance and repair services for 19 pieces of operating equipment, including two Kubota excavators, seven John Deere Gators, five John Deere lawnmowers, two Kubota tractors, one John Deere tractor, one Husqvarna lawnmower, one Kubota track loader, and two Kubota lawnmowers. The selected contractor must provide major and minor maintenance services such as filter replacements, oil changes, tune-ups, and brake replacement in accordance with manufacturer specifications, with emergency repairs required within two hours of notification and non-emergency repairs within 24 hours. The contractor must employ a minimum of two factory-trained technicians with two to three years of experience servicing similar equipment and provide proof of training through resumes or factory school completion documentation. Work must be coordinated with the Contract Manager and performed during standard business hours (8 a.m. to 5 p.m., Monday through Friday) unless otherwise approved in writing. The bid rate sheet requires submission of all-inclusive hourly rates for three service categories: Regular Maintenance (estimated 120 hours), Emergency Repair Service (estimated 15 hours), and Non-Emergency Repair Service outside regular business hours (estimated 10 hours), along with a fixed Parts Allowance of $18,000. The deadline for submitting written questions is May 4, 2026 at 2:00 PM, with responses posted by May 5, 2026 at 5:00 PM; bids must be submitted electronically to eric.dahmen@calvet.ca.gov by May 12, 2026 at 5:00 PM, with public bid opening scheduled for May 13, 2026 at 10:00 AM. The proposed award date is May 20, 2026, with the contract term beginning July 1, 2026 and ending June 30, 2029. Award will be made to the lowest responsible bidder whose bid complies with all IFB requirements.

This solicitation encourages Disabled Veteran Business Enterprise (DVBE) participation through an incentive program offering bid reductions of one to five percent based on confirmed DVBE participation levels, with a five percent preference also available to certified Small/Micro Business Enterprises (maximum preference adjustment of $50,000). All bidders must meet a minimum DVBE participation goal of three percent of the contract bid amount unless otherwise specified. 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, with the State of California named as additional insured. All required documents, including the Bid Rate Sheet, signed Payee Data Record (STD 204), Bidder Declaration, Contractor Certification Clauses, proof of business licensure, Commercially Useful Function Certification (if applicable), DVBE Declarations (if applicable), and Darfur Contracting Act compliance documentation, must be submitted with the bid. The contract is subject to budget contingency provisions and may be terminated if funding is not appropriated in the State Budget Act. A $10,000 withhold will be applied to final payment until DVBE certification compliance is demonstrated. While specific contract value is not provided in the solicitation materials, the estimated cost can be calculated based on the submitted hourly rates multiplied by estimated service hours plus the $18,000 Parts Allowance, with actual costs dependent on bidder pricing and actual service utilization during the three-year contract term.