26YS0033 - Mobility Equipment Maintenance and Repair Services

The California Department of Veterans Affairs is soliciting bids through Invitation for Bid (IFB) 26YS0033 for Mobility Equipment Maintenance and Repair Services to be provided at the Veterans Home of California in Yountville, located in Napa County and Napa City. The selected contractor will provide comprehensive maintenance and repair services for power and manual mobility devices, including routine inspections, preventive maintenance, diagnostic procedures, and parts replacement for equipment manufactured by Ki, Invacare, Quantum, Pride, Golden, and Drive. Services must be delivered during standard business hours of 7:00 a.m. to 3:30 p.m., Monday through Friday, with contractor availability required for up to three days per week in four-hour increments; non-emergency repair requests must be addressed within forty-eight hours and urgent repairs within two hours, with efforts made to complete repairs the same working day. The contractor must maintain appropriate inventory of commonly used parts, provide all labor, materials, staff, transportation, licenses, permits, and every other expense necessary to perform services either at the Home or at the vendor's place of business. All parts replaced must be new or exceed Original Equipment Manufacturer (OEM) specifications, and the contractor must maintain current California business licensing and all required permits throughout the contract term. Key deadlines include a question submission deadline of April 17, 2026 at 5:00 PM, responses to questions due April 22, 2026 at 5:00 PM, bid submission deadline of April 27, 2026 at 5:00 PM via email to Mohammad Sharif, public bid opening on April 28, 2026 at 11:00 AM, and a proposed award date of May 5, 2026, with the contract term commencing July 1, 2026 and ending June 30, 2029.

A mandatory five percent (5%) Disabled Veteran Business Enterprise (DVBE) participation requirement applies to this procurement, with an incentive program offering bid reductions of up to 5% for confirmed DVBE participation of 7% or more; only State of California-certified DVBEs who will perform a commercially useful function are eligible, and bidders must verify certification status prior to bid submission through the Office of Small Business and DVEBE Services. A five percent (5%) Small Business/Micro Business preference also applies with a maximum preference adjustment of $50,000. The solicitation structure includes an hourly rate for repair services based on an estimated 1,872 hours required over the three-year contract term, plus a flat parts allowance of $20,000.00, with the basis for award being the sum of these two line items; the state makes no guarantee regarding actual service requirements and reserves the right to adjust needs based on the Home's requirements. Insurance requirements include Commercial General Liability of $1,000,000 and Workers' Compensation coverage, along with compliance with HIPAA privacy standards. Successful bidders must submit all required certifications including Contractor Certification Clauses, payee data records, DVBE declarations, and disclosures regarding compliance with California Civil Rights Laws and the Darfur Contracting Act. A $10,000 withhold from final payment applies until DVBE certification requirements are met, and the contract is subject to state budget appropriations with potential termination upon inadequate funding.