Forklift Preventative and Corrective Maintenance, IFB 25-0085a

The California Department of Food and Agriculture (CDFA) is issuing an Invitation for Bid (IFB 25-0085a) for forklift preventative and corrective maintenance services to support operations across Sacramento County, Santa Clara County, Sacramento City, Santa Clara City, and West Sacramento City. The procurement encompasses inspection, biannual preventive maintenance, and as-needed corrective maintenance for two forklifts: a Hyster S50XM propane forklift in Sacramento and a Yale GLC040AFNUAE082 propane forklift in San Jose. The selected contractor must provide all labor, tools, materials, parts, equipment, and supplies necessary to deliver these services. Preventive maintenance deliverables include visual inspections, structural damage and wear assessments, fuel system inspections, fluid level checks, filter maintenance, belt adjustments, operational component testing, and comprehensive documentation of completed work. Corrective maintenance services address operational malfunctions, fluid or fuel leaks, tire replacement, and battery service or replacement, with the contractor required to respond promptly to urgent repair requests while maintaining safety protocols and open communication with the Contract Manager. Contractor qualifications must include commercial general liability insurance of at least $1,000,000 per occurrence and $2,000,000 aggregate, automobile liability coverage of $1,000,000, and statutory workers' compensation coverage. The contractor must provide a one-year warranty on parts and a ninety-day guarantee on labor. Written questions must be submitted by February 24, 2026, with responses posted by March 3, 2026, and emailed bids are due no later than 2:00 PM PT on March 17, 2026, with notice of proposed award occurring within five business days after the cost proposal opening.

The contract includes a mandatory 3 percent Disabled Veteran Business Enterprise (DVBE) participation requirement, with bidders either performing this percentage themselves or subcontracting with certified DVBE firms; additionally, Certified Small Businesses or Microbusinesses can claim a 5 percent preference. The initial contract term runs from April 17, 2026 (or upon final Department of General Services/Office of Legal Services approval, whichever is later) through April 17, 2027, with CDFA retaining the option to renew for two additional one-year periods if funding is appropriated and the agreement meets program standards. The cost proposal structure accounts for labor costs, materials costs, and miscellaneous charges across all three potential contract years, including hourly rates for corrective maintenance services, minimum call-out charges per service request, replacement parts and supplies costs, and equipment-related expenses. Payment shall be made monthly in arrears upon receipt and approval of itemized invoices, with travel costs reimbursed at California Department of Human Resources rates in effect at the time of travel. The call-out charge policy specifies that a single call-out fee covers the technician's travel, mobilization, diagnostic assessment, and all repair labor performed during an on-site visit with no additional transportation charges for work completed during the same visit; if repairs cannot be completed due to timing or parts availability, the vendor will return at no additional call-out or travel cost provided the follow-up visit is scheduled during the initial service call. While no specific budget range or award value is disclosed in the available documentation, the contract's multi-year structure and comprehensive service requirements indicate a substantial procurement opportunity for qualified contractors.