IFB #C24-32893 Currency and Coin Counter Machine Maintenance, service, & Repair Central and Northern California

The California Department of Rehabilitation (DOR) has issued Invitation for Bid #C24-32893 for Currency and Coin Counter Machine Maintenance, Service, and Repair across Central and Northern California counties, including Sacramento, West Sacramento, Santa Clara, Sonoma, Contra Costa, and Alameda. The procurement seeks a contractor to provide maintenance, service, and repair for commercial cash and coin processing equipment, specifically targeting Cummins Allison iFX3 coin changers, Jetsort 4601 bill changers, and Jetscan Currency Counters located at DOR Business Enterprise Program facilities. Key performance requirements include a service response time of 24-48 hours for standard requests and 24 hours for emergency services, with parts and materials charges not exceeding 40% of the contractor's wholesale costs and a maximum job charge limit of $2,000 without prior approval. Critical procurement dates include questions due by December 9, 2024, bid submission deadline of January 3, 2025, bid opening on January 6, 2025, and anticipated contract award on January 16, 2025. The contract will be awarded to the lowest responsive responsible bidder, with a contract term from February 28, 2025, through January 31, 2028, and an option to renew for one additional year.

The procurement includes several set-aside and incentive programs for disadvantaged businesses, specifically the Disabled Veteran Business Enterprise (DVBE) Incentive and Small Business Participation programs. Bidders can receive additional incentive calculations ranging from 1% to 5% for DVBE participation, with a maximum incentive of 5% or $100,000. Small businesses can receive a 5% bid preference, with maximum preferences capped at $50,000 for a single bid and $100,000 combined. Contractors must provide proof of current insurance, including Commercial General Liability ($1,000,000 per occurrence, $2,000,000 aggregate), Automobile Liability (if applicable), and Workers' Compensation ($1,000,000 liability limits). The anticipated budget for this three-year contract is approximately $60,000, with the contract covering maintenance and repair services for specialized currency and coin processing equipment across multiple DOR facilities in Northern and Central California. Bidders must also complete additional compliance documentation, including the Darfur Contracting Act Certification and a Generative AI Reporting form, demonstrating the state's comprehensive approach to vendor qualifications and technological transparency.