IFB**Heating, Ventilation and Air Conditioning (HVAC) Repair and Maintenance in San Bernardino County

The California Department of Transportation (Caltrans) has issued an Invitation for Bid (IFB #08A3911) for heating, ventilation, and air conditioning (HVAC) repair and maintenance services specifically for the Caltrans District 08 Office located in San Bernardino, California. The contractor will be responsible for providing comprehensive HVAC services, including furnishing labor, equipment, vehicles, tools, materials, parts, permits, supplies, and waste disposal/recycling to maintain, repair, and restore HVAC systems. Services are categorized into two types: routine maintenance/repair and non-routine vital repair services addressing imminent damage or safety hazards. Contractors must possess a C-20 (Warm-Air Heating, Ventilating, and Air-Conditioning Contractor) license and be registered with the Department of Industrial Relations. Key procurement dates include an optional site inspection on December 3, 2025, at 10:00 a.m., written question submissions due by December 4, 2025, at 5:00 p.m., and bid submissions closing on December 9, 2025, at 2:00 p.m. with bid opening at 2:30 p.m. The estimated contract award date is December 19, 2025, with the agreement commencing on January 15, 2026, and expiring on January 14, 2029.

Caltrans actively encourages Small Business (SB), Micro Business (MB), and Small Business for Public Works (SB-PW) participation, offering a 5 percent preference and requiring either certification or commitment to subcontract a minimum of 25 percent of the net bid price to certified SB/MB firms. A Disabled Veteran Business Enterprise (DVBE) incentive is available, with percentages based on verified participation levels and capped at a combined $100,000 incentive limit. The maximum allowable bid amount is $461,000.00, calculated using hourly labor rates for HVAC Technician Journeyperson and Apprentice services, plus 10 percent for materials, supplies, parts, fees, and permits. Prevailing wage rates apply if the total bid exceeds $15,000. Contractors must provide payment bonds equal to 100 percent of individual service request costs when the service request price exceeds $25,000 and maintain comprehensive insurance coverage, including general liability ($1,000,000/$2,000,000), automobile liability ($1,000,000), workers' compensation, and pollution liability ($1,000,000/$2,000,000) throughout the contract term.