Multiple-Provider, On-Call, As-Needed, Daily Rate Service Contract for Motel Room Rentals

The California Department of Transportation (Caltrans) has issued an Invitation for Bid (IFB #03A3863) for a multiple-provider, on-call, as-needed daily rate service contract for motel room rentals in the Downieville area of the Sutter/Sierra Region of District 03. The procurement is specifically designed to house Caltrans employees brought into the area for snow removal, storms, emergencies, and other work-related activities. The contract will be awarded to up to two lowest responsible bidders who meet all specifications, with services required to be available 24 hours per day, 7 days per week, including weekends and holidays. The contract term is set from April 16, 2025 (or upon Caltrans approval) through April 15, 2028. Key requirements include reserving four rooms minimum during the winter season (November 1-April 30) from Sunday through Thursday, and three rooms minimum during the summer season (May 1-October 31) from Monday through Thursday and holidays. Bid submission is due by December 31, 2024, at 2:00 p.m., with bid opening at 2:30 p.m. the same day, and written questions are due by December 20, 2024.

The solicitation includes special provisions for small businesses and disabled veteran-owned businesses, with a 5% Small Business/Micro Business preference and DVBE incentive applied to the bidding process. Contractors must provide comprehensive insurance coverage, including $1,000,000 per occurrence general liability insurance and workers' compensation coverage. Pricing is structured with separate rates for Sunday-Thursday, Friday-Saturday, and State holidays during both winter and summer seasons. While no specific budget range is explicitly stated, the contract's flexible nature suggests potential significant value for selected motel providers in the Sutter and Sierra County regions. The solicitation covers multiple jurisdictions including Sutter County, Sierra County, Sierra Madre City, Sierra Brooks CDP, Alta Sierra CDP, Sierraville CDP, Sierra City CDP, and Sierra Village CDP, indicating a broad geographic scope for potential service providers.