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

Caltrans is seeking multiple providers for an on-call, daily rate service contract for motel room rentals in the Tahoe City area within District 03. The Invitation for Bid (IFB) covers a contract period from November 1, 2025 to June 30, 2028, with the primary objective of housing Caltrans employees during snow removal, storm response, emergencies, and other work-related activities. During the winter season (November 1 through April 30), Caltrans requires two rooms Sunday through Thursday and two rooms on Fridays, Saturdays, and holidays. The summer season (May 1 through October 30) reduces the requirement to one room Sunday through Thursday and one room on Fridays, Saturdays, and holidays. Evaluation criteria include daily room rates, with the contract to be awarded to up to three lowest responsible bidders. Bid proposals must be submitted by July 10, 2025 at 2:00 p.m., with a bid opening at 2:30 p.m. the same day. Bidders will be rotated for work assignments based on their submitted rates.

The solicitation encourages participation from small businesses and disabled veteran business enterprises (DVBE), offering a 5% preference for certified small or micro businesses. While DVBE participation is not mandatory, a 5% DVBE incentive will be applied during bid evaluation. The contract will involve motel room rentals across multiple jurisdictions, including Placer County, Sutter County, Sutter Creek City, Torrance City, and Sutter CDP. The total contract amount is to be determined, with payment based on actual room rentals requested and confirmed by Caltrans representatives. Potential bidders should note the accessibility requirements, with an option to request an accessible version of solicitation documents through a provided link or by calling (916) 654-2852. The procurement aims to establish a flexible, on-call arrangement to support Caltrans' operational needs in the Tahoe City area, with a focus on competitive pricing and support for small and veteran-owned businesses.