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

Caltrans is seeking multiple motel providers for an on-call, daily rate service contract to house employees in the Tahoe City area within District 03, covering snow removal, storm response, emergencies, and work-related activities. The Invitation for Bid (IFB) #03A4060 aims to secure up to three motel providers for room accommodations with specific seasonal allocations: during winter (November 1 through April 30), providers must offer two rooms Sunday through Thursday and two rooms on Fridays, Saturdays, and holidays. In summer (May 1 through October 30), the requirement reduces to one room Sunday through Thursday and one room on Fridays, Saturdays, and holidays. The bid is due on August 14, 2025, at 2:00 p.m., with a bid opening at 2:30 p.m. and an estimated contract award date of August 21, 2025. The proposed contract term runs from November 1, 2025, through June 30, 2028. Motel providers must meet specific health and safety code criteria, including building maintenance, room cleanliness, amenities, and safety features. Evaluation will focus on the lowest responsible bidder(s) meeting all specifications, with pricing submitted on a per-night basis differentiated by season, day of the week, and holiday status.

The solicitation encourages participation from small businesses (SB), micro businesses (MB), and disabled veteran business enterprises (DVBE), with Caltrans committed to a 25% small business participation goal. While DVBE participation is not mandatory, a 5% incentive applies when 100% DVBE participation is verified. Bidders must comply with various state regulations, including organic waste recycling requirements and provisions related to civil rights, Russia sanctions, and employment practices. The contract does not specify a precise budget range or award value, but pricing will be based on nightly rates that vary by season and day type. Potential providers must demonstrate compliance with comprehensive accommodation standards, including maintaining safe, clean, and well-equipped rooms suitable for temporary housing of government employees during seasonal and emergency work periods. No specific incumbent vendors are mentioned in the solicitation, suggesting this may be a new or restructured procurement approach for Caltrans' temporary housing needs in the Tahoe City area.