P24-0655 Evaporative Coolers

The California Department of Food and Agriculture (CDFA) is conducting an informal Request for Quote (RFQ) for procuring evaporative coolers for heat illness prevention at the Needles Border Station in San Bernardino County. The specific procurement involves three 36" evaporative coolers with variable speed capabilities, two sets of non-absorbent replacement pads, three pumps, and four packs of water treatment tablets. Technical specifications require 115V/110V freestanding units with wheels suitable for outdoor use and horizontal airflow, with units being portable and not requiring installation. Bidders must submit cut sheets for all equipment and ensure delivery capabilities via a truck with a liftgate or forklift, as the station lacks unloading equipment. The procurement is structured as an "all or none" award with FOB Destination terms, and responses are due by January 30, 2025, at 12:00 PM PT, with any questions required to be submitted by January 22, 2025, at 12:00 PM PT. Delivery will be to the CDFA Needles facility located at 142150 Westbound I-40, with accepted delivery hours between 8AM-4PM PT, Monday through Friday.

The solicitation includes several set-aside and preference provisions to support small and disadvantaged businesses. There is a 5% preference for California certified small businesses, and non-small businesses can claim preference by demonstrating at least 25% small business subcontractor participation. Additionally, a Disabled Veteran Business Enterprise (DVBE) incentive scale ranges from 1% to 5% based on participation levels. Required documentation for bidders includes a Bidder Declaration form, Recycling Content Certification, Darfur Contracting Act certification, and Generative AI reporting documentation. The procurement is not federally funded, which may simplify some compliance requirements. While no specific budget range is explicitly stated, the procurement appears focused on a targeted equipment purchase to address workplace heat safety. Bidders must be prepared to provide comprehensive documentation and meet specific technical and administrative requirements to be considered for the contract award.