RFQ # 03-0883. 4 pleasant valley state prison

The State of California Department of Rehabilitation is conducting an informal competitive solicitation (RFQ #03-0883) for the procurement of eight cold soda vending machines at Pleasant Valley State Prison. The solicitation seeks the supply, delivery, installation, and setup of Crane BevMax 5800-4HC Classic units with specific technical requirements including 72" height, 47" width, 33.5" depth, 45 selects, MEI coin mechanisms, MEI bill acceptors, USAT credit card readers, and refrigeration capability maintaining temperatures between 0 and 23 degrees Celsius. All machines must be newly manufactured, ADA compliant, and include a two-year manufacturer warranty with compliance to federal, state, and local regulations including the Americans with Disabilities Act, UL standards, California Appliance Efficiency Regulations, Energy Star Version 3.0 requirements, and ANSI/NSF Standard 25-2012. Eligible bidders must be the manufacturer or a Factory Authorized Supplier, and responses must include freight charges (FOB Destination), setup and programming costs, installation and labor charges, warranty information, and either a trade-in value or removal of eight existing vending machines to an approved recycling facility. The contractor must complete delivery, installation, setup, testing, and staff training within 35 calendar days after receipt of order, with all equipment fully operational by that date, and provide labor and parts free of charge for 90 days following installation. Quotations are due by February 24, 2026, at 2:00 p.m., submitted via email to Jim Abad (Jim.Abad@dor.ca.gov) and Tiffany Baker, with questions due no later than three business days prior to the deadline. Award will be made to the lowest responsive and responsible bidder meeting all administrative and technical requirements.

This procurement includes set-asides for Small Business and Disabled Veteran Business Enterprise (DVBE) designations, though the DVBE Incentive has been waived; bidders must identify current California certifications and declare any use of subcontractors with detailed supporting documentation. All bidders must submit a Payee Data Record (STD Form 204), California seller's permit, Bidder Declaration Form (GSPD-05-105), post-consumer recycled content certification, and Darfur Contracting Act certification, and must certify they are not subject to economic sanctions or federal debarment. Additionally, all contractor personnel must obtain gate clearance a minimum of ten working days before arrival, which requires submission of personal identification information and background clearance through California Law Enforcement Telecommunications System (CLETS) checks; gate clearance may be denied if individuals present security threats or have deliberately falsified identity information. Contractors must comply with specific institutional requirements including clothing restrictions prohibiting blue denim pants and blue chambray shirts, adherence to a tobacco-free environment, and compliance with CDCR's Prison Rape Elimination Policy. No budget range or award value is specified in the solicitation documents, with pricing evaluation based on total cost including all equipment, delivery, installation, labor, and removal or trade-in of existing machines.