Bid # C5612569-D TEMPORARY PORTABLE CHILLER SYSTEMS RENTAL SERVICES

The California Department of Corrections and Rehabilitation (CDCR) has issued an Invitation for Bid (IFB) # C5612569-D for Temporary Portable Chiller Systems Rental Services at Calipatria State Prison in Imperial County. The procurement seeks a contractor to supply, deliver, install, startup, and decommission four Portable 1,000-ton Chiller Systems (PCS), with each system comprising a 1,000-ton chiller, ten-inch flex hoses, electrical cables, a 1,000-ton cooling tower, water pump, and associated chemicals. Mandatory qualifications include a valid C-20 HVAC or B-General Building contractor's license with a C-20 subcontractor. Key performance requirements mandate service response times of arrival within 6 hours, repairs within 16 hours, and equipment replacement within 72 hours if needed. The procurement timeline includes a mandatory walk-through on February 21, 2025, with notification of intent to participate due by February 6, 2025. Bids are due March 7, 2025, by 11:00 AM, with a public bid opening on March 11, 2025. The contract will run from May 16, 2025, to May 15, 2028, with chillers expected to operate seasonally, ranging from 0-4 units depending on the month.

The solicitation includes provisions for small business preference programs and provides Disabled Veteran Business Enterprise (DVBE) incentives, though no minimum DVBE participation is required. The state has estimated the total contract value at $7,000,000, with monthly payments made in arrears based on satisfactory service completion. The rate sheet requires bidders to provide costs for eight specific line items, including 4-week rental rates, installation, safety equipment rental, removal, freight charges, preventive maintenance, and training. An optional payment discount of at least one percent (minimum $50.00) for invoices paid within 30 days may be used as a tiebreaker in bid evaluation. The chiller rental requirements are highly specific, with detailed operational needs outlined for a 39 four-week period cycle, including variations in the number of chillers required each month (zero chillers in January, February, and December; increasing to four chillers during peak summer months from June through September). Bidders must provide dollar amounts for each line item, with $0.00 permitted for non-billable items, and all rates must include applicable fees and taxes.