25-305722.FMD.AVSystemMaintenance

The contract is for Audio Video (AV) Equipment Maintenance Services at the May Lee Office Complex in Sacramento, California, under solicitation number 25-305722, issued by the California Department of General Services. The term is anticipated to be 36 months, with services including software updates, firmware patches, troubleshooting, repairs, and technical support for AV systems and components from brands such as Atlona, Sennheiser, Crestron, and Shure. Work is performed on-site with no remote network access permitted, and all maintenance must comply with DGS IT Infrastructure Standards. The scope covers the main auditorium and Multi-Purpose Center conference rooms, requiring physical testing of microphones, shades, lights, projection systems, and monitors. All pricing is all-inclusive, with no additional charges allowed for travel, freight, tax, or fuel surcharges, and the Contractor must supply incidental materials like lubricants and gloves at no extra cost. Invoicing is required monthly in arrears via the DGS Invoice Payment Portal or by mail/email, with strict formatting requirements including contract number, service date, location, itemized rates, parts receipts, and DVBE or small business certification numbers. Payment follows Government Code Chapter 4.5, and a $10,000 hold is placed on the final payment until DVBE compliance is verified. The Contractor must be responsive and responsible, with award going to the lowest compliant bidder on an “All or None,” group, or line-item basis. Bids must be submitted by email to Raksha Singh by July 15, 2026, and include mandatory forms such as the Bidder Declaration, Payee Data Record, and California Civil Rights Certification. All bidders must be registered with the Department of Industrial Relations and comply with California DVBE Program rules, including potential subcontracting obligations to certified DVBEs. A 5% preference is offered to certified small businesses or those committing to 25% subcontracting with them. Labor compliance requires certified payroll records for each payment request, and prevailing wage rates must be posted on-site. The Contractor must maintain general, professional ($1M per incident, $2M aggregate), and automobile liability insurance with the State named as an additional insured, all of which must be primary coverage. Personnel must check in, wear uniforms with ID tags, and use temporary passes; no parking is provided, and equipment offloading requires prior approval. The Contractor is liable for any costs from false alarms or property