1-ITB- On-Call Maintenance Services.pdf
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- Attached to
- ITB- On-Call Maintenance Services
- Solicitation number
- ITB # AS 12/10/2025
- Issued by
- Alameda County, California
About this file
This is an Invitation to Bid (ITB) document issued by the Housing Authority of the City of Alameda (AHA) for on-call and as-needed maintenance services across multiple residential and office properties. The AHA seeks qualified contractors to provide comprehensive maintenance support including HVAC, electrical, mechanical, and plumbing services; drywall repair; painting; lock replacement; furniture assembly; fleet maintenance; alarm testing; equipment inspection; and general cleaning and organizational services. Contractor personnel must be appropriately licensed and certified, background checked, and capable of responding to emergency requests within two hours and non-emergency requests within 24 hours. Services will be provided at 15 identified AHA locations throughout Alameda, California, including senior housing, family housing, office buildings, and scattered sites, with the option for AHA to add or delete locations during the contract term. The question submission deadline is 3:00 p.m. on December 16, 2025, and bid submissions are due by 3:00 p.m. on December 23, 2025, via the Bonfire platform. The contract term is five years, covering 2026 through 2030.
Bidders must submit hourly rate proposals for four service categories—on-call Monday through Friday (8:00 a.m. to 5:00 p.m.), after-hours on-call, overtime, and travel fees—with separate rates for each year of the contract period. Contractors must provide their own transportation, conduct area cleanup following job completion, and maintain equipment inventory. All workers are responsible for their own transportation. Submissions must include a cover letter with 24-hour emergency contact information, qualifications and scope of work, completion of the internal Bid Table (BT-78EJ), a conflict of interest form, and confirmation of required insurance and workers' compensation coverage. The AHA standard professional services contract will be used, and bidders may request modifications at the time of bidding. AHA prefers scheduling routine service work one day per week with additional call-outs on other days as needed.
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Other files
| File | Type | Posted |
|---|---|---|
| 2-Cover Letter.docx | DOCX document | |
| 3-AHA Short Form Maintenance and Small Construction Services Agreement Template May 2025.docx | DOCX document |
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Text version
ITB # AS 12/10/2025
1705\01\2353114.2
INVITATION TO BID – ON-CALL MAINTENANCE SERVICES
December 10, 2025
The Housing Authority of the City of Alameda (AHA) is requesting bids from qualified firms to provide on-call and as-needed maintenance services for AHA properties.
SCOPE OF WORK
The Housing Authority of City of Alameda is seeking bids for on-call routine and emergency maintenance and repair work for the AHA properties. The contractor should be able to provide candidates with experience in performing a range of tasks, including HVAC, electrical and mechanical systems, identifying and evaluating construction-related problems, performing installation and repairs on plumbing systems, conducting property inspections, and coordinating with vendors on maintenance replacement and repair projects. The contractor must also be able to move items and furniture up to 25 lbs. Service location will primarily be at the AHA office and maintenance garage.
Locations may be added or deleted during the term of this contract and extensions thereof. AHA is requesting an hourly rate for the coverage, which may be requested from time to time, including holidays and overtime as may be needed.
Services details include but are not limited to:
• Maintain work areas in a clean and orderly condition, including securing equipment and following all applicable safety guidelines.
• Perform maintenance and renovation tasks, such as drywall repair. painting, sanding, caulking, lock replacement and repair, furniture assembly and installation, and pressure washing.
• Perform basic maintenance on electrical systems, including repair and replacement of lighting components.
• Install and repair electrical, gas, and mechanical appliances
• Maintain fleet through regular washing and detailing.
• Conduct alarm testing and inspection services.
• Perform testing and inspection services on AHA owned equipment.
• Conduct and maintain an inventory of agency equipment and tools.
• Relocate equipment and furniture at the direction of the supervisor.
• Provide cleaning and organizational services at AHA sites.
• Dispose of materials as directed in a safe manner following all appropriate guidelines.
• Turn residential units and/or inspect units at owner’s sites.
• Other maintenance related tasks as assigned.
Contractor Personnel Requirements:
• Contractor shall respond to emergency requests within 2 hours.
• Contractor shall respond to non-emergency requests within 24 hours.
• Contractor shall provide appropriately licensed and/or certified personnel and adequate equipment sufficient to perform the Work required at all times.
• All workers shall be background checked and provide their own transportation.
• After work is completed, Contractor shall pickup and clean the area to its original state.
LOCATIONS
Services may be needed at the following AHA locations:
Property Type Address
AHA Main Office Office Building
701 Atlantic Ave Alameda, CA 94501
South Shore Office Office Unit
2217 South Shore Center Suite 250 Alameda CA 94501
Anne B Diament Senior 62+
920 Park St Alameda, CA 94501
Independence Plaza Senior 62+
703 Atlantic Ave Alameda, CA 94501
China Clipper Family
460 Buena Vista Alameda, CA 94501
Esperanza Family
1903 Third St Alameda, CA 94501
Littlejohn Commons Senior 62+ 1301 Buena Vista
Parrot Village Family
St. Charles, Chapin and Wood Streets (1800 blocks) Alameda, CA 94501
Parrot Gardens Family
1845 Bay St Alameda, CA 94501
Eagle Village Family
700 Block of Eagle Avenue (odd numbers) Alameda, CA 94501
Rosefield Village Family
727 Buena Visa Ave Alameda, CA 94501
Everett Commons Family
2437 Eagle Ave Alameda, CA 94501
Scattered Sites I
- Lincoln House
- Sherman
- Detached Homes
- Family Condos
Family
Alameda, CA 94501:
Addresses to be provided to vendor after selection
Scattered Sites II
- Lincoln Willow
- Stanford House
- Pulte Homes
Family
Alameda, CA 94501:
Addresses to be provided to vendor after selection
Bay 37 Condos Family
Alameda, CA 94501:
Addresses to be provided to vendor after selection
Estuary I Family 500 Mosely Avenue
Alameda, CA 94501
Linnet Corner Senior
2000 Lakehurst Circle Alameda, CA 94501
The Poplar
1-2 Person Household
2615 Eagle Avenue Alameda, CA 94501
*Generally, AHA prefers to schedule routine service one day a week for recurring work orders and then do call outs on other days as needed.*
COST OF PROPOSED SERVICES
For the quote submission, please submit the cost via Bonfire Bid Table On-Call Maintenance Services (BT-78EJ). AHA is requesting an hourly rate for the following provisional coverage, which may be requested from time to time, including holidays and overtime as may be needed. Please provide proposed hourly annual cost listed separately (2026- 2030)
Description 2026 Hourly Rate
2027 Hourly Rate
2028 Hourly Rate
2029 Hourly Rate
2030 Hourly Rate
On-Call (Monday
– Friday 8:00 am to 5:00 p.m.)
On-Call (After Hours)
Overtime $_______ $_______ $_______ $_______ $_______
Travel Fee
Other fee/service information e.g.
minimum call out hours, etc.)
CONTRACT
The Housing Authority’s standard professional services contract will be used. Please see
Attachment A for reference. Changes, if needed, must be requested at the time of bidding.
BID DEADLINES
Questions Due: If you have any questions regarding this process or would like additional information, please submit questions in written format, and no later than 3 p.m. on Tuesday, December 16, 2025 via the Bonfire platform. Responses will be posted within 3 business days following the questions deadline.
Bids Due: Bids will be accepted by email until 3:00 p.m., December 23, 2025. Bidders are responsible for ensuring that quotes are received on time. AHA does not afford a bidder an opportunity for re-submission of their bid. Quotes received after the due date and time will be rejected without consideration. Quotes shall be submitted via Bonfire at https://alamedahsg.bonfirehub.com/portal/?tab=openOpportunities.
SUBMISSIONS
Cover Letter: Please complete the cover letter with your contact and company information. Please also provide a 24-hour emergency contact number for your company and/or the manager of the company. The cover letter is available under files.
Proposal: provide qualifications and scope of work related to the project.
Bid Table: Please complete the internal Bid Table- (BT-78EJ)
Conflict of Interest: Please complete the vendor conflict of interest form at https://form.alamedahsg.org/Forms/A4Gpo prior to submitting bid.
Confirmation of Documents: Please confirm you have the insurance and workers compensation coverage required in the contract. This will be collected after an award is made. Please also confirm that you agree to the terms and conditions outlined in the sample agreement.
ATTACHMENTS
• Attachment A: Standard AHA Contract (For Reference Purposes)
• Attachment B: Cover Letter https://alamedahsg.bonfirehub.com/portal/?tab=openOpportunities https://form.alamedahsg.org/Forms/A4Gpo
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