2-ITB- Ergonomic Assessment Services.pdf

ITB # AS 10/29/2025

1705\01\2353114.2

INVITATION TO BID – ON-SITE ERGONOMIC ASSESSMENT

SERVICES ON AN AS-NEEDED BASIS

October 29, 2025

The Housing Authority of the City of Alameda (AHA) is requesting bids from qualified professional(s) to provide on-site ergonomic assessments for staff in Alameda, California.

SCOPE OF WORK

The Housing Authority of City of Alameda is seeking bids from an ergonomic consultant to provide on-site assessment on an as-needed basis. Consultant will provide preventive ergonomic services. The AHA shall have the right to determine whether or not to the use of the evaluator’s preventive ergonomic services is deemed suitable for the specific evaluation request at AHA’s sole discretion.

Consultant shall demonstrate knowledge of ergonomic principles, ergonomic solutions, and risk factors:

• Office workflow and workstation set-up;

• Proper use of desktop, laptop, and handheld computers;

• Safe keyboarding techniques;

• Proper use and limitations of voice-activated software;

• Proper use and limitations of sitting to standing workstations;

• Proper use and limitations of all recommended ergonomic products and equipment; and

• The Division of Occupational Safety and Health (DOSH), better known as Cal/OSHA, ergonomic standards for RSI/RMI.

Office ergonomic evaluations shall consist of an evaluation and equipment training on a case-by-case basis. For each evaluation, the ergonomic evaluator will perform the following tasks:

• Analyze the employee’s job duties and work flow;

• Observe the employee performing various tasks and the employee’s use of ergonomic techniques;

• Include the employee’s supervisor in the ergonomic evaluation or confirm the employee’s job duties with the employee’s supervisor before submitting the written report;

• Train the employee on proper ergonomic techniques to use when performing job duties and how to set-up/adjust their workstation and equipment;

• Train the employee on proper body mechanics, micro breaks and task rotation techniques;

• Upon approval, make necessary arrangements with the employee, ergo lab or vendor showroom to conduct a chair fitting session, as needed;

• Utilize home department ergonomic equipment

• Submit a written report within seven (7) calendar days of the evaluation date

SPECIFIC REQUIREMENTS

• Consultant shall be regularly and continuously engaged in the business of providing ergonomic evaluation and vendor management services for at least five (5) years over the last seven or more consecutive years where the primary job function was to perform ergonomic evaluation and vendor management services.

• Consultant shall have three (3) years of the above verifiable experience

• Consultant shall possess a current State of California license in Physical Therapy or Occupational Therapy. A copy of the license shall be submitted at the time of bid.

• Consultant shall possess a current certification in ergonomics by a nationally recognized organization. A copy of this certification shall be submitted at the time of bid.

• Consultant shall possess all permits, licenses, and professional credentials necessary to supply product and perform services as specified under this RFP.

COST OF PROPOSED SERVICES

For the quote submission, please submit the cost via Bonfire Bid Table Window Tinting (BT-28HS).

Consultant is responsible for providing any necessary equipment and tools to complete the work, with such cost contained within its bid proposal. Below is the sample of the cost proposal

Ergonomic Assessment- BT-28HS

Service Description Rate

Hourly Service Rate $_______

Evaluation Report Rate $_______

CONTRACT

The Housing Authority’s standard professional services contract will be used. Please see

Attachment A for reference.

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 Thursday, November 13th, 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., November 24, 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. The cover letter is available under files.

https://alamedahsg.bonfirehub.com/portal/?tab=openOpportunities

Proposal: provide qualifications and scope of work related to the project.

Bid Table: Please complete the internal Bid Table- (BT-28HS)

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://form.alamedahsg.org/Forms/A4Gpo