2-RFP - Multi-Family Laundry Equipment Lease Services.pdf

REFERENCE # 2026-RFP-AHA-PO-002

REQUESTS FOR PROPOSAL: Multi- Family Laundry Equipment Lease & Services

July 13, 2026

The Housing Authority of the City of Alameda (AHA) is seeking proposals from qualified vendors to provide leased, commercial-grade laundry equipment and full-service operations for multi-family residential properties. The selected vendor shall furnish, install, maintain and operate coinless, mobile app-enabled washers and dryers for resident use.

The vendor shall provide all labor, materials, equipment, tools, software, and services necessary to ensure reliable laundry operations

SCOPE OF SERVICES

Vendor shall provide:

• New or like-new commercial-grade washers and dryers

• High-efficiency, energy-efficient equipment (ENERGY STAR preferred)

• ADA- compliant machines where required

• Equipment sized appropriately for multi-family residential use

Smart/ Mobile App Functionality

All machines must support mobile/app-based operation, including:

• Payment via mobile app (credit/debit, Apple Pay, Google Pay)

• Ability to start machines remotely

• Real-time machine availability/status

• Cycle notifications (start/end alerts)

• Digital receipts and transaction history

• Multi-language accessibility (preferred)

• For tenants unable to utilize mobile/app function, a card or kiosk system shall be available if requesting to use coin

Installation & Site Preparation

Vendors shall:

• Conduct site assessments at all six properties

• Coordinate with AHA on utility requirements (water, gas, electric)

• Deliver and install all equipment

• Provide any necessary connections, hoses, vents, and hardware

• Ensure compliance with all local building codes and ADA requirements

• Remove and properly dispose of any existing equipment (if applicable)

Operations & Maintenance

Vendors shall provide full-service maintenance:

• Preventative maintenance on a regular schedule

• On-call repair services

• Replacement of defective equipment at no cost to AHA

Vendor shall provide adequate service response times:

• Emergency repairs within 24 hours

• Non-emergency repairs within 48-72 hours

Payment System & Revenue Structure

Cashless Payment System

• Secure, PCI-compliant mobile payment platform

• Optional on-site kiosk or card system (if proposed for senior residential apartments)

• No cost burden to tenants for app usage

Revenue Model

Vendor shall propose one of the following:

• Revenue-sharing model (% split with AHA)

• Fixed monthly lease payment to AHA

• Hybrid Model

Vendor shall provide:

• Monthly usage and revenue reports by property

• Revenue to be paid via ACH

• Machine uptime/downtown tracking

• Maintenance logs

• Access to an online dashboard for AHA or Property Management staff

Properties Covered

The contract will include laundry services at the below AHA properties:

Property Address

# of Units # of Washers # of Dryers

1416 Sherman St, Alameda, CA 94501

9 1 1

1917 J1 Stanford St, Alameda, CA 94501

4 1 1

460 Buena Vista Ave, Alameda, CA 94501

26 2 3

703 Atlantic Ave, Alameda, CA 94501

187 9 9

745 Lincoln Ave, Alameda, CA 94501

4 1 1

920 Park St, Alameda, CA 94501

65 4 4

500 Mosley Ave., Alameda, CA 94501

45 4 6

2000 Lakehurst Cir, Alameda, CA 94501

62 6 9

AHA Standards and Requirements

• Compliance Requirements: Vendor must comply with all applicable laws, including but not limited to:

o California Labor Code (if installation work triggers prevailing wage) o Davis-Bacon Act (if federally funded properties apply) o OSHA safety standards o ADA accessibility requirements o California Green Building Standards Code (CALGreen) o Data privacy laws (for mobile app/payment systems)

FEE SCHEDULE

Please complete the Bid Table which best matches your payment model via the Multi- Family Laundry Services Pricing Sheet.

Instructions:

• Proposers may submit one or multiple pricing models

• All pricing must remain firm for the contract term

• Please clearly indicate which model(s) are proposed

Table A: Fixed Monthly Lease Payment to AHA

# of Units

# of Washers

# of Dryers

Proposed Monthly Payment to

AHA ($)

Annual Payment

Notes/ Assumptions

Sherman St, Alameda, CA 94501

9 1 1

1917 J1 Stanford St, Alameda, 4 1 1

460 Buena Vista Ave, Alameda, 26 2 3

703 Atlantic Ave, Alameda, 187 9 9

745 Lincoln Ave, Alameda, 4 1 1

920 Park St, Alameda, 65 4 4

Mosley Ave., Alameda, Lakehurst Cir, Table B: Revenue Sharing Model

Proposed Wash Price ($)

Proposed Dry Price

Estimated Monthly Gross Revenue ($)

% to

AHA

% to Vendor

Estimated Monthly Payment to AHA ($)

Notes/ Assumptions

Sherman St, St, Atlantic Ave, Lincoln Ave, Ave., Cir, Table C: Hybrid Model

Minimum Monthly Guarantee to AHA($)

Proposed Wash Price ($)

Proposed Dry Price

Revenue Share to

AHA

Estimated Monthly Gross Revenue

Estimated Monthly Payment to AHA ($)

Notes/ Assumptions

Sherman St, St, Atlantic Ave, Lincoln Ave, Ave., Cir, PROPOSAL SUBMISSION

Please provide your company’s qualifications and experience information. Please also complete the below questions as part of the Proposal Submission:

1. Description of proposed equipment and technology

2. Mobile app details (features screenshots, compatibility) *please do not provide any tenant or PII information*

3. Pricing structure and revenue model

4. Maintenance plan and services levels

5. Three (3) References from similar clients

6. Your proposed approach to servicing emergency requests

7. Your customer service process

CONTRACT

The Housing Authority’s standard professional services contract will be used. Please see Attachment A for reference for the sample agreement. Please review Attachment C for Insurance requirements. Changes must be requested at the time of proposal submission. You are advised to review the contract and insurance attached.

RFP 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 4 p.m. on July 23, 2026, via the Bonfire platform. Responses will be posted within 3 business days following the questions deadline.

Proposal Deadline: Proposals will be accepted by Bonfire until 4:00 p.m., July 31, 2026. Vendors are responsible for ensuring that quotes are received on time. AHA does not afford a vendor an opportunity for re-submission of their proposals after the due date. 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. For any technical difficulties, please contact Radha Mehta at Rmehta@alamedahsg.org.

SUBMISSIONS

Cover Letter & Confirmation of Documents: Please complete the cover letter with your contact and company information. Please also provide a contact number for your company and/or the manager of the company. The cover letter is available under files.

Please also 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.

Proposal Submission: Please provide qualifications and scope of work related to the project and answer the requested questions.

https://alamedahsg.bonfirehub.com/portal/?tab=openOpportunities mailto:Rmehta@alamedahsg.org

Bid Table: Please complete and upload the Multi-Family Laundry Services Pricing Sheet.

Conflict of Interest: Please complete the vendor conflict of interest form at https://form.alamedahsg.org/Forms/A4Gpo prior to submitting bid.

ATTACHMENTS

• Attachment A: Standard AHA Contract (For Reference Purposes)

• Attachment B: Cover Letter & Confirmation of Documents

• Attachment C: Insurance Requirements https://form.alamedahsg.org/Forms/A4Gpo