4-ITB-Personal and Home Organzining Services.docx

REFERENCE # 2026-ITB-AS-004

Invitation to Bid:

As-needed Creative Space Organizing, Packing, Inventory and Unit Transition Services

August 10, 2026

The Housing Authority of City of Alameda (AHA) is seeking qualified contractors to provide professional organizing, packing, unpacking, inventory, and cleanout services on an as-needed basis. Services may be required to support resident relocations, reasonable accommodation transfers, emergency unit moves, unit turnover preparation, and/or general organization of resident belongings.

SCOPE OF SERVICES

As-needed creative space organizing, packing, inventory and unit transition services for AHA residential properties if requested by property management.

Resident Packing Services

· Pack household goods and personal belongings for resident transfers.

· Label all boxes by room and contents.

· Wrap and protect fragile items.

· Disassemble and prepare furniture for relocation when requested.

· Provide packing materials including boxes, tape, protective wrapping, labels, and markers.

· Prepare inventory lists of packed items.

· Coordinate work to minimize disruption to residents.

Resident Unpacking and Settling Services

· Unpack boxes at the destination unit.

· Organize belongings according to resident preferences.

· Place household items into cabinets, closets, drawers, and storage areas.

· Reassemble furniture when requested.

· Remove and dispose of packing materials.

· Assist elderly, disabled, or vulnerable residents with establishing functional living spaces.

Organizing and Decluttering Services

· Assess existing storage and organizational needs.

· Sort household belongings into designated categories.

· Create practical and accessible organizational systems.

· Organize closets, kitchens, bedrooms, garages, storage rooms, and common areas.

· Label storage containers and organizational systems.

· Assist residents in identifying items for retention, donation, recycling, or disposal.

· Provide recommendations for improving safety, accessibility, and functionality.

Abandoned Property Documentation and Inventory

· Photograph abandoned personal property located within units, storage areas, garages, patios, or common areas.

· Create a detailed inventory log identifying items and approximate quantities.

· Assign inventory numbers or labels as directed.

· Document item condition through photographs and written descriptions.

· Package and secure abandoned property for storage or disposition.

· Provide electronic inventory reports in PDF and Excel formats.

Unit Cleanout and Sorting Services

· Items to retain

· Items for relocation

· Items for storage

· Donation items

· Recyclable materials

· General refuse

· Hazardous materials requiring specialized handling

· Box and label retained items.

· Separate recyclable materials in accordance with local regulations.

· Identify potentially hazardous materials and notify AHA staff or Property Management.

· Coordinate disposal activities as authorized by the AHA or Property Management.

· Prepare units for turnover or rehabilitation activities.

Recycling and Waste Diversion

· Sorting paper products.

· Sorting cardboard.

· Sorting metals.

· Sorting plastics.

· Sorting electronic waste.

· Separating reusable household goods.

Hazardous Waste Identification Contractor shall identify and segregate potentially hazardous materials including but not limited to:

· Paint products

· Solvents

· Cleaning chemicals

· Aerosol containers

· Batteries

· Fluorescent lamps

· Sharps

· Electronic waste

Reporting Requirements

· Date of service.

· Property address.

· Description of work completed.

· Photographic documentation before and after services.

· Inventory logs, when applicable.

· Number of boxes packed and unpacked.

· Estimated volume of disposed or recycled materials.

· Documentation of hazardous materials identified.

AHA PROPERTIES

Services shall be provided at various residential properties owned by AHA:

Alameda, CA 94501

Alameda, CA 94501

Alameda, CA 94501

Alameda, CA 94501

Alameda, CA 94501

Alameda, CA 94501

Alameda, CA 94501

Alameda, CA 94501

Alameda, CA 94501

Scattered Sites I

- Lincoln House

- Sherman

- Detached Homes

- Family Condos

Scattered Sites II

- Lincoln Willow

- Stanford House

- Pulte Homes

Alameda, CA 94501

FEE SCHEDULE

Organization Services

Closet Organization

Kitchen Organization

Bedroom Organization

Storage Room Organization

Storage Room Organization

Garage Organization

Whole Unit Organization

Inventory & Documentation

Sorting & Disposal

Packing Materials

Optional Services

BID DEADLINES

Questions Due: Questions will be accepted until 3:00 p.m., May 8, 2025. Questions shall be submitted via Bonfire Public Q&A. The responses will be posted within three business days.

Bids Due: Bids will be accepted by email until 3:00 p.m., May 22, 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.

PROPOSAL SUBMISSION

· Please provide your company’s qualifications and experience information.

· Provide three (3) references from similar agencies or property management companies

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, so you are advised to review the contract and insurance attached.

ITB 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 August 17, 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., August 27,2026. 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 Cesar Hidalgo at chidalgo@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 tasks and provide three (3) references.

Fee schedule: Attachment B- Pricing Items – Please complete the excel template as part of the cost proposal.

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 1705\01\2353114.2 1705\01\2353114.2 image1.png