On-Call_Electrical_Maintenance_Services_at_Authority_Properties.pdf

REQUEST FOR PROPOSAL

2026-RFP-036

ON-CALL ELECTRICAL MAINTENANCE SERVICES AT AUTHORITY

PROPERTIES

City of Palm Desert

73-510 Fred Waring Drive

Palm Desert, CA 92260

RELEASE DATE: June 9, 2026

DEADLINE FOR QUESTIONS: June 15, 2026

RESPONSE DEADLINE: June 19, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/cityofpalmdesert https://procurement.opengov.com/portal/cityofpalmdesert

City of Palm Desert

REQUEST FOR PROPOSAL

On-Call Electrical Maintenance Services at Authority Properties

1. Background and Introduction

2. Notice Inviting Proposals

3. Scope of Services

4. Requests for Clarification

5. Content and Format of Proposal

6. Selection Process

7. Evaluation Criteria

8. Submittal Requirements

9. General Conditions

10. Protests

11. Pricing Proposal

Attachments:

A - Authority Maintenance Services-Sample

B - Authority Payment & Performance Bond

Request For Proposal #2026-RFP-036 Title: On-Call Electrical Maintenance Services at Authority Properties

1. Background and Introduction

1.1. Summary

The Palm Desert Housing Authority ("Authority") is requesting proposals from qualified Contractors

("Contractor" or "Proposers") to establish a Maintenance Services Agreement ("Agreement") for a one

(1)-year term with an option to renew for four (4) 1-year terms with one or more qualified contractors.

Work may include routine, urgent, and emergency electrical service calls, lighting repairs, outlet and switch replacements, breaker and circuit troubleshooting, panel or subpanel troubleshooting, exterior and parking lot lighting repairs, and other related electrical maintenance services ("Project").

To serve and promote the welfare of its residents, the Authority intends to procure the Services, as described in this solicitation.

1.2. Background

The City Council of the City of Palm Desert ("City Council") has determined that there is a need for a housing authority within City limits. Consequently, the Authority was established. The Authority is a public agency functioning as a separate legal entity from the City of Palm Desert ("City") whose objective is to serve and promote the welfare of its residents. The members of the City Council constitutes the governing body of the Authority, which is known as the "Authority Board". The Authority Board meets every second and fourth Thursdays of the month at Palm Desert City Hall, which is located at 73-510

Fred Waring Drive.

The Authority owns 15 affordable housing properties in the City of Palm Desert which amounts to 1,114 units. The properties are managed by a contracted property management group which is responsible for the day-to-day operations of the properties.

The City is a charter city in the State of California and was incorporated in 1973. The City is a thriving community of approximately 50,000 full-time and 32,000 seasonal residents. It is located in the

Coachella Valley in eastern Riverside County, the City is part of the low desert region of Southern

California. The City features big-city resources in a friendly, small-town setting, offering first class educational opportunities, as well as safe and clean streets, in addition to plentiful shopping and community events. Palm Desert is considered the geographical, educational and retail center of the

Coachella Valley.

1.3. Contact Information

Project Contact:

Ivan Tenorio

Homeless and Support Services Manager

Email: itenorio@palmdesert.gov

Phone: (760) 776-6324

Procurement Contact:

Celina Cabrera

Senior Management Analyst

Email: ccabrera@palmdesert.gov

Phone: (760) 776-6449

Department:

Housing

1.4. Timeline

The above scheduled dates are tentative and Authority retains the sole discretion to adjust the above schedule. Nothing set forth herein shall be deemed to bind Authority to award a contract for the Services and Authority retains the sole discretion to cancel or modify any part of or all of this RFP at any time.

Release of Request for Proposal June 9, 2026

Last Day to Submit Questions for

Clarification

June 15, 2026, 2:00pm

Clarifications Issued by City on or before June 16, 2026, 5:00pm

Deadline for Receipt of Proposals submitted on or before

June 19, 2026, 5:00pm

2. Notice Inviting Proposals

2.1. NOTICE

RFP No.: 2026-RFP-036

Project Title: On-Call Electrical Maintenance Services at Authority Properties

PUBLIC NOTICE IS HEREBY GIVEN that proposals will be received by the Palm Desert Housing Authority

(“Authority”) electronically through the City of Palm Desert’s ("City") online bid management provider

(“OpenGov Procurement”), until 5:00 pm, Friday, June 19, 2026. Proposals may not be submitted by fax, email, telephone, mail, hand delivery, or other means; any proposals received through any means other than OpenGov Procurement will be returned to the proposer unopened.

The Authority is requesting proposals to provide: The Palm Desert Housing Authority is seeking informal bids from qualified electrical contractors to provide on-call electrical maintenance, repair, mailto:itenorio@palmdesert.gov tel:(760)776-6324 mailto:ccabrera@palmdesert.gov tel:(760)776-6449 troubleshooting, replacement, and emergency response services at Housing Authority residential properties on an as-needed basis. Services may include routine and urgent electrical repairs, emergency response, lighting repairs, outlets, switches, breakers, panels, circuits, and related electrical work.

Multiple vendors may be selected for the on-call vendor pool, and work will be assigned based on availability, response time, pricing, qualifications, and the needs of the Housing Authority.

The award of this contract is subject to available budget adequate to carry out the provisions of the proposed Agreement including the identified scope of work. The Authority reserves the right to reject any or all proposals determined not to be in the best interest of the Authority.

The Palm Desert Housing Authority is committed to inclusion and diversity and welcomes proposals and bids from contractors, consultants, and vendors of all faiths, creeds, ancestries, and ethnicities without regard to disability, gender identity, sexual orientation, or immigration status. The Authority condemns and will not tolerate prejudice, racism, bigotry, hatred, bullying, or violence towards any group within or outside of our community.

2.2. SCOPE OF SERVICES

The Services sought under this Request for Proposals (“RFP”) are set forth in more detail in the Scope of

Services Section, incorporated herein by this reference. Notwithstanding the inclusion of such Services in the Scope of Services Section, the final Scope of Services negotiated between Authority and the successful

Proposer shall be set forth in the Maintenance Services Agreement (“Agreement”) executed by and between Authority and the successful Proposer. A copy of the Agreement is attached and incorporated herein by this reference.

2.3. PREVAILING WAGE

1. Certain labor categories under this project may be subject to prevailing wages as identified in the State of California Labor Code commencing at sections 1720 et seq. and 1770 et seq. If applicable, employees working in these categories at the site must be paid not less than the basic hourly rates of pay and fringe benefits established by the California Department of

Industrial Relations. Copies of the State of California wage schedules are available for review at www.dir.ca.gov/dlsr/ . In addition, a copy of the prevailing rate of per diem wages will be made available at the Housing Department upon request. The successful proposer shall post a copy of the prevailing wage rates at each job site. It shall be mandatory upon the proposer to whom the contract is awarded, and upon any subcontractors, to comply with all Labor Code provisions, which include but are not limited to the payment of not less than the said specified prevailing wage rates to all workers employed by them in the execution of the contract, employment of apprentices, hours of labor and debarment of contractors and subcontractors.

2. Pursuant to Labor Code sections 1725.5 and 1771.1, all contractors and subcontractors that wish to bid on, be listed in a bid proposal, or enter into a contract to perform public work must be registered with the Department of Industrial Relations (“DIR”). No proposal will be accepted, nor any contract entered into without proof of the proposer’s and subcontractors’ current registration with the DIR to perform public work. If awarded a contract, the proposer and its https://www.dir.ca.gov/dlsr/ subcontractors, of any tier, shall maintain active registration with the DIR for the duration of the project. Notwithstanding the foregoing, the contractor registration requirements mandated by

Labor Code Sections 1725.5 and 1771.1 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Sections

1725.5 and 1771.1. The contract awarded pursuant to this proposal may also be subject to compliance monitoring and enforcement by the DIR.

2.4. LICENSE REQUIREMENTS

Unless otherwise provided in the Instructions for Bidders, each Bidder shall be a licensed contractor pursuant to sections 7000 et seq. of the Business and Professions Code in the following classification(s) throughout the time it submits its Bid and for the duration of the Contract: C-10, Electrical

2.5. REGISTRATION

Interested proposers may register as vendors and download the Request for Proposals (“RFP”). To register, visit the City's electronic bidding website, OpenGov Procurement, and proceed to "Subscribe" as a vendor with the Authority to receive new project notifications. Interested proposers may "Follow" the

RFP to view and/or download the RFP details, receive addenda alerts and notices, and draft and submit a response.

2.6. PRE-PROPOSAL MEETING

For this RFP, there is no pre-proposal meeting.

3. Scope of Services

3.1. General

On-Call electrical services are required at the fifteen (15) Housing Authority-owned affordable apartment complexes in the City of Palm Desert. Work locations may include, but are not limited to, the properties identified in this solicitation, including occupied units, common areas, laundry rooms, utility rooms, mechanical rooms, exterior plumbing areas, and other Authority-managed locations. Contractors shall coordinate access with the property management company, Housing Authority, or other designated representatives before entering occupied units. For resident-occupied units, the property manager shall be responsible for notifying residents and coordinating unit access.

The Contractor shall furnish all labor, supervision, materials, tools, equipment, transportation, disposal, coordination, permits when required, and incidentals necessary to complete the assigned work.

This is an on-call and as-needed project. The specific location will be inclusive of the fifteen (15)

Authority owned properties. List of properties are incorporated in this Section of the solicitation. The scope, timing, and authorization for each assignment will be identified in a written work order, task order, purchase order, notice to proceed, or other written authorization issued by the Housing

Authority. Selected contractors will work with Authority property management team during the course of the work.

https://secure.procurenow.com/portal/cityofpalmdesert

3.2. Locations

Name of Property Address Number of Units

California Villas 77-107 California Drive 141

Candlewood 74-000 Shadow Mountain 30

Carlos Ortega Villas 77-915 Avenue of the States 73

Catalina Gardens 73-600A Catalina Way 72

Desert Pointe 43-805 Monterey Avenue 64

La Rocca Villas 42-135 Golden Eagle Lane 27

Las Serenas 73-315 Country Club Drive 150

Laguna Palms 73-875 Santa Rosa Way 48

Neighbors 73-535 Santa Rosa Way 24

One Quail Place 72-600 Fred Waring Drive 384

Palm Village 73-650 Santa Rosa Way 36

Pueblos 73-695 Santa Rosa Way 15

Sage Crest Senior 73-811 Santa Rosa Way 14

Santa Rosa 73-625 Santa Rosa Way 20

Taos Palms 44-830 Las Palmas Avenue 16

3.3. Description of Services

Services may include, but are not limited to:

• Routine electrical service calls during normal business hours

• Emergency, after-hours, weekend, and holiday electrical service calls

• Troubleshooting electrical outages, shorts, flickering lights, tripped breakers, overloaded circuits, and power interruptions

• Repairing or replacing switches, outlets, GFCI outlets, covers, plates, dimmers, timers, sensors, and related devices

• Repairing or replacing light fixtures, lamps, ballasts, LED drivers, photocells, motion sensors, and exterior lighting components

• Repairing or replacing breakers, fuses, disconnects, junction boxes, pull boxes, and related electrical components

• Troubleshooting and repairing electrical panels, subpanels, circuits, and wiring

• Electrical repairs in laundry rooms, community rooms, offices, mechanical rooms, and common areas

• Exterior and parking lot lighting repairs

• Electrical work associated with water heaters, HVAC equipment, pumps, boilers, appliances, and other building systems when requested

• Electrical safety inspections and written recommendations when requested

• Identification of unsafe, obsolete, overloaded, damaged, or non-code-compliant electrical conditions

• Recommendations for larger repairs, replacements, upgrades, or capital work when needed

Certain services, including exterior lighting, parking lot lighting, panel or subpanel troubleshooting, smoke detector/CO detector troubleshooting or replacement, and low-voltage troubleshooting, may be requested on an optional or as-needed basis depending on vendor qualifications, licensing, and availability.

3.4. Response Expectations

Contractors should make reasonable efforts to meet the following response times:

Service Type Expected Response

Emergency* Within 2-4 hours

Urgent** Within 24 hours

Routine Within 2-4 business days

Scheduled Work As coordinated with property management

* Emergency situations may include electrical hazards, power loss affecting habitability or safety, sparking, burning smell, exposed live wiring, failed exterior or security lighting, electrical issues affecting essential building systems, or any condition affecting health, safety, habitability, or property protection.

** Urgent is a situation that requires prompt attention to prevent disruption to operations, tenant inconvenience, property damage, or escalation into an emergency condition.

3.5. Work Authorization

No work shall begin without authorization from the property management company, Housing Authority, or designated representative. Authorization may be provided by work order, email, written approval, or verbal approval in an emergency.

Before any work is authorized, the vendor must provide proof that it is an approved vendor with the City of Palm Desert.

If the vendor determines that work will exceed the authorized amount, the vendor shall stop work and obtain additional approval before proceeding, unless immediate action is necessary to prevent injury, fire risk, property damage, loss of essential services, or another urgent safety concern.

3.6. Permits and Inspections

Some electrical services may require building permits, inspections, utility coordination, or other approvals depending on the nature and extent of the work.

The Contractor shall identify when a permit may be required before proceeding. Permit-related work shall not proceed without prior authorization from the Palm Desert Housing Authority or property management company.

The contractor shall obtain required permits and coordinate inspections when required and authorized.

Any permit-related work, fees, inspections, or code-required corrections must be authorized in advance unless immediate action is necessary to address an emergency condition.

3.7. Contractor Requirements

The Contractor shall:

• Possess and maintain an active California C-10 Electrical Contractor license

• Perform all work in a professional, safe, and workmanlike manner

• Provide qualified personnel with appropriate electrical experience and licensing

• Maintain approved vendor status with the City of Palm Desert

• Maintain all required insurance and applicable licenses

• Comply with applicable federal, state, and local codes and regulations

• Protect residents, staff, property, and surrounding work areas

• Keep work areas clean and remove debris created by the work

• Notify the property management company or Housing Authority of unsafe conditions, recurring problems, overloaded circuits, code concerns, or work requiring larger repair or upgrade

• Obtain approval before using subcontractors

• Obtain permits and coordinate inspections when required and authorized by the property management company or Housing Authority

• Comply with applicable prevailing wage, certified payroll, contractor registration, apprenticeship, and labor compliance requirements when required by law or by the Housing

Authority

3.8. Separately Authorized Work

The following work shall require separate written authorization:

• Major electrical upgrades

• Panel or subpanel replacement

• Service upgrades

• Main electrical service repairs

• Full or partial rewiring

• Trenching, underground electrical work, asphalt, concrete, or landscape restoration

• Generator, solar, battery, or EV charging work

• Fire alarm system work, unless specifically authorized and properly licensed

• Security system, access control, or data/communications work, unless specifically authorized and properly licensed

• Work requiring engineering, design, utility coordination, or major permits

• Restoration of walls, ceilings, flooring, cabinets, tile, or finishes beyond minor access-related work

• Any work exceeding the authorized amount

3.9. Documentation

For each service call or work order, the Contractor shall provide:

• Property name and unit or work location

• Date of service

• Description of issue

• Work performed

• Materials used

• Labor hours

• Photos, when requested or when documenting significant damage, unsafe conditions, or completed repairs

• Recommendations for follow-up work, if any

• Identification of any temporary repairs or unresolved issues

• Invoice referencing the approved work order or authorization

4. Requests for Clarification

All questions, requests for interpretations or clarifications, either administrative or technical must be requested in writing VIA THE "Q&A" tab through the Authority’s online bid management provider

(“OpenGov-Procurement”).

All written questions, if answered, will be answered in writing, conveyed to all interested firms, and posted through OpenGov-Procurement. Oral statements regarding this RFP by any persons should be considered unverified information unless confirmed in writing. To ensure a response, questions must be received in writing by 2:00 pm (local time) on Monday, June 15, 2026.

5. Content and Format of Proposal

5.1. Content and Format of Proposal*

Proposals shall be clear, concise, complete, and submitted in the format requested below. Proposals should provide sufficient information for the City of Palm Desert and Palm Desert Housing Authority to evaluate the Proposer’s qualifications, experience, availability, approach, pricing, and ability to provide reliable on-call electrical maintenance services at Authority-owned residential properties.

Proposals shall be submitted electronically through the City’s online procurement portal. Proposers are responsible for ensuring that all required information is included with the proposal at the time of submission.

1. Cover Letter

The proposal shall include a cover letter signed by an individual authorized to bind the Proposer. The cover letter shall include:

• Legal name of the firm;

• Business address;

• Primary contact person, title, phone number, and email address;

• Statement confirming the Proposer’s interest in providing on-call electrical maintenance services;

• Statement confirming that the Proposer has reviewed the Scope of Services and can provide the requested services;

• Acknowledgement of any addenda issued for this RFP;

• Statement confirming that the proposal shall remain valid for the period required by the RFP;

and

• Signature of an authorized representative.

2. Firm Qualifications and Experience

Proposers shall describe the firm’s qualifications and experience providing electrical maintenance, repair, troubleshooting, and on-call services. This section should include:

• Overview of the firm, including years in business;

• Experience providing electrical services for residential, multifamily, affordable housing, municipal, public agency, or similar properties;

• Experience working in occupied residential units, common areas, laundry rooms, mechanical rooms, utility rooms, exterior areas, and other property management environments;

• Experience responding to routine, urgent, emergency, after-hours, weekend, and holiday service calls;

• Experience identifying unsafe, obsolete, overloaded, damaged, or non-code-compliant electrical conditions;

• Experience coordinating with property management companies, public agencies, residents, inspectors, and utility providers, when applicable; and

• Any specialized experience related to exterior lighting, parking lot lighting, panels and subpanels, smoke detector/CO detector troubleshooting, low-voltage troubleshooting, or other optional services identified in the Scope of Services.

3. Licensing, Certifications, and Regulatory Compliance

Proposers shall provide documentation demonstrating that the firm and assigned personnel are properly licensed and qualified to perform the work. This section shall include:

• Current California C-10 Electrical Contractor license;

• DIR registration, if applicable;

• Any additional licenses, certifications, or credentials relevant to the services;

• Confirmation that the Proposer can comply with applicable federal, state, and local codes and regulations;

• Confirmation that the Proposer can comply with applicable prevailing wage, certified payroll, apprenticeship, contractor registration, and labor compliance requirements when required by law or by the Authority;

• Confirmation that required permits and inspections will be identified, obtained, and coordinated when required and authorized; and

• Confirmation that subcontractors will not be used without prior written approval.

4. Staffing and Key Personnel

Proposers shall identify the personnel who will be assigned to perform or supervise the work. This section shall include:

• Names, titles, roles, and qualifications of key personnel;

• Licenses, certifications, and years of experience for assigned electricians and supervisors;

• Description of the firm’s staffing capacity to respond to multiple properties and service calls;

• Identification of who will receive work orders, coordinate scheduling, and communicate with property management or Authority staff;

• Description of after-hours, weekend, holiday, and emergency response staffing; and

• Explanation of how the Proposer ensures that personnel assigned to occupied residential properties are professional, qualified, and respectful of residents and property.

5. Approach to Services

Proposers shall describe their approach to providing on-call electrical maintenance services. This section should address:

• How service requests will be received, reviewed, scheduled, and completed;

• How the Proposer will coordinate access with property management, Authority staff, or other designated representatives;

• How the Proposer will address work in occupied units, common areas, exterior areas, utility rooms, mechanical rooms, laundry rooms, and other Authority-managed locations;

• How the Proposer will troubleshoot and resolve electrical outages, shorts, flickering lights, tripped breakers, overloaded circuits, and power interruptions;

• How the Proposer will repair or replace electrical devices, fixtures, panels, breakers, wiring, exterior lighting, and related components;

• How the Proposer will identify and report unsafe, recurring, obsolete, overloaded, damaged, or non-code-compliant electrical conditions;

• How the Proposer will distinguish between routine service work and separately authorized work requiring additional approval;

• How the Proposer will obtain approval before exceeding an authorized amount;

• How the Proposer will handle temporary repairs, unresolved issues, and recommendations for follow-up work; and

• How the Proposer will maintain safe, clean, and orderly work areas.

6. Availability and Response Times

Proposers shall describe their availability and ability to meet the response expectations identified in the

Scope of Services. This section shall include:

• Availability during normal business hours;

• Availability for emergency, after-hours, weekend, and holiday service calls;

• Ability to respond to emergency calls within the expected 2–4 hour timeframe;

• Ability to respond to urgent calls within the expected 24-hour timeframe;

• Ability to respond to routine service calls within the expected 2–4 business day timeframe;

• Process for scheduling non-emergency or planned work with property management;

• Dispatch procedures and communication process for confirming arrival times, delays, and completion status; and

• Any limitations on availability, service area, staffing, or response time.

7. Work Authorization, Communication, and Coordination

Proposers shall describe how they will coordinate work authorization and communication with property management, Authority staff, and other designated representatives. This section should include:

• Process for receiving and confirming written work orders, task orders, purchase orders, notices to proceed, emails, or other authorizations;

• Process for handling verbal authorization in emergency situations;

• Process for obtaining additional approval if work exceeds the authorized amount;

• Communication procedures before, during, and after service calls;

• Method for notifying the Authority or property management of unsafe conditions, recurring problems, code concerns, or work requiring larger repair or upgrade;

• Process for coordinating resident-occupied unit access through property management; and

• Identification of the Proposer’s primary point of contact for account management and service coordination.

8. Documentation and Reporting

Proposers shall describe the documentation that will be provided for each service call or work order. At a minimum, documentation shall include:

• Property name and unit or work location;

• Date of service;

• Description of the reported issue;

• Work performed;

• Materials used;

• Labor hours;

• Photos, when requested or when documenting significant damage, unsafe conditions, or completed repairs;

• Recommendations for follow-up work, if any;

• Identification of temporary repairs or unresolved issues; and

• Invoice referencing the approved work order or authorization.

Proposers should also describe whether they use a work order system, service portal, email reporting, mobile documentation, or other tracking method.

9. References

Proposers shall provide at least three references for similar electrical maintenance, on-call, multifamily housing, public agency, or property management work performed within the last five years.

For each reference, provide:

• Client or agency name;

• Contact person;

• Title;

• Phone number;

• Email address;

• Description of services provided;

• Dates services were provided; and

• Approximate contract value, if applicable.

The City may contact references to verify performance, responsiveness, quality of work, communication, and ability to provide reliable on-call services.

*Response required

5.2. Non-Collusion Declaration*

The undersigned declares:

I am an authorized representative of my company, the party making the foregoing Bid, to certify the following.

The Bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The Bid is genuine and not collusive or sham. The Bidder has not directly or indirectly induced or solicited any other Bidder to put in a false or sham bid. The Bidder has not directly or indirectly colluded, conspired, connived, or agreed with any Bidder or anyone else to put in a sham bid, or to refrain from bidding. The Bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Bid Price of the Bidder or any other

Bidder, or to fix any overhead, profit, or cost element of the Bid Price, or of that of any other Bidder. All statements contained in the Bid are true. The Bidder has not, directly or indirectly, submitted his or her

Bid Price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.

Any person executing this declaration on behalf of a Bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the Bidder.

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

☐ Please confirm

*Response required

5.3. Enter your valid CA Contractors State License Board (CSLB) number* Please enter your License Number here. This will be verified against the state database.

*Response required

5.4. Enter your California Department of Industrial Relations (DIR) Registration number*

Please enter your Public Works Contractor DIR Number. This will be verified against the state database.

*Response required

5.5. Type of Business*

☐ C Corporation (if corporation, two signatures are required)

☐ S Corporation (if corporation, two signatures are required)

☐ Limited Liability C Corporation (if corporation, two signatures are required)

☐ Partnership

☐ Limited Liability Partnership

☐ Sole Proprietor/Individual

☐ Other

*Response required

5.6. Litigation*

Provide litigation history for any claims filed by your firm or against your firm related to the provision of

Services in the last five (5) years (or type "N/A").

*Response required

5.7. Changes to Agreement*

The Authority standard Maintenance Services Agreement contract is included as an attachment herein.

The Proposer shall identify any objections to and/or request changes to the standard contract language in this section of the proposal (or type "N/A"). If you are identifying changes here ALSO upload a copy of the redlined Language/Agreement with your Proposal. Changes requested may effect theAuthority's decision to enter into an Agreement.

*Response required

5.8. No Deviations from the RFP*

In submitting a proposal in response to this RFP, Proposer is certifying that it takes no exceptions to this

RFP including, but not limited to, the Agreement. If any exceptions are taken, such exceptions must be clearly noted here, and may be reason for rejection of the proposal. As such, Proposer is directed to carefully review the proposed Agreement and, in particular, the insurance and indemnification provisions therein (or type "N/A").

Maximum response length: 5000 characters

*Response required

5.9. List the Signatory(s) Authorized to Sign and Bind an Agreement.* (If two (2) signatures are required, include the following information for both signatories)

1. Full Name

2. Title

3. Physical Business Address

4. Email Address

5. Phone Number

Corporation (C-Corp): Requires two signatures from authorized officers— one from President or Vice

President, and the other from the Secretary or Treasurer.

An alternate signatory may be used if authorized by a Notarized Corporate Resolution or Article of

Authority.

LLC: Usually requires one signature from an authorized member or manager. For significant contracts

(e.g., over $50,000 for construction or over $25,000 for service agreements), additional approvals or signatures may be required.

Sole Proprietorship, Non-Profit, Single LLC: Only the one signature is necessary.

*Response required

5.10. Certification of Proposal: The undersigned hereby submits its proposal and, by doing so, agrees to furnish services in accordance with the Request for Proposal (RFP), and to be bound by the terms and conditions of the RFP.*

☐ Please confirm

*Response required

6. Selection Process

1. During the evaluation process, the Authority reserves the right, where it may serve the

Authority's best interest, to request additional information or clarifications from Proposers, or to allow corrections of errors or omissions.

2. It is the Authority’s intent to select a Proposer best evidencing demonstrated competence and professional qualification to perform the Services. The Authority reserves the right to reject all proposals, select by proposal review only or interview as needed. Certain Proposers may be selected to make a brief presentation and oral interview after which a final selection will be made.

The successful Proposer will be selected on the basis of information provided in the RFP, in-person presentations, and the results of the Authority’s research and investigation. Upon selection of a

Proposer, the Authority will endeavor to negotiate a mutually agreeable Maintenance Services

Agreement with the selected Proposer. In the event that the Authority is unable to reach

Agreement, the Authority will proceed, at its sole discretion, to negotiate with the next Proposer selected by the Authority. The Authority reserves the right to contract for services in the manner that most benefits the Authority including awarding more than one contract if desired.

3. After negotiating a proposed Agreement that is fair and reasonable, Authority staff will make the final recommendation to the Authority Board concerning the proposed Agreement. The

Authority Board has the final authority to approve or reject the Agreement.

7. Evaluation Criteria

The Authority will evaluate proposals based on the following criteria:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Clarity, Completeness, and Conformance to

RFP Requirements

Evaluation will consider the quality, organization, and responsiveness of the proposal.

Consideration may be given to:

• Whether the proposal follows the requested content and format;

• Whether all required information is included;

• Whether the proposal is clear, organized, and easy to evaluate;

• Whether the Proposer clearly addresses the Scope of Services;

• Whether exceptions, limitations, or assumptions are clearly identified;

and

• Whether the proposal demonstrates an understanding of the Authority’s residential property environment and on-call service needs.

0-5 Points 5 (5% of Total)

2. Firm Qualifications and Relevant Experience

Evaluation will consider the Proposer’s demonstrated experience providing electrical maintenance, repair, troubleshooting, and on-call services.

Consideration may be given to:

• Experience providing electrical services for multifamily residential properties, affordable housing communities, public agencies, municipalities, or similar property management environments;

• Experience working in occupied residential units, common areas, laundry rooms, utility rooms, mechanical rooms, exterior areas, and similar locations;

• Experience responding to routine, urgent, emergency, after-hours, weekend, and holiday service calls;

• Experience identifying unsafe, overloaded, obsolete, damaged, or non-code-compliant electrical conditions;

• Experience coordinating with property management companies, public agencies, residents, inspectors, and utility providers; and

• Experience with exterior lighting, parking lot lighting, panels, subpanels, smoke detector/CO detector troubleshooting, low-voltage troubleshooting, or other optional services identified in the

Scope of Services.

0-5 Points 25 (25% of Total)

3. Staffing, Licensing, and Technical

Qualifications

Evaluation will consider whether the Proposer has properly qualified, licensed, and experienced personnel available to perform the required services.

Consideration may be given to:

• Possession of an active California C-

10 Electrical Contractor license;

• Qualifications, certifications, and experience of assigned electricians, supervisors, and key personnel;

• Staffing capacity to respond to service calls across all Authority-owned properties;

• Availability of qualified personnel for emergency, after-hours, weekend, and holiday work;

• Ability to perform work safely, professionally, and in compliance with applicable codes and regulations;

• Understanding of permitting, inspection, prevailing wage, certified payroll, DIR registration, apprenticeship, and labor compliance requirements when applicable; and

• Ability to manage subcontractors only when properly authorized.

0-5 Points 20 (20% of Total)

4. Approach to Services, Work Authorization, and Documentation

Evaluation will consider the Proposer’s proposed approach to receiving, scheduling, performing, documenting, and completing on-call electrical service requests.

Consideration may be given to:

• Clear process for receiving work orders, task orders, purchase orders, written approvals, or emergency verbal authorizations;

• Process for coordinating access with property management, Authority staff, or designated representatives;

• Approach to work in occupied units, common areas, utility rooms, exterior areas, laundry rooms, and other Authority-managed locations;

• Method for troubleshooting, repairing, and replacing electrical devices, fixtures, panels, breakers, wiring, lighting, and related components;

• Understanding of when work requires separate written authorization, additional approval, permits, inspections, or utility coordination;

• Process for stopping work and obtaining additional approval before exceeding authorized amounts;

• Method for reporting unsafe conditions, recurring issues, temporary repairs, unresolved items, or recommended follow-up work;

• Ability to keep work areas clean, safe, and orderly; and

• Quality and completeness of proposed service documentation, including property name, location, date of service, issue, work

0-5 Points 20 (20% of Total) performed, materials, labor hours, photos when needed, recommendations, and invoice references.

5. Availability, Emergency Response, and

Capacity

Evaluation will consider the Proposer’s ability to meet the Authority’s on-call and as-needed service requirements.

Consideration may be given to:

• Ability to respond to emergency service calls within the expected 2–4 hour timeframe;

• Ability to respond to urgent service calls within the expected 24-hour timeframe;

• Ability to respond to routine service calls within the expected 2–4 business day timeframe;

• Availability for after-hours, weekend, and holiday calls;

• Dispatch procedures and communication practices;

• Ability to serve all fifteen Authority-owned properties;

• Capacity to handle multiple service calls or urgent needs at the same time; and

• Reliability of communication before, during, and after service calls.

0-5 Points 20 (20% of Total)

6. Pricing Proposal 0-5 Points 10 (10% of Total)

8. Submittal Requirements

8.1. General

It is strongly recommended that the Proposer submit proposals in the format identified in this RFP to allow the Authority to fully evaluate and compare the proposal. All requirements and questions in the RFP should be addressed and all requested data shall be supplied. The Authority reserves the right to request additional information which, in the Authority’s opinion, is necessary to assure that the Proposer’s competence, number of qualified employees, business organization, and financial resources are adequate to perform according to the Agreement.

8.2. Preparation

Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Responses should emphasize the Proposer’s demonstrated capability to perform the Services. Expensive bindings and promotional materials, etc., are not necessary or desired. However, technical literature that supports the approach to providing the

Services and work plan should be forwarded as part of the proposal. Emphasis should be concentrated on completeness, approach to the work and clarity of proposal.

8.3. Site Examination

Proposers may visit the Authority and its physical facilities to determine the local conditions which may in any way affect the performance of the work; familiarize themselves with all federal, state and local laws, ordinances, rules, regulations, and codes affecting the performance of the work; make such investigations, as it may deem necessary for performance of the Services at its proposal price within the terms of the

Agreement; and correlate its observations, investigations, and determinations with the requirements of the Agreement.

8.4. Authorization

The proposal shall be signed by an individual, partner, officer or officers authorized to execute legal documents on behalf of the Proposer.

8.5. Confidentiality of Proposal

Proposals submitted in response to this RFP shall be held confidential by Authority and shall not be subject to disclosure under the California Public Records Act (Cal. Government Code section 6250 et seq.) until after either Authority and the successful Proposer have completed negotiations and entered into an

Agreement or Authority has rejected all proposals. All correspondence with the Authority including responses to this RFP will become the exclusive property of the Authority and will become public records under the California Public Records Act. The Authority will have no liability to the Proposer or other party as a result of any public disclosure of any proposal or the Agreement.

If a Proposer desires to exclude a portion of its proposal from disclosure under the California Public

Records Act, the Proposer must mark it as such and state the specific provision in the California Public

Records Act which provides the exemption as well as the factual basis for claiming the exemption. For example, if a Proposer submits trade secret information, the Proposer must plainly mark the information as “Trade Secret” and refer to the appropriate section of the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. If a request is made for information marked “Confidential”, “Trade Secret” or “Proprietary” (“Proprietary Information”), the Authority will provide Proposers who submitted the information with reasonable notice to seek protection from disclosure by a court of competent jurisdiction. Proposer shall have five (5) working days after receipt of such notice to give Authority written notice of Proposer's objection to the Authority's release of

Proprietary Information. Proposer shall indemnify, defend and hold harmless the Authority, and its officers, directors, employees, and agents from and against all liability, loss, cost or expense (including attorney's fees) arising out of a legal action brought to compel the release of Proprietary Information.

Proposals which indiscriminately identify all or most of the proposal as exempt from disclosure without justification may be deemed unresponsive and disqualified from further participation in this RFP.

8.6. Submittal Instructions

The proposal must be received no later than 5:00 pm, on or before Friday, June 19, 2026 through the

City’s electronic bidding system, OpenGov Procurement. It is solely the responsibility of Proposer to see that its proposal is properly submitted in #Content and Format of Proposal in proper form and prior to the stated closing time. The City’s electronic bidding system will not accept late proposals. The Authority will only consider proposals that have transmitted successfully and have been sent an email with a time stamp from the City’s electronic bidding system indicating that the proposal was submitted successfully.

Proposers shall be solely responsible for informing themselves with respect to the proper utilization of the City’s electronic bidding system, ensuring the capability of their computer system to upload the required documents, and the stability of their internet service. Failure of the Proposer to successfully submit an electronic proposal shall be at the Proposer’s sole risk, and no relief will be given for late and/or improperly submitted proposals.

Proposers experiencing any technical difficulties with the proposal submission process may contact

OpenGov Procurement Support using the instant help chat function (located at the bottom right of the screen while on the website) during business hours, or by emailing support@procurenow.com. Neither the Authority nor OpenGov Procurement make any guarantee as to the timely availability of assistance or assurance that any given problem will be resolved by the proposal submission date and/or time.

9. General Conditions

9.1. Amendments to RFP

The Authority reserves the right to amend the RFP or issue to all Proposers addenda to answer questions for clarification.

9.2. Amendments to Proposals

Unless specifically requested by the Authority, no amendment, addendum or modification will be accepted after a proposal has been submitted to Authority. If a change to a proposal that has been submitted is desired, the submitted proposal must be withdrawn and the replacement proposal submitted prior to the deadline stated herein for receiving proposals.

9.3. Non-Responsive Proposals

A proposal may be considered non-responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the proposal.

https://secure.procurenow.com/portal/cityofpalmdesert/projects/272976/document?section=2632524 mailto:support@procurenow.com

9.4. Costs for Preparing

The Authority will not compensate any Proposer for the cost of preparing any proposal, and all materials submitted with a proposal shall become the property of the Authority. The Authority will retain all proposals submitted and may use any idea in a proposal regardless of whether that proposal is selected.

9.5. Cancellation of RFP

Authority reserves the right to cancel this RFP at any time prior to contract award without obligation in any manner for proposal preparation, interview, fee negotiation or other marketing costs associated with this RFP.

9.6. Price Validity

Prices provided by Proposers in response to this RFP are valid for 90 days from the proposal due date. The

Authority intends to award the contract within this time but may request an extension from the Proposers to hold pricing, until negotiations are complete, and the contract is awarded.

9.7. No Commitment to Award

Issuance of this RFP and receipt of proposals does not commit the Authority to award a contract. Authority expressly reserves the right to postpone the proposal for its own convenience, to accept or reject any or all proposals received in response to this RFP, to negotiate with more than one Proposer concurrently, or to cancel all or part of this RFP.

9.8. Right to Negotiate and/or Reject Proposals

Authority reserves the right to negotiate any price or provision, task order or service, accept any part or all of any proposals, waive any irregularities, and to reject any and all, or parts of any and all proposals, whenever, in the sole opinion of Authority, such action shall serve its best interests and those of the tax-paying public. The Agreement, if any is awarded, will go to the Proposer whose proposal best meets

Authority’s requirements.

9.9. Non-Discrimination

The Authority does not discriminate on the basis of race, color, national origin, religion, age, ancestry, medical condition, disability or gender in consideration for an award of contract.

The Authority's commitment to diversity and inclusion can be found here.

10. Protests

The procedures set forth in this section are mandatory and are the sole and exclusive remedy of a bidder, proposer or other vendor to dispute the award of a contract that the city solicits through a competitive process. A protest that does not comply with these procedures with these procedures may be summarily rejected and the person submitting the protest shall be deemed to have waived all rights to relief.

https://www.cityofpalmdesert.org/our-city/departments/city-manager/inclusion

10.1. Protests of Solicitation Method

By submitting a bid, proposal or other application for a contract award, the bidder, proposer or other vendor shall be deemed to have waived all rights to challenge the city's method for procuring the contract or any discrepancy in the solicitation process or documents. Bidders, proposers, or vendors may submit bids, proposals or other applications under protest. Protests under this section shall be submitted in writing to the official designated to receive the bid, proposal or other application and shall contain a full summary of the factual and legal basis for the protest.

10.2. Waiver

Any person that: (1 ) did not directly submit a bid or proposal, (2) is not responsible or qualified to receive the contract, (3) failed to submit a responsive bid or proposal, (4) is not in line to receive the contract or is otherwise ineligible to receive the contract, (5) is otherwise not beneficially interested in the award, or

(6) fails to submit a timely protest shall be deemed to have waived the right to protest the award of the contract. Any protest deemed waived will be subject to summary rejection without further consideration and the person will have no right to any relief.

10.3. Protests of Award

A bidder, proposer or other vendor applying for a city contract through a competitive process may submit a written protest of the award of the contract. The protest shall identify and explain the factual and legal grounds for the protest. Any grounds not raised in the written protest are deemed waived by the protesting bidder.

10.4. Timing of Protest of Award

Protests shall be submitted in writing to the official designated to receive the bid, proposal or other application within the following times:

1. If of another bidder, within five (5) calendar days after the bid…