On-Call_Plumbing_Maintenance_Services_at_Authority_Properties.pdf

REQUEST FOR PROPOSAL

2026-RFP-035

ON-CALL PLUMBING 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 Plumbing 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 On-Call Plumbing Maintenance Services-Sample

B - Authority Payment & Performance Bond-Sample

Request For Proposal #2026-RFP-035 Title: On-Call Plumbing 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.

The Authority owns fifteen (15) affordable apartment rental properties in the City of Palm Desert. The intent of this solicitation is to contract with one or more qualified plumbing contractors to provide on-call plumbing services as described in this document.

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-035

Project Title: On-Call Plumbing 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 ("Authority") is seeking proposals from qualified and licensed Contractors to provide on-call plumbing maintenance, mailto:itenorio@palmdesert.gov tel:(760)776-6324 mailto:ccabrera@palmdesert.gov tel:(760)776-6449 repair, troubleshooting, replacement, and emergency response services at fifteen (15) Authority owned properties on an as-needed basis. Services may include routine plumbing repairs, drain and sewer stoppage clearing, leak repairs, water heater and boiler-related services, camera inspection, hydro-jetting, and complete tub-to-shower conversions. The Authority intends to enter into an agreement with one or more Contractors to provide routine, urgent, after-hours, weekend, holiday, and emergency plumbing needs.

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-36, Plumbing

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 plumbing services are required at the fifteen (15) Housing Authority-owned affordable apartment complexes in the City of Palm Desert. Properties are listed below. Work locations include the properties identified in this solicitation, including occupied and vacant 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 Authority intends to award an agreement to one or more qualified and responsive Contractors as a result of this 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:

• Regular plumbing service calls during normal business hours

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

• Drain and sewer stoppage clearing

• Water supply line leak repairs

• Gas piping leak repairs, where properly licensed

• Exposed waste piping repairs

• Kitchen, bathroom, laundry, and exterior plumbing repairs

• Faucet, valve, angle stop, hose bibb, cartridge, trap, and supply line replacement

• Toilet repair or replacement

• Water heater repair or replacement

• Boiler, circulating pump, and related hot water system repairs

• Sewer camera inspection and line locating

• Hydro-jetting, when authorized

• Minor underground piping repairs

• Complete tub-to-shower conversions or accessibility-related bathing modifications, when authorized

• Tub/shower valve, trim, drain, shower pan or surround, grab bars, grab bar backing/blocking, and related work associated with complete tub-to-shower conversions, when authorized

• Coordination with other trades for tub conversions, including demolition, waterproofing, drywall repair, flooring, and finish work, when applicable

• Recommendations for larger repairs, replacement, accessibility modifications, or capital work when needed

Boiler, water heater, sewer, hydro-jetting, camera services, and tub-to-shower conversions shall be considered optional services and shall only be performed when specifically authorized.

3.4. Response Expectations

Unless otherwise directed, 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 active leaks, flooding, sewer backups, no water, no hot water, burst pipes, gas-related plumbing concerns, or any plumbing 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 contractor must provide proof that it is an approved vendor with the

City of Palm Desert.

For each assignment, the vendor shall confirm:

• Property name

• Unit number or work location

• Description of issue

• Estimated response time

• Applicable hourly or service rate

• Whether the work is routine, urgent, or emergency

• Whether a not-to-exceed amount applies

If the Contractor 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, property damage, flooding, sewage backup, or loss of essential services.

3.6. Permits and Inspections

Some plumbing services may require building permits, inspections, 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 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-36 Plumbing Contractor license.

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

• Provide qualified personnel with appropriate plumbing experience and licensing

• Maintain approved vendor status with the City of Palm Desert

• Maintain all required licenses and insurance

• 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, code concerns, or work that may require a 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 pipe replacement or re-piping

• Boiler or water heater replacement

• Sewer lateral replacement

• Excavation, trenching, asphalt, or concrete work

• Complete tub-to-shower conversions or other bathing accessibility modifications

• Drain relocation, shower valve relocation, grab bar installation, grab bar backing/blocking, or other plumbing/building modifications associated with tub conversions

• Work involving demolition, waterproofing, shower pan or surround installation, tile, drywall, flooring, framing, or finish repairs related to tub conversions unless specifically included in the approved complete conversion scope

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

• Environmental remediation or sewage cleanup beyond immediate plumbing response

• Work requiring engineering, design, or major permits

• Any work exceeding the authorized amount

3.9. Materials

Materials shall be new, code-compliant, and appropriate for residential or multifamily use. Materials should match existing fixtures and systems when practical unless an alternative is approved.

The Contractor shall identify any recommended upgrades, replacements, or non-standard materials before installation when possible.

For complete tub-to-shower conversions, materials may include shower pan or surround, valve and trim, drain components, grab bars, grab bar backing/blocking, waterproofing materials, and related conversion materials as authorized.

3.10. Documentation

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

• Property name and unit or location

• Date of service

• Description of issue

• Work performed

• Materials used

• Labor hours

• Photos, when requested or when documenting significant damage or repairs

• Recommendations for follow-up work, if any

• Identification of any temporary repairs, unresolved issues, exclusions, or follow-up work needed

• Invoice referencing the approved work order or authorization

3.11. Assignment Method

Work may be assigned based on Contractor availability, applicable hourly rate, emergency/after-hours/weekend pricing, qualifications, approved vendor status, and the needs of the Housing Authority and property management team.

For emergency, after-hours, and weekend work, priority may be given to the vendor that is available to respond within the required timeframe and offers the lowest applicable rate.

Routine and scheduled work may be assigned based on availability, pricing, qualifications, and best fit for the work needed.

All selected Contractors are expected to meet the required qualifications, approved City vendor status, insurance requirements, response expectations, and service capabilities.

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. Proposal (WITHOUT COST)*

Proposals shall be clear, concise, complete, and well organized. Proposers should provide sufficient information to allow the Authority to evaluate the Proper's qualifications, experience, availability, response capability, pricing, and ability to provide on-call maintenance services at Authority-owned affordable housing properties.

Proposals shall be organized and include page numbers for all pages in the proposal. The proposal shall be uploaded here, in the following order and shall include:

1. Cover Letter

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

• Proposer’s legal business name, address, telephone number, and website, if applicable.

• Name, title, telephone number, and email address of the primary contact person.

• A brief statement confirming the Proposer’s interest in providing on-call plumbing maintenance services to the Housing Authority.

• A statement confirming that the Proposer has reviewed the Scope of Services and can provide the required services.

• A statement confirming the Proposer’s ability to respond to emergency, urgent, routine, after-hours, weekend, and holiday service calls.

• A statement confirming that the proposal shall remain valid for the period required by the solicitation.

• Any exceptions to the solicitation requirements, proposed agreement, insurance requirements, or Scope of Services. If no exceptions are taken, the Proposer shall state that no exceptions are taken.

2. Company Profile and Qualifications

The proposal shall include a description of the Proposer’s company, qualifications, and capacity to provide on-call plumbing maintenance services. At minimum, this section shall include:

• Number of years the company has been in business.

• Description of the company’s experience providing residential, multifamily, affordable housing, apartment complex, property management, municipal, public agency, or similar on-call plumbing services.

• Description of the company’s organizational structure and staffing resources.

• Location of the office or service yard that would support the Housing Authority’s properties.

• Description of the company’s ability to serve multiple Housing Authority properties located throughout the City of Palm Desert.

• Confirmation that the Proposer possesses and will maintain an active California C-36 Plumbing

Contractor license.

• Identification of any additional licenses, certifications, registrations, or specialized qualifications relevant to the services.

• Confirmation that the Proposer can maintain all required insurance, licenses, and approved vendor status with the City of Palm Desert.

• Description of the Proposer’s experience complying with applicable federal, state, and local codes, permit requirements, inspections, prevailing wage, certified payroll, contractor registration, apprenticeship, and labor compliance requirements when applicable.

3. Relevant Experience

The proposal shall describe the Proposer’s relevant experience performing services similar in size, scope, and complexity to the services requested by the Housing Authority.

At minimum, this section should address experience with:

• On-call plumbing maintenance services.

• Emergency plumbing response.

• Multifamily residential or apartment property plumbing.

• Occupied-unit service coordination.

• Drain and sewer stoppage clearing.

• Leak repairs.

• Water heater, boiler, circulating pump, or hot water system repairs.

• Sewer camera inspection and line locating.

• Hydro-jetting.

• Minor underground piping repairs.

• Coordination with property managers, housing agencies, public agencies, or similar clients.

• Tub-to-shower conversions or accessibility-related bathing modifications, if the Proposer is proposing to provide those services.

• Work requiring permits, inspections, or coordination with local building officials.

The Proposer should identify whether these services are performed by the Proposer’s own employees or by subcontractors.

4. Staffing and Key Personnel

The proposal shall identify the personnel who would be assigned to perform, supervise, dispatch, coordinate, or manage the work.

At minimum, this section shall include:

• Name, title, role, and qualifications of the project manager or primary account representative.

• Name, title, role, and qualifications of the service manager, dispatcher, or emergency contact, if different.

• Description of the plumbing technicians or crews expected to perform the work.

• Description of the Proposer’s staffing capacity for simultaneous service calls at multiple properties.

• Description of technician qualifications, licensing, certifications, training, and experience.

• Identification of the person or team responsible for communication with property management and the Housing Authority.

• Identification of the person authorized to provide estimates, not-to-exceed amounts, and revised pricing when work exceeds the original authorization.

• Description of the Proposer’s ability to provide after-hours, weekend, holiday, and emergency response.

5. Approach to Services

The proposal shall describe the Proposer’s approach to providing on-call plumbing maintenance services to the Housing Authority.

At minimum, this section shall address:

• How service calls are received, assigned, dispatched, tracked, and completed.

• How the Proposer prioritizes emergency, urgent, routine, and scheduled work.

• How the Proposer will coordinate with the property management company, Housing Authority, residents, and other designated representatives.

• How the Proposer will confirm property name, unit number or work location, description of issue, estimated response time, applicable rate, service priority, and not-to-exceed amount before beginning work.

• How the Proposer will handle occupied-unit work and coordinate access through property management.

• How the Proposer will communicate delays, access issues, unsafe conditions, recurring issues, or recommended follow-up work.

• How the Proposer will protect residents, staff, property, and surrounding work areas.

• How the Proposer will keep work areas clean and remove debris created by the work.

• How the Proposer will document completed work, temporary repairs, unresolved issues, exclusions, and follow-up recommendations.

• How the Proposer will ensure that no work begins without proper authorization, except when immediate action is required to prevent injury, property damage, flooding, sewage backup, or loss of essential services.

6. Response Time and Availability

The proposal shall describe the Proposer’s availability and ability to meet the response expectations described in the Scope of Services.

At minimum, this section shall include:

• Confirmation of the Proposer’s ability to respond to emergency service calls within the expected timeframe.

• Confirmation of the Proposer’s ability to respond to urgent service calls within the expected timeframe.

• Confirmation of the Proposer’s ability to respond to routine service calls within the expected timeframe.

• Description of after-hours, weekend, and holiday availability.

• Description of dispatch procedures for emergency calls.

• Description of backup staffing or escalation procedures when the primary technician or crew is unavailable.

• Description of any limitations on response times, service areas, after-hours availability, or types of work the Proposer can perform.

• Identification of emergency contact procedures, including phone number, email, or dispatch method.

7. Service Capabilities

The proposal shall clearly identify which services the Proposer is qualified and available to perform.

At minimum, the Proposer shall address its ability to provide the following services:

• Regular plumbing service calls during normal business hours.

• Emergency, after-hours, weekend, and holiday plumbing service calls.

• Drain and sewer stoppage clearing.

• Water supply line leak repairs.

• Gas piping leak repairs, where properly licensed.

• Exposed waste piping repairs.

• Kitchen, bathroom, laundry, and exterior plumbing repairs.

• Faucet, valve, angle stop, hose bibb, cartridge, trap, and supply line replacement.

• Toilet repair or replacement.

• Water heater repair or replacement.

• Boiler, circulating pump, and related hot water system repairs.

• Sewer camera inspection and line locating.

• Hydro-jetting.

• Minor underground piping repairs.

• Recommendations for larger repairs, replacement, accessibility modifications, or capital work.

The Proposer shall also identify whether it is qualified and available to perform the following optional services when specifically authorized:

• Boiler replacement.

• Water heater replacement.

• Sewer lateral replacement.

• Major pipe replacement or re-piping.

• Complete tub-to-shower conversions.

• Accessibility-related bathing modifications.

• Grab bar installation, backing/blocking, shower valve relocation, drain relocation, waterproofing, shower pan or surround installation, and related conversion work.

• Work requiring excavation, trenching, asphalt, concrete, demolition, drywall, flooring, framing, tile, or finish repair.

If the Proposer does not provide any of the listed services, the proposal shall clearly identify those exclusions.

8. Subcontractors

The proposal shall identify any subcontractors, if any, that the Proposer intends to use for any portion of the work.

For each proposed subcontractor, the proposal shall include:

• Subcontractor’s legal business name.

• Scope of work to be performed.

• License classification and license number, if applicable.

• Relevant qualifications and experience.

• Confirmation that subcontractor use shall be subject to prior approval by the Housing Authority or property management company, as applicable.

• Confirmation that subcontractors shall comply with all applicable solicitation, contract, insurance, licensing, labor compliance, safety, and documentation requirements.

If the Proposer does not intend to use subcontractors, the proposal shall state that all work will be performed by the Proposer’s own forces unless otherwise approved in writing.

9. Materials, Equipment, and Vehicles

The proposal shall describe the Proposer’s ability to furnish the labor, materials, tools, equipment, vehicles, transportation, and incidentals necessary to complete assigned work.

At minimum, this section shall include:

• Description of vehicles, tools, and equipment available for on-call plumbing services.

• Availability of drain cleaning equipment, sewer camera equipment, locating equipment, hydro-jetting equipment, or other specialized equipment.

• Description of commonly stocked parts and materials.

• Approach to obtaining non-stock, specialty, or replacement materials.

• Confirmation that materials will be new, code-compliant, and appropriate for residential or multifamily use.

• Approach to matching existing fixtures and systems when practical.

• Process for identifying recommended upgrades, replacements, or non-standard materials before installation when possible.

10. Permits, Inspections, and Code Compliance

The proposal shall describe the Proposer’s approach to permits, inspections, and code compliance.

At minimum, this section shall include:

• Description of the Proposer’s experience identifying when permits or inspections may be required.

• Description of the process for notifying the Housing Authority or property management company before proceeding with permit-related work.

• Confirmation that permit-related work will not proceed without prior authorization, except when immediate action is necessary to address an emergency condition.

• Description of the Proposer’s experience obtaining permits and coordinating inspections.

• Description of the Proposer’s approach to code-required corrections.

• Confirmation that the Proposer will comply with applicable federal, state, and local codes and regulations.

11. Documentation and Reporting

The proposal shall describe the Proposer’s process for documenting service calls, work orders, invoices, and follow-up recommendations.

At minimum, this section shall include:

• Sample service ticket, work order, report, or invoice, if available.

• Description of how the Proposer documents property name and unit or work location.

• Description of how the Proposer documents date of service, issue reported, work performed, materials used, and labor hours.

• Description of how photos are provided when requested or when documenting significant damage or repairs.

• Description of how temporary repairs, unresolved issues, exclusions, and follow-up work are identified.

• Description of how recommendations for larger repairs, replacements, accessibility modifications, or capital work are communicated.

• Description of how invoices will reference the approved work order or authorization.

• Description of any online portal, software, or tracking system available to the Housing Authority or property management company.

12. Quality Control and Customer Service

The proposal shall describe the Proposer’s quality control and customer service practices.

At minimum, this section shall include:

• Process for ensuring work is performed in a professional, safe, and workmanlike manner.

• Process for reviewing completed work.

• Process for addressing call-backs, incomplete work, recurring issues, or customer service concerns.

• Process for communicating with property management and Housing Authority representatives.

• Process for minimizing disruption to residents and property operations.

• Process for protecting occupied units, common areas, laundry rooms, utility rooms, mechanical rooms, exterior areas, and other work locations.

• Process for documenting and correcting deficiencies.

• Any warranties or guarantees provided for labor, materials, parts, or specific repairs.

13. Safety and Resident Protection

The proposal shall describe the Proposer’s safety practices and approach to resident protection.

At minimum, this section shall address:

• Safety procedures for occupied residential properties.

• Procedures for preventing resident, staff, and public exposure to unsafe work areas.

• Procedures for managing active leaks, flooding, sewer backups, gas-related plumbing concerns, or other emergency conditions.

• Procedures for protecting property, fixtures, flooring, cabinets, walls, and finishes.

• Procedures for cleanup and debris removal.

• Procedures for identifying and reporting unsafe conditions.

• Employee training related to workplace safety, customer service, occupied-unit access, and multifamily residential work.

14. References

The proposal shall include references for similar work performed within the last five years. References should involve on-call plumbing maintenance, multifamily residential properties, affordable housing properties, public agencies, property management clients, or other comparable work.

For each reference, provide:

• Client or agency name.

• Contact person.

• Contact title.

• Telephone number.

• Email address.

• Description of services provided.

• Contract term or dates of service.

• Approximate annual contract value or total project value.

• Description of emergency, after-hours, routine, or on-call services provided, if applicable.

*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 with

Proposal Requirements

Evaluation will consider whether the proposal is organized, complete, responsive, and submitted in accordance with the solicitation’s

Content and Format of Proposal requirements.

Consideration may be given to:

• Whether the proposal follows the required format and organization.

• Whether all requested sections, forms, certifications, acknowledgments, and attachments are included.

• Whether the proposal clearly addresses the Scope of Services and proposal response requirements.

• Whether the proposal provides enough detail to allow the Housing

Authority to evaluate qualifications, approach, availability, response capability, and pricing.

• Whether the proposal clearly identifies any exceptions, deviations, exclusions, assumptions, or limitations.

• Whether the proposal is internally consistent and free from material contradictions.

• Whether the pricing proposal is clear and aligns with the services proposed.

• Whether the proposal is professional, understandable, and easy to evaluate.

• Whether the proposer acknowledged all addenda, if applicable.

0-5 Points 10 (10% of Total)

2. Qualifications and Relevant Experience

Evaluation will consider the proposer’s demonstrated qualifications and experience performing on-call plumbing maintenance services similar in size, scope, and complexity to the services requested.

Consideration may be given to:

• Experience providing on-call plumbing maintenance services.

• Experience serving multifamily residential, affordable housing, apartment complex, property management, municipal, public agency, or similar clients.

• Experience working in occupied residential units and common areas.

• Experience with emergency plumbing response, drain and sewer stoppages, leak repairs, water heaters, boilers, sewer camera inspections, hydro-jetting, and related plumbing services.

• Possession and maintenance of an active California C-36 Plumbing

Contractor license.

• Understanding of applicable codes, permits, inspections, prevailing wage, certified payroll, contractor registration, apprenticeship, and labor compliance requirements when applicable.

• Quality and relevance of references.

0-5 Points 20 (20% of Total)

3. Staffing, Availability, and Response Capacity

Evaluation will consider the proposer’s staffing resources, availability, and demonstrated ability to respond to routine, urgent, emergency, after-hours, weekend, and holiday service calls.

Consideration may be given to:

• Number and qualifications of assigned personnel.

• Availability of qualified technicians and supervisory staff.

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

• Ability to respond to urgent calls within 24 hours.

• Ability to respond to routine calls within 2–4 business days.

• Ability to support multiple Authority properties and simultaneous service calls.

• Dispatch procedures, emergency contact process, and backup staffing.

• Availability for after-hours, weekend, and holiday work.

4. Approach to Services, Work Authorization, and Coordination

Evaluation will consider the proposer’s approach to managing, coordinating, documenting, and completing assigned work.

Consideration may be given to:

• Clear process for receiving, dispatching, tracking, and completing work orders.

• Understanding that no work shall begin without proper authorization, except when immediate action is necessary to prevent injury, property damage, flooding, sewage backup, or loss of essential services.

• Approach to coordinating with the property management company, Housing Authority, residents, and other designated representatives.

• Process for confirming property name, unit number or location, description of issue, estimated response time, applicable rate, service priority, and not-to-exceed amount.

• Communication practices for delays, access issues, unsafe conditions, recurring problems, code concerns, or recommended follow-up work.

• Procedures for occupied-unit access and resident-sensitive work.

• Worksite cleanliness, resident protection, debris removal, and property protection.

• Quality of documentation, including service tickets, labor hours, materials used, photos when requested, unresolved issues, temporary repairs, recommendations, and invoices.

5. Service Capabilities, Equipment, and Optional

Services

Evaluation will consider the proposer’s ability to provide the full range of requested plumbing services and any optional or separately authorized services.

Consideration may be given to:

• Ability to perform routine plumbing service calls.

• Ability to perform emergency, after-hours, weekend, and holiday service calls.

• Ability to perform drain and sewer stoppage clearing.

• Ability to perform water supply line, gas piping, waste piping, kitchen, bathroom, laundry, exterior plumbing, fixture, toilet, valve, and supply line repairs.

• Ability to perform water heater, boiler, circulating pump, and related hot water system repairs.

• Availability of sewer camera inspection, line locating, and hydro-jetting equipment.

• Ability to perform minor underground piping repairs.

• Ability to provide recommendations for larger repairs, replacements, accessibility modifications, or capital work.

• Ability to provide optional services such as boiler replacement, water heater replacement, sewer lateral replacement, major pipe replacement, re-piping, tub-to-shower conversions, or accessibility-related bathing modifications when specifically authorized.

0-5 Points 15 (15% of Total)

• Ability to furnish necessary tools, vehicles, materials, equipment, transportation, and incidentals.

6. Pricing Proposal

Evaluation will consider whether the pricing proposal is complete, reasonable, clear, and advantageous to the Housing Authority.

Consideration may be given to:

• Regular business hours hourly rate.

• Emergency, after-hours, weekend, and holiday rates.

• Minimum service call charges, trip charges, dispatch fees, mobilization charges, or other additional charges.

• Overtime rates, if applicable.

• Material markup percentage.

• Equipment rates.

• Drain cleaning, sewer camera inspection, line locating, hydro-jetting, water heater, boiler, and specialty service pricing.

• Pricing for optional services, if offered.

• Clarity of exclusions, assumptions, conditions, and limitations.

• Overall cost reasonableness in relation to qualifications, availability, response capability, and service quality.

0-5 Points 15 (15% 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…