Posted Solicitation Packet RFP _26-020.pdf

Executive Office, 1619 Harrison Street, Oakland, CA 94612

Gentlemen/Ladies:

SUBJECT: RFP #26-020 Minor Construction and Maintenance Services

The Oakland Affordable Housing Preservation Initiatives (OAHPI) invites proposals from qualified vendors to establish a pool of General Contractors.

Proposals will be accepted online through Housing Agency Marketplace until the date and time outlined in the attached RFP. Proposals received after the deadline will be rejected without consideration.

Questions of a procedural nature may be directed to Courtney Sharif via email at csharif@oakha.org.

We look forward to receiving your proposal.

Sincerely, Patricia Wells Executive Director Oakland Affordable Housing Preservation Initiatives 1619 Harrison Street, Oakland, CA 94612

RFP #26-020 Pool for Minor Construction and Maintenance Services

Oakland Affordable Housing Preservation Initiatives (“OAHPI”) was established as a California non-profit public benefit corporation in February 2009. The purpose of OAHPI is to:

• Acquire, develop, lease, finance, rehabilitate, own and operate decent, safe and sanitary housing affordable to persons and households of low income, where no adequate housing exists for such groups;

• Lessen the burdens of government by acquiring leasehold or fee interests in housing for low-income persons and households that were previously owned by the Housing Authority of the Oakland (“OHA”) as Low Income Public Housing and continue to operate it as housing for low-income households;

• Promote social welfare through activities related to the development of housing for low-income persons and households, and

• Implement other activities as the Board of Directors determines will benefit and support OAHPI.

OAHPI has a portfolio of approximately 1,600 Section 8 units on 250 sites in Oakland. OAHPI serves and embodies a diverse community; therefore, it is crucial that contractors understand the effects of race, class, ethnicity, income, and other issues of difference in our society, and display a high level of cultural competency throughout their interactions with the non-profit.

Solicitation Purpose

OAHPI is soliciting proposals from State of California licensed General Contractor(s) to provide general contractor on-call and minor construction at various sites located throughout Oakland, California.

NOTE: Vendors who do not hold a General Contractors (GC) License but are interested in subcontracting under a GC, are encouraged to attend the pre-proposal conference to use this as an opportunity to connect with General Contractors that will submit a response to this solicitation. After the pre-proposal conference meeting, OAHPI will also post the pre-proposal conference attendee list.

RFP Timeline

RFP Point of Contact Courtney Sharif RFP Issued Friday, August 14, 2026

Pre-Proposal Conference Date and Time Friday, August 28, 2026 10:00 AM PST, 1619 Harrison Street Oakland, Ca 94612

Questions Due Tuesday, September 1, 2026, by 10:00 a.m.

Submission Deadline Wednesday, September 16, 2026, by 2:00 p.m.

Proposals must be submitted online via Housing Agency Marketplace through the following link:

https://ha.internationaleprocurement.com/requests.html?company_id=50863

Respondents must register with Housing Agency Marketplace in order to submit proposals. It may take time to upload proposals so please take that into consideration when deciding what time to start uploading your proposal. If you have any technical issues with the site, please contact Larry Hancock at 1- 866-526-0160.

Questions and Communications All questions must be submitted in writing via Housing Agency Marketplace no later than the date listed above in the RFP timeline. Responses will be issued through written addenda and posted, as necessary, on the Housing Agency Marketplace website.

The RFP Point of Contact will not provide verbal responses to inquiries and will not engage in ex parte communications that could provide any prospective Respondent with an unfair advantage. During the solicitation period, communications with Respondents will be limited to information contained in the solicitation documents and formal written addenda. No questions will be accepted or answered after the Q&A period has closed.

Any unauthorized communication regarding this solicitation—including emails, telephone calls, text messages, letters, social media messages, meetings, meals, or any other direct or indirect contact with OAHPI staff, Board members, or representatives outside the designated Point of Contact—is prohibited.

Violation of this requirement may result in rejection of the proposal.

All questions, requests for clarification, and interpretations regarding this RFP must be submitted in writing to the designed RFP Contact listed above.

Please Note: OAHPI will, during the question and answer period (request must be submitted before the question deadline) consider any Contract clauses that the proposer wishes to include therein and submit in writing a request for OAHPI to do so. If the proposed clauses are not accepted by OAHPI, then the proposer must execute the Contract Form as is, and by submitting a Proposal the successful Proposer agrees to do so.

Respondent Responsibility It is the responsibility of each Respondent to be familiar with and comply with all dates, deadlines, conditions, requirements, specifications, and instructions contained in this RFP, all referenced documents, any issued addenda, and all required exhibits. By completing, signing, and submitting a proposal, the Respondent acknowledges and agrees to comply with all applicable requirements. Any written exceptions or modifications to the requirements that have not been expressly authorized in writing by Contract Compliance and General Services (CCGS) may result in the Respondent losing Evaluation Criteria points for their proposal submitted.

List of Exhibits 1 Sample Work Order Form Exhibit A 2 Pricing Schedule Exhibit B 3 Past Performance / Client References Exhibit C 4 Contractor Licensing Requirements Exhibit D 5 Reserved Exhibit E 6 Insurance Requirements Exhibit F 7 Sample Material List Exhibit G 8 Contractors Qualifications Questionnaire Exhibit H 9 Profile and Certification Form Exhibit I 10 Reserved Exhibit J 11 Acknowledgment of Contract Clauses Form Exhibit K 12 Vendor Protest Procedures Exhibit L 13 Sample Contract Exhibit M

STATEMENT OF WORK

A. Purpose and Scope of Services

Oakland Affordable Housing Preservation Initiatives (“OAHPI”) is issuing Request for Proposals (“RFP”) No. 26-020 for Minor Construction and Maintenance Services to establish a pool of qualified General Contractors (“Contractors”) for the performance of on-call maintenance, vacant unit turnover, rehabilitation, and minor construction services. For purposes of this RFP and any resulting contract, the term “Contractor” shall include the prime contractor and all licensed subcontractors engaged in the performance of any assigned work. The Contractor shall be fully responsible for ensuring that all subcontractors comply with the requirements, terms, conditions, and performance standards of the resulting contract.

The actual number of Contractors selected for the pool will be determined by OAHPI based on the number and quality of proposals received.

Selected Contractors shall provide all labor, supervision, materials, equipment, tools, transportation, and other resources necessary to perform general contracting, maintenance, repair, and construction services at properties owned and managed by OAHPI. Participation in the Contractor Pool does not guarantee any volume of work outside of the one minimum “Work Order”. OAHPI anticipates that each Work Order will have a maximum value of $50,000, unless authorized by the Executive Director. Work assignments will be issued on an as-needed basis at OAHPI’s sole discretion and may be based on factors including, but not limited to, contractor performance, quality of work, availability, staffing capacity, responsiveness, schedule adherence, and pricing.

OAHPI manages 1,539 units over 248 properties throughout the Oakland, CA area.

Units 2-bed 3-bed 4-bed 5-bed

TOTAL 1,539 195 1,267 68 9

% of units bedroom sizes of the 1,539 units 13% 82% 4% 1%

Contractors may be assigned to one or multiple units or projects at any given time, and OAHPI reserves the sole right to determine the number, type, duration, and distribution of work assignments among Pool participants.

Services may include, but are not limited to:

Vacant unit turnover and preparation for occupancy;

Debris removal and general cleaning;

Appliance cleaning, repair, and replacement;

Replacement of fixtures, hardware, and building components;

Interior and exterior painting;

General repairs identified through inspections or unit assessments;

Minor renovation and rehabilitation work;

Carpentry, plumbing, electrical, drywall, flooring, and related trades work;

Routine and preventive maintenance services; and Emergency maintenance, repair, and response services.

Contractors shall be capable of providing a full range of construction, maintenance, repair, and rehabilitation services, including procurement and installation of materials and equipment, service calls, emergency response, and other related work as directed by OAHPI.

The resulting contracts shall be non-exclusive and shall have an initial term of two (2) years. OAHPI reserves the right, at its sole discretion, to renew the contracts for up to three (3) additional one-year terms.

It is OAHPI’s intent to establish a pool of qualified Contractors to provide these services on an as-needed basis under agreed-upon pricing. Contractors must demonstrate the experience, capacity, licensing, financial stability, and operational capability necessary to successfully perform the required services and meet all requirements set forth in this RFP.

B. Contractor Responsibilities and Performance Requirements

The Contractor shall be responsible for conducting a site visit and becoming fully familiar with existing conditions, project requirements, and the scope of work prior to commencing any services. The Contractor shall furnish all labor, supervision, materials, equipment, tools, transportation, and incidental items necessary to complete the assigned work in a professional and workmanlike manner and to ensure the quality of the finished product.

The Contractor shall comply with all applicable federal, state, and local laws, codes, regulations, ordinances, and industry standards. The Contractor shall obtain, maintain, and pay for all permits, licenses, inspections, fees, and taxes required for the performance of the work unless otherwise specified by OAHPI.

OAHPI will provide specifications and requirements for materials and workmanship related to, but not limited to, plumbing, electrical, carpentry, drywall, wall, floor, and ceiling repairs, as well as painting, cleaning, and other necessary work items required to prepare a unit for occupancy. Contractors shall perform all work in accordance with OAHPI standards and specifications.

The objective of each assignment is to return the unit to OAHPI in a clean, safe, functional, and “ready for occupancy” condition. Work may include, but is not limited to, repairs, replacements, installation of fixtures, cleaning, painting, and other maintenance or rehabilitation services necessary to achieve this standard.

Unless otherwise authorized in writing by OAHPI, all work assigned under a work order shall be completed within the timeframe established at the time of assignment, not to exceed fifteen (15) calendar days from the notice to proceed or expressed written approval to proceed. Any extension of the completion deadline must be approved in writing by OAHPI and agreed to by both parties prior to the expiration of the original completion period.

The Contractor shall coordinate all work to minimize disruptions to OAHPI operations and shall maintain a safe and secure work environment throughout the duration of the project. Upon completion, the Contractor shall remove all debris, excess materials, equipment, and waste generated by its operations and leave the work area in a clean and orderly condition.

II. SPECIAL CONDITIONS

A. Minimum Contractor Qualifications and Requirements

To be eligible for award and remain in compliance with the resulting contract, Contractors must meet or exceed the following minimum qualifications and requirements:

Maintain a valid and active California Contractors State License Board (CSLB) General Contractor license and all other licenses required to perform the scope of work within the City of Oakland and the State of California. Proof of licensure must be submitted with the proposal. OAHPI reserves the right to verify licensing and qualifications prior to resultant contract award and throughout the resultant contract term.

Have a minimum of three (3) years of experience as a licensed general contracting firm.

Demonstrate at least three (3) years of experience performing vacant unit turnover and rehabilitation services for multifamily residential properties.

Obtain and maintain all permits, licenses, certifications, inspections, and approvals required to perform work under the resultant contract and bear all associated costs.

Ensure that all subcontractors possess and maintain all required licenses, permits, and certifications applicable to the services performed.

Provide documentation of specialized certifications required by law or regulation, including but not limited to lead-safe renovation, painting, and repair certifications, when applicable.

Maintain insurance coverage meeting OAHPI requirements throughout the resultant contract term, as specified in Exhibit F, Insurance Requirements.

Demonstrate the financial capacity to perform the required services. OAHPI reserves the right to request audited financial statements or other financial documentation to assess Contractor responsibility and capability.

Remain in good standing with all applicable regulatory agencies and comply with all federal, state, and local laws, regulations, and industry standards.

B. Contractor Assignment, Response, and Work Authorization Requirements

1. Work Order Process

Services shall be performed on an as-needed basis through the issuance of individual Work Orders.

(See Exhibit A, OAHPI Scope of Work for Unit Work Orders).

2. Project Identification and Scope Development

OAHPI will identify maintenance, repair, rehabilitation, or minor construction projects and prepare a written Scope of Work (SOW), punch list, project specifications, applicable wage determinations, and any other requirements necessary to define the work.

3. Contractor Selection and Request for Pricing

Based on the nature and complexity of the project, OAHPI may:

Directly assign a Work Order to a Contractor within the approved contractor pool; or Request quotations from one or more Contractors qualified in the applicable trade category.

The SOW provided by OAHPI will serve as the basis for obtaining pricing.

4. Site Visit and Scope Verification

Upon notification, the Contractor shall respond within twenty-four (24) hours and, when requested, schedule a site walkthrough with the OAHPI Property Manager or Maintenance Supervisor within twenty-four (24) hours.

The purpose of the walkthrough is to verify site conditions, review the SOW, identify potential constraints, and clarify project requirements. The walkthrough shall not be used to create the scope of work.

The Contractor shall document existing conditions and take pre-construction photographs during the site walkthrough.

5. Contractor Pricing Submission

Following review of the SOW and completion of any required site visit, the Contractor shall submit a detailed written quotation based on:

The scope of work provided by OAHPI;

Contract unit prices, labor rates, or pricing schedules, as applicable; and Any verified site conditions identified during the walkthrough.

If the Contractor identifies discrepancies, omissions, or additional requirements, such items shall be documented and submitted to OAHPI for review before pricing is finalized.

6. Evaluation and Work Order Award

OAHPI will evaluate quotations based on factors including, but not limited to:

Price;

Availability and capacity;

Responsiveness;

Qualifications and relevant experience; and Past performance.

OAHPI reserves the right to negotiate pricing, scope, schedule, or other terms and to award the Work Order to the Contractor determined to provide the best value.

7. Final Scope Approval and Authorization to Proceed

Prior to commencement of work, OAHPI and the selected Contractor shall confirm the final SOW, project schedule, completion date, and pricing.

The Contractor shall sign and acknowledge the approved Work Order and SOW before work begins.

No work shall commence until the Contractor receives written authorization from OAHPI. OAHPI will not compensate the Contractor for work performed without prior written authorization.

8. Additional Requirements

1. This RFP is for as-needed services only. OAHPI does not guarantee any volume of work or project assignments outside the one minimum work order. OAHPI anticipates that each Work Order will have a maximum value of $50,000, unless authorized by the Executive Director. Work assignments will be issued on an as-needed basis at OAHPI’s sole discretion and may be based on factors including, but not limited to, contractor performance, quality of work, availability, staffing capacity, responsiveness, schedule adherence, and pricing.

2. OAHPI reserves the right to terminate any resulting contract or remove a Contractor from the approved pool when deemed to be in OAHPI's best interest.

3. Contractors previously terminated for cause under an OAHPI contract, Work Order, or Task Order are not eligible for consideration.

4. OAHPI will establish a pool of qualified, responsive, and responsible Contractors to perform services under the resulting contracts.

5. If an assigned Contractor is unable to perform the work within the required timeframe, OAHPI may reassign the Work Order to another qualified Contractor.

6. Contractors must respond to service requests within twenty-four (24) hours of notification.

Failure to respond may result in reassignment of the work.

7. Contractors that fail to respond to three (3) service requests may be removed from the approved Contractor pool.

8. Failure to schedule a required site walkthrough within twenty-four (24) hours may result in reassignment of the Work Order. Three (3) instances of untimely scheduling may result in removal from the approved Contractor pool.

9. During the site walkthrough, OAHPI and the Contractor shall review and verify the scope of work, site conditions, and project requirements. Any necessary modifications to the SOW must be documented and approved by OAHPI before issuance of the Work Order.

10. The Contractor shall perform only the work specifically identified in the approved Work Order and

SOW.

11. Any additional work discovered after Work Order issuance must be documented and approved in writing by the OAHPI Property Manager or Maintenance Supervisor before the work is performed.

12. OAHPI will maintain documentation of approved scopes of work, project completion requirements, pre-construction photographs, and post-construction photographs for verification, acceptance, and invoice reconciliation purposes.

C. Schedule Extensions and Completion Deadlines

The Contractor shall complete all assigned work within the agreed-upon timeframe established by OAHPI.

If the Contractor anticipates a delay or is unable to meet the approved completion date, the Contractor must immediately notify the OAHPI Property Manager or Maintenance Supervisor and provide the reason for the delay.

Any request for an extension must be submitted and approved prior to the original completion deadline whenever practicable.

If OAHPI determines that an extension is warranted, the OAHPI Property Manager or Maintenance Supervisor will issue an amended work authorization documenting the revised completion date.

No extension of time shall be valid unless approved and documented in writing by OAHPI.

Failure to notify OAHPI of anticipated delays or failure to adhere to revised completion schedules may be considered in OAHPI’s evaluation of the Contractor’s performance and eligibility for future work assignments.

D. Site Facilities, Safety, and Protection Requirements

The Contractor shall provide, maintain, and secure all temporary storage, staging, and work areas necessary for the proper performance of the work. The location of such facilities shall be approved by the OAHPI Property Manager or Maintenance Supervisor and shall not interfere with residents, operations, access routes, or other onsite activities.

Upon completion of the work, or when directed by OAHPI, the Contractor shall promptly remove all temporary structures, equipment, materials, debris, and facilities from the site and restore the work area to a clean and acceptable condition.

OAHPI assumes no responsibility for loss, theft, vandalism, or damage to the Contractor’s equipment, tools, materials, or supplies.

The Contractor shall secure all work areas from unauthorized access and shall provide appropriate signage, barriers, and safety measures as necessary to protect residents, visitors, employees, and the public.

At all times, the Contractor shall ensure that work activities do not unreasonably interfere with building access, emergency egress, tenant occupancy, vehicle circulation, or normal property operations.

The Contractor shall protect all adjacent surfaces, landscaping, vegetation, fixtures, structures, and personal property from damage resulting from construction activities.

The Contractor shall be solely responsible for any damage to property, facilities, landscaping, vehicles, or persons caused by its employees, subcontractors, materials, equipment, or operations, and shall promptly repair or remedy such damage at its own expense.

The Contractor shall maintain the work site in a clean, safe, orderly, and professional condition throughout the duration of the project.

Materials, tools, and equipment shall be properly secured when not in use and shall not be left unattended on site unless authorized by OAHPI.

The Contractor shall be responsible for protecting all completed and in-progress work from damage or deterioration until final inspection and acceptance by OAHPI.

E. Materials and Product Substitutions

Materials specified by manufacturer, brand name, or product designation in Exhibit G, Sample Materials (note: this list is subject to change. Any updates will be provided at the time of work order issuance) establish the minimum standards of quality, performance, and utility required by OAHPI. Substitutions will not be permitted unless expressly approved in writing by OAHPI.

The Contractor may propose substitute materials only if they are of equal or greater quality, performance, and functionality than the specified products. The Contractor shall bear the sole responsibility for demonstrating equivalency and shall provide all supporting documentation requested by OAHPI.

Any proposed substitution shall be clearly identified in the Contractor’s work order submittal and accompanied by complete product information, specifications, drawings, samples, technical data, and other documentation necessary for OAHPI’s review.

OAHPI reserves the sole right to determine whether a proposed substitute is acceptable. If a proposed substitution is rejected, the Contractor shall furnish and install the originally specified material at no additional cost to OAHPI.

Any delays, costs, or impacts resulting from the Contractor’s request for a substitution, including OAHPI review time, shall be the sole responsibility of the Contractor and shall not justify an extension of time or additional compensation.

Materials or products not approved by OAHPI shall not be incorporated into the work.

If OAHPI rejects any proposed materials or substitutions, the Contractor shall promptly resubmit a revised materials list addressing all rejected items. Resubmissions shall be limited to previously rejected items and shall not introduce additional substitution requests unless specifically authorized by OAHPI.

F. Occupied Units, Service Interruptions, and Emergency Response

The Contractor shall perform all work in occupied units and buildings in a manner that minimizes disruption and inconvenience to residents and property operations.

The Contractor shall obtain prior approval from the OAHPI Property Manager or Maintenance Supervisor before interrupting any utility or building service.

Following approval, the Contractor shall provide affected residents with a minimum of seven (7) calendar days’ written notice of any planned service interruption. Notices shall identify the nature of the interruption, the anticipated duration, the affected service(s), and any necessary resident precautions.

All service interruptions shall be coordinated and conducted in accordance with OAHPI requirements and applicable safety regulations.

Prior to any electrical service interruption, the Contractor shall coordinate with the OAHPI Property Manager or Maintenance Supervisor to identify residents who rely on life-support or other medically necessary electrical equipment.

The Contractor shall verify the needs of affected residents and provide appropriate temporary electrical service or other approved accommodations necessary to ensure the uninterrupted operation of life-support equipment throughout the service interruption.

During any planned electrical outage, the Contractor shall monitor and verify that affected residents continue to have adequate power for required medical devices and life-support systems.

The Contractor shall provide OAHPI with current emergency contact information, including the names and telephone numbers of authorized personnel available after normal business hours, weekends, and holidays.

The Contractor shall respond to emergency service requests within two (2) hours of notification by OAHPI.

If the Contractor fails to respond within the required two-hour period, OAHPI may procure the necessary services from another qualified contractor and charge the resulting costs to the Contractor, to the extent permitted by the resultant contract and applicable law.

G. Disposal of Debris and Waste Materials

The Contractor shall be solely responsible for the collection, handling, transportation, and lawful disposal of all rubbish, debris, waste materials, and other refuse generated by or resulting from the performance of work under the resultant contract.

The Contractor shall make all necessary arrangements and bear all costs associated with waste removal, disposal services, dumping fees, transportation, permits, and related expenses.

All debris and waste materials shall be removed from the work site on a regular basis and upon completion of the work, and shall be disposed of in accordance with all applicable federal, state, and local laws, regulations, and environmental requirements.

The Contractor shall maintain the work site in a clean, safe, and orderly condition at all times and shall leave the premises free of debris, waste materials, and construction-related refuse upon completion of the work.

H. Contractor Supervision Requirements

The Contractor shall provide competent and continuous supervision of all work performed under the resultant contract at no additional cost to OAHPI.

The Contractor shall designate a qualified supervisor or project representative with authority to act on behalf of the Contractor regarding all matters related to the resultant contract performance.

The Contractor shall provide OAHPI with the names, titles, contact information, and delegated authority of all personnel responsible for supervising and managing the work.

The designated supervisor shall be responsible for coordinating all work activities, ensuring compliance with the resultant contract requirements, and serving as the primary point of contact with OAHPI.

The Contractor shall ensure that all employees and subcontractors are properly trained, qualified, and knowledgeable of the requirements, specifications, safety procedures, and performance standards applicable to the work.

The Contractor shall remain fully responsible for the acts, omissions, performance, and conduct of its employees, agents, and subcontractors throughout the duration of the resultant contract.

I. Inspection, Acceptance, and Project Closeout

OAHPI reserves the right to inspect all work, materials, equipment, and workmanship at any time during the performance of the resultant contract to verify compliance with contract requirements and quality standards.

All work performed under the resultant contract shall be subject to final inspection and acceptance by OAHPI’s authorized representative.

Upon completion of the work, the Contractor shall provide OAHPI with a minimum of two (2) working days’ advance notice requesting a final inspection.

OAHPI will conduct a final inspection of the completed work and identify any deficiencies, corrective items, or incomplete work requiring resolution prior to acceptance.

Final acceptance shall occur only after OAHPI determines that all work has been completed in accordance with the resultant contract requirements and applicable specifications.

For vacant unit turnover assignments, OAHPI may conduct final inspections on individual units or groups of units prior to approving them for occupancy.

The Contractor shall promptly correct any deficiencies identified during the inspection process at no additional cost to OAHPI.

Upon final acceptance by OAHPI, responsibility for the completed work shall transfer from the Contractor to OAHPI, except for any warranties, guarantees, corrective obligations, or other post-completion responsibilities required under the contract or otherwise implied by law.

J. Safety and Protection of Occupants

The Contractor shall be solely responsible for providing and maintaining all necessary safety measures to protect residents, visitors, employees, subcontractors, and other persons from injury, loss, or property damage arising from the performance of the work.

The Contractor shall comply with all applicable federal, state, and local safety regulations, including OSHA requirements, and shall implement appropriate safeguards, warning signs, barriers, and traffic control measures as required.

The Contractor shall conduct all work in a manner that minimizes hazards and maintains safe access to occupied units, common areas, walkways, entrances, exits, and other areas used by residents and the public.

The Contractor shall give special consideration to the safety needs of individuals with disabilities, including persons who are blind, deaf, hard of hearing, mobility-impaired, or otherwise physically challenged.

The Contractor shall ensure that temporary barriers, signage, pathways, and work zone protections are accessible and designed to accommodate the needs of all residents and occupants.

The Contractor shall immediately correct any unsafe condition resulting from its operations and shall be responsible for any injury, damage, or loss caused by its employees, subcontractors, equipment, materials, or work activities.

K. Warranty Requirements

The Contractor shall warrant all labor, workmanship, materials, and equipment furnished under the resultant contract for a period of two (2) years from the date of final acceptance by OAHPI.

Manufacturers’ warranties applicable to materials, products, or equipment installed under the resultant contract shall be assigned to OAHPI to the fullest extent permitted.

During the warranty period, the Contractor shall, at no cost to OAHPI, promptly repair, replace, or correct any defects in materials, equipment, or workmanship identified by OAHPI.

Warranty repairs or corrective work shall be completed within a timeframe acceptable to OAHPI following notification of the deficiency.

The warranty obligations set forth herein are in addition to, and not in lieu of, any other warranties, guarantees, or remedies available to OAHPI under the resultant contract or applicable law.

L. Site Housekeeping, Storage, and Parking Requirements

The Contractor shall maintain the work site and all adjacent areas in a clean, safe, and orderly condition throughout the duration of the project.

Housekeeping and debris removal shall be performed continuously as work progresses, at the end of each workday, and thoroughly prior to weekends, holidays, and project completion.

The Contractor shall not permit the accumulation of trash, waste materials, debris, or unnecessary equipment at the project site.

If the Contractor fails to maintain acceptable site cleanliness, OAHPI may perform or contract for the required cleanup and deduct the associated costs from amounts otherwise due to the Contractor.

The Contractor shall be responsible for providing and securing all storage required for materials, tools, equipment, and supplies necessary to perform the work.

The Contractor shall make its own arrangements and bear all costs associated with any off-site storage required for the proper execution of the work.

The Contractor shall be responsible for the security and protection of its materials, equipment, tools, and supplies stored on or off the project site.

Contractor-owned vehicles, employee vehicles, equipment, and trailers shall be parked only in areas approved by OAHPI and shall not obstruct roadways, fire lanes, building access points, sidewalks, resident parking areas, or other restricted traffic areas.

The Contractor shall ensure that all work activities, material storage, and parking arrangements do not interfere with resident access, emergency vehicle access, property operations, or public safety.

M. Invoicing, Documentation, and Project Closeout

Upon completion of the work, the Contractor shall complete all walkthrough list items and obtain final inspection and acceptance from the OAHPI Property Manager or Maintenance Supervisor.

The Contractor shall submit all invoices for payment to the OAHPI Finance Department within seven (7) business days following OAHPI’s approval and acceptance of the completed work.

Each invoice shall include all required supporting documentation, including:

o Original and any amended walkthrough forms;

o Before and after photographs of the completed work; and o Executed unit acceptance and approval documentation.

Invoices submitted without the required supporting documentation may be rejected and returned to the Contractor for correction.

The Contractor shall return all unit keys, access devices, and other OAHPI property to the OAHPI Property Manager or Maintenance Supervisor immediately upon completion and acceptance of the work.

OAHPI reserves the right to withhold payment until all required documentation has been received, all walkthrough list items have been completed, and all project closeout requirements have been satisfied.

The Contractor must mail all original copies of invoices and back-up documentation for payment to:

OAHPI c/o Oakland Housing Authority Finance Department – Accounts Payable 1619 Harrison Street Oakland, CA 94612 Email: apinvoices@oakha.org for vendor names beginning with A-K and InvoicesAP@oakha.org for vendor names starting with L-Z.

SELECTION PROCESS

Proposal Format and Structure

Submissions must clearly address all of the requirements outlined in the Request for Proposals (RFP), including the maximum page limit for each category.

OAHPI requests the following items be combined into a single package/file.

The Respondent must label its response using the following corresponding sections so that OAHPI can easily organize and navigate the Respondent’s response.

The sections are delineated as follows:

A. Introductory Letter. Respondent shall provide a brief synopsis on company letterhead of its ability to perform the scope of work outlined in the RFP, business background and identify the benefits provided by it offering. The Introductory Letter must include the legal business name and company status (i.e., partnership, corporation – including State of incorporation, etc.). Additionally, the Respondent must state if there have been any recent (within the past 3 years) changes in ownership and/or substantial leadership changes. Also, please include the location of the Respondent’s principal place of business and discuss any joint venture partners or sub-consultants as they pertain to the RFP. Please limit Introductory Letter to two (2) pages maximum.

OAHPI will evaluate all responses according to the following qualifications:

B. Tabbed sections as indicated:

TAB Proposal Format PAGE COUNT A Intoductory Letter Maximum 2 pages B Relevant Experience and Past Performance Maximum 8 pages C Qualifications of Staff / Relevant Project Experience Maximum 5 pages D Project Approach Maximum 3 pages E Pricing Schedule Exhibit B F Past Performance / Client References Exhibit C G Contractor Licensing Requirements Exhibit D H Contractors Qualifications Questionnaire Exhibit H I Profile and Certification Form Exhibit I J Acknowledgment of Contract Clauses Form Exhibit K

The proposal should be prepared simply and economically, avoiding the use of elaborate promotional materials beyond those sufficient to provide a complete presentation.

A page is considered to be one side of a single side of and 8½” x 11” paper, single-spaced using not smaller than an 11-point font, and containing margins at the top, bottom, and sides of no less than one inch in width. Foldouts containing charts, spreadsheets, and oversize exhibits are permissible and will be included in page count. Exhibits, résumés, and other RFP forms will not be included in the page count. OAHPI will allow a font size no smaller than 9-point for information included in tables and charts only. All proposal pages must be consecutively numbered.

Respondents are cautioned that if their Proposal exceeds the page limitation, OAHPI will evaluate up through the permitted number of pages only. Information contained on pages beyond that limit will not be considered. Brevity with respect to proposals is strongly encouraged.

All information must be incorporated into a response to a specific requirement and clearly referenced. Any information not meeting these criteria will be deemed extraneous and will in no way contribute to the evaluation process. All information presented in response to this RFP must be included in the submitted response. There can be no information that is linked to a website that requires reviewers to access the website for consideration of content. Any such conditions will not be considered as part of the Respondent’s proposal.

C. Evaluation Criteria

The proposal evaluating process is designed to award the contract, not necessarily to the Respondent(s) of least cost, but rather to the Respondent(s) with the best combination of attributes, (qualifications, experience, and cost), based upon the evaluation factors specifically established for the RFP.

Respondent(s) must provide all information outlined in the Evaluation Factors (as defined below).

Proposals will be evaluated based on the responsiveness of the Respondent’s information to the Evaluation Factors which will demonstrate the Respondent’s understanding of the Evaluation Factors and capacity to perform the required services of the Request for Proposals. The quality of answers rather than length of responses to this RFP is important. The maximum points that shall be awarded for each of the Evaluation Factors are detailed and described below.

The establishment, application and interpretation of the below Evaluation Factors shall be solely within the discretion of OAHPI. OAHPI reserves the right to determine the suitability of proposals on the basis of all of these factors.

Points will be assigned to each response for all weighted areas. The evaluation team will make a recommendation to OAHPI’s Board of Directors. Final approval will be made by the Board of Directors.

The maximum points that shall be awarded for each of the Evaluation Factors are detailed and described below.

# Criteria Points

1A

Relevant Experience and Past Performance Respondent shall provide a narrative demonstrating its relevant experience and past performance in performing services similar in scope, size, complexity, and nature to those requested under this RFP. Responses should be comprehensive, specific, and clearly demonstrate the Respondent’s experience, qualifications, technical capabilities, and capacity to successfully perform the services contemplated by this RFP.

Provide the total number of years the firm has successfully performed on-call maintenance, vacant unit turnover (unit turn preparation), rehabilitation, minor construction, and related residential property maintenance services for projects of comparable size, scope, and complexity. Include experience providing contracted maintenance, rehabilitation, renovation, and construction-related services for multifamily or residential housing properties.

1B

Provide a minimum of five (5) former or current clients for whom the business has provided minor construction, general contracting or maintenance services as described in the Scope of Services within the past three (3) years. Respondents are to use the Past Performance/Client References Form provided in Exhibit C, Past Performance/Client References. Failure of the Respondent to provide accurate contact information for the references given may disqualify the reference. OAHPI is not required to search for current/correct contact information including phone numbers or email addresses.

Disqualification of references may result in a Respondent being evaluated as non-responsive.

2.

Qualifications of Staff / Relevant Project Experience Respondents must provide documentation demonstrating their managerial capacity and financial stability to successfully perform the proposed services. Submissions should include a concise overview of the organization’s management structure, financial resources, and staffing plan, as outlined below:

a. Project Management Capability - Provide a concise description of the organization’s structure, management approach, and staff expertise. Include résumés and qualifications of key management personnel and designated alternate staff who will support contract performance.

b. Organizational Qualifications and Licensing - Submit an organizational chart, proof of authorization to provide the required licensed services in the State of California, and documentation of the qualifications, training, and experience of the individuals assigned to the OAHPI contract, including personnel responsible for on-call general contracting and minor construction services. Respondents must also complete and submit Exhibit D, Contractor Licensing Requirements and Exhibit H, Contractor Qualifications Questionnaire, and Exhibit I, Profile and Certification Form.

# Criteria Points

3.

Project Approach Respondent shall provide narrative and documentation that represents technical approach and capacity to provide services in sufficient quantity and quality required to respond in a timely manner and complete work as scheduled to include:

a. Staffing - Plan that details the technical approach and capacity i.e. number of crew size, utilization plan, equipment and materials. Include length of service, training, experience. Identify the number of individuals by Work Classification. Include subcontractor usage and coordination. Respondents must also complete and submit Exhibit D, Contractor Licensing Requirements for any Subcontractor that will be performing work under the awarded contract. Respondents shall also complete Exhibit K, Contractor Acknowledgement Form, with the understanding that the General Contractors and Subcontractor will need to comply with OAHPI Contract Terms.

b. Oversight - Method of assigning work and procedures for maintaining level of service, planning of all services and the coordination of owner’s personnel, subcontractors and suppliers to comply with the timeframe.

c. Quality Control - Plan to ensure the requirements of this proposal are achieved.

Respondents are encouraged to be specific to include quality control and oversight.

4. Pricing Schedule Respondents are to complete Exhibit B, Pricing Schedule 15

TOTAL 100

D. Selection Process

All responses will be reviewed. Proposers may be required to be interviewed by a selection committee that will complete a final evaluation. The selection will be the sole responsibility of OAHPI. OAHPI reserves the right to reject any, and all proposals, and shall select a service provider based on the most advantageous conditions for OAHPI.

E. Evaluation Committee

The appointed Evaluation Committee, independent of CCGS, shall evaluate the Proposals submitted. An Evaluation Packet will be prepared for each Evaluator.

PLEASE NOTE: No proposer shall be informed at any time during or after the RFP process as to the identity of any Evaluation Committee Member. If, by chance, a proposer does become aware of the identity of such person(s), he/she SHALL NOT make any attempt to contact or discuss with such person anything related to this RFP. As indicated in this document, the designated CCGS Staff is the only person at OAHPI that the proposers shall contact pertaining to this RFP. Failure to abide by this requirement may cause such proposer(s) to be eliminated from consideration for award.

F. Potential “Competitive Range” and “Best and Finals” Negotiations OAHPI reserves the right to conduct “Best and Finals” Negotiations, which may include oral interviews with all firms deemed to be in the competitive range. Any firm deemed not to be in the competitive range shall be notified of such, in writing, by the OHA in as timely a manner as possible.

1. Determination of Top-Ranked Proposer Final rankings may be forwarded to the Housing Authority Board of Commissioners (BOC) at a scheduled meeting for approval.

2. Restrictions All people having familial (including in-laws) and/or employment relationships (past or current) with principals and/or employees of a proposer entity will be excluded from participation on the Evaluation Committee. Similarly, all people who have any ownership interest in and/or contract(s) with a proposer entity will be excluded from participation on the Evaluation Committee.

G. Evaluation

The appointed evaluation committee shall evaluate the complete responses submitted and award points based on the Evaluation Criteria. OAHPI will, at its discretion, contact one or more of the provided references for the Respondents deemed to be within the competitive range. Any negative references will be taken into consideration before proceeding with final approval by the Board of Commissioners.

H. Notice of Results of Evaluation

Upon completion of the evaluation and internal approval processes, all Respondents will receive, by e-mail, a Notice of Intent to Award or an Non-Award.

I. Contractor Requirements

The awarded Respondent(s) selected must be fully qualified to perform the services described within this RFP. All work performed pursuant to this RFP must conform to, and comply with, all applicable local, state and federal codes, statutes, laws, and regulations.

J. Insurance Requirements

Prior to award, all successful Respondent(s) will be required to provide the proper license documents and insurance certificates. The selected Respondent(s) and subcontractors will be required to comply with OAHPI insurance requirements. See Exhibit F, Insurance Requirements

K. Indemnification

The Contractor must expressly agree to defend, hold harmless and indemnify OAHPI, its commissioners, officers, agents and employees, of and from any claims, loss, damage, injury, actions, causes of action and liability, including attorneys' fees arising out of or connected with the Contractor’s operations or performance under the resultant contract.

L. Additional Insured Party

As a condition of the contract, Contractor will be required to provide a valid certificate of insurance and to submit copies of the insurance certificates naming OAHPI as an additional insured party. The insurance policies must provide a 30-day notice of cancellation and be primary to any other insurance carried by

OAHPI.

1180 25th Ave, Oakland CA 94601 (510) 535-3147/ (510) 535-3132

SCOPE OF WORK

Name of Vendor_________________________ Contract Number:___________________ Date:_________

OAHPI Point of Contact: Name__________________ Phone:_______________ E-mail__________________

Unit Address:_____________________________ Work Order Number:________________ PO#________

OAHPI Portfolio: OAHPI DE___ OAHPI E___ OAHPI FV___ OAHPI SA___ OAHPI W___ OAHPI N___

Location Description of Work

EXTERIOR

HALLWAY

LIVING ROOM

DINING ROOM

KITCHEN

BATHROOM 1

BATHROOM 2

BEDROOM 1

BEDROOM 2

BEDROOM 3

Miscellaneous

Anticipated Start Date:____________________ Completion Date:_____________________________

This Scope of Work is for repairs or renovation for a Vacant or Occupied Unit. The contractor must provide a written estimate for approval before work begins. The Written Estimate must have a total for the work requested, itemized costs (labor, materials, profit and overhead) and the anticipated completion time. Note the above Mandatory Completion Date. If you cannot meet this deadline, this Scope of Work Request for a Written Estimate is null and void.

Maintenance Superintendent Property Administrator

PRICING SCHEDULE – Exhibit B

Unit Turn Base Unit Prices

Contractor shall provide firm, fixed pricing for the services listed below. Prices shall include all labor, supervision, equipment, transportation, cleaning supplies, PPE, overhead, profit, and all other costs necessary to perform the work described in the Scope of Work.

Prices shall remain firm for the contract term.

ITEM DESCRIPTION UNIT UNIT PRICES

1 Two-Bedroom (706-821 sq. ft.) Unit Cleaning Per Unit $

2 Three-Bedroom (800-1050 sq. ft.) Unit Cleaning Per Unit $

3 Four-Bedroom (1064-1200 sq. ft.) Unit Cleaning Per Unit $

4 Five-Bedroom (~1550 sq ft.) Unit Cleaning Per Unit $

5 Heavy Cleaning* (additional charge when authorized by OAHPI) Per Unit $

6…