RFP - City Buildings Assessment

REQUEST FOR PROPOSALS
Professional Services
City Buildings Assessment
RELEASE DATE: June 22, 2026
DEADLINE FOR QUESTIONS: July 10, 2026
PROPOSALS DUE: July 22, 2026
City of Albany, California
Public Works Department
CONTACT:
City Clerk | CityClerk@albanyca.gov

City of Albany - Request for Proposals City Buildings Assessment
Contents
1. INTRODUCTION .......................................................................................................... 2
2. LOCAL BACKDROP .................................................................................................... 2
3. SCOPE OF SERVICE .................................................................................................... 2
4. CONSULTANT QUALIFICATIONS ............................................................................. 3
5. REGISTRATION OF INTENT TO SUBMIT PROPOSAL .............................................. 3
6. PROPOSAL REQUIREMENTS ..................................................................................... 4
7. QUESTIONS DURING PROPOSAL PERIOD ................................................................ 6
8. PROPOSAL FORMAT ................................................................................................... 6
9. PROPOSAL SUBMISSION ............................................................................................ 6
10. SELECTION PROCESS ................................................................................................. 7
11. RFP TIMELINE ............................................................................................................. 8
12. RIGHTS OF THE CITY ................................................................................................. 8
13. COLLUSION & CONFLICT OF INTEREST .................................................................. 9
14. APPENDICES ............................................................................................................. 10
Appendix A Contract Form & Insurance Requirements ........................................ A-1
Appendix B City of Albany Business License Application & New Vendor Form ..A-15
Appendix C Detailed Scope of Services, Example Milestones and Deliverables . A-18
Appendix D City Facility Maps & Facility Information ........................................ A-22
Appendix E Available Park Assessment Data ....................................................... A-34
Appendix F Available Building Asset Information ............................................... A-35
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City of Albany - Request for Proposals City Buildings Assessment
1. INTRODUCTION
The City of Albany (City) is soliciting proposals from qualified professional firms
(Proposer) to conduct a comprehensive review of the maintenance, repair, and
operational needs of City facilities and develop a programmatic approach to maintain
operations. This project is expected to serve as a foundational reference for developing a
cost-effective and proactive asset management program for facility operations.
The selected consultant will develop a list of facility assets, perform condition
assessments, prioritize deferred maintenance needs, and develop budgets necessary to
maintain facility operations. The City anticipates that a number of key steps will be
needed to accomplish the stated objectives. A scope of services with detailed objectives
and anticipated project deliverables are outlined in Section 3, Scope of Services.
This document outlines the anticipated scope of work for the requested consulting
services. Electronic copy (PDF) of proposal shall be submitted to City Clerk at
CityClerk@albanyca.org.
2. LOCAL BACKDROP
The City of Albany lies on the northwestern corner of Alameda County, California,
bordered by the cities of El Cerrito and Richmond to the north, the City of Berkeley on the
east and south sides, and by unincorporated Kensington in Contra Costa County to the
north and east. The City of Albany was incorporated in 1908 and, at the time of the 2020
census, had a population of 20,271 residents. Albany is known for the excellent quality of
its K-12 school district and small-town ambiance in an urban setting.
The City provides a range of municipal services, including public safety, public works,
community development, and community services. Municipal services are provided
through approximately 150 employees across nine City departments.
To support recreational and governmental services, the City of Albany owns and
maintains 16 public buildings on 9 sites. Each of these buildings were constructed at
different times and are of varying condition. Buildings owned by the City of Albany are
used for City services or may be leased to private entities. Facility list and maps can be
found in Appendix D.
3. SCOPE OF SERVICE
Discrete high-level objectives to be integrated into this plan include:
a) Obtain meaningful baseline data of existing building conditions through a Facility
Condition Assessment (FCA).
b) Establish a list of priorities and incorporate list into short-term, mid-term, and
long-term timetables.
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City of Albany - Request for Proposals City Buildings Assessment
c) Identify overall budgetary needs and develop annualized budgetary funding
necessary to maintain existing services and address deferred maintenance needs,
including consideration for facility life-cycle cost analysis
d) Develop a protocol for proactive and ongoing asset management assessments and
maintenance activities
For detailed expectations on scope of services and illustration of potential project
milestones and deliverables, refer to Appendix C.
Based on Proposer experience and expertise, the City encourages the
Proposer to incorporate modifications or propose alternative scope of
services that meet the stated objectives of the project, as appropriate.
4. CONSULTANT QUALIFICATIONS
Each Proposer submitting a proposal in response to this solicitation must demonstrate
that they, and their sub-consultants, have the background, qualifications, expertise,
demonstrated competence, and capability to address the objectives and scope of services
described in this Request for Proposal (RFP). The City of Albany seeks consultants that
have the following minimum qualifications to be considered for a contract:
a) Ten years of experience in conducting full architectural, electrical, mechanical,
structural, and engineering reviews of the conditions of buildings and supporting
infrastructure relative to the facilities identified in this project.
b) Completed at least three assessment projects of similar size and scope within the
last five years.
c) Demonstrated expertise with stakeholder engagement processes, including, but
not limited to, communicating information to varied stakeholders (public
meetings, City departments, and other stakeholders) on the assessed needs.
d) Maintain insurance and worker's compensation policies that meet or exceed the
minimum requirements of the City.
e) Obtain a City of Albany business license prior to execution of a contract and
maintain it for the duration of work.
5. REGISTRATION OF INTENT TO SUBMIT PROPOSAL
Interested parties are requested to contact CityClerk@Albanyca.gov to register their
intent to respond to the RFP. Registration ensures that any modifications to the RFP
process can be transmitted as quickly as possible to all interested parties. A written
confirmation of registration will be sent by email within two business days. It is the
responsibility of the Proposers, before submitting a proposal, to ascertain if the City has
issued any notices, clarifications, addenda, or other communications to responders. Oral
explanations or instructions from City staff shall not be considered binding on the City.
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City of Albany - Request for Proposals City Buildings Assessment
6. PROPOSAL REQUIREMENTS
To be considered for the professional engineering services being requested herein,
proposals shall be submitted in response to this RFP must comply with the requirements
herein. The proposal is required to contain the following information and should be
arranged in the following order.
The Proposal shall consist of the following sections:
PROPOSAL SECTION "A" - QUALIFICATIONS AND APPROACH TO WORK
1) Transmittal Letter. Provide any information not already included in the proposal
that you believe will enhance your submittal with respect to the evaluation criteria.
The transmittal letter shall:
a) Be signed by an individual authorized to obligate the Proposer to fulfill the
commitments contained in the proposal.
b) Include a statement of the Proposer's overall ability, qualifications, approach,
commitment, and availability to conduct the work.
c) Include the name and address of the Prime Proposer. Addresses shall be for the
location where most of the day-to-day work will be performed.
2) Project Team and Statement of Qualifications. This project is anticipated to
require a variety of specialties which may require multi-disciplinary sub-consultant
support. Proposal must introduce the key individuals of the project team that will be
responsible to produce the various categories of work and their time availability for
the Project.
a) Provide an organizational chart indicating the role/responsibility for each prime
and subconsultant team member. Detailed resumes for the key project team
members may be included as an appendix to the proposal.
b) Provide a specific description of the team's experience that qualifies each key
project team member for the services required for this project.
c) Provide summary of any past projects with this specific configuration of prime and
subconsultants, if available, or identify the proposal as containing a new
configuration of prime and subconsultants and describe the reason that prime
consultant considers this particular configuration to be a good fit for the project.
d) Include at least two (2) reference projects, including a description of the project,
team member's role on the project, client contact information (name, current
telephone number, and email address) for each reference project that can be
contacted regarding the experience of each key project team member in providing
the type of (or similar) services that are being sought by the City for this project.
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City of Albany - Request for Proposals City Buildings Assessment
3) Approach to Work. Demonstrate understanding of key issues and approach to
completing the proposed scope of work. Discuss any unique ideas/concerns relating
to the project. The approach should further describe how the design process would be
managed to accommodate City staff input. Provide a breakdown of estimated hours to
complete each task.
4) Schedule. Submit a proposed schedule by task for providing the services requested
herein by task. Include task durations, major milestones, meetings, deliverables, and
City review periods. State critical assumptions used for developing the time
requirements and schedule. Incorporate delivery of final report by June 2027.
For use in developing schedule, please assume two meetings with stakeholder
departments will be held to inform and solicit feedback.
5) Statement of Exceptions. The selected consultant will be required to execute the
Contract included in template form under Appendix A. All proposers are directed to
review requirements set forth in this Agreement. If Proposer wishes to take exception
to any of the terms and conditions contained in the Contract, these should be
identified specifically; otherwise Proposer must include a statement of no exception
in the submitted proposal.
Failure to identify contractual issues of dispute can later be the basis for the City to
disqualify a Proposer. Any exceptions to terms, conditions, or other requirements
must be clearly stated.
6) Other Supplementary Information. Consultant may provide other
supplementary information in an appendix. However, such information may or may
not be reviewed by the selection panel.
PROPOSAL SECTION "B" - FEE ESTIMATE
The estimate shall include total fee, including all expenses, and estimated staff time
(hours) by task and job title required to complete the scope of work for all tasks. The
billing rate for each job title shall be provided in the fee table. Upon review and rating of
proposals by the selection team, the fee estimates will be compared. The fee estimate shall
correlate to the detailed scope of work and schedule included within the proposal.
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City of Albany - Request for Proposals City Buildings Assessment
7. QUESTIONS DURING PROPOSAL PERIOD
Should discrepancies or omissions be found in this solicitation or should there be a need
to clarify this solicitation, questions regarding this RFP must be put in writing and
received by the City contact person no later than Wednesday, July 10, 2026 at 5:00
PM.
All questions should be directed to City Clerk at CityClerk@albanyca.org. Do not contact
any other staff members or elected officials of the City of Albany.
Inquiries received after the date and time stated will not be accepted. Responses to
questions timely submitted will be answered within four (4) business days and distributed
to all consultants that have requested the RFP from the City. Notice of written addenda
will be e-mailed to registered Proposers (refer to Section 5, Registration of Intent to
Submit Proposal).
Neither the City nor the consultant will be bound by any oral representations,
clarifications, or changes made to this RFP unless provided in written addenda form.
Consultant shall identify receipt of all responses and addenda in their Transmittal Letter.
8. PROPOSAL FORMAT
Proposals shall be clear and concise and responsive to all RFP requirements.
Proposers shall submit one email containing two (2) Portable Document Files (PDF): one
file for the project pricing and one file containing the remaining proposal documents.
All proposals must be fully responsive to this RFP in order to be considered. The City
reserves the right to reject any and all proposals for any reason. The City may waive
informalities or irregularities in the proposal received where such is merely a matter of
form and not substance, and the correction or waiver thereof is deemed by the City not
prejudicial to other proposals. Any alteration, omission, addition, variance, or limitation
of, from or to a proposal may be sufficient grounds for non-acceptance of the proposal, at
the sole discretion of the City.
9. PROPOSAL SUBMISSION
Electronic copy (PDF) of proposal shall be submitted through email to
CityClerk@Albanyca.gov with the subject line: "Albany City Buildings Assessment
RFP - [PRIME CONSULTANT NAME]"
Proposal emails must be received by 5:00 PM on Wednesday, July 22, 2026.
Late proposals will not be considered. The City assumes no responsibility for delays
caused by electronic delivery service. Any Proposal received prior to 5:00 PM on July 22,
2026 may be modified by written addendum or withdrawn by written request of the
Proposer to the City up to the official time when all proposals are due.
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City of Albany - Request for Proposals City Buildings Assessment
10. SELECTION PROCESS
Initial ranking of the consultant(s) will be based on the written proposal and references.
After review of the submitted proposals, the City may invite some or all proposers to
present their qualifications and proposed approach, or may decide to select one proposer
to enter into contract negotiations directly.
Should interview(s) be necessary, details of the interview process will be provided along
with the invitation to present. If an interview is conducted, the final consultant selection
will be based on a combination of the proposal and interview ranking.
EVALUATION CRITERIA
1) Specialized Experience of Team Members (10 percent). This includes
experience and qualifications of key consultant staff in the project management of
similar projects and specialized experience directly relating to the scope of work.
2) Project Personnel (30 percent). This includes the role, commitment, and
qualifications (including possession of applicable licenses and certifications) of key
personnel and their experience in the areas assigned. Comments received from
references may also be considered. Qualities and indicators that will receive
consideration include the number and types of projects the organization or its
employees have completed; the variety of projects completed and a demonstration of
the organization's ability to undertake this project; and the demonstrated ability to
work with governmental bodies and a full understanding of applicable laws or
regulations that relate to the project.
3) Approach to Work (50 percent). This includes the understanding of project
issues demonstrated by proposed scope and approach to work (including use of budget
and resources for each task), the understanding of the project schedule, the interfacing
of tasks unique/creative approaches to the work to best meet the City's goals, and
demonstrated ability to work collaboratively with clients/owners on similar projects.
4) Other Considerations (10 percent). Demonstrated ability to complete the work
within the required schedule and budget, effort to perform the work, and proposal fee
estimate. Cost, while not determinative, will be considered in the selection process.
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City of Albany - Request for Proposals City Buildings Assessment
11. RFP TIMELINE
Anticipated timeline and milestones for the RFP selection process are listed below. This
City reserves the right to modify this schedule, as necessary, in its sole discretion.
Action Date
Proposal Release Date June 22, 2026
Deadline for Questions / Clarifications July 10, 2026 at 5:00 PM
Answers to Questions Released July 17, 2026
Proposal Submittal Deadline July 22, 2026 at 5:00 PM
Interviews* Early August
Notification of RFP Results* Mid-August
Contract Award* Mid-September
Notice to Proceed* September/October
* Tentative Dates
12. RIGHTS OF THE CITY
This RFP does not commit the City to enter a contract, nor does it obligate the City to pay
for any costs incurred in preparation and submission of proposals or in anticipation of a
contract. An agreement shall not be valid or binding on the City unless and until it is
executed by authorized representatives of the City and of the selected consultant. The City
reserves the right to:
Make the selection based on the City's sole discretion;
Reject any and all proposals;
Issue subsequent Requests for Proposals;
Postpone contract start date for its own convenience;
Remedy technical errors in the RFP process;
Approve or disapprove the use of particular sub-consultants;
Approve any changes in the project team;
Negotiate with any, all, or none of the consultants;
Cancel the RFP and reject any and all quotations in whole or in part when it is in
the best interest of the City;
Waive informalities and irregularities in the proposals;
Accept, modify, or reject any items of the proposals; and
Enter into an agreement with another consultant in the event the originally
selected consultant defaults or fails to execute an agreement with the City.
Responses to this RFP become the exclusive property of the City. All proposals received
in response to this RFP become a matter of public record and shall be regarded as public
records.
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City of Albany - Request for Proposals City Buildings Assessment
13. COLLUSION & CONFLICT OF INTEREST
By submitting a proposal, each consultant represents and warrants that its proposal is
genuine and not fraudulent or collusive or made in the interest of or on behalf of any
person not named therein; that the consultant has not directly induced or solicited any
other person to submit a fraudulent proposal or any other person to refrain from
submitting a proposal; and that the consultant has not in any manner sought collusion to
secure any improper advantage over any other person submitting a proposal.
The consultant also warrants that no gratuities, in the form of entertainment, gifts, or
otherwise, were, or will be offered or given by the Consultant, or any agent or
representative of the Consultant to any officer or employee of the City with a view toward
securing a recommendation of award or subsequent contract or for securing more
favorable treatment with respect to making a recommendation of award.
The consultant also warrants that it presently has no interest and shall not acquire any
interest, direct or indirect, which would conflict in any manner or degree with the
performance of services required under the contract resulting from this RFP. The
consultant also warrants that, to the best of its knowledge, no officer, agent, or employee
of the City who shall participate in any decision relating to this RFP and the resulting
contract, currently has, or will have in the future, a personal or pecuniary interest in the
consultant's business.
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