RFP- Facility Condition Assessment Reports, City Building

REQUEST FOR PROPOSAL
FACILITY CONDITION ASSESSMENT REPORTS,
CITY BUILDINGS
CITY OF ALAMEDA, CALIFORNIA
Issued: April 24, 2026
Submittal Deadline: May 21, 2026 - 2:00 PM
CITY OF ALAMEDA
Public Works Department
950 West Mall Square, Room 119
Alameda, CA 94501
Attention: Mike Billington
510-747-7947

CITY OF ALAMEDA
REQUEST FOR PROPOSALS
TABLE OF CONTENTS
Contents
I. INTRODUCTION AND BACKGROUND ............................................................................................... 3
II. SCOPE OF SERVICES ......................................................................................................................... 3
III. PROPOSER QUALIFICATIONS............................................................................................................ 4
IV. PROPOSAL REQUIREMENTS ............................................................................................................. 4
V. PROPOSAL FORMAT......................................................................................................................... 6
VI. SELECTION PROCESS ........................................................................................................................ 6
VII. SELECTION TIMELINE ....................................................................................................................... 7
VIII. GENERAL CONDITIONS..................................................................................................................... 7
IX. QUESTIONS AND DOCUMENTS........................................................................................................ 9
Appendices
Appendix A - Scope of Services
Appendix B - Facility List
Appendix C - Sample Service Provider Agreement
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REQUEST FOR PROPOSALS
Facility Condition Assessment Reports, City Buildings
I. INTRODUCTION AND BACKGROUND
The City of Alameda (City) is seeking proposals from qualified consultants to prepare Facility
Condition Assessment Reports as outlined below. The City intends to hire a consultant with
expertise in project management, field assessments, and facility evaluations. The selected
consultant will assess City facilities, develop cost estimates for recommended improvements, and
prioritize those improvements for implementation. The final deliverable will be a comprehensive
facility evaluation report.
Proposers shall read the information contained in this Request for Proposal (RFP) to understand
how to submit the proposal, what documents must accompany the proposal and what legal
obligations apply when the Proposer submits a proposal. Any Proposer that wishes to be
considered for this work must submit the information requested in this RFP and if invited,
participate in an evaluation interview panel.
Alameda is a charter city founded in 1854 and incorporated in 1872. The City of Alameda provides
a full range of municipal services including public safety, public works, community development,
and community services. The City also provides electric utility service through Alameda Municipal
Power. The City covers approximately 10.6 square miles and includes Alameda Island, which is
located south of Oakland across the Alameda Estuary and Bay Farm Island, a peninsula adjacent
to Oakland International Airport. City services are provided by 506 full-time employees across 66
facilities.
II. SCOPE OF SERVICES
The City is seeking proposals from qualified consultants to prepare Facility Condition Assessment
Reports as described below. The selected consultant will assess City facilities, develop cost estimates
for recommended improvements, and prioritize those improvements for implementation.
Consultant will evaluate all City buildings listed in Appendix B and identify when building elements will
require repair or replacement, along with estimated costs for budgeting purposes. The assessment will
include the review of all building elements, including but not limited to:
* HVAC systems
* Roofing
* Windows
* Flooring and carpeting
* Electrical systems
* Wall finishings
* Other critical systems required for facility operations
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The consultant will review building systems, estimate improvement and replacement costs, and
recommend priorities for implementation. The final deliverable will be a facility evaluation report
for each of the City's 66 buildings.
A detailed Scope of Work is included as Appendix A, and a list of the facilities is included as
Appendix B.
III. PROPOSER QUALIFICATIONS
Proposals shall be submitted by firms with a minimum of three (3) prior projects within the last
five (5) years of similar scope. Firms shall have sufficient, readily available resources in the form
of trained personnel, support services, specialized consultants and financial resources to carry
out the work without delay or shortcomings.
IV. PROPOSAL REQUIREMENTS
The Proposer shall include in its proposal the information outlined below in a manner which
demonstrates the Proposer's competence and qualifications for the satisfactory performance of
the services identified in this RFP.
A. Cover Letter
The proposal shall be submitted with a cover letter. The letter accompanying the proposal
must provide the name, title, address, telephone number, and signature of the
individual(s) authorized to negotiate and bind the firm contractually. An unsigned
proposal or one signed by an individual unauthorized to bind the firm may be rejected.
The cover letter shall provide a summary of the firm's capabilities and availability of
construction management staff, information and qualifications of the proposed lead who
will be representing the firm.
B. Statement of Qualifications
The Proposer shall prepare a statement of qualifications which identifies:
1. The size, stability, and capacity of Proposer's organization, including, at a minimum,
an identification of total number of years in operation, number of employees in the
office location which is intended to provide the services described in the Scope of
Services, and a description of Proposers' shop and storage facilities intended to
support the City.
2. An identification of the Proposer's experience performing services for projects of a
similar size, scope, and complexity as the services required by this RFP, including an
identification of the number of years' Proposer has been performing similar services;
and the most recent projects for which the Proposer has performed similar services.
The list of recent projects shall include the name, contact person, address, and phone
number of each party for whom the service was provided, as well as a description of
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the service performed, the dollar amount of the contract, and the date of
performance.
3. A list of the Proposer's principals, employees, agents, and sub-service providers which
the Proposer intends to assign to this project. This list shall include a summary of the
qualifications (including education, training, certifications licenses, and experience) of
each individual; the approximate number of hours each will devote to the contract;
and the type of work to be performed by each individual.
4. The following information on all state or federal litigation in which Proposer or any
proposed subcontractor was a named party, or worked under contract with a party
named in a lawsuit:
a. Case name and case number
b. Case location (including county and state for state litigation, or district for
federal litigation)
c. Year case was filed
d. Whether case is pending or resolved, and outcome (if any)
e. Description of the case (i.e., type of case, whether case is typical, what claims
were alleged against Bidder or subcontractor)
C. Scope of Service
Provide a detailed scope of services that meets the objectives in Section II. This scope of
service, with any amendments following negotiations, will become part of the
Agreement.
D. Statement of Exceptions, if any, to Standard Service Provider Agreement
The selected firm will be required to execute the Service Provide Agreement included in
template form as Appendix C All proposers are directed particularly to review all
Indemnification, Hold Harmless and Insurance requirements set forth in this Agreement.
If Proposer wishes to take exception to any of the terms and conditions contained in the
Agreement for Service, these should be identified specifically; otherwise include a
statement of no exception, labeled as Exhibit B in the submitted proposal. Failure to
identify contractual issues of dispute can later be the basis for the City disqualifying a
proposer. Any exceptions to terms, conditions, or other requirements must be clearly
stated.
E. Project Pricing
Please provide a cost breakdown of the associated scope of services. Project pricing
should include all materials, ancillary and otherwise to deliver the proposed scope of
services.
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V. PROPOSAL FORMAT
Proposers shall submit one email containing two Portable Document Files (PDF): one file for the
project pricing and one file containing the remaining proposal documents.
* Submit Proposals to: pw@alamedaca.gov
* Subject line of email: Alameda FCA RFP - [COMPANY NAME]
Proposal emails must be received by 2:00 PM on Thursday, May 21, 2026.
Late proposals will not be considered. The City assumes no responsibility for delays caused by
electronic delivery service. Any Proposal received prior to 2:00 PM on May 21, 2026 may be
modified by written addendum or withdrawn by written request from the Proposer to the City
up to the official time when all proposals are due. Section IV contains a complete list of proposal
requirements.
VI. SELECTION PROCESS
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 without
conducting interviews and enter into contract negotiations directly. Proposer interviews, if
necessary, are anticipated to be conducted according to the schedule provided in Section VII.
Details of the interview process will be provided along with the invitation to present.
The final selection will be based upon the following criteria:
A. Ability of the Proposer to Carry Out and Manage the Proposed Project (30%)
An assessment of the statement of qualifications, including past experience of the
organization in general. 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.
B. Qualifications (30%)
The qualifications (including education, training, licenses, experience, and past
performance) of the Proposer and its agents, employees, and sub-service providers. The
City may consider Proposer's timely and accurate performance on contracts of a similar
nature.
C. Willingness to Comply with the Proposed Agreement Terms (10%)
A sample agreement is attached. Proposals will be rated based on the exceptions taken
to the proposed contract.
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D. Cost of Proposal (30%)
Cost, while not determinative, will be considered in the selection process.
E. Local Business (+5%)
If the Proposer's company is physically located within the City limits, they will receive an
additional five points.
VII. SELECTION TIMELINE
The City has designated the following activities and dates as key to the project schedule.
Proposers are encouraged to assist the City in adhering to this timeline. The City reserves the
right to change the schedule at its own discretion.
Anticipated Schedule for Selection
Issuance of Request for Proposals April 24, 2026
Deadline to submit questions on RFP May 7, 2026
Deadline to submit Proposals May 21, 2026 - 2:00pm
Interviews (if deemed required) May 25 & 26, 2026
Contract Award (Anticipated) July 7, 2026
VIII. GENERAL CONDITIONS
A. Nondiscrimination
Applicants for this RFP shall not discriminate against any interested individual, firm or applicant
on the grounds of race, religious creed, color, national origin, ancestry, handicap, disability,
marital status, pregnancy, sex, age, or sexual orientation.
B. Permits, Licenses, and Insurance
The successful applicant for this RFP shall, at its sole expense, obtain and maintain during the term
of any agreement executed pursuant to this RFP all appropriate permits, certificates, licenses, and
insurance including, but not limited to, a City of Alameda Business License which may be required
in connection with the performance of services hereunder.
C. Signatures and Declarations
Each proposal responding to this RFP must be signed on behalf of the submitting entity by an
officer authorized to bind the entity to its proposal.
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D. City's Right to Waive
The City reserves the right, in its sole discretion, to waive any immaterial irregularities in a
proposal responding to this RFP or in the submission of a proposal.
E. City's Right to Modify the RFP
The City reserves the right, in its sole discretion, to modify this RFP should the City deem that it is
in its best interests to do so. Any changes to the RFP requirements will be made by written
addendum posted on the City's website. The failure of an applicant to read any addenda shall
have no effect on the validity of such modification.
F. City's Right to Suspend or Cancel the RFP
The City reserves the right, in its sole discretion, to suspend or cancel this RFP in part or in its
entirety should the City deem that it is in the City's best interests to do so.
G. City's Right to Reject Any Proposal
The City reserves the right, in its sole discretion, to reject any proposal responding to this RFP that
the City determines does not satisfy the conditions set forth in this RFP, or contains false,
misleading, or materially incomplete information. The City reserves the right, in its sole discretion,
to reject all applicants and not to award to any applicant should the City deem that it is in its best
interests to do so.
H. City's Right to Extend RFP Deadlines
The City reserves the right, in its sole discretion, to extend any of the deadlines listed in this RFP
by written addenda should the City deem that it is in its best interests to do so.
I. Cost of Proposals
All costs incurred during proposal preparation or in any way associated with an applicant's
preparations, submission, presentation or oral interview (if any) shall be the sole responsibility of
Applicant.
J. Liability for RFP Errors
Applicants are solely responsible for all errors and omissions contained in their responses to the
RFP.
K. Proposals Property of City
Upon receipt, each proposal responding to this RFP that an applicant submits to the City becomes
the sole property of the City and will not be returned to the applicant.
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L. Oral and Written Explanations
The City shall not be bound by oral explanations or instructions given at any time during the
process or after the award. Oral explanations given during the review process and after award
become binding only when confirmed in writing by an authorized City official. Written responses
to question(s) asked by one proposer will be provided to all applicants to this RFP.
M. Public Record
All proposals submitted to the City are subject to the California Public Records Act.
IX. QUESTIONS AND DOCUMENTS
The RFP is available electronically as a free download at
https://www.alamedaca.gov/BUSINESS/Bid-on-City-Contracts. Proposers are solely responsible
for determining if any addenda have been issued. Addenda will be published on this same
website.
Any questions regarding the RFP should be directed to:
Mike Billington
Public Works Department
mbillington@alamedaca.gov
Questions must be submitted by email and received by May 7, 2026 at 5:00 PM.
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APPENDIX A
SCOPE OF SERVICES
The City is seeking proposals from qualified consultants to prepare Facility Condition Assessment
Reports as described below. The selected consultant will assess City facilities, develop cost
estimates for recommended improvements, and prioritize those improvements for
implementation.
Consultant will evaluate all City buildings listed in Appendix B and identify when building
elements will require repair or replacement, along with estimated costs for budgeting purposes.
The assessment will include the review of all building elements, including but not limited to:
* HVAC systems
* Roofing
* Windows
* Flooring and carpeting
* Electrical systems
* Wall finishings
* Other critical systems required for facility operations
The consultant will review building systems, estimate improvement and replacement costs, and
recommend priorities for implementation. The final deliverable will be a facility evaluation report
for each of the City's 66 buildings.
Data findings will be captured and delivered in accordance with the ASTM Uniformat II
Classification Codes for Building Elements.
The selected consultant will provide all labor, supervision, equipment, and materials required to
complete the Facility Condition Assessments.
I. PROJECT MANAGEMENT
The consultant shall:
* Provide a dedicated Project Manager
* Conduct a kickoff meeting
* Develop a project management plan
* Coordinate site access and inspections
* Provide progress reports throughout the project
II. DATA COLLECTION AND DOCUMENT REVIEW
A. The consultant shall review available documentation including:
* Existing Facility Capital Schedule
* Facility plans
* Equipment inventories
* Maintenance records
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