Request for Proposals 4-Year On-Call Water Loss Response Service

REQUEST FOR PROPOSALS
4-Year On-Call Water-Loss Response RFP
CITY OF ALAMEDA, CALIFORNIA
October 1, 2026
Important Dates:
Anticipated Schedule for Selection
Issuance of Request for Oct 01, 2026
Proposals:
Bid Questions: 2 PM Oct 06, 2026
Bid Addendum (If Necessary): 2 PM Oct 08, 2026
Bid Due Date: 2 PM Oct 15, 2026
Contract Award (Anticipated): Dec 01, 2026
Contract Start (Anticipated): Dec 01, 2026
Contact:
Chandni Patel, Facilities Project Manager
Public Works
City of Alameda
950 West Mall Square
Alameda, CA 94501
Phone: 510-747-7978
Email: cpatel@alamedaca.gov
ALL PROPOSALS SHALL BE SUBMITTED IN ELECTRONIC FORMAT (PDF) TO THE
CITY OF ALAMEDA'S PUBLIC WORKS GENERAL MAILBOX AT
PW@ALAMEDACA.GOV BY 2 P.M. ON OCTOBER 15TH, 2026.
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CITY OF ALAMEDA
REQUEST FOR PROPOSALS
TABLE OF CONTENTS
Contents
I. INTRODUCTION AND BACKGROUND ........................................................................... 1
II. SCOPE OF SERVICES .......................................................................................................... 1
III. PROPOSER QUALIFICATIONS ........................................................................................ 2
IV. PROPOSAL REQUIREMENTS........................................................................................... 2
V. PROPOSAL FORMAT ......................................................................................................... 3
VI. SELECTION PROCESS ....................................................................................................... 4
VII. SELECTION TIMELINE ...................................................................................................... 5
VIII. GENERAL CONDITIONS.................................................................................................... 5
IX. QUESTIONS ......................................................................................................................... 7
Appendices
Appendix A Scope of Services
Appendix B Service Provider Agreement Standard Form

REQUEST FOR PROPOSALS
4-Year On-Call Water Loss Response
I. INTRODUCTION AND BACKGROUND
The City of Alameda invites proposals for a 4-Year On-Call Water-Loss Response Contract. The
intent is to efficiently, safely, and promptly provide emergency response, leak source
investigation, water extraction, structural dry-down, moisture monitoring, and necessary
plumbing/leak repairs to preserve and protect City facilities, minimize property damage, and
ensure compliance with regulatory standards and environmental health guidelines. The City
intends to issue one four-year contract for these services, to be used on an as-needed basis.
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.
II. SCOPE OF SERVICES
The City of Alameda is a charter city with a population of over 75,000 people, located in the San
Francisco Bay Area. The City is mature and almost completely built out. Most of the maintenance
and capital improvement program (CIP) consists of reconstruction of buildings, streets, parks,
sewer, storm drainage, and shoreline improvements. The City has limited internal resources for
water-loss emergency response requests.
The City of Alameda Public Works Department maintains approximately 76 City Owned Facilities,
including City Hall and City Hall West, Alameda Free Library buildings, Recreation and Parks
Buildings, Police and Fire. The Public Works Department, Facilities Management team is seeking
a qualified contractor to provide on-call emergency water-loss mitigation, water-intrusion source
investigation, leak repair, structural drying, and restoration services to protect facility interiors
and building systems from water-loss events. The selected contractor shall maintain the
capability to receive and respond to emergency service requests outside of normal business
hours, including evenings, weekends, and holidays, as circumstances require. Contractors are
expected to monitor and respond to City service requests diligently and as promptly as
reasonably practicable, giving appropriate consideration to the nature and severity of the
reported condition, weather conditions, site access, safety considerations, and the availability of
necessary personnel, equipment, and materials. Upon notification by City personnel of an active
or suspected water intrusion, the Contractor shall investigate the reported condition, identify the
source or likely source of the water intrusion, and provide appropriate temporary mitigation,
repair, drying, and restoration services as authorized by the City.
Attached as Appendix A is the Scope of Services listing major work tasks that may be requested.
The City's usage of the vendor's services are on an as-needed basis so that if the demand is not
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there, then the services will not be requested. For each on-call service request, the vendor and
the City will agree upon the specific scope of work and cost for that project. The City has the right
to retain other consulting firms at its sole discretion when the City believes there will be an
economic or other significant advantage for doing so. Services for each contract will be provided
on a negotiated fee basis, per work order. No minimum amount of work is guaranteed under
these agreements. Compensation will be based on time and materials with a not-to-exceed limit
agreed upon by both Vendor and City before work begins.
III. PROPOSER QUALIFICATIONS
A. Bidder must be regularly and continuously engaged in the business of providing Water-Loss
Emergency Response services for at least five (5) years, which must be clearly stated or demonstrated in
the bid response.
B. Bidder must also possess all permits, licenses, and professional credentials necessary to supply
products and perform services specified under this RFP. Unless noted otherwise in the RFP, including any
Addendum, Bidder is not required to submit copies or verification of the permits, licenses and credentials;
however, Bidder must provide such proof if requested by the City.
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.
1. Statement of Qualifications
The Proposer shall prepare a statement of qualifications which identifies:
a) 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.
b) 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
the service performed, the dollar amount of the contract, and the date of
performance.
c) A list of the Proposer's principals, employees and agents which the Proposer intends
to assign to this project. This list shall include a summary of the qualifications
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(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.
d) 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:
1. Case name and case number
2. Case location (including county and state for state litigation, or district for
federal litigation)
3. Year case was filed
4. Whether case is pending or resolved, and outcome (if any)
5. Description of the case (i.e., type of case, whether case is typical, what
claims were alleged against Bidder or subcontractor)
2. 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 B. All proposers are directed particularly at reviewing 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.
3. Project Pricing
Prepare an hourly rate sheet or cost / fee schedule for all possible work unit pricing.
Define each unit of service and list any exclusions for each work type. Be sure to include
a unit cost for each activity presented in the Work Plan. Unit costs shall include all
incidental costs including travel, equipment, documentation, etc.
V. PROPOSAL FORMAT
The Proposal shall be submitted in electronic format (PDF) to the City of Alameda's Public Works
general mailbox at pw@alamedaca.gov by 2 p.m. on October 15, 2026. It is the Proposer's
responsibility to clearly identify the RFP name in the email subject line "RFP for 4 Year On-Call
Water-Loss Response". It is also the Proposer's responsibility to acknowledge and respond to the
automated response message from the City of Alameda so that the email is released from the
City's spam account. The City shall not be held liable for negligence on the Proposer's part to
confirm acknowledgement or failure to respond to the automated message. The time and date
on the email, as received in the City's general mailbox, will serve as the official received date and
time stamp. Please allow sufficient time to submit and acknowledge the submittal of your
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proposal. RFP's with a time stamp after 2 p.m. will not be accepted. Any Proposal received prior
to 2 p.m. on October 15, 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
VI 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 contract negotiations directly. Proposer interviews, if necessary,
are anticipated to be conducted according to the schedule provided in Section VIII. Details of the
interview process will be provided along with the invitation to present.
The final selection will be based upon the following criteria:
1. Ability of the Proposer to Carry Out and Manage the Proposed Project - 25%
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.
2. Qualifications - 25%
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.
3. Willingness to Comply with the Proposed Agreement Terms - 25%
A sample agreement is attached. Proposals will be rated based on the exceptions taken
to the proposed contract.
4. Cost of Proposal - 25%
Cost, while not determinative, will be considered in the selection process. The
submitted proposal shall include a rate sheet.
5. Local Business
The application of this criteria shall include an assessment of the geographic proximity
to the project; the location of the office from which the proposed project will be
administered; the perceived response time and general availability of the proposer's
management to be on site; the perceived effect that project management location will
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have on price and the ability of the project to be expedited on a timely basis; and the
availability of special travel or communication plans which would effectively mitigate
difficulties associated with location. Firms located in the City of Alameda, or who have a
team member who lives in Alameda, may be given local preference.
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 Oct 01, 2026
Proposals:
Bid Questions: 2 PM Oct 06, 2026
Bid Addendum (If Necessary): 2 PM Oct 08, 2026
Bid Due Date: 2 PM Oct 15, 2026
Contract Award (Anticipated): Dec 01, 2026
Contract Start (Anticipated): Dec 01, 2026
VIII. GENERAL CONDITIONS
1. 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.
2. 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
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limited to, a City of Alameda Business License which may be required in connection with
the performance of services hereunder.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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.
8. 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.
9. 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.
10. Liability for RFP Errors: Applicants are solely responsible for all errors and omissions
contained in their responses to the RFP.
11. 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.
12. 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
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proposer will be provided to all applicants to this RFP (see RFP Section IX. Questions for
more).
13. Public Record: All proposals submitted to the City are subject to the California Public
Records Act.
IX. QUESTIONS
The RFP is available electronically as a 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.
Please direct any Project questions to Chandni Patel, Facilities Project Manager at
cpatel@alamedaca.gov. Questions must be submitted by written email and received by 2 p.m.
on October 06, 2026.
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Appendix A
Scope of Services
X. BACKGROUND
The selected Contractor shall furnish all labor, supervision, specialized equipment, safety gear,
materials, and transportation necessary to perform emergency water-loss response, water-
intrusion source investigation, water extraction, leak repair, structural drying, moisture
remediation, and related restoration services across City facilities as diligently and as promptly
as reasonably practicable. All work shall be performed in accordance with applicable IICRC
standards, including IICRC S500, and all applicable federal, state, and local laws, regulations,
and health and safety requirements.
The scope of work includes, but is not limited to, the following:
1. Emergency Response & Leak Containment
a) Emergency Response and Availability: Contractor shall maintain the capability to
receive and respond to emergency service requests outside of normal business
hours, including evenings, weekends, and holidays, as circumstances require.
Contractor shall acknowledge, prioritize, and respond to emergency service
requests diligently and as promptly as reasonably practicable based on the
nature and severity of the reported condition, weather conditions, site access,
safety considerations, and the availability of necessary personnel, equipment,
and materials. Contractor shall coordinate with the City regarding the
anticipated timing and manner of response when circumstances prevent
immediate action or require additional time to mobilize the necessary personnel,
equipment, or materials.
b) Leak Source Detection & Emergency Plumbing: Upon notification by City
personnel of an active or suspected water intrusion, Contractor shall investigate
the reported condition and identify the source or likely source of the water
intrusion. Contractor shall inspect the affected area and associated building
components as necessary to determine the likely point of water entry.
Investigation methods may include visual inspection, moisture measurements,
thermal/infrared imaging, acoustic or electronic detection, limited testing, and
other reasonable diagnostic methods appropriate to the reported condition.
c) Containment: Contractor shall take reasonable and appropriate measures to
stop or reduce active water intrusion and prevent further damage. Work may
include temporary repairs, isolation of plumbing or other water sources, sealing
of openings, temporary weatherproofing, repair of roof or building-envelope
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