Aquatic and Water Feature Equipment Maintenance, Repair, and Supply Services

Aquatic and Water Feature Equipment Maintenance, Repair, and Supply Services

The City of San Ramon (“City”) requests proposals (“Proposals”) from qualified individuals or firms (individually, a “Respondent” and collectively, “Respondents”) for Aquatic and Water Feature Equipment Maintenance, Repair, and Supply Services (“Services”).

The City requires Aquatic and Water Feature Equipment Maintenance, Repair, and Supply Services (“Services”) at City-owned and operated aquatic facilities and water features. The Services include, but are not limited to, provision, delivery, installation, replacement, integration, programming, maintenance, troubleshooting, and/or repair of aquatic and water feature equipment, systems, controls, and related components, and shall be performed in accordance with the specifications, standards, and requirements set forth in this Request for Proposals (“RFP”). Services may be requested on a routine, preventative, emergency, or as-needed basis.

• RFP Document

Pre-Submittal Meeting. A Pre-Submittal Meeting will be held on April 21, 2026, at 11:00 a.m. at the San Ramon Service Center located at 5000 Crow Canyon Road, San Ramon, CA 94582. Prospective Respondents will have the opportunity to ask questions about the RFP and the required Services. Respondents will be required to sign-in at the Pre-Submittal Meeting and to provide an email address for the Respondent’s representative for receipt of any subsequent addenda. The Pre-Submittal Meeting is mandatory, and the City may, acting in its sole discretion, disregard any Proposal submitted by a Respondent that failed to attend or failed to arrive on time for the Pre-Submittal Meeting.

Requests for Information. Questions or objections relating to the RFP, Agreement, the attachments hereto, the RFP procedures, or the required Services may only be submitted via email to Andrea Stein, Administrative Coordinator, at astein@sanramon.ca.gov by 2:00 p.m., April 30, 2026 (the “Request for Information Deadline”). Any questions or objections that are not submitted in the manner specified and by the Request for Information Deadline will be deemed waived. City will not be bound by the oral representations of any City official, employee, or representative.

Submittal Instructions. Proposals must be received by the City by or before May 19, 2026 at 2:00 p.m. (“Proposal Deadline”). Respondent must submit one original and one (1) identical copies of the Proposal in a sealed envelope labeled with Respondent’s name and return address, marked “Proposal for Aquatic and Water Feature Equipment Maintenance, Repair, and Supply Services,” and addressed as follows:

ATTN: City Clerk

7000 Bollinger Canyon Road

San Ramon, CA 94583

The Proposal may be hand-delivered, sent via overnight delivery, or by regular mail, provided that it is received by the City no later than the Proposal Deadline. Late submissions will be disregarded.

Planned RFP Schedule . The following schedule is provided for planning purposes based on current information. However, all dates are subject to revision, including the Proposal Deadline, and may be amended by addenda to this RFP:

RFP Issued: April 13, 2026

Pre-Submittal Meeting: April 21, 2026 at  11:00 a.m.

Request for Information Deadline: April 30, 2026 by 2:00 p.m.

Proposal Deadline: May 19, 2026 by 2:00 p.m.

Interviews (if requested by City): TBD

Notice of Selection: June 1, 2026 (Tentative)

Council Approval and Award: June 23, 2026 (Tentative)

Commence Services: July 1, 2026