Request for Proposal: On-Call Mechanical Maintenance Services

The City of Alameda invites proposals for a 5-year On - Call Mechanical Maintenance Provider

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 Mechanical maintenance 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 bidder to provide on-call Mechanical maintenance services, including but not limited to the following in support of the daily operations and safety of these buildings.

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 21, 2025.  It is the Proposer’s responsibility to clearly identify the RFP name in the email subject line “RFP for 5 Year On-Call Mechanical Maintenance”. 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 acknowledgment 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 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 Any Proposal received prior to 2 p.m. on October 21, 2025 may be modified by written addendum or withdrawn by written request from the Proposer to the City up to the official time when all proposals are due.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. 

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, 2025.

DOWNLOAD THE COMPLETE RFP HERE:

On-Call 5-Year Mechanical Maintenance Services(PDF, 599KB)

PROPOSAL FORMAT

Proposers shall submit ONE email containing two Portable Document Files (PDF)

File 1 - Project Pricing 
File 2 - Remaining Proposal Documents
Submit Proposals to:
pw@alamedaca.gov
Subject line of email:
"RFP for 5 Year On-Call Mechanical Maintenance"

Proposal emails must be received by 2:00 PM on Tuesday, October 21, 2025.

^{Late proposals will not be considered.}