Flooring Procurement and Installation

The Palm Desert Housing Authority (“Authority”) is requesting proposals from qualified firms (“Proposers”) for Flooring Material Procurement and Installation Services (“Services”) to establish a one-(1) year Maintenance Services Agreement (“Agreement”) with an option to renew for two (2) additional one-year terms.

The Authority owns 15 affordable residential properties with a total of 1,114 units. The Authority requires a qualified, licensed, and insured flooring contractor to provide as-needed flooring material procurement and installation services for Authority-owned residential properties and related facilities, including properties managed on the Authority’s behalf by an authorized property management representative. These services are needed to support unit turns, routine maintenance, flooring repairs, flooring replacements, and ongoing property operations.

The selected contractor shall be responsible for recommending, supplying, and/or procuring approved flooring materials suitable for multifamily residential use; removing and disposing of existing flooring; preparing surfaces; installing new flooring and related accessories; completing cleanup; and providing warranty support. Services may be performed in vacant units, occupied units, common areas, offices, and other Authority-designated spaces.

Background

The City is a charter city in the State of California. The City is a thriving community of approximately 50,000 full-time and 32,000 seasonal residents. It is located in the Coachella Valley in eastern Riverside County, part of the low desert region of Southern California. The City features big-city resources in a friendly, small-town setting, offering first class educational opportunities, safe and clean streets, as well as plentiful shopping and community events. Palm Desert is considered the geographical, educational and retail center of the Coachella Valley.

Incorporated in 1973, the City operates under a council-manager form of government with a five-member City Council elected by district. Each council member represents one of five single member districts and serves a four-year term. The City Council meets on the second and fourth Thursdays of the month at Palm Desert City Hall, 73-510 Fred Waring Drive.

The City Council of the City of Palm Desert ("City Council") has determined that there is a need for a housing authority within City limits. Consequently, the Housing Authority was established. The Housing Authority is a public agency functioning as a separate legal entity from the City whose objective is to serve and promote the welfare of its residents. The members of the City Council constitutes the governing body of the Housing Authority, which is known as the "Authority Board". The Authority Board meets every second and fourth Thursdays of the month at Palm Desert City Hall, which is located at 73-510 Fred Waring Drive.

Project Details

• Reference ID: 2026-RFP-021
• Department: Housing
• Department Head: Jessica Gonzalez (Senior Management Analyst)

Important Dates

• Questions Due: 2026-06-09T21:00:00.000Z
• Answers Posted By: 2026-06-12T21:00:00.000Z
• Pre-Proposal Meeting: 2026-06-04T17:00:00.000Z — Development Services Conference Room

Evaluation Criteria

• Technical Approach and Understanding of Scope (24 pts) —

  • Demonstrated understanding of the Scope of Services and work-order model.
  • Approach to field verification, floor preparation, installation practices, manufacturer compliance, and warranty preservation.
  • Methods for protecting existing finishes, maintaining site safety, and coordinating occupied-unit work.
  • Approach to material procurement, scheduling, communication, and deficiency correction.
  • Understanding of prevailing wage and labor compliance requirements when applicable.

• Experience and Technical Competence (20 pts) —

  Evaluation will consider the Proposer’s demonstrated experience and technical competence providing flooring material procurement and installation services. Higher scores may be awarded to Proposers with relevant experience serving multifamily residential properties, apartment communities, housing authorities, public agencies, or comparable facilities; experience with unit turns, occupied-unit work, flooring repairs, and flooring replacements; and demonstrated ability to comply with applicable licensing, prevailing wage, DIR, certified payroll, and labor compliance requirements.

• Qualifications, Relevant Experience, and Project Team (20 pts) —
  • Demonstrated experience providing flooring procurement and installation services of similar scope and complexity.
  • Experience serving public agencies, housing authorities, multifamily residential communities, or comparable occupied facilities.
  • Experience with luxury vinyl plank, carpet, transitions, floor preparation, occupied-unit work, and turnover environments.
  • Qualifications, staffing approach, installer experience, supervision, and capacity to perform concurrent work orders.
  • Demonstrated ability to maintain quality control and consistent workmanship. 
• Flooring Materials, Product Quality, Low-VOC Compliance, and “Or Equal” Documentation (15 pts) —

  Evaluation will consider the quality, durability, suitability, and completeness of the proposed flooring materials and product documentation. Higher scores may be awarded to Proposers that submit products meeting or exceeding the Authority’s minimum specifications for luxury vinyl plank, rolled carpet, and 3/8-inch, 6-pound rebond carpet pad; provide complete product data sheets, color options, installation requirements, maintenance information, lead-time information, low-VOC confirmation, and Safety Data Sheets when applicable; and clearly document any proposed “or equal” products.

• Fee Proposal (20 pts) —
  • Fee Proposal spreadsheet to be completed is attached to this solicitation 
  • Competitiveness, completeness, and reasonableness of pricing.
  •  Clarity of pricing assumptions and identification of inclusions and exclusions.
  • Demonstrated ability to provide best value to the Authority while supporting required service levels.
• References, Responsibility Review, and Compliance (1 pts) —

  Evaluation will consider references, past performance, responsibility, and compliance-related information. Higher scores may be awarded to Proposers with positive references, satisfactory past performance on similar contracts, active and appropriate contractor licensing, DIR registration if applicable, ability to provide required insurance, acceptable litigation and contract history, acceptable debarment/SAM.gov status if applicable, and demonstrated ability to comply with RFP requirements and the proposed Agreement.

Submission Requirements

• Proposal (WITHOUT COST) (required) —

  Proposals shall be concise, well-organized, and demonstrate the Proposer’s qualifications and applicable experience. Proposals shall be organized and include page numbers for all pages in the proposal. The proposal shall be uploaded in this section in the following order. Cost or pricing information shall not be included in this section. Cost information shall be submitted only in the Fee Proposal section.

  1. Cover Letter

  The cover letter shall be signed by an authorized representative of the Proposer and shall include:

  • Proposer’s legal name
  • Business address
  • Primary contact name, title, phone number, and email address
  • Acknowledgment of all addenda
  • Confirmation that the proposal shall remain valid for 90 calendar days from the proposal submission deadline
  • Confirmation that the Proposer has reviewed the RFP and can provide the required services
  • Signature of an authorized representative

  2. Experience and Technical Competence

  Proposer shall describe its experience and technical competence providing flooring material procurement and installation services. The response should include:

  • Experience with multifamily residential properties, apartment communities, housing authorities, public agencies, or comparable facilities
  • Experience performing as-needed flooring services, unit turns, occupied-unit work, flooring repairs, and flooring replacements
  • Experience procuring and installing luxury vinyl plank, rolled carpet, carpet pad, transitions, base, base shoe, reducers, trim, and related accessories
  • Experience complying with California prevailing wage, DIR registration, certified payroll, and labor compliance requirements, if applicable
  • At least three references for similar services, including client name, contact person, phone number, email address, description of services, and dates services were provided

  3. Firm Staffing and Key Personnel

  Proposer shall identify the personnel who will be assigned to the Agreement and describe their roles and qualifications. This should include:

  • Primary account representative or project manager
  • Field supervisor
  • Estimator or scheduler
  • Installation lead or crew supervisor
  • Administrative contact for invoicing, certified payroll, and compliance documentation
  • Any proposed subcontractors, if applicable

  For each key person, include relevant experience, licenses or certifications if applicable, role on the project, and availability to support the Authority’s work.

  4. Proposed Method to Accomplish the Work

  Proposer shall describe its proposed approach for completing the required services, including:

  • Receiving and acknowledging work orders
  • Coordinating with the Authority and/or its authorized property management representative
  • Scheduling vacant and occupied unit work
  • Conducting field measurements and verifying unit conditions
  • Reviewing unit floor plans, if available
  • Recommending and procuring approved flooring materials
  • Meeting the Authority’s flooring requirements for ground-level and second-level units
  • Removing and disposing of existing flooring
  • Preparing floors for installation
  • Installing approved flooring and related accessories
  • Moving and resetting appliances, toilets, doors, or other items when authorized
  • Protecting Authority property, resident property, and existing finishes
  • Maintaining safe, clean work areas
  • Identifying and reporting suspected hazardous materials or excluded conditions
  • Completing cleanup and final inspection
  • Correcting deficiencies
  • Providing warranty and call-back service

  Proposer should also describe how it will meet the Authority’s target completion periods for vacant units, occupied units, and deficiency corrections.

  5. Flooring Materials and Product Information

  Proposer shall include product information for the flooring materials proposed for use under the Agreement, including:

  • Luxury vinyl plank product data
  • Rolled carpet product data
  • 3/8-inch, 6-pound rebond carpet pad product data
  • Manufacturer, product name, and product line
  • Material type, thickness, wear layer, face weight, backing, and other durability information
  • Color and finish options
  • Installation method
  • Adhesive or underlayment requirements
  • Maintenance requirements
  • Manufacturer warranty information, if available
  • Product availability and lead time
  • Low-VOC confirmation
  • Safety Data Sheets, if available or requested
  • Documentation supporting any proposed “or equal” products
• Fee Proposal (required) —

  Proposer shall upload and submit all cost and pricing information in this section only. Excel spreadsheet of required pricing is attached to this solicitation.

  Pricing shall be clear, complete, and sufficient for the Authority to evaluate the cost of flooring material procurement and installation services. Proposer shall identify what is included and excluded from each price.

  Unless otherwise stated, pricing shall include all labor, materials, delivery, tools, equipment, supervision, transportation, disposal, overhead, profit, standard floor preparation, applicable prevailing wages, certified payroll reporting, and labor compliance costs.

  Proposer shall provide pricing for the following, as applicable:

  • Luxury vinyl plank material and installation
  • Rolled carpet material and installation
  • 3/8-inch, 6-pound rebond carpet pad
  • Carpet tile, if proposed or requested for common areas, offices, or other Authority-designated spaces
  • Removal and disposal of existing flooring
  • Standard floor preparation
  • Additional floor preparation or repair, if authorized
  • Base, base shoe, wall base, transitions, reducers, trim, and related accessories
  • Appliance move/reset
  • Toilet remove/reset, including new wax ring
  • Door removal/reset or trimming, if applicable
  • Stair materials or stair work, if separately authorized
  • Extra work or hourly labor rates
  • Warranty or call-back service, if not included
  • Any other charges, fees, assumptions, or exclusions

  Pricing may be provided by square foot, square yard, linear foot, unit type, room type, apartment floor plan, labor rate, or other applicable unit of measure requested by the Authority.

  Proposer shall identify whether pricing differs for ground-level units and upstairs units. Proposer shall also identify any assumptions related to unit floor plans, unit size, property location, access, material availability, occupied-unit coordination, or site conditions.

  The Authority does not guarantee any minimum amount of work during the term of the Agreement. Work will be issued on an as-needed basis by written work order, purchase order, notice to proceed, email authorization, or other written direction.

   

   

   
   
• Non-Collusion Declaration (required) —

  The undersigned declares:

  I am an authorized representative of my company, the party making the foregoing Bid, to certify the following.

  The Bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The Bid is genuine and not collusive or sham. The Bidder has not directly or indirectly induced or solicited any other Bidder to put in a false or sham bid. The Bidder has not directly or indirectly colluded, conspired, connived, or agreed with any Bidder or anyone else to put in a sham bid, or to refrain from bidding. The Bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Bid Price of the Bidder or any other Bidder, or to fix any overhead, profit, or cost element of the Bid Price, or of that of any other Bidder. All statements contained in the Bid are true. The Bidder has not, directly or indirectly, submitted his or her Bid Price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.

  Any person executing this declaration on behalf of a Bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the Bidder.

  I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

• Iran Contracting Act Certification (required) —

  (Public Contract Code section 2200 et seq.)

  As required by California Public Contract Code Section 2204, the Contractor certifies subject to penalty for perjury that the option selected below relating to the Contractor’s status in regard to the Iran Contracting Act of 2010 (Public Contract Code Section 2200 et seq.) is true and correct.

  Note: In accordance with Public Contract Code Section 2205, false certification of this form shall be reported to the California Attorney General and may result in civil penalties equal to the greater of $250,000 or twice the Contract amount, termination of the Contract and/or ineligibility to bid on contracts for three years.

• SAM.gov (required) —

  Please enter your legal entity name for SAM.gov verification.

• Type of Business (required)
• Litigation (required) —

  Provide litigation history for any claims filed by your firm or against your firm related to the provision of Services in the last five (5) years (or type "N/A").

• Changes to Agreement (required) —

  The Authority standard professional services agreement contract is included as an attachment herein. The Proposer shall identify any objections to and/or request changes to the standard contract language in this section of the proposal (or type "N/A"). If you are identifying changes here ALSO upload a copy of the redlined Language/Agreement with your Proposal. Changes requested may affect theAuthority's decision to enter into an Agreement.

• No Deviations from the RFP (required) —

  In submitting a proposal in response to this RFP, Proposer is certifying that it takes no exceptions to this RFP including, but not limited to, the Agreement. If any exceptions are taken, such exceptions must be clearly noted here, and may be reason for rejection of the proposal. As such, Proposer is directed to carefully review the proposed Agreement and, in particular, the insurance and indemnification provisions therein (or type "N/A").

• Project Team Resumes (required) —

  Submit resumes of all key personnel/support staff that will produce work product for the Services. Describe their qualifications, education, and professional licensing.

• List the Signatory(s) Authorized to Sign and Bind an Agreement. (required) —

  (If two (2) signatures are required, include the following information for both signatories)

  1. Full Name
  2. Title
  3. Physical Business Address
  4. Email Address
  5. Phone Number

  Corporation (C-Corp): Requires two signatures from authorized officers— one from President or Vice President, and the other from the Secretary or Treasurer.  

  An alternate signatory may be used if authorized by a Notarized Corporate Resolution or Article of Authority.

  LLC: Usually requires one signature from an authorized member or manager. For significant contracts (e.g., over $50,000 for construction or over $25,000 for service agreements), additional approvals or signatures may be required.

  Sole Proprietorship, Non-Profit, Single LLC: Only the one signature is necessary.

• Certification of Proposal (required) —

  The undersigned hereby submits its proposal and, by doing so, agrees to furnish services in accordance with the Request for Proposal (RFP), and to be bound by the terms and conditions of the RFP.

• What is the Project Number? (required) —

  If not required, type "N/A"

• Agency (required) —

  What agency is this for?

• Agency Awarding Body (required)
• Select the appropriate Agency abbreviation/acronym. (required)
• Insert brief Project Description (required)
• Are there any special licenses or certifications required? (required)
• If a CA Contractor's State License IS required, enter the license classification requirement here. —

  ex.) Class A, General Engineering

• Insert background information regarding need for services requested (required)
• Select option below for pre-proposal meeting. (required)
• Use electronic pricing tabulation? (required) —

  If "NO" Proposers will be prompted to upload their own fee proposal.

• Prices valid for how many days ? (required) —

  Prices provided by Proposers in response to this RFP are valid for ____ days from the proposal due date.

• Will this project exceed $1,000,000.00? (required) —

  (this will determine the Iran Disclosure requirement for proposers)

• Does this project require a City issued permit? (required) —

  (ie, encroachment/building permits)

• Select the appropriate Agency abbreviation/acronym (required)
• Is this procurement a purchase of an asset, or does it include services that affect City assets? (required) —

  Will this need to be logged into asset management?