SLED Opportunity · CALIFORNIA · PUBLIC HOUSING
AI Summary
SHRA seeks consulting firms to conduct property condition assessments and develop capital improvement plans for HVAC systems in its residential properties to support asset management and preventive maintenance.
Sacramento Housing and Redevelopment Agency (SHRA) is seeking qualified consulting firms to submit proposals for conducting a Property Condition Assessment and developing a Capital Improvement Plan for HVAC systems across all SHRA‑owned and managed residential properties. This project will support long‑term asset management, capital planning, and preventive maintenance. Final assessments and reports must be organized in formats that allow SHRA to distribute results easily by region.
SHRA owns over 2,000 public housing rental units across the City and County of Sacramento, spanning a diverse mix of single‑family homes, duplexes, townhomes, and apartment buildings of varying sizes and configurations. To ensure the HVAC systems serving this broad residential portfolio operate safely, efficiently, and reliably, a comprehensive, portfolio‑wide assessment is required.
This assessment will:
Many properties within the portfolio are legacy assets with varying availability of historical mechanical records. The Consultant shall be prepared to perform independent assessments if records or documentation are not available. Such assessments shall be conducted within industry standard frameworks, and in compliance with any Federal, State, Local, or other legislative requirements.
| Event | Date | Location |
|---|---|---|
| Second Pre-Proposal Meeting | 2026-03-31T21:00:00.000Z | Via Zoom: Register in advance for this meeting: https://shra-org.zoom.us/meeting/register/gxmp2EilRASJDITAIwL6iA After registering, you will receive a confirmation email containing information about joining the meeting. |
The second pre‑proposal meeting has been rescheduled from Monday, March 30 at 2:00 p.m. to Tuesday, March 31, 2026 at 2:00 p.m. The Zoom registration link remains the same.
Please use the See What Changed link to view all the changes made by this addendum.
Revised Due Dates
RFI Due: May 8, 2026
Addendum Issued By: May 18, 2026
Proposals Due: May 22, 2026
An additional pricing spreadsheet has been added for optional services.
Bidders subcontracting work must conduct outreach to certified M/WBEs and include documentation showing that outreach occurred at least 7 days before bid submission.
Evaluates how well the proposer understands and will execute the PCA, CIP, and PM scope.
Clear step‑by‑step PCA methodology aligned with Title 24, CARB refrigerant rules, and mechanical code requirements.
Use of standardized condition‑rating scales and energy‑efficiency scoring.
Approach to documenting inventory, deficiencies, and remaining useful life.
Strategy for conducting field assessments with qualified personnel.
Quality control and technical review processes by licensed engineers.
Approach to developing cost estimates, timelines, and CIP prioritization.
Integration of energy‑efficiency opportunities and rebate programs.
Scoring guidance
High score: Methodology is detailed, code‑aligned, portfolio‑appropriate, and demonstrates strong engineering rigor.
Mid score: Methodology is adequate but lacks detail or clarity in key areas.
Low score: Generic, unclear, or not aligned with required standards.
Assess the firm's and team's experience and capability to perform a complex, multi‑property HVAC assessment.
What to look for
California‑licensed Mechanical Engineer with relevant residential/multifamily experience.
Staff with EPA 608, NATE, HVAC Excellence, or similar certifications.
Experience conducting HVAC PCAs for public agencies or large portfolios.
Experience developing capital improvement plans with cost estimating.
Experience creating preventive maintenance scopes for HVAC systems.
Quality of past project examples and references.
Scoring guidance
High score: Team has deep, directly relevant experience and strong credentials.
Mid score: Team is qualified but lacks portfolio‑scale or public‑sector experience.
Low score: Limited experience or missing key certifications.
Evaluates the proposer’s ability to manage a large, multi‑site assessment efficiently.
What to look for
Clear project schedule with milestones for PCA, CIP, PM development, and stakeholder review.
Tenant notification and site access plan.
Communication plan with SHRA.
Staffing levels appropriate for the number of properties.
Risk management strategies.
Scoring guidance
High score: Detailed, realistic schedule and strong communication structure.
Mid score: Schedule is reasonable but lacks detail or risk mitigation.
Low score: Unclear or unrealistic timeline.
Evaluates the clarity, usability, and technical quality of sample deliverables.
What to look for
Sample PCA reports, CIP documents, and PM scopes.
Demonstrated ability to produce Excel‑based inventories and cost models.
Clarity and usability of sample Gantt charts or implementation timelines.
Quality of photographic documentation.
Ability to produce portfolio‑level and property‑level summaries.
Scoring guidance
High score: Samples are clear, detailed, and directly aligned with SHRA’s deliverable requirements.
Mid score: Samples are acceptable but lack clarity or depth.
Low score: Samples are generic or do not demonstrate required capabilities.
What to look for
Transparent pricing structure.
Reasonable cost relative to scope and staffing.
Clear assumptions and exclusions.
Cost efficiency for portfolio‑scale work.
There shall be no cost/fee information submitted in the Technical Proposal. Any cost/fee information submitted in Part I will be cause for disqualification.
A brief introductory letter signed by an authorized representative that includes:
Firm name, address, and primary contact information.
Confirmation of the firm’s ability to meet licensing, insurance, and schedule requirements.
Acknowledgment of the Scope of Work and commitment to completing the PCA, CIP, and PM deliverables.
A concise summary demonstrating the firm’s capability to perform the required work.
Required content
Overview of firm services related to HVAC assessment, capital planning, and maintenance planning.
Experience conducting HVAC PCAs for residential or multifamily properties, including portfolios with single‑family, duplex/triplex, townhome, and low‑rise/mid‑rise buildings.
Experience preparing Capital Improvement Plans with cost estimates, prioritization, and multi‑year implementation timelines.
Experience developing Preventive Maintenance scopes for HVAC systems.
Familiarity with California Title 24, CARB refrigerant regulations, and applicable mechanical codes.
Three relevant projects completed within the last five years, including scope, property types, deliverables, and client outcomes.
A description of the individuals who will perform the work and their qualifications.
Required content
Organizational chart showing key roles and reporting structure.
Resumes for key personnel, including:
California‑licensed Mechanical Engineer (required for technical oversight).
EPA Section 608‑certified HVAC assessors.
Staff with NATE, HVAC Excellence, or similar certifications.
Description of each team member’s responsibilities for PCA fieldwork, CIP development, PM scope creation, and quality control.
Identification and qualifications of any subcontractors.
A clear explanation of how the proposer will complete the PCA, CIP, and PM scope.
PCA methodology, including:
HVAC inventory process (type, make/model, capacity, age, condition, remaining useful life).
Condition rating system and energy‑efficiency scoring.
Identification of code violations, safety hazards, and energy‑efficiency opportunities.
Photographic documentation standards.
Field assessment approach, including staffing, supervision, and quality control by licensed/qualified personnel.
CIP development approach, including prioritization (Immediate, 1–3 Years, 3–5+ Years), cost estimating methodology, assumptions, and multi‑year implementation planning.
Identification of potential energy‑efficient upgrades and available incentive or rebate programs.
Preventive Maintenance scope methodology, including task lists, frequencies, and alignment with CIP recommendations.
Data management and deliverable formats (Excel, PDF, photos, property‑level and portfolio‑level summaries).
A schedule demonstrating the proposer’s ability to deliver all required outputs.
Required content
PCA fieldwork and data collection.
Analysis and condition rating.
CIP development and cost estimating.
PM scope development.
Draft PCA and CIP submission.
SHRA review and revisions.
Final PCA, CIP, and PM deliverables.
Stakeholder presentation.
A visual timeline (e.g., Gantt chart) showing sequencing, dependencies, and milestones.
Tenant notification and site‑access plan.
Communication plan with SHRA, including progress updates and coordination points.
Examples demonstrating the proposer’s ability to produce high‑quality outputs.
Required content
Sample PCA report (HVAC‑focused preferred).
Sample CIP with cost estimates and multi‑year implementation timeline.
Sample Preventive Maintenance scope or checklist.
Sample Excel inventory or cost model.
Sample photographic documentation. (Confidential information may be redacted.)
I have read and will comply with the requirements of Section 3
For bids $25,000 and above, this project is subject to the Minority Business Enterprise (“MBE”) and Women’s Business Enterprise (“WBE”) requirements under the U.S Department of Housing and Urban Development. The specific federal requirements are found at 2 CFR § 200.321.
Bidders/offerors are required to solicit quotes from M/WBE firms for any subcontracting opportunities for bids over $25,000.
Offerors for the 2603-MA and project (HVAC Pilot Property Assessments, Residential) hereby understand and agree that failure to provide proof of good faith outreach for M/WBE Subcontractors may result in your bid being deemed non-responsive and thrown out.
Upload a copy of all advertisements that were placed in a local trade platform (i.e. Craig's List, plan rooms, etc.) for M/WBE Subcontractors. For any trade that the prime is not self-performing the prime must place an ad seven days prior to bid due date requesting bids from M/WBE subcontractors.
The Department of Housing and Urban Development (HUD) requires that all for-profit Subgrantees and Contractors on Choice Neighborhoods projects sign this “Certifications and Assurances” form certifying that they will comply with the specific federal requirements described below. The parties who must sign a “Certifications and Assurances” form are defined below:
Certification and Assurance: The subgrantee or contractor executing this certification hereby assures and certifies that it will comply with all of the applicable requirements of the following, as the same may be amended from time to time, including adding appropriate provisions to all contracts between Grantee and for-profit Subgrantees or Contractors:
The information contained in this certification is true and accurate, to the best of my knowledge.
WARNING: Section 1001 of the Title 18 of the United States Code (Criminal Code and Criminal Procedure, 72 Stat.967) applies to this certification. 18 U.S.C. 1001, among other things, provides that whoever knowingly and willfully makes or uses a document or writing knowing the same to contain any false, fictitious or fraudulent statement or entry, in any matter within jurisdiction of any department or agency of the United States, shall be fined no more than $10,000 or imprisoned for not more than five years, or both.
For non-construction janitorial
How do you want to receive pricing from Proposers?
Enter the Reso Year & Reso #(e.g., 2022, Reso # 2022-12)
Types of Environmental Reviews may include the following:
• CEQA: Always required for actions undertaken by a public agency.
• NEPA: Only required if the action involves federal funds or federal approvals.
Examples of more specific project reviews can be found in the EAR instructions but are not all-encompassing. Please feel free to call or email the Environmental Coordinator for clarification before submitting an EAR regarding an Environmental Review.
For instructions on submitting an EAR please review this document: https://sachousing.app.box.com/file/1034574233527?s=h9ba37o220i7xevihardda7ucxtcs7dz
All questions and requests related to environmental matters must be submitted through the EAR process. This includes initiating new Environmental Reviews for projects. When initiating a new Environmental Review, the Environmental Review Form (ERF) must be filled out and uploaded with the EAR. You can find the ERF form here: https://sachousing.box.com/s/svw3vo346ybdah1okdttzwrxdddjxtp9 Please review the EAR instructions prior to submission of your request. If you have any questions, please reach out to the Environmental Coordinator.
List all members of your selection committee including their email. List at least 3 - 5 people.
Q (Future Project Qualifications): In section 4 of the proposal packet it states, "Any C‑20‑licensed contractor participating in this project - whether as the prime contractor or as a subcontractor - will be ineligible to bid on any future HVAC system replacement work arising from or related to this solicitation." Does this mean if they are awarded this specific project or in general regarding all SHRA Projects?
A: It applies only to future HVAC system replacement work that results specifically from this solicitation. Because the awarded contractor would have direct knowledge of the equipment being replaced, allowing them to bid on that follow‑up work could create an unfair advantage.
Q (Is there Energy Modeling component?): To conduct a full PCA/CIP do you see the need for energy modeling a sample set of the units in DOE software?
A: Energy modeling is not required as part of the PCA/CIP scope for this solicitation. Firms may include energy modeling if they believe it supports their assessment methodology, but it is considered an optional service, not a mandatory task. If the Housing Authority determines that energy modeling may be beneficial for long‑term capital planning or future funding opportunities, it may be requested later as an additional service. To ensure consistent pricing across all proposers, an optional pricing line item for energy modeling will be added to the solicitation.
Q (No subject): o Our assessment and inspection services typically don't fall under prevailing wage categories. Is it required or assumed that this project will be using prevailing wages and the requirements that go along with that?
A: Yes. Because this is a federally funded public works project, prevailing wages do apply. All work performed under this contract—including assessment and inspection services—must comply with Davis‑Bacon requirements and the associated federal labor standards. Although your firm may not typically classify these services under prevailing wage categories, you should assume prevailing wages will apply here. We are extending the solicitation due date by 30 days while we research this further and seek additional clarification.
Q (Section 10.2 & 10.3): For sections 10.2 and 10.3, do you need the original pages from the RFP (pages 22 and 23) with the “Please confirm” box checked off attached to our final proposal? Or can we confirm those points within our proposal.
A: You will be required to confirm the points in OpenGov when submitting your response.
Q (Project Team/Subcontractors): Under 10.1.3 Project Team and Key Personnel, bullet point 4: What information exactly is needed about the subcontractors? Can the names of the subcontractors be provided once the bid is awarded?
A: Yes. Please remember that you must provide a minimum 7‑day solicitation period for M/WBE subcontractors, and they must be DIR‑registered. You can refer to the PowerPoint in the Notice section on OpenGov for guidance. Because we will be extending the solicitation timeframe to obtain clarification from the DOL on wages, you will have additional time to submit your responses.
Q (Accessing multiple sites in a day.): How many SHRA representatives will be available providing us access if we have multiple engineers that want to survey different buildings on the same day?
A: Depends on the location of the property being assessed. It could be up to six SHRA representatives available at our larger property sites and up to two SHRA representatives available at our smaller property sites.
Q (No subject): o Is it required that the field assessors also have the EPA Section 608 Certification and industry recognized HVAC certifications, or can the Project Managers and Executives hold the license?
A: Field assessors are not required to hold EPA Section 608 or other HVAC certifications, as long as the Project Manager or other qualified personnel on the team possess the required licenses and certifications. However, the proposer must ensure that the individuals performing the assessments have the technical expertise necessary to accurately evaluate the HVAC systems and develop the required reports.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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