HVAC Preventative Maintenance, Repair and Replacement

The Palm Desert Housing Authority (“Authority”) is requesting proposals from qualified firms (“Proposers”) for HVAC Preventative Maintenance, Repair, Emergency Response, Replacement Coordination, SCE Multifamily Housing Program Coordination, and Asset Management Services (“Services”).

The Authority seeks to contract with a qualified HVAC contractor to provide comprehensive preventative maintenance, inspection, repair, emergency response, reporting, and asset documentation services for HVAC systems located at Authority-owned, operated, or managed properties. The selected Contractor will be responsible for maintaining HVAC equipment in safe, reliable, and efficient operating condition; responding to service and emergency requests; identifying needed repairs or replacements; and supporting long-term asset planning.

The Authority may issue separate agreements, purchase orders, or work authorizations for routine preventative maintenance and repair services and HVAC equipment replacement services. Replacement work shall be separately authorized and separately invoiced unless otherwise approved in writing by the Authority, in order to support clear billing, approvals, and cost tracking.

The Services also include post-award coordination with Southern California Edison’s applicable multifamily housing energy efficiency, rebate, incentive, or utility-funded program. Proposers are not required to be registered with the applicable SCE program at the time of proposal submission; however, registration or participation in the applicable SCE multifamily housing program will be required of the selected Contractor after award.

The selected Contractor may also be required to document and enter HVAC asset information into Cartegraph or another asset management system designated by the Authority. The goal of this procurement is to secure a responsive, qualified, and accountable contractor capable of supporting resident comfort, equipment reliability, regulatory compliance, utility incentive opportunities, budget planning, and accurate asset management.

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-020
• Department: Housing
• Department Head: Jessica Gonzalez (Senior Management Analyst)

Important Dates

• Questions Due: 2026-06-15T21:00:00.000Z
• Answers Posted By: 2026-06-17T21:00:00.000Z
• Pre-Proposal Meeting: 2026-06-08T17:00:00.000Z — One Quail Place- 72600 Fred Waring Drive, Palm Desert, CA 92260

Evaluation Criteria

• Qualifications and Relevant Experience (20 pts) —

  Experience providing HVAC preventative maintenance, repair, emergency response, and replacement coordination for public agencies, housing authorities, multifamily housing, or occupied residential properties. Includes CSLB C-20 license, EPA refrigerant certifications, references, and demonstrated ability to perform similar work.

• Technical Approach / Scope Understanding (20 pts) —

  Quality and completeness of the proposed approach to preventative maintenance, seasonal scheduling, inspections, repairs, emergency response, replacement coordination, permitting, safety, resident/property coordination, quality control, and understanding of the Authority’s needs.

• Staffing, Availability, and Response Capacity (15 pts) —

  Availability and qualifications of project manager, technicians, emergency contacts, after-hours coverage, ability to meet regular and emergency response times, communication process, and capacity to service all covered properties.

• Pricing / Fee Proposal (20 pts) —

  Reasonableness, completeness, and clarity of pricing, including preventative maintenance pricing, labor rates, after-hours/weekend/holiday rates, emergency charges, material markup, refrigerant/Freon price per pound, crane/lift pricing, common repair pricing, labor included/excluded, and compressor replacement pricing.

• Subcontractors and Crane/Lift Support (10 pts) —

  Completeness and qualifications of proposed subcontractors, including crane/lift subcontractors if applicable; clarity of subcontractor roles, pricing, licensing, insurance, availability, and ability to support repair or replacement work.

• Reporting, Invoice Deliverables, and Asset Management (10 pts) —

  Ability to provide complete service reports, quarterly reports, monthly invoice packages by the 15th, required work acceptance/sign-off, refrigerant quantity/pricing documentation, photos if requested, and Cartegraph or other asset management updates.

• SCE Multifamily Housing Program / Utility Program Support (5 pts) —

  Acknowledgment of the post-award SCE multifamily housing program requirement and demonstrated ability to support rebate, incentive, energy efficiency, or utility-funded opportunities for Authority properties.

Submission Requirements

• Proposal (WITHOUT COST) (required) —

  The Proposal Without Cost shall include all technical and qualification information, but shall not include pricing, hourly rates, markups, or other cost information.

  At minimum, the Proposal Without Cost shall include:

  1. Cover letter and authorized signature.
  2. Company qualifications and relevant HVAC experience.
  3. Experience with public agencies, housing authorities, multifamily housing, or occupied residential properties.
  4. Current CSLB C-20 license information.
  5. EPA refrigerant certification information for technicians handling refrigerants.
  6. Proposer shall confirm its ability to comply with all applicable California prevailing wage, certified payroll, apprenticeship, and Department of Industrial Relations registration requirements for work performed under the agreement.
  7. Project understanding and approach to services.
  8. Preventative maintenance approach and proposed scheduling method.
  9. Repair, emergency response, and after-hours service approach.
  10. HVAC equipment replacement approach, including permitting, inspections, crane/lift coordination, start-up, testing, commissioning, and warranty documentation.
  11. Reporting, invoice package, and work acceptance/sign-off approach.
  12. Utility program coordination approach, including acknowledgment of the post-award SCE multifamily housing program requirement.
  13. Asset management documentation approach.
  14. Subcontractor list, including crane/lift subcontractors, if applicable.
  15. Project team resumes.
  16. References.
  17. Any exceptions, assumptions, or requested deviations, if permitted by the RFP.
• Fee Proposal (required) —

  The Fee Proposal shall be submitted separately from the Proposal Without Cost. The Fee Proposal shall include all pricing required to perform the services described in this RFP.

  At minimum, the Fee Proposal shall include:

  1. Preventative maintenance pricing.
  2. Regular business-hours labor rate.
  3. After-hours labor rate.
  4. Weekend and holiday labor rate.
  5. Emergency call-out charge, if any.
  6. Material markup.
  7. Refrigerant/Freon price per pound by refrigerant type.
  8. Crane/lift rates, including mobilization or minimum charges.
  9. Pricing or not-to-exceed pricing for common HVAC repairs, including:
     • Transformer replacement;
     • Contactor replacement;
     • Condenser fan motor replacement;
     • Blower motor replacement;
     • Capacitor replacement;
     • Compressor replacement;
     • Refrigerant leak repair; and
     • Related diagnostic work.
  10. Identification of whether labor is included or excluded for each common repair item.
  11. HVAC equipment replacement pricing approach, including labor, materials, refrigerant, recovery, evacuation, charging, crane or lift costs, permits, inspections, start-up, testing, commissioning, warranty documentation, and asset management updates.

  Replacement work may be separately authorized and separately invoiced from routine preventative maintenance, repair, emergency response, or extra work services.

• 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?