On-Call Electrical Maintenance Services at Authority Properties

The Palm Desert Housing Authority ("Authority") is requesting proposals from qualified Contractors ("Contractor" or "Proposers") to establish a Maintenance Services Agreement ("Agreement") for a one (1)-year term with an option to renew for four (4) 1-year terms with one or more qualified contractors.

Work may include routine, urgent, and emergency electrical service calls, lighting repairs, outlet and switch replacements, breaker and circuit troubleshooting, panel or subpanel troubleshooting, exterior and parking lot lighting repairs, and other related electrical maintenance services ("Project").

To serve and promote the welfare of its residents, the Authority intends to procure the Services, as described in this solicitation.

Background

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 Authority was established. The Authority is a public agency functioning as a separate legal entity from the City of Palm Desert ("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 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.

The Authority owns 15 affordable housing properties in the City of Palm Desert which amounts to 1,114 units. The properties are managed by a contracted property management group which is responsible for the day-to-day operations of the properties.

The City is a charter city in the State of California and was incorporated in 1973. 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, the City is 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, as well as safe and clean streets, in addition to plentiful shopping and community events. Palm Desert is considered the geographical, educational and retail center of the Coachella Valley.

Project Details

• Reference ID: 2026-RFP-036
• Department: Housing
• Department Head: Jessica Gonzalez (Senior Management Analyst)

Important Dates

• Questions Due: 2026-06-15T21:00:00.000Z
• Answers Posted By: 2026-06-17T00:00:00.000Z

Evaluation Criteria

• Clarity, Completeness, and Conformance to RFP Requirements (5 pts) —

  Evaluation will consider the quality, organization, and responsiveness of the proposal.

  Consideration may be given to:

  • Whether the proposal follows the requested content and format;
  • Whether all required information is included;
  • Whether the proposal is clear, organized, and easy to evaluate;
  • Whether the Proposer clearly addresses the Scope of Services;
  • Whether exceptions, limitations, or assumptions are clearly identified; and
  • Whether the proposal demonstrates an understanding of the Authority’s residential property environment and on-call service needs.
• Firm Qualifications and Relevant Experience (25 pts) —

  Evaluation will consider the Proposer’s demonstrated experience providing electrical maintenance, repair, troubleshooting, and on-call services.

  Consideration may be given to:

  • Experience providing electrical services for multifamily residential properties, affordable housing communities, public agencies, municipalities, or similar property management environments;
  • Experience working in occupied residential units, common areas, laundry rooms, utility rooms, mechanical rooms, exterior areas, and similar locations;
  • Experience responding to routine, urgent, emergency, after-hours, weekend, and holiday service calls;
  • Experience identifying unsafe, overloaded, obsolete, damaged, or non-code-compliant electrical conditions;
  • Experience coordinating with property management companies, public agencies, residents, inspectors, and utility providers; and
  • Experience with exterior lighting, parking lot lighting, panels, subpanels, smoke detector/CO detector troubleshooting, low-voltage troubleshooting, or other optional services identified in the Scope of Services.
• Staffing, Licensing, and Technical Qualifications (20 pts) —

  Evaluation will consider whether the Proposer has properly qualified, licensed, and experienced personnel available to perform the required services.

  Consideration may be given to:

  • Possession of an active California C-10 Electrical Contractor license;
  • Qualifications, certifications, and experience of assigned electricians, supervisors, and key personnel;
  • Staffing capacity to respond to service calls across all Authority-owned properties;
  • Availability of qualified personnel for emergency, after-hours, weekend, and holiday work;
  • Ability to perform work safely, professionally, and in compliance with applicable codes and regulations;
  • Understanding of permitting, inspection, prevailing wage, certified payroll, DIR registration, apprenticeship, and labor compliance requirements when applicable; and
  • Ability to manage subcontractors only when properly authorized.
• Approach to Services, Work Authorization, and Documentation (20 pts) —

  Evaluation will consider the Proposer’s proposed approach to receiving, scheduling, performing, documenting, and completing on-call electrical service requests.

  Consideration may be given to:

  • Clear process for receiving work orders, task orders, purchase orders, written approvals, or emergency verbal authorizations;
  • Process for coordinating access with property management, Authority staff, or designated representatives;
  • Approach to work in occupied units, common areas, utility rooms, exterior areas, laundry rooms, and other Authority-managed locations;
  • Method for troubleshooting, repairing, and replacing electrical devices, fixtures, panels, breakers, wiring, lighting, and related components;
  • Understanding of when work requires separate written authorization, additional approval, permits, inspections, or utility coordination;
  • Process for stopping work and obtaining additional approval before exceeding authorized amounts;
  • Method for reporting unsafe conditions, recurring issues, temporary repairs, unresolved items, or recommended follow-up work;
  • Ability to keep work areas clean, safe, and orderly; and
  • Quality and completeness of proposed service documentation, including property name, location, date of service, issue, work performed, materials, labor hours, photos when needed, recommendations, and invoice references.
• Availability, Emergency Response, and Capacity (20 pts) —

  Evaluation will consider the Proposer’s ability to meet the Authority’s on-call and as-needed service requirements.

  Consideration may be given to:

  • Ability to respond to emergency service calls within the expected 2–4 hour timeframe;
  • Ability to respond to urgent service calls within the expected 24-hour timeframe;
  • Ability to respond to routine service calls within the expected 2–4 business day timeframe;
  • Availability for after-hours, weekend, and holiday calls;
  • Dispatch procedures and communication practices;
  • Ability to serve all fifteen Authority-owned properties;
  • Capacity to handle multiple service calls or urgent needs at the same time; and
  • Reliability of communication before, during, and after service calls.
• Pricing Proposal (10 pts)

Submission Requirements

• Content and Format of Proposal (required) —

  Proposals shall be clear, concise, complete, and submitted in the format requested below. Proposals should provide sufficient information for the City of Palm Desert and Palm Desert Housing Authority to evaluate the Proposer’s qualifications, experience, availability, approach, pricing, and ability to provide reliable on-call electrical maintenance services at Authority-owned residential properties.

  Proposals shall be submitted electronically through the City’s online procurement portal. Proposers are responsible for ensuring that all required information is included with the proposal at the time of submission.

  1. Cover Letter

  The proposal shall include a cover letter signed by an individual authorized to bind the Proposer. The cover letter shall include:

  • Legal name of the firm;
  • Business address;
  • Primary contact person, title, phone number, and email address;
  • Statement confirming the Proposer’s interest in providing on-call electrical maintenance services;
  • Statement confirming that the Proposer has reviewed the Scope of Services and can provide the requested services;
  • Acknowledgement of any addenda issued for this RFP;
  • Statement confirming that the proposal shall remain valid for the period required by the RFP; and
  • Signature of an authorized representative.

  2. Firm Qualifications and Experience

  Proposers shall describe the firm’s qualifications and experience providing electrical maintenance, repair, troubleshooting, and on-call services. This section should include:

  • Overview of the firm, including years in business;
  • Experience providing electrical services for residential, multifamily, affordable housing, municipal, public agency, or similar properties;
  • Experience working in occupied residential units, common areas, laundry rooms, mechanical rooms, utility rooms, exterior areas, and other property management environments;
  • Experience responding to routine, urgent, emergency, after-hours, weekend, and holiday service calls;
  • Experience identifying unsafe, obsolete, overloaded, damaged, or non-code-compliant electrical conditions;
  • Experience coordinating with property management companies, public agencies, residents, inspectors, and utility providers, when applicable; and
  • Any specialized experience related to exterior lighting, parking lot lighting, panels and subpanels, smoke detector/CO detector troubleshooting, low-voltage troubleshooting, or other optional services identified in the Scope of Services.

  3. Licensing, Certifications, and Regulatory Compliance

  Proposers shall provide documentation demonstrating that the firm and assigned personnel are properly licensed and qualified to perform the work. This section shall include:

  • Current California C-10 Electrical Contractor license;
  • DIR registration, if applicable;
  • Any additional licenses, certifications, or credentials relevant to the services;
  • Confirmation that the Proposer can comply with applicable federal, state, and local codes and regulations;
  • Confirmation that the Proposer can comply with applicable prevailing wage, certified payroll, apprenticeship, contractor registration, and labor compliance requirements when required by law or by the Authority;
  • Confirmation that required permits and inspections will be identified, obtained, and coordinated when required and authorized; and
  • Confirmation that subcontractors will not be used without prior written approval.

  4. Staffing and Key Personnel

  Proposers shall identify the personnel who will be assigned to perform or supervise the work. This section shall include:

  • Names, titles, roles, and qualifications of key personnel;
  • Licenses, certifications, and years of experience for assigned electricians and supervisors;
  • Description of the firm’s staffing capacity to respond to multiple properties and service calls;
  • Identification of who will receive work orders, coordinate scheduling, and communicate with property management or Authority staff;
  • Description of after-hours, weekend, holiday, and emergency response staffing; and
  • Explanation of how the Proposer ensures that personnel assigned to occupied residential properties are professional, qualified, and respectful of residents and property.

  5. Approach to Services

  Proposers shall describe their approach to providing on-call electrical maintenance services. This section should address:

  • How service requests will be received, reviewed, scheduled, and completed;
  • How the Proposer will coordinate access with property management, Authority staff, or other designated representatives;
  • How the Proposer will address work in occupied units, common areas, exterior areas, utility rooms, mechanical rooms, laundry rooms, and other Authority-managed locations;
  • How the Proposer will troubleshoot and resolve electrical outages, shorts, flickering lights, tripped breakers, overloaded circuits, and power interruptions;
  • How the Proposer will repair or replace electrical devices, fixtures, panels, breakers, wiring, exterior lighting, and related components;
  • How the Proposer will identify and report unsafe, recurring, obsolete, overloaded, damaged, or non-code-compliant electrical conditions;
  • How the Proposer will distinguish between routine service work and separately authorized work requiring additional approval;
  • How the Proposer will obtain approval before exceeding an authorized amount;
  • How the Proposer will handle temporary repairs, unresolved issues, and recommendations for follow-up work; and
  • How the Proposer will maintain safe, clean, and orderly work areas.

  6. Availability and Response Times

  Proposers shall describe their availability and ability to meet the response expectations identified in the Scope of Services. This section shall include:

  • Availability during normal business hours;
  • Availability for emergency, after-hours, weekend, and holiday service calls;
  • Ability to respond to emergency calls within the expected 2–4 hour timeframe;
  • Ability to respond to urgent calls within the expected 24-hour timeframe;
  • Ability to respond to routine service calls within the expected 2–4 business day timeframe;
  • Process for scheduling non-emergency or planned work with property management;
  • Dispatch procedures and communication process for confirming arrival times, delays, and completion status; and
  • Any limitations on availability, service area, staffing, or response time.

  7. Work Authorization, Communication, and Coordination

  Proposers shall describe how they will coordinate work authorization and communication with property management, Authority staff, and other designated representatives. This section should include:

  • Process for receiving and confirming written work orders, task orders, purchase orders, notices to proceed, emails, or other authorizations;
  • Process for handling verbal authorization in emergency situations;
  • Process for obtaining additional approval if work exceeds the authorized amount;
  • Communication procedures before, during, and after service calls;
  • Method for notifying the Authority or property management of unsafe conditions, recurring problems, code concerns, or work requiring larger repair or upgrade;
  • Process for coordinating resident-occupied unit access through property management; and
  • Identification of the Proposer’s primary point of contact for account management and service coordination.

  8. Documentation and Reporting

  Proposers shall describe the documentation that will be provided for each service call or work order. At a minimum, documentation shall include:

  • Property name and unit or work location;
  • Date of service;
  • Description of the reported issue;
  • Work performed;
  • Materials used;
  • Labor hours;
  • Photos, when requested or when documenting significant damage, unsafe conditions, or completed repairs;
  • Recommendations for follow-up work, if any;
  • Identification of temporary repairs or unresolved issues; and
  • Invoice referencing the approved work order or authorization.

  Proposers should also describe whether they use a work order system, service portal, email reporting, mobile documentation, or other tracking method.

  9. References

  Proposers shall provide at least three references for similar electrical maintenance, on-call, multifamily housing, public agency, or property management work performed within the last five years.

  For each reference, provide:

  • Client or agency name;
  • Contact person;
  • Title;
  • Phone number;
  • Email address;
  • Description of services provided;
  • Dates services were provided; and
  • Approximate contract value, if applicable.

  The City may contact references to verify performance, responsiveness, quality of work, communication, and ability to provide reliable on-call services.

• Fee Proposal (required) —

  Please provide a lump-sum, not-to-exceed fee proposal for the scope of Services. The fee proposal shall include hourly rates for all personnel for “Additional Work” (as such term is defined in the proposed Agreement attached herein).

• Bid Guarantee (required) —

  IF SUBMITTING AN ORIGINAL BID BOND: Please download the Bid Bond Form under #Attachments, and Mail or hand deliver in a sealed and labeled envelope including the Project Number, Project Title, and Project Due Date visible on the outside of the envelope to the City Clerk's Office located at 73-510 Fred Waring Drive, Palm Desert, CA 92260 before the bid submittal deadline.

  IF SUBMITTING CASH OR CASHIER'S CHECK: Mail or hand deliver in a sealed and labeled envelope including the Project Number, Project Title, and Project Due Date visible on the outside of the envelope to the City Clerk's Office located at 73-510 Fred Waring Drive, Palm Desert, CA 92260 before the bid submittal deadline.

  IF SUBMITTING AN E-BID BOND: follow E-Bid Bond instructions.

• E-Bid Bond —

  Please enter your Bid Bond information from Surety2000 below ONLY IF YOU ARE NOT SUBMITTING A HARD COPY BID BOND, CASH, OR CASHIER'S CHECK.

• 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.

• Enter your valid CA Contractors State License Board (CSLB) number (required) —

  Please enter your License Number here. This will be verified against the state database.

• Enter your California Department of Industrial Relations (DIR) Registration number (required) —

  Please enter your Public Works Contractor DIR Number. This will be verified against the state database.

• 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 Maintenance 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 effect 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").

• 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: 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. (required)
• 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)
• Is this a prevailing wage project? (required) —

  Select YES for any "Public Works" project estimated to exceed $15,000.00 (maintenance).

• Will this project require DIR Registration (required)
• Will a CA Contractor's State License be required? (required)
• If a CA Contractor's State License IS required, enter the license classification requirement here. —

  ex.) Class A, General Engineering

• Is a Bid Bond required? (required)
• Insert Agreement Name (required)
• Insert background information regarding need for services requested (required)
• Is this project Federally funded? (required)
• 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)
• What is your contract term? (required)
• Is this procurement a purchase of an asset, or does it include services that affect City assets? (required)