Citywide Facilities Management Consulting Services RFP

Description: The City of Eastvale ("City") is soliciting proposals from qualified consultants through this formal Request for Proposals (RFP) to assist with developing a comprehensive Facilities Maintenance Program for the City's new Civic Center and other City-owned facilities described in Exhibit I. The objective of this procurement is to establish a rigorous, data-driven maintenance framework, including asset registries, preventative maintenance (PM) schedules, and standard operating procedures (SOPs). The final programming deliverables will be used by the City to optimize day-to-day operations and to structure future competitive bids for outsourced trade contractors.   The overall consulting scope is divided into two parts: ·         Phase 1: Programming for the facilities identified in Exhibit I; and ·         Phase 2: Programming for future facilities not yet specified. At this time, the City is requesting a scope and fee proposal for Phase 1 program development only. Upon satisfactory performance during Phase 1 and subject to applicable purchasing and City requirements, policies and procedures, the City may consider retaining the selected consultant to develop Phase 2 programming. Once the future facilities are defined, Phase 2 programming will be scoped, priced, and approved under a separate process.   In addition to maintenance programming, this RFP includes an optional task to provide a service as an owner’s representative to support implementation of the Facilities Maintenance Program. These services may include reviewing Contractors’ implementation plans, monitoring performance against contract requirements, identifying deficiencies and recommending corrective actions, and providing reports and practical guidance to the City’s Facilities Manager. To facilitate knowledge transfer, the City’s Facilities Manager may shadow the consultant during site visits, maintenance planning, Contractor coordination, and performance reviews to learn how to administer the program. Proposers shall include a proposed scope of work, service schedule, staffing, and fee assuming one year of owner’s representative services in their proposal for City to review and approval. These services shall begin only upon separate written City authorization.  The consultant selected under this RFP will assist the City in preparing technical specifications, scopes of work, and supporting solicitation documents for future competitive procurements of facility maintenance services. The selected Consultant will not be eligible to compete for or perform the maintenance services solicited under this Agreement. This does not prohibit the Consultant from performing Phase 1 services or separately authorized owner’s representative services described in this RFP. Consultant may continue providing Phase 2 programming and owner’s representative services, as authorized by the City. CONFIDENTIALITY AND ACCESS TO PLANS (SEE NDA DEADLINE AND REQUIREMENT BELOW) Any Potential Proposer interested in participating in this RFP process or submitting a proposal must sign and return the City's Non-Disclosure Agreement (Attachment B). After the City receives and accepts the signed Non-Disclosure Agreement (NDA), it will provide the consultant with access to plans, specifications, reports, submittals, and other supporting technical documents necessary to prepare a proposal for the Phase 1 facilities. Such documents may include information related to the Civic Center buildings, Civic Park and associated grounds, Civic Plaza and other outdoor areas, the pocket park, Fire Station 27, Fire Station 31, and the new surface parking lot. Potential Proposers shall comply with all requirements of the executed NDA. Prior to providing any confidential information to a subconsultant or other third party, the Potential Proposer shall also require that party to agree in writing to be bound by the terms of the Non-Disclosure Agreement.   How to submit the Non-Disclosure Agreement Email the executed Non-Disclosure Agreement in PDF format, signed by an authorized representative of the firm, to: Contact: Karla Lopez Title: Purchasing Manager Email: KaLopez@eastvaleca.gov Include the firm's legal name and a designated contact person's name, phone number, and email address. Deadline to submit NDA: To receive access to the document package on November 12, 2026, the City must receive the signed NDA no later than November 11, 2026, by 4:00 PM Pacific Time. MINIMUM QUALIFICATIONS Proposers shall demonstrate the qualifications below. Proposers not meeting the minimum requirements may be disqualified. 1)      Proposer must have been in business continuously for the most recent ten (10) years prior to the date of this RFP. 2)      Proposer shall have a minimum of ten (10) years of relevant facilities management consulting experience, including maintenance program development. 3)      Proposer shall have completed at least ten (10) comparable facilities maintenance program development assignments for municipal, institutional, or commercial facilities. 4)      Proposed project manager/team lead shall have completed at least five (5) comparable facilities maintenance program development assignments for municipal, institutional, or commercial facilities as a project manager/team lead. 5)      Proposer shall provide minimum five (5) references and contact information for reference checks. References must attest to the excellent quality of service, high quality deliverables, timely submission of deliverables. See Section XI. Proposal Contents and Format (I – Client References).