2025-2026_Root_Foaming_Project.pdf

REQUEST FOR QUOTATION

25-058

2025-2026 ROOT FOAMING PROJECT

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: June 6, 2025

DEADLINE FOR QUESTIONS: June 18, 2025

RESPONSE DEADLINE: June 27, 2025, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/hayward-ca https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Hayward

REQUEST FOR QUOTATION

2025-2026 Root Foaming Project

I. Introduction II. General

III. Submission Format IV. Bid Sheet V. Vendor Questionnaire

Attachments:

A - Sewer Root Control Locations and Site Plans

B - Contract Document Template

C - City of Hayward General Provisions

D - Forms to be Submitted with Bid

Request For Quotation #25-058 Title: 2025-2026 Root Foaming Project

1. Introduction

1.1. Summary

The City of Hayward is seeking an experienced and qualified contractor who is specially trained, experienced, and competent to perform Sewer Root Control services in accordance with the terms, conditions, and specifications contained in this Request for Quote (RFQ).

The City of Hayward is accepting electronic bid submissions. Bidders shall create a FREE account with

OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response," and follow the instructions to submit the electronic bid.

https://procurement.opengov.com/portal/hayward-ca

1.2. Background

The City of Hayward has a population of approximately 160,000 residents and is serviced by approximately

325 miles of sewer mains and nine sewage lift stations. The collection system conveys the wastewater flow to the City’s Water Resource Recovery Facility (WRRF). The WRRF treats an average of 11.3 million gallons per day of wastewater generated by the City's residents and businesses.

Root growth in sewer lines occurs when tree or plant roots seeking moisture and nutrients penetrate cracks, joints, or gaps in sewer pipes. The presence of roots in sewer pipelines can lead to blockages, reduced flow, and pipe damage. Although root growth can occur in all pipe types, clay pipe is the most vulnerable. Root growth has been observed in sewer pipes across the City of Hayward, primarily along sections of vitrified clay pipe. To maintain the performance of the sewer system, the City plans to remove root growth from about 50,000 linear feet of sewer pipes on an annual basis using the root foaming method. Root foaming consists of applying a chemical root agent to sanitary sewers in order to kill the root growth present in the lines to inhibit re-growth, without permanently damaging the vegetation producing the roots and without disrupting water treatment plant processes. The chemical root control agent is to be applied a various locations and easements throughout the City of Hayward as identified in

Attachment A.

1.3. Contact Information

Project Contact:

Steven Wolfe

Associate Civil Engineer

777 B Street

Hayward, CA 94541

Email: steven.wolfe@hayward-ca.gov

Phone: (510) 583-4719

Procurement Contact:

Rita Perez

Purchasing Manager

777 B Street https://procurement.opengov.com/signup https://procurement.opengov.com/portal/hayward-ca mailto:steven.wolfe@hayward-ca.gov tel:(510)583-4719

Hayward, CA 94541-5114

Email: rita.perez@hayward-ca.gov

Phone: (510) 583-4801

Department:

Utilities

Department Head:

Angel Groves

Administrative Supervisor

1.4. Timeline

Release Project Date June 6, 2025

Question Submission Deadline June 18, 2025, 5:00pm

Question Response Deadline June 23, 2025, 5:00pm

Proposal Submission Deadline June 27, 2025, 5:00pm

City Council Approval of Award (Tentative) August 19, 2025

Notice to Proceed (Tentative) September 2025 mailto:rita.perez@hayward-ca.gov tel:(510)583-4801

2. General

2.1. Required Qualifications of Contractor

The Contractor must be licensed as a pesticide application business with the California Department of

Pesticide Regulation prior to submitting a bid proposal. Contractors who do not meet the experience and other qualifications specified herein shall not be considered for award of the contract.

The Contractor must demonstrate a minimum level of five (5) years direct experience in applying chemical root control treatment to sanitary sewer mains. The Contractor must provide proof of successful completion of at least five (5) other projects similar in size and scope to the work specified herein within the last two (2) years. The Contractor may be disqualified if they cannot provide this proof of experience.

Any work performed by subcontractors for the Contractor will not be considered.

Each contractor is required to submit with the proposal a list of their qualifications applicable to root foaming projects. Experience with other local California governments should be included.

All work shall be performed by Certified Pesticide Applicators licensed with the California Department of

Pesticide Regulation. Certified Pesticide Applicators shall have a minimum of three years of experience in performing the type of work specified and shall each have personally performed a minimum of 500,000 linear feet of treatments as a Certified Pesticide Applicator.

A minimum of three Certified Pesticide Applicators that are registered with the California Department of

Pesticide Regulation, prior to the proposal submittal, is required. License numbers for these three applicators and years of experience shall be submitted with the proposal. Additional proof of applicator experience may be requested by the City.

2.2. Response Procedures

The City is only accepting electronic bid submissions. Prior to submitting a response, each proposer shall create a FREE account with OpenGov Procurement.

Link to OpenGov Procurement sign-up portal: https://procurement.opengov.com/signup.

After creating a free account, proposers shall visit the City’s procurement portal and follow the instructions to submit an electronic response.

Link to City’s procurement portal: https://procurement.opengov.com/portal/hayward-ca

2.3. Communication Regarding RFQ

All communication from prospective proposers regarding this RFQ must be submitted in the “Question &

Answer” tab within the City's online procurement portal. PLEASE SUBMIT EACH QUESTION SEPARATELY.

Communication by telephone or in person will not be accepted. Attempts by or on behalf of a proposer to contact or to influence any member of the selection committee, any member of the City Council, or any employee of the City may lead to elimination of that vendor from further consideration. All questions must be submitted by the deadline listed in the RFQ timeline.

https://procurement.opengov.com/signup https://procurement.opengov.com/portal/hayward-ca

2.4. Award of City Contract and City Rights

The City reserves the right to reject any and all proposals, to contract work with whomever and in whatever manner the City decides, to abandon the work entirely and to waive any informality or non-substantive irregularity as the interest of the City may require and to be the sole judge of selection process.

The City further reserves the following rights:

• The City reserves the right to select the proposal which in its sole judgment best meets the needs of the City. Selection will be based on the lowest proposed cost proposal that also meets the specified experience clause in Section 2.1, and who has the capacity to perform the work as specified in Section 3.4.

• Award to the Contractor is also subject to review and approval by the City Council.

• The City reserves the right, in its sole discretion, to reject any or all proposals and to waive technicalities and minor informalities in any proposals received when such waiver is determined by the City to be in the City’s best interest.

• The City reserves the right to retain all accepted proposals, including proprietary documentation, regardless of which proposal is selected. No proposals will be returned to vendors.

• The City reserves the right to request any supplementary information it deems necessary to evaluate proposer’s experience or qualifications.

• The City reserves the right to reconsider any proposal submitted at any stage of the procurement.

Furthermore, the City reserves the right to delete or add functionality (i.e., modules and components) until the final contract signing.

• The City reserves the right to cancel, in part or in its entirety, this RFQ. If the City cancels or revises this RFQ, all proposers will be notified in writing by the City.

• The City reserves the right to revise the RFQ prior to the date that proposals are due. The City will communicate changes through addenda to this RFQ. All registered proposers will be notified of revisions to the RFQ. The City reserves the right to extend the date by which the proposals are due.

• The City reserves the right, in its sole discretion, to reject any and all proposals and to waive informalities and minor irregularities in any proposals received. Failure to furnish all information requested or to follow the format requested herein may disqualify the proposer, in the sole discretion of the City. False, incomplete, misleading or unresponsive statements in a proposal may also be sufficient cause for a proposal’s rejection.

• This RFQ does not commit the City to award a contract. All proposals submitted in response to this RFQ become the property of the City and public records, and as such, may be subject to public review.

• The City shall not be liable for any pre-contractual expenses incurred by prospective vendors or selected contractors, including but not limited to costs incurred in the preparation or submission of proposals. The City shall be held harmless and free from any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this RFQ.

• If the successful proposer defaults, the City may award this RFQ to the next best proposal and may recover the loss occasioned by the successful proposer against a surety bond, if any, or by suit against the successful proposer.

• The City reserves the right to cancel, in part or in its entirety, this RFQ including, but not limited to: submittal date, and submittal requirements. If the City cancels or revises the RFQ, all interested firms will be notified.

2.5. Protests

Should any proposer question or protest the award of the contract, such question or protest must be furnished in writing to the Purchasing Manager within three calendar days after the City notifies all proposers of its Intent to Award. Such protests must fully explain the basis of the objection supported by all relevant information facts and details. Letter must be signed by an authorized representative stating specific reason(s) for the protest including all relevant facts (law, rule, regulation, and criteria).

Protests not furnished in writing as prescribed will not be accepted.

2.6. Bonds

The successful Proposer, simultaneously with the execution of the contract, shall furnish a Labor and

Materials bond and a Performance bond in the amount of 100% of the contract price. The bonds shall be secured from a surety company issued by a corporation duly and legally licensed to transact business in the State of California and approved by the City.

The contract shall be in the form of the Contract Template in Attachment B.

2.7. Prevailing Wage

Prevailing wages must be paid to all workers employed on a public works project when the public works project is over $1,000. Prevailing Wages: The Work is subject to the payment of not less than prevailing wages under Labor Code Section 1770 et seq. Bidders are hereby notified that the Director of Industrial

Relations (DIR) has ascertained the general prevailing rate of per diem wages and the rates for overtime and holiday work in the locality in which the work is to be performed for each craft, classification or type of worker needed to perform the Work under the contract which will be awarded to the successful bidder. Copies are on file with and available upon request from the City Engineer or at http://www.dir.ca.gov/dlsr/DPreWageDetermination.htm.

Bidders are further notified that this project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. Further information on Compliance Monitoring Unit requirements can be found at https://www.dir.ca.gov/dlse/cmu/cmu.html.

No contractor or subcontractor may be listed on a bid proposal for a public works project submitted on or after March 1, 2015 unless registered with the Department of Industrial Relations pursuant to Labor http://www.dir.ca.gov/dlsr/DPreWageDetermination.htm https://www.dir.ca.gov/dlse/cmu/cmu.html

Code section 1725.5, with limited exceptions from this requirement for bid purposes only under Labor

Code section 1771.1(a).

No contractor or subcontractor may be awarded a contract for public work on a public works project awarded on or after April 1, 2015 unless registered with the Department of Industrial relations pursuant to Labor Code section 1725.5.

Contractor agrees to comply with all related provisions of the Labor Code, including but not limited to, the provisions of Labor Code Section 1775 relating to the payment of prevailing wages, Section 1777.5 relating to the employment of apprentices and Section 1811-1813 relating to the payment of Overtime.

2.8. Special Conditions

Manufacturer's Recommendations

If the manufacturer of any material or equipment, which is to be incorporated into the work, recommends installation, methods and procedures, the Contractor shall submit this information along with the technical data, and observe strictly all such recommendations, which are not in conflict with the other requirements of these specifications. If a conflict is found with this specification, the Contractor shall immediately notify the Engineer in writing.

Warranty

The warranty is to be clearly stated. Warranty information is to be included in the Bidder's submittal.

Specification Section

The data shall clearly demonstrate compliance with the Contract Plans and Specifications and shall relate to the specific material, equipment to be furnished, or process to be followed. Where manufacturer’s standard drawings are employed, they shall be clearly marked to show what portions of the data are applicable to this project.

Submittal coordination is the responsibility of the Contractor. The responsibility shall not be delegated in whole or in part to subcontractors or suppliers.

All submittals (shop drawings and supporting data, catalogs, schedules, etc.), shall be submitted as the instruments of the Contractor, who shall be responsible for their accuracy and completeness. These submittals may be prepared by the Contractor, subcontractors, or suppliers, but the Contractor shall ascertain that submittals meet all of the requirements of the Contract Documents, while conforming to structural, space, and access conditions at the point of installation. The Contractor shall check all submittals before submitting them to the Engineer.

Specified or "Approved Equal" Items

Whenever catalog numbers and specific brands of trade names followed by the designation or "approved equal” are used in conjunction with a designated material, product, item, or service mentioned in these specifications, they are used to establish the standards of quality and utility required. Or "approved equal” proposals will be subject to acceptance by the Engineer.

Permits

City permits are required as applicable. All permit fees paid by the Contractor will be reimbursed by the

City at cost.

License

Bidder must include Contractor's license number and date of expiration on the bid. Contractor shall also provide DIR number and date of expiration on the bid.

Business License

A City of Hayward Business License is required before starting work.

Engineer's Review

Allow fifteen (15) days, unless otherwise specified for the Engineer’s review of submittals and re-submittals. Note that there are some different requirements for Construction Schedule submittals. No extension of time will be allowed through failure of the Contractor to either transmit submittals sufficiently in advance of the work or on account of re-submittals. Incomplete submittals will not be accepted and will be returned to the Contractor.

2.9. Scope of Work

The project includes, but is not limited to, the application of a chemical root control agent in approximately 102,000 linear feet of sanitary sewer lines ranging in diameter from 4 inches to 12 inches over a 2-year period. The project includes the option for up to three additional years of treatment. In

Year 1, approximately 50,000 linear feet of sewer line will be treated, followed by approximately 52,000 linear feet in Year 2. Each optional year shall be subject to separate authorization and will include the treatment of approximately 50,000 linear feet of sewer line. The chemical root agent will be applied to kill the root growth present in the lines and to inhibit root re-growth and sewer line intrusion without permanently damaging the vegetation producing the roots and without disrupting water treatment plant processes. The chemical root control agent is to be applied at various locations and easements throughout the City of Hayward as identified in Attachments A-1 through A-3. See Attachments A-1 and A-2 for a list of treatment locations in Year 1 and Year 2, respectively, and Attachment A-3 for the corresponding plan sheets from the City's Sanitary Sewer Map Books.

Some of the access manholes are in the street, while others are in landscaped or unimproved easements across private property (owners are required to allow crews to access public facilities within easements).

All work is to be done in accordance with the General Conditions, Special Conditions (Section 2.8), and

Specifications (Section 2.10), and the City’s Standard Details and Specifications (available on the City’s website at https://www.hayward-ca.gov/your-government/departments/engineering-division).

2.9.1 Site Investigation

The Contractor acknowledges that it has investigated and satisfied itself as to:

1. The conditions affecting the work, including but not limited to physical conditions of the site which may bear upon site access; handling and storage of tools and materials; and access to water, electric, or other utilities or otherwise affect performance of required activities.

https://www.hayward-ca.gov/your-government/departments/engineering-division

2. The character and quantity of all surface and subsurface materials or obstacles to be encountered insofar as this information is reasonably ascertainable from an inspection of the site.

Any failure by the Contractor to acquaint itself with available information will not relieve him or her from the responsibility for estimating properly the difficulty or cost of successfully performing the work. The

City is not responsible for any conclusions or interpretations made by the Contractor on the basis of the information made available by the City. The contractor will not be given extra payments above the accepted prices for conditions that can be determined by examining the site and all Contract Documents.

2.9.2 Project Tasks

Specific tasks include, but are not limited to the following:

A. Coordinate with property owners/tenants on easement entry and provide written advance notice to property owners/tenants.

B. Provide appropriate traffic control devices during application of root foaming. Contractor shall maintain at least one travel lane for both directions accessible to vehicular traffic.

C. Apply root foaming control product in sanitary sewer lines shown on attached maps. Contractor shall employ all precautions and handling requirements as recommended by the herbicide manufacturer and utilize adequate equipment on site. If manhole entry is required, contractor must comply with all applicable confined space entry requirements.

D. Remove from the site all discharge resulting from the root foaming applications and properly dispose of the discharge. Contractor shall comply with all federal, state, and local regulations regarding disposal of herbicides and hazardous wastes.

E. Compile records for each line segment in which root control chemicals are applied.

F. Furnish product and service guarantee documentation to the City.

This scope of work represents the City’s best estimate of the work needed to accomplish the objectives of this project. Bidder’s attention is directed to the Specifications in section 2.8 and information below.

2.9.2.1 Working Hours

Job to start at a time designated by the City and the Contractor Regular working hours, Monday through

Friday except during legal holidays if approved by the Purchasing Department in writing. The Contractor shall give a minimum of three (3) day notice to the Project Manager for any work scheduled outside of the regular working hours. The Contractor is responsible to schedule and coordinate its work accordingly to allow for inspections by the Project Manager or its designee as required by these specifications.

2.9.2.2 Cleanup

The contractor shall be responsible for necessary cleanup during progress of work and shall take necessary safety precautions to prevent injury to the workers or the public. Upon the completion, the contractor shall remove all of the contractor's equipment and debris, leaving the entire area clean and ready to use, all as approved by the City.

2.9.2.3 Traffic Control and Traffic Control Plans

Traffic shall be maintained at all times in all directions on the streets affected by the work, although partial obstruction with effective two-way traffic control is allowed.

The Contractor shall maintain pedestrian and vehicle access to all properties fronting the project. In the event a driveway must be closed four (4) hours or more, the Contractor shall notify the property owner or tenant, in writing, five (5) days prior to the closure specifying the date and time of closure, including the time of start and finish. No driveway shall be closed for more than one (1) hour without prior approval from the Engineer.

Contractor furnished labor, materials, equipment, tools, and services necessary to provide access to the motoring and pedestrian public; and adequately safeguard the workers and public from construction hazards with a minimum of inconvenience. Full compensation for controlling traffic and maintaining access, including costs related to flaggers if needed, shall be considered paid under various items of work, and no additional compensation shall be allowed therefor.

Work includes but is not limited to the following:

A. Preparation of Traffic Control Plans (TCPs) and obtaining approval of Traffic Control Plans from the City of Hayward. The traffic control plan shall address lane shifts or closures, flagging, material and equipment storage, maintaining vehicle and pedestrian access, and haul routes. It must be based on the appropriate standard layouts from the California Manual of Uniform

Traffic Control Devices. Submitted TCPs must be designed specifically for the particular conditions to be encountered in this project. Up to ten (10) working days must be allowed for the City’s review. Rejected TCP’s must be revised and resubmitted, allowing five working days for each resubmittal.

B. Installation and removal of temporary traffic control devices, including barriers and barricades, lane closures and detour implementation.

C. Coordinating work with all agencies having jurisdiction.

Comply with guidelines excluding payment sections of the latest editions of the following reference standards:

A. California Manual on Uniform Traffic Control Devices (CA MUTCD).

B. CAL/OSHA, State of California Construction Safety Orders. Submit typical Traffic Control Plan drawings which conform to all requirements of these specifications.

2.9.2.4 General Requirements

A. All work for the Year 1 Scope shall be completed within forty-five (45) working days from the contract Notice to Proceed date.

B. Perform all work in conformance with the provisions and specifications.

C. The contractor must comply with all General Standards of Commercial Applicators set by the

California Department of Pesticide Regulation.

2.10. Specifications

The Contractor shall provide 48-hour notices to the City’s Sanitary Sewer Collection Maintenance Division prior to starting work on any portion of the contract. In the event that a problem arises with the root foaming operations, or there is a problem with any of the existing sewer lines, the Contractor shall notify the Sewer Collection Maintenance Division immediately and report the problem.

Public Notification

The Contractor shall be responsible, during all phases of the work to provide for public safety and convenience. Root foaming operations shall be conducted in such a manner as to cause as little inconvenience as possible to the abutting property owners. Convenient access to driveways, houses, and buildings along the line of work shall be maintained.

Work at the proposed locations shall be performed in coordination with the property owners affected by said operations. Work shall be conducted between 8:00 a.m. and 5:00 p.m., Monday through Friday. Prior to root foaming, the Contractor will have mailed or delivered in person advance notices to residents/tenants who will be directly impacted by root foaming. The notice will also request that the residents/tenants notify the Contractor whether or not work can be done without the resident/tenant being home or if special arrangements must be made regarding safety to children, handling of pets, scheduling of work, etc. It is the contractor's responsibility to accommodate reasonable requests from the residents/tenants.

At least 72 hours in advance of starting work at a location, the Contractor shall mail or hand deliver a notice to all the residents who will be impacted from the root foaming operation. The notification shall include a description of the work to be performed, expected dates and duration of work at that location affecting traffic and/or parking, Contractor's name and telephone number (for the purpose of taking emergency and complaint calls). A draft copy of this notice shall be submitted by Contractor at the pre-construction meeting. Final format and wording shall be subject to approval by City.

At least one week in advance of starting work at an easement location, the Contractor shall deliver a notice to all residents who will be impacted from the root foaming operation where work will take place within the easement. The notification shall include a description of the work to be performed, expected dates and duration of work at the easement location, Contractor's name and telephone number (for the purpose of taking emergency and complaint calls). A draft copy of this notice shall be submitted by

Contractor at the pre-construction meeting. Final format and wording shall be subject to approval by City.

All costs to Contractor for providing notification to residents shall be included in the various cost proposal items and no additional compensation shall be made.

When entering private property to do the work, the Contractor’s personnel shall first attempt to contact the residents to let them know who they are and why they are there.

All personnel entering private property shall have the Contractor’s company name clearly visible on clothing, equipment, and vehicles.

All personnel are to be courteous and polite to the residents they have contact with (whether on private property or on the street).

Any hostile contact with a resident is to be reported to the City’s Project Manager immediately afterwards.

I. Line Preparation Prior To Commencing Foam Herbicide Application:

IF CLEANING IS NECESSARY, before a foam treatment application the following procedures are recommended:

1. Use of hydraulic jet cleaning is the preferred method. It is desirable to allow such cleaning to

PRECEDE the application of root control herbicides by a minimum of six (6) weeks and no longer than sixteen (16) weeks for maximum benefit.

2. Mechanical cutting of roots is NOT RECOMMENDED, unless there is such dense root intrusion

(60% or higher) that it will constrict flow of the foam, passage of the hose, or prohibit effective access for treatment. If mechanical cutting must be used, do so at least six (6) weeks prior to application of the root control herbicides.

Sewer pipe cannot be treated effectively when surcharging flow conditions exist. If a surcharging condition exists on a sewer to be treated (i.e., flow depth is greater than 30% of the pipe diameter), the Contractor will return to treat that sewer when the flow is normalized. The Contractor is responsible for monitoring weather to ensure that lines are not treated when the possibility of surcharging due to inflow and infiltration exist. If a sewer surcharges withing a 12-hour period after a treatment has been made, the

Contractor will be required to retreat that section of sewer at the Contractor’s expense if the surcharging is a result of Contractor activities or inflow and infiltration resulting from wet weather.

II. Foaming Root Control Herbicide:

The chemical root control agent shall be registered with the EPA and the California Department of

Pesticide Regulation, prior to the proposal package submission, and shall be labeled for use in sewers to control tree roots. The chemical Root control agent shall contain an active ingredient for controlling sewer roots and deterring their re-growth. There shall also be a surfactant system to deliver the active ingredient

(herbicide) to the target root tissue.

Contractor shall use Vaporooter, a foaming sewer root control product containing the active ingredient metam-sodium (sodium-N-methyldithiocarbamate) and dichlobenil (2,6-dichlorobenzonitrile).

Substitution of brand name materials and/or products will not be accepted.

The product must have a minimum five (5) years of use by municipalities. The active herbicide ingredients shall not have any plant species known to be resistant to its herbicidal effects. The active ingredient shall not adversely affect wastewater treatment plant processes. The foaming herbicide shall contain no heavy metals compounds in any of its components.

III. Application Methods

The foam must be generated by a machine that assures the foam will completely fill the intended pipe thereby thoroughly coating the roots with herbicide and depositing sufficient quantities of growth inhibiting material. The foam must thoroughly penetrate the “wye” connections and assure foam passes through lateral pipe connections to a distance of 5 feet of any service laterals. Sewer service to homeowners shall not be interrupted nor shall chemical agents reach the home or business. No “water activated” foam products shall be used. Products that require blocking the existing flow, or that completely block the sewer line will not be accepted.

The foaming root control herbicide shall not be applied through a hydrocleaner pump without an additional compressed air system, which is necessary to create high quality foam to properly coat roots.

The hose must utilize a two-stage nozzle with the capacity to first “jet” downstream, then foam as the hose is withdrawn. The nozzle should be positioned on a skid at the center line of the pipe and should be positioned such that the nozzle will be at least one (1) inch above the flow in the pipe at all times. The nozzle shall be withdrawn at the rates recommended by the herbicide manufacturer. During the withdrawal of the hose, foam must be injected into the pipe in such a manner as to fill the line completely with the herbicidal foam.

For lines 12” or larger, the line may be “foam-coated” by means of pulling a properly designed nozzle between manholes, depositing herbicidal foam on the upper interior walls of pipe. The coating shall start at the 3 and 9 o’clock positions in the pipe wall and completely coat up to and including the pipe crown.

IV. Application Equipment

All work shall be performed according to label instructions and in accordance with the best recommended practice for conditions present in the line under treatment. All applications shall be done by foaming.

Contractor will provide all equipment using proper operation and safety procedures to perform the work.

A hydrocleaner, not manual insertion, must accomplish hose insertion into sewer line, to assure maximum applicator safety. Contractor shall not enter manholes at any time during the chemical root control application process. Bidder shall provide technical data on chemical loading operations and application.

The contractor must employ all precautions and handling requirements on the product label.

The Contractor shall be responsible for determining which manholes are not accessible to their vehicular equipment and shall plan their root foaming operations accordingly. No additional compensation will be allowed for pipe sections without direct vehicular access.

When needed to enter or work within a manhole, the Contractor’s employees shall in addition to abiding by the confined space regulations/requirements of OSHA shall also abide by any requirements spelled out by either the container label or the specimen/chemical control root agent’s manufacturers requirements.

This would include meeting the minimum protective clothing requirements and/or wearing air line breathing apparatus.

V. Contractor Responsibilities

The Contractor must have a minimum level of pesticide application experience, five (5) years direct experience in applying chemical sewer root control agents, and employ a State Certified pesticide applicator on the job site at all times.

Execute all work in a manner such that injury or damage to any person, animal, structure, service, property, crop or vegetation shall be avoided. The Contractor is responsible for all property damage and for all cleanup and restoration associated with any chemical spill.

Provide all necessary equipment and barricades to prevent pets, children, and unauthorized persons from gaining access to the site of the work. Provide adequate protection for Contractor’s employees engaged in the handling, mixing, and distribution of the chemicals and ensure all the employees correctly wear such protection.

Should any chemical root control agent spill on the ground, the chemical and affected soil shall be removed and safely disposed of in accordance with the State and Federal regulations pertaining thereto.

The Contractor shall handle all spills in accordance with the appropriate Material Safety Data Sheets

(M.S.D.S) and shall have on site materials and equipment to contain and handle spills. The area shall be restored to a condition equal to or better than before the spill.

Prevent all chemical agents from reaching homes and businesses along the sewers cleaning route. The

Contractor shall also be accountable for any damage or death to trees, shrubs, lawns, crops, and gardens that is attributable to the chemicals used in the process. Should the Contractor, or their employees or agents cause any damage to public or private property, the Contractor will be required to make repairs immediately.

Respect the rights of property owners and inform the private property owner before entering the property.

Place proper traffic warning devices to protect the specific job site, and to prevent accidents or personal injury to the public. The Contractor shall take safe traffic control measures as conditions dictate or when so directed by the Engineer. Some sewer line sections may be located in heavy traffic areas.

Keep complete, accurate records of each day's operation. Records shall show date of treatment, sections of sewer line treated, pipe size and distance, amounts of chemicals placed in the lines, and any other pertinent information. Log sheets shall be submitted with the invoice.

Ensure that chemicals are handled in accordance with manufacturer’s recommendations, standard practices and appropriate statutory requirements, and that all precautions are then taken to avoid spillages.

VI. Record Keeping

The contractor shall compile records for each sewer line segment in which root control chemicals are applied. Such records shall:

A. Be accurate, complete and legible.

B. Include the date of treatment.

C. Street name for each given sewer line.

D. A description (manhole numbers, house numbers, cross streets, etc.) which will enable the

Engineer to accurately identify the exact location of each sewer line.

E. Pipe size for each given sewer line.

F. Length (from manhole to manhole) of sewer line treated with Vaporooter (Metam

Sodium+Dichlobenil) foaming root control.

G. Amount of chemical concentrate used, equipment used, percentage of Grease Release used during hydrocleaner operation, and any other pertinent data the City finds applicable.

H. Note special field conditions, access problems or unusual line conditions, including abnormal flow.

I. Record weather conditions and temperatures.

J. The date for each sewer line when the guarantee expires.

VII. Guarantee

For each sewer section (manhole-to-manhole) that is treated under the Contract, the Contractor shall guarantee the work for a minimum of two years, starting on the date of treatment, as follows. At the option of the City, the Contractor shall, at their own expense, re-treat a sewer section, or refund 100% of the payment received to treat that section, in the event that: (1) live roots are found in the section within six months after the application; or, (2) the section plugs up and floods due to tree root obstructions within a period of two years, beginning on the date of treatment, and ending two years after the date of treatment. Re-treatments, performed at no charge in honor of the guarantee, do not extend the expiration date of the guarantee.

The guarantee applies to sewer stoppages caused by live tree roots. It does not apply to stoppages caused by grease or other foreign matter; flat, collapsed or deformed pipe; or flooding caused by a surcharged or plugged sewer section downstream from a guaranteed sewer section. This guarantee applies to main line sewers only. The decision of the City as to the cause of a stoppage is binding.

2.11. Payment

Provide a proposed cost breakdown for each bid item listed in the Bid Sheet. Payments will be made in accordance with the Contract and Technical Specifications.

2.12. Completion and Liquidated Damages

Time shall be of the essence of the agreement. It is understood that the Year 1 scope of this project shall be completed in its entirety and ready for acceptance within forty-five (45) working days from the contract Notice to Proceed date.

Should the Contractor fail to complete this contract, and the work provided herein within the times fixed for such completion, due allowance being made for contingencies provided for herein, the Contractor shall become liable to the City for all loss and damage which the latter may suffer of account thereof.

As it is difficult to ascertain and determine the actual damage which the City will sustain in the event of any, by reason of such delay; and it is therefore agreed that said Contractor will pay to the City the sum of three hundred dollars ($300.00) per day for each and every calendar days delay beyond the time herein prescribed in furnishing the said work as liquidated damages; the said Contractor agrees to pay said liquidated damages as herein provided, and in case the same is not paid, agrees that said City may deduct the amount thereof from any money due or that may become due said Contractor under this Contract, and should such money be insufficient to cover such damages, the City shall have the right to recover the balance from the Contractor or his/her Surety. In addition to the above stipulated liquidated damages, the Contractor shall pay the cost of the Inspector's salary for the time the Inspector is required on the project beyond the allotted contract time. Payment for Inspector's salary to be made directly to the City.

The City shall determine the time the Inspector is required on the Project.

The Contractor shall not be charged with liquidated damages because of any delays in the completion of the work due to unforeseeable causes beyond his/her control and without default or negligence of the

Contractor, including, but not restricted to acts of the public enemy, acts of the government, acts of another prime contractor in the performance of the contract with the City, fire, flood, epidemics, delays of subcontractors due to such causes. The Contractor shall within ten (10) days from the beginning of any such delay notify the City in writing, of the causes of the delay, who shall, after ascertaining the facts and the extent of the delay extend the time for completion of the work, when in its judgment the finding of the facts and determination thereon shall be final and conclusive on the parties thereto.

The Contractor shall not be assessed for liquidated damages for delay in completion of the project, when such delay was caused by the failure of the awarding authority of this contract or the City of the utility to provide for removal or relocation of the existing utility facility; however, when the Contractor is aware that removal or relocation of an existing utility has not been provided, the Contractor shall promptly notify the awarding authority, so that provision for such removal or relocation may be made to avoid and minimize any delay which might be caused by the failure to remove or relocate the utility or to provide its removal or relocation.

3. Submission Format

To ensure the fair and accurate consideration of all submissions, proposals must contain the following information.

3.1. Cover Letter

The cover letter should be on company letterhead and include the following:

A. Company name, address, phone and fax numbers.

B. Designation of primary contact within the company who is authorized to answer questions regarding the assigned work, including their name, contact phone number and e-mail.

C. Signature of an officer of the prime contractor. In case of joint venture or other joint-prime relationship, an officer of each venture partner shall sign.

3.2. Contact & Customer Service

Please describe all support services available from your company/business, specifically addressing the following issues:

A. Normal hours of availability

B. Quality assurance program(s)

C. Guaranteed response time

D. Other support services

3.3. Reference and Experience

A Iist of five (5) references of current or past contracts for which the Contractor has performed or is performing work of similar type, scope, and complexity within the past two years. This list shall include the names, addresses, email addresses, and phone numbers of the contracting party as well as a description of services performed and the dollar amount of the contract. Upon further consideration of the Proposal, the City may request additional vendors.

Specify the chemical root agent to be used for the project.

Submit a copy of the Certified Pesticide Applicators Licenses.

3.4. Capacity to Perform the Work

Describe other major work commitments and/or capacity to perform the requested services. Projects completed within the past three years, particularly in Alameda, Contra Costa, Santa Clara or San Mateo

Counties, are of particular interest.

3.5. Project Scope & Approach

Provide a detailed plan for providing the services as described in Scope of Work.

3.6. Prices

Prices for provision of services that are "all-inclusive" of all costs, including but not limited to supervision, equipment, overhead-profit and all required insurances as specified in this document.

3.7. Insurance

The proposal will include confirmation that the consultant has insurance for:

A. Commercial General Liability, B. Automobile Liability, C. Workers' Compensation and Employer's Liability, and

D. Professional Liability, and provide the policy limits where applicable. Selected vendor will be required to to enter into a contract.

3.8. Current City Business License

The contractor selected for this project shall obtain or provide proof of having a valid City of Hayward business license.

3.9. Required Forms

Attach the following required forms:

A. Cover Letter

B. Reference and Experience Statement Including Certified Pesticide Applicators Licenses

C. Capacity to Perform the Work

D. Project Scope & Approach

E. Insurance

F. Current City Business License

G. Attachment D - Forms to be Submitted with Bid

1. Noncollusion Affidavit

2. Nondiscriminatory Employment Practices and Affirmative Action Certification Statement

3. Affirmation of Non-Involvement in Development of Production of Nuclear Weapons

4. Bid Sheet

Pursuant and in compliance with your Instructions and Conditions and all other documents relating thereto, the undersigned offer or, having familiarized oneself with the terms of the contract, the local conditions affecting the performance of the contract, the cost of the work at the place where the work is being done, and with the specifications and other contract documents, hereby proposed and agrees to perform within the time stipulated, in contract, including all of its component parts, and everything required to be performed, and to provide and furnish any and all of the labor, materials, tools, expandable equipment, and all utility and transportation services necessary to perform all of the work required in connection with RFQ 25-058, all in strict conformity with the specifications and other contract documents, including any addenda issued.

The undersigned declares, by their signature to this Proposal, that quantities and related work checked carefully and understands that the City shall not be responsible for any errors or omissions on the part of the undersigned in making up this bid.

Directions to Bidders:

The following are directions to bidders by the City of Hayward and this proposal is made with reference to them:

Bids are required for the entire work (Years 1 through 5). Award (if any) will be based on the total lump sum amount listed on the Bid Sheet for the Base Bid (total of bid items 1 through 4 on Year 1 and Year

2). However, depending on the amount of funding available, the City reserves the right to (1) award the

Base Bid only, (2) increase or decrease quantities (linear feet) of sewer line for root control, (3) reject any or all bid proposals.

The bidder shall set forth for each item of work, in clearly legible figures, an item price, and a total for the item in the respective spaces provided for this purpose.

In case of discrepancy between an item price in words and the price in figures, the price in words shall prevail. As to lump sum items, the amount set forth in the "Total" column shall be the item price.

Additional Work (if applicable)

Additional costs will be billed at the following unit price rates:

• Labor:$________/HR -- __________________ (Classification)

• Labor:$________/HR -- __________________ (Classification)

• Labor:$________/HR -- __________________ (Classification)

• Labor:$________/HR -- __________________ (Classification)

YEAR 1 - SEWER ROOT CONTROL (BASE BID)

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Apply root foaming product to 4-inch sewer line

203 LF

2 Apply root foaming product to 6-inch sewer line

783 LF

3 Apply root foaming product to 8-inch sewer line

47,173 LF

4 Apply root foaming product to 12-inch sewer line

1,842 LF

TOTAL

YEAR 2 - SEWER ROOT CONTROL (BASE BID)

Measure Unit Cost Total

1 Apply root foaming product to 4-inch sewer line

0 LF

2 Apply root foaming product to 6-inch sewer line

1,725 LF

3 Apply root foaming product to 8-inch sewer line

49,793 LF

4 Apply root foaming product to 12-inch sewer line

0 LF

YEAR 3 - SEWER ROOT CONTROL (OPTIONAL)

Measure Unit Cost Total

1 Apply root foaming product to 4-inch sewer line

200 LF

Measure Unit Cost Total

2 Apply root foaming product to 6-inch sewer line

1,500 LF

3 Apply root foaming product to 8-inch sewer line

47,000 LF

4 Apply root foaming product to 12-inch sewer line

1,300 LF

YEAR 4 - SEWER ROOT CONTROL (OPTIONAL)

Measure Unit Cost Total

1 Apply root foaming product to 4-inch sewer line

200 LF

2 Apply root foaming product to 6-inch sewer line

1,500 LF

3 Apply root foaming product to 8-inch sewer line

47,000 LF

4 Apply root foaming product to 12-inch sewer line

YEAR 5 - SEWER ROOT CONTROL (OPTIONAL)

Measure Unit Cost Total

1 Apply root foaming product to 4-inch sewer line

200 LF

2 Apply root foaming product to 6-inch sewer line

1,500 LF

Measure Unit Cost Total

3 Apply root foaming product to 8-inch sewer line

47,000 LF

4 Apply root foaming product to 12-inch sewer line

5. Vendor Questionnaire

5.1. Submission Requirements*

Did you read through and confirm that you met all of the RFQ requirements including the sections:

A. Scope of Work

B. Attachments, if applicable

C. Submission Format

D. Bid Sheet

E. Acknowledgement of Receipt of All Addenda (if any)

☐ Yes

☐ No

*Response required

5.2. Discretion & Liability Waiver*

The City reserves the right to exercise discretion and apply its judgment with respect to any qualifications submitted.

The City reserves the right to reject any or all submittals, either in part or in their entirety, or to request and obtain, from one or more of the businesses submitting, supplementary information as may be necessary for City staff to analyze the qualifications pursuant to the contractor/consultant selection criteria contained herein.

The City may require contractors/consultants to participate in additional rounds of discussions, negotiations, or more refined submittals before the ultimate selection of a contractor/consultant is made. These rounds could encompass revisions of the submittal criteria in response to the nature and scope of the initial qualifications.

☐ Please confirm

*Response required

5.3. Bid Documents*

Please Upload your COMPLETE Proposal here, including Cover Letter, References/Experience Statement, Chemical Root Agent, Certified Pesticide Applicators Licenses, Capacity to Perform the Work, Project

Scope & Approach, and Attachments D-1 through D-3.

*Response required

5.4. Proof of Insurance*

The proposal will include confirmation that the contractor has insurance for:

A. Commercial General Liability, B.