Bid Notice.pdf

REQUEST FOR PROPOSAL

26-055

SYSTEMIC TRAFFIC SIGNALS IMPROVEMENTS PROJECT

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: September 17, 2026

DEADLINE FOR QUESTIONS: September 25, 2026

RESPONSE DEADLINE: October 16, 2026, 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 PROPOSAL

Systemic Traffic Signals Improvements Project

I. Introduction II. Project Details

III. Scope of Work IV. Evaluation Criteria V. Vendor Submissions

Attachments:

A - Transportation Professional Services Agreement - EXAMPLE

B - List of Intersections and Improvements

C - Non-Collusion Affidavit

D - Nondiscriminatory Affirmative Action Cert Statement

E - Non-nuclear

F - Disclosure of Lobbying Activities

G - Safe Harbor Rate Form

H - A&E Boilerplate Agreement Language

I - Section 106_PA_APE Map Guidance

J - Historic Property Survey Report Form

K - Exhibit 5.1 Archeological Survey Report Guidance

Request For Proposal #26-055 Title: Systemic Traffic Signals Improvements Project

1. Introduction

1.1. Summary

NOTICE IS HEREBY given that the City of Hayward invites sealed proposals for 26-055 Systemic Traffic

Signals Improvements Project. Each proposal shall be in accordance with the general provisions for purchase of work and services on file in the office of the Transportation, 777 B Street, Hayward, CA

94541-5114. All proposals must be submitted to the City's eProcurement Portal by 5:00 pm on Friday, October 16, 2026 and clearly identified with RFP title, number, company name and due date. It is the sole responsibility of the proposing firm to ensure that proposals are received prior to the closing time, as late bids will not be accepted and deemed nonresponsive.

1.2. Background

The City of Hayward, California (the City) is located in Alameda County and is known as the “Heart of the

Bay” because of its central and convenient location to San Francisco, Oakland, and San Jose. It is served by an extensive network of freeways and bus lines and has two BART stations and an Amtrak station. Currently, it is estimated that there are 160,000 residents of the City of Hayward with the City growing by approximately three percent since 2000.

The City is governed by a City Council / City Manager form of government. The City Council is made up of six members plus a mayor that serves as the head of the City Council. The City Council appoints a City

Manager to oversee the City’s twelve departments.

Background Summary

• Population:155,675

• Number of Employees: 790.45

• Annual City Operating Budget (including General Fund): $239,923 M

• Annual General Fund Budget: $123,524 M

• Annual City Capital Budget: $106 M

• Fiscal Year: July 1 – June 30

• Number of Departments:14

• Governance Structure: City Council / City Manager

• Utility Customers: 34,000

• MOUs: 7

• Housing Units: 48,000

Additional information regarding the City of Hayward may be obtained at: http://www.hayward-ca.gov https://procurement.opengov.com/portal/hayward-ca http://www.hayward-ca.gov/about.shtm

1.3. Contact Information

Any administrative questions regarding bidding procedures should be directed to:

Project Contact:

Jade Kim

Assistant Transportation Engineer

777 B St

Hayward, CA 94541

Email: jadekim@hayward-ca.gov

Phone: (510) 583-4791

Procurement Contact:

Rita Perez

Purchasing Manager

777 B Street

Hayward, CA 94541-5114

Email: rita.perez@hayward-ca.gov

Phone: (510) 583-4801

Department:

Transportation

Department Head:

Alex Ameri

Director of Public Works

1.4. Timeline

Release Project Date September 17, 2026

Pre-Bid Meeting (Non-Mandatory) September 24, 2026, 11:00am

Email jadekim@hayward-ca.gov for the meeting invite latest by 10AM of pre-bid meeting day

Question Submission Deadline September 25, 2026, 5:00pm

Question Response Deadline October 2, 2026, 5:00pm

Submission Deadline October 16, 2026, 5:00pm

Interview (if necessary) If found necessary, selected firm will be contacted mailto:jadekim@hayward-ca.gov tel:(510)583-4791 mailto:rita.perez@hayward-ca.gov tel:(510)583-4801 mailto:jadekim@hayward-ca.gov

Anticipated Final Evaluation and

Determination of Top Ranked Firm

October 30, 2026

Recommendation to Council December 1, 2026

Anticipated Contract Execution January 4, 2027

2. Project Details

2.1. Important Instructions for Electronic Submittal

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.

2.2. Communication Regarding this RFP

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

Answer portal within the City's project posting. Please submit each question SEPARATELY. Questions not submitted separately will be rejected. Communication by telephone or in person will not be accepted. Attempts by or on behalf of a prospective or existing vendor to contact or to influence any member of the selection committee, any member of the City Council, or any employee of the City of

Hayward with regard to the acceptance of a proposal may lead to elimination of that vendor from further consideration.

2.3. Optional Pre-Proposal Conference & Site Walkthrough

An optional pre-proposal conference and walkthrough of the relevant portions of the City of Hayward

Transportation Email jadekim@hayward-ca.gov for the meeting invite latest by 10AM of pre-bid meeting day, will be held on 11:00 am Thursday, September 24, 2026. The purpose of the conference and walkthrough is to discuss City objectives, to allow proposers to examine the facility, to answer proposer questions and/or to clarify City's requirements. Written addenda may be issued via the

Addenda & Notices section of this RFP to all attendees if deemed appropriate and necessary by City.

2.4. Last Day for Questions

All questions must be submitted to the Question & Answer portal within the City's project posting by

5:00 pm Friday, September 25, 2026. This will allow sufficient time for any addenda to be issued by the

City to all bidders. Please submit each question SEPARATELY.

2.5. Award of Contract

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 also reserves the right to negotiate separately in any manner to serve the best interest of the City. The City retains the right at its sole discretion to select a successful vendor.

2.6. City's Rights Reserved

• The City reserves the right to select the proposal which in its sole judgment best meets the needs of the City. The lowest proposed cost will not be the sole criterion for recommending the contract award. The recommended selection of the evaluation committee is final and subject only to review and final approval by the Steering Committee and the City Council.

https://procurement.opengov.com/signup https://procurement.opengov.com/portal/hayward-ca/projects/274789

• The City reserves the right to reject any or all proposals and to waive technicalities and informalities 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. This may include supplemental financial information, additional interview(s), and/or additional presentation by the proposer.

• The City reserves the right to reconsider any proposal submitted at any stage of the procurement. It also reserves the right to meet with select proposers at any time to gather additional information. 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 RFP, including, but not limited to: selection schedule, submittal date, and submittal requirements. If the City cancels or revises this RFP, all proposers will be notified in writing by the City.

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

• The City reserves the right to split the award from this RFP between multiple proposals when such split award is determined to be in the best interests of the City.

• 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 RFP does not commit the City to award a contract. All proposals submitted in response to this RFP 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

RFP.

• If the successful proposer defaults, the City may award this RFP 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 RFP including, but not limited to: selection procedures, submittal date, and submittal requirements. If the City cancels or revises the RFP, all interested firms will be notified.

• All proposals submitted in response to this RFP become the property of the City and public records and, as such, are subject to public review.

2.7. Protest

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 (3) calendar days after the City notifies all proposers of its Intent to Award. Such submittal 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).

Questions or protests not furnished in writing as prescribed will not be accepted.

2.8. Prevailing Wage

All vendors bidding/quoting on Public Works-Prevailing Wage projects exceeding $15,000 for maintenance and $25,000 for new construction, alteration, installation, demolition or repairs, must be registered with the DIR in order to submit a bid/quote.

3. Scope of Work

3.1. Scope of Work

3.1. Project Overview

The City of Hayward is requesting proposals from qualified and experienced professional engineering firms to provide traffic engineering and civil design services in association with the Systematic Traffic Signals Improvements Project (Project). The services required shall be the preparation of engineering studies, construction documents with detailed plans, specifications, and cost estimate (PS&E) sufficient for a competitively bid and federal-aid construction project to implement safety improvements at signalized intersections.

The project is funded by federal-aid Highway Safety Improvement Program (HSIP) Cycle 12 grant and administered by Caltrans Local Assistance. Therefore, this solicitation, subsequent agreement and services shall comply with applicable local, state, and federal regulations. All activities associated with this project shall conform with all policies and procedures outlined in the Caltrans Local Assistance Manual (LAPM). In this section, proposer can be referred to as "Consultant," which includes all subconsultants of proposer.

3.2. Project Description

The City desires to improve travel safety for 27 signalized intersections, which are selected based on collision history and factors such as number and time of occurrences, severity, lighting conditions, and involved parties. To prevent further collisions, safety improvements are proposed for all road users including motorists, bicyclists, and pedestrians. The proposed improvements include signal equipment upgrades such as pedestrian countdown heads, Accessible Pedestrian Signal (APS) pushbuttons, safety lighting, and backplates with yellow reflective borders for traffic signal heads. Further, curb ramps at project intersections will need to be verified and upgraded for compliance with Americans with Disability Act (ADA) requirements. List of Intersections and proposed improvements for each intersection are summarized in the Attachment B.

3.3 Scope of Work

The Consultant’s scope of work described below consists of design and project management tasks that are expected to be included in the proposal. Tasks include project management, existing site survey and preparation of plans, specifications, and estimates (PS&E). The Consultant shall also comply with all applicable federal, state, local laws, ordinances, regulations, codes, and other regulatory procedures for the completion of the study. The design must conform to all laws, ordinances, and codes, including the latest ADA Title II regulations, City of Hayward Standards, the latest Caltrans Standard Specifications and Plans, and the latest CA-MUTCD Manual. The Consultant is expected to expand the listed tasks as necessary by incorporating their expertise and by proposing methods or approaches that help the City achieve the objectives of this project. All work products shall become the property of the City and be submitted to the City for review.

Project proposals should assume two weeks for City review of deliverables at design milestones.

Task 1: Project Management

This task encompasses overall management of the project, including but not limited to project meetings, reporting, reviewing, scheduling, and budgeting to complete the project within the estimated timeframe. At the onset of the project, the Consultant and City will hold an evaluation meeting to define project goals and review the scope, schedule, construction budget, and any other information that may pertain to the project. Consultant should propose a regularly scheduled progress meeting to be held with the City project manager.

Task 2: Survey and Data Collection

The consultant scope should include a plan for data collection that encompasses any data that are needed to develop full Plans Specifications, and Estimate (PS&E). This may include topography, roadway geometry, existing traffic signals, existing signage and striping, utilities, safety lighting, curb ramps, and other elements. Data collection needs will vary based on the scope of the proposed capital improvements at each location. The City will provide available as-built signal plans; however, the Consultant may find it beneficial to collect additional data.

Project drawings should include title sheet, notes, details, cross sections, existing survey and control plans, demolition plan, layout plan (site, grading, and utility information profiles as needed), traffic signal plan, and signing and striping plans, and other sheets appropriate to the project scope.

Task 3: Environmental Support

The Consultant shall confirm and assist the City in completing any requirements under National Environmental Policy Act (NEPA) and California Environmental Quality Act (CEQA) for the Project. The Preliminary Environmental Study (PES) under NEPA has been completed and the project is determined to receive categorical exclusion with required technical studies. The Consultant will prepare the required technical studies, including Area of Potential Effects (APE) map, Historical Property Survey Report (HPSR) and Archaeological Survey Report (ASR) per LAPM Chapter 6 and Standard Environmental Reference (SER). Consultant shall assist the City with any additional requirements to receive environmental clearance from Caltrans, which may include responding to Caltrans comments and revising and resubmitting required documentation.

Refer to Attachment I, J, K for HPSR form and guidance on APE and ASR.

For CEQA, the City is expecting to obtain a Categorial Exemption.

Task 4: 30% Design

The Consultant will provide 30% PS&E to the City for review and comment. The design will reflect existing conditions and include the proposed traffic signal and curb ramp improvements.

The following documents are anticipated for the project:

• Preliminary project plans

• Preliminary cost estimate

• Discussion of coordination items and permits needed

Task 5: 60% Design

Based on City review of the 30% design and additional study of the design goals and constraints, the Consultant will provide 60% PS&E to the City for review and comment. The following documents are anticipated for the project:

• Project plans

• Project specifications

• Project cost estimate

Task 6: 90% Design

Based on City review of the 60% design and additional study of the design goals and constraints, the Consultant will develop 90% PS&E and submit to the City for review and comment. The following documents are anticipated for the project:

• Response to comments on 60% design

• Project plans

• Project specifications, including any supplemental specifications for the project scope elements

• Project cost estimate

Task 7: 100% Design

Based on City review of the 90% design and the development of additional design details, the Consultant will provide 100% PS&E to the City for review and comment. The design will reflect existing conditions, align with proposed improvements, and address areas for improvements identified via field review. The following documents are anticipated for the project:

• Response to comments on 90% design

• Final project plans

• Final project specifications, including any supplemental specifications for the project scope elements

• Final cost estimate

Task 8: Construction Support

The Consultant shall include bid support services that consist of assisting the City in responding to Request for Information (RFI) during the project advertisement phase. Consultant shall also include services for design support during construction. These services also include responding to all RFIs, submittal reviews and approvals, and altering project plans to address any design changes needed. Design changes needed due to error or omission shall be provided at no additional cost to the City. Design support services shall also include any needed consultation with the construction contractor and/or the City Project Manager/Resident Engineer. The

Consultant shall attend a pre-construction meeting, a post-construction meeting, and meet and assist staff during construction, as required.

Upon City approval of the construction documents, a Professional Civil Engineer on the Consultant team in responsible charge of the design effort should stamp the final construction documents.

Task 9: Record Drawings

The Consultant shall prepare the record drawings reflecting changes to all improvements constructed upon project completion. The Consultant shall mark up the revisions made during construction. Electronic files of the final record drawings (PDF and AutoCAD) shall be provided to the City.

3.4 Contract Audit and Review Process

All proposed A&E contracts and supporting documents may be subject to audit or review by Caltrans' Independent Office of Audits and Investigations (IOAI), other state audit organizations, or the federal government. The City, consultants, and subconsultants are responsible for complying with state, federal, and specific contract requirements. If an audit is to be performed, Consultant is expected to provide all necessary information and be in full cooperation with auditors.

3.5 Interview Format

The interview format and duration has not been determined. If interview is found necessary after review of submitted proposals, selected firms will be invited to interview and will be informed of the interview format after Tuesday, September 25, 2026.

3.2. Overview of Scope

A. Consultant Selection:

1. The purpose of this RFP is to solicit proposals to provide all of the above services.

B. Schedule:

1. The following provides milestones in the consultant selection process for City of Hayward

Systemic Traffic Signals Improvements Project:

a. Electronically submit completed proposals to City of Hayward Transportation at 5:00 pm on Friday, October 16, 2026 to https://procurement.opengov.com/portal/hayward-ca/projects/274789.

b. Anticipated final evaluation and determination of top-ranked Firm on October 30, 2026

c. Contract approval by City Council on December 1, 2026

d. Anticipated Contract Execution Date on January 4, 2027

C. Method of Payment: Anticipated to be specific rates of compensation

D. Estimated Contract Start Date: January 4, 2027

E. Estimated Contract End Date: August 31, 2027

F. Proposal Requirements:

1. The proposal shall be organized in the following sections:

a. Cover letter. The cover letter should identify the primary contact person for your team.

b. Team & Organizational Chart Identify project manager and other key members and their classifications, qualifications, the primary location where work will be done. Also identify individual(s) authorized to negotiate the contract on behalf of the consulting firm. Provide a proposed team members including prime and subconsultants (if any). All team members identified in the original proposal must not change in the executed contract.

c. Experience. Provide descriptions of relevant projects conducted by personnel proposed to work on this project. For each project, identify the client and the client contact for reference, start date, project duration, number of meters, geographic description of service and fee.

d. Approach. Identify key project issues in each phase of the project and how they will be addressed.

e. Proposed Scope of Services. The proposed scope of services should describe tasks and identify deliverables for the feasibility study as outlined above where applicable.

f. Workplan. The workplan should show tasks that you consider important for this project and your estimate of the professional labor hours each month. The workplan shall be presented in tabular form, and is not subject to the 8½ x 11-inch page size limit (but is subject to the 30-page limit).

g. Proposed Schedule:. Provide a schedule and deadline that you propose to the City on this project. Also, identify particular professional staff and their work hours you propose will work on this project.

h. Resumes. Provide resumes for key personnel in Appendices.

i. Disclosure. List vendors that your company will be working with on this project in

Appendices.

2. Cost Proposal - The Cost Proposal should be submitted in a separate concealed format and must include:

a. Proposed Schedule of Charges: Provide a schedule of charges for labor and expenses that you propose to charge the City on this project. Also, identify labor rates for the particular professional staff you propose will work on this project. The proposed schedule of charges is subject to negotiation prior to contract execution.

b. Proposed Budget. Provide the proposed budget based on the workplan and proposed schedule of charges. Pricing must be submitted on a “not to exceed” basis. Do not use

“TBD” or similar annotations for cost estimates. If proposal includes subconsultants, a separate cost proposal for each subconsultant must be prepared and follow the same format as the prime consultant's cost proposal. The proposed budget shall include direct costs, indirect cost rate (ICR), fixed fee, escalation rate (if any), and other direct costs (if any). ICR shall be in compliance with federal cost principles 48 CFR 31. If ICR is not available, consultant may use the safe harbor rate per Caltrans Local Assistance

Procedure Manual Chapter 10 and complete and submit Attachment G - Safe Harbor

Rate Form.

G. The page limitation applies to sections “b” through “g” of the Proposal Requirements. The proposal cover, divider sheets, resumes and disclosure are not subject to the page limitation.

Resumes of key personnel shall be provided in an appendix bound with the proposal.

H. The project's contract type is a project specific contract. The City's Professional Services

Agreement (Attachment A) will be used. If any portion of the City’s standard Professional

Services Agreement is unacceptable to your firm, please identify the particular clause(s) in a separate letter to the City submitted with your proposal.

4. Evaluation Criteria

The sole purpose of the proposal evaluation process is to determine which solution best meets the City’s needs. The evaluation process is not meant to imply that one proposer is superior to any other, but rather that the selected proposer can provide and has proposed the best solution and implementation approach for the City’s current and future Library needs.

A review committee will evaluate all responses to the RFP that meet the submittal requirements and deadline. Submittals that do not meet the requirement or deadline will not be considered. The review committee will rank the proposals and arrange interviews with the finalist prior to selection if interviews are found necessary.

The table below describes the criteria that will be used to review proposals and interview performance.

The proposals will be reviewed by City staff. The composition of the interview panel has not been determined; it could consist of the proposal reviewers, individuals that were not formally involved in proposal review and/or officials of partner agencies. The City reserves the right to select a consultant based on written proposals alone (i.e., without an interview). The City also reserves the right to not select a consultant.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Project Management

• Project Manager’s experience on similar successful projects

• Strength of Project Manager’s references

• Project Manager’s/team’s oral communication skills

Points Based 15 (15% of Total)

2. Project Understanding and Approach

• Proposal displays a clear understanding of project goals and success factors

• Identification of key project success and risk factors

• Approach and scopes expected to result in attainment of project goals

Points Based 25 (25% of Total)

3. Qualifications of Firm/Team

• Firm’s experience on similar successful projects

• Key discipline required for project success filled by qualified team members

• Team members worked together successfully on similar projects

• Firm demonstrates adequate availability for key staff of the projects

Points Based 25 (25% of Total)

4. Workplan

• Workplan adequately describes planning, scheduling, delivery of tasks, quality assurance/control, and communication methods for the project

• Scope and workplan consistent with project goals and address project needs

• Schedule shows estimated number of hours per task

Points Based 25 (25% of Total)

5. Familiarity with State and Federal Procedures

• Proposal demonstrates familiarity and understanding of Caltrans Local

Assistance Procedures Manual

(LAPM) and other relevant state procedures

• Proposal demonstrates familiarity and understanding of federal-aid

Highway Safety Improvements

Program requirements and procedures

• Proposal demonstrates familiarity and understanding with the guidance and requirements related to signalized intersections in the latest California Manual on Uniform

Traffic Control Devices (CAMUTD), Institute of Transportation Engineer

(ITE) Signal Maintenance Manual, and other applicable manuals and guidelines.

Points Based 10 (10% of Total)

5. Vendor Submissions

5.1. Proposal Requirements*

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

A. Project Details

B. Scope of Work

☐ Yes

☐ No

*Response required

5.2. Do you have issue with any particular clause(s) of the City’s standard Professional Services Agreement?

If any portion of the City’s standard Professional Services Agreement is unacceptable to your firm, please identify the particular clause(s) in a separate letter to the City submitted with your proposal.

5.3. Proposal (without Cost Proposal)*

Please Upload your COMPLETE Proposal here, which includes the following. Upload fee proposal separately in the next step.

A. Proposal Package

B. Non-Collusion Declaration

C. Nondiscriminatory

D. Non-nuclear

*Response required

5.4. Separate Cost Proposal*

Confirm that your fee proposal is not attached in your Proposal and is attached separately here.

*Response required

5.5. Certificate(s) of Insurance**

The contract shall be executed by the successful bidder and shall be returned, together with the

Certificate(s) of Insurance to City of Hayward so that it is received within 14 working days after the bidder has received the contract for execution. Failure to do so shall be just cause for forfeiture of the proposal guaranty.

☐ Please confirm

*Response required