Bid Notice.pdf

REQUEST FOR QUOTATION

27-012

PROMINENCE LLD 3 LANDSCAPE MAINTENANCE

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: October 22, 2026

DEADLINE FOR QUESTIONS: November 12, 2026

RESPONSE DEADLINE: December 3, 2026, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/hayward-ca

City of Hayward

REQUEST FOR QUOTATION

Prominence LLD 3 Landscape Maintenance

I. Introduction II. Project Details

III. Scope of Work IV. Submission Format V. Pricing Proposal

VI. Vendor Questionnaire

Attachments:

A - General Provisions

B - Non-Collusion Affidavit

C - Nondiscriminatory Affirmative Action Cert Statement

D - Non-nuclear

E - Attachment E Quarterly Check List

F - Attachment F Weekly Check List

Request For Quotation #27-012 Title: Prominence LLD 3 Landscape Maintenance

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 Landscape and irrigation maintenance 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

With a population currently estimated at 158,937, Hayward is the third largest city in Alameda

County. The city area includes sixty-one square miles lying between the eastern shore of the San

Francisco Bay and the southern Oakland-Berkeley Hills.

The Mayor is directly elected to a four-year term of office and serves as a voting member and the presiding officer of the City Council. The City Council includes six other members, each of whom is elected at-large to overlapping four-year terms. The Mayor and City Council serve as the legislative and policy-making body of the City government and appoint a City Manager, a City Clerk, and a City

Attorney.

The City Manager is the City's chief executive officer and appoints all other City staff. The City Manager is responsible for the daily administration of the City government and provides overall direction to all

City departments.

Hayward provides a full range of services to its residents including law enforcement; fire prevention and protection; paramedic services; housing and economic development; land use development services and regulations; community planning; libraries; street construction and maintenance; landscape maintenance services; transportation planning; and contracted curbside recycling and refuse collection.

In addition, the City operates and maintains facilities for water distribution, storm water, and sanitary sewer collection and disposal. The City also operates a general aviation airport, downtown parking facilities, a main and branch library, and a civic center. Park and recreation services are provided through partnership with the regional Hayward Area Recreational District (HARD), headquartered in the

City. Grounds and areas fully maintained by the City include City hall and Main Library grounds, Downtown on B Street, South Mission Blvd. Greenway, Medians on Jackson, Foothill, Mission, Harder, Tennyson, Industrial Pkwy, Hesperian, A Street, D Street, Winton, Orchard Roundabout.

1.3. Contact Information

Richard Nield

Landscape Manager

16 Barnes Ct. Ste. #3

Hayward, CA 94541

Email: richard.nield@hayward-ca.gov

Phone: (510) 583-8907

Department:

Landscape

Department Head:

Richard Nield

Landscape Manager

1.4. Timeline

Release Project Date October 22, 2026

Pre-Proposal Meeting (Mandatory) November 5, 2026, 10:00am

Corner of Barnrock Drive and Hayward Blvd

Question Submission Deadline November 12, 2026, 3:00pm

Question Response Deadline November 19, 2026, 3:00pm

Proposal Submission Deadline December 3, 2026, 3:00pm

Selection of Firm or Individual (Tentative) December 17, 2026

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 RFQ

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. 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.

3. Scope of Work

3.1. Scope of Work

The City of Hayward is seeking an experienced and qualified contractor who is specially trained, experienced, and competent to perform Landscape maintenance in accordance with the terms, conditions, and specifications contained in this Request for Quote (RFQ). The objectives for this proposal are to: • Perform all aspects of landscape maintenance • Maintain LLD 3 in healthy attractive condition at all times • Perform services within reasonable timelines

The City of Hayward is seeking a vendor to perform all aspects of landscape maintenance. Duties such as weed abatement, irrigation repair and controller programming, litter pick up, mulching, shrub and tree trimming, lawn care, and general cleanup. These duties are to be completed as scheduled and quarterly maintenance report submitted to landscape maintenance division.

The City of Hayward is seeking an experienced and qualified contractor who is specially trained, experienced, and competent to perform the work for Prominence community. The work to be done consists in general of furnishing all labor, materials, tools, equipment and incidentals necessary to provide complete, continuous maintenance of existing automatic and manual irrigation systems; all existing trees, shrubs, flowers, turf and groundcover, all existing block walls, rock walls, and header boards, all open space areas, all drainage improvements, all concrete areas, all decorative paving and wood structures, all sloped areas, all stairways within landscape areas, all embankments beneath the roadway structures which are a part of and contiguous to landscaped areas, public sidewalk surfaces immediately adjacent and contiguous to landscaped areas, (for litter, debris, and weed removal only) and such other items or details, not mentioned above, that are required by these special provisions. The monthly contract amount shall be the total compensation for all activities required by all General and

Special Provisions except for those activities specifically detailed as Extra Work. services in accordance with the terms, conditions, and specifications contained in this Request for Quote (RFQ).

Site Inventory Quantity Description

Bus Stop Shelter 1 Metal Shade structure with benches and trash can

V Ditches, 1731 linear Ft. 4 Hayward Blvd to Soto Property 905 Linear Ft.

Barnrock Dr. to Twilight Ct. 215 Linear Ft.

Canyon Area 431 Linear Ft.

Across from Bus Stop 180 Linear Ft.

Prominence Tract Landscaped Areas. Prominence Tract, 169,372 Sq. Ft.

Above V Ditch 45,793 Sq. Ft.

WaterMeters 6 17732786 On Hayward Blvd. by Barnrock Dr. 1.5" near Barnrock

Controller.

17732811 On Fairview near Bus Stop 1.5" next to bus Stop Controller.

17732785 On Foxhollow Canyon Area 1.5" near Canyon Controller.

17732805 Soto Property 1.5.

17732813 On Fairview top of Fairview 1.5"near Top of Fairview

Controller.

17732796 On Fairview by Woodstock 1.5" near Woodstock Controller.

Irrigation Controllers 6 Calsense CS 3000

Barnrock 40, Station CS3000-40-GR-WM Serial #63387

Bus Stop 16, Station CS3000-16-GR-W-WM Serial #63388

Canyon 8, Station CS3000-8-GR-WM Serial# 63389

Soto, 8 Station CS3000-16-GR-WM Serial# 63390

Top of Fairview, 12 Station CS3000-16-GR-WM Serial#,63391

Woodstock, 8 station CS3000-GR-8-GR-WM Serial#63392

Backflows 6 Febco 825Y 2"

Barnrock Serial #AE0223

Bus Stop Serial #AE0271

Canyon Serial #AE0252

Soto Serial #AA7690

Top of Fairview Serial #T5775

Woodstock Serial # AE0219

Trees Approx. 330

Trash Cans 1 Located at Bus Stop

Doggie Stations 5 Hayward Blvd. near Barnrock

Woodstock Circle.

Fairview Ave. at top of the Bus Stop

Near soto property by controller Hayward Blvd.

Across the street from bus shelter on Foxhollow Dr.

Masonry Wall 3,844 Sq. Ft. Along Back of homes on Fairview Ave.

Entry Walls 4 2 Hayward Blvd.

2 Fairview Ave.

The goal of this RFQ is to provide quality landscape maintenance services to the Prominence community. Consisting of debris and litter removal, weeding. shrub trimming, tree trimming, maintenance of sloped areas, v ditch cleaning, Turf maintenance, and sidewalk/walkway cleaning.

Vendor must make monthly and quarterly reports on time and accurate. Vendor must completed outlined tasks on time without reminders.

Maintenance

Schedule

Tasks

Weekly Clean trash, debris, and animal feces from landscaped areas.

Check Calsense system for alerts and make minor repairs as needed up to $500. Report major repair issues to landscape division.

All walkways in tract shall be blown and kept clear of trash, debris, and weeds.

Clean entrance signs, remove weeds, litter, and debris. Keep lighting clear of weeds, debris, and mulch.

Empty trash can and doggy stations. Refill doggie bag containers.

Cleaning of all V ditches in tract fall and winter. Inspect all V ditches after storms clear all blockages and clean out all debris.

Monthly Inspect of development landscaping for dead or fallen trees or branches, shrubs, and dead vegetation and removal of found items.

Inspect and test irrigation system. Assure proper performance. correct any problems including clearing vegetation from around sprinkler heads.

Repot pesticide use to landscape division.

Ivy trimming and control to avoid invasion into bushes and trees during growing season.

Cleaning of Bus Shelter.

V ditch cleaning entire development spring and summer.

Attend monthly meeting, or on occasion, meet at specified location on site.

Submit monthly checklist Attachment F.

Quarterly Trim Shrubs (Keep trimmed away from sidewalk, walkways, and curb.

Maintain visibility of all signs with clearance of trees and shrubs.

Above V Ditch maintenance.

Submit quarterly checklist Attachment E.

Annually All trees shall maintain a 6'6" clearance for pedestrian traffic and a 13' clearance street side in all traffic lanes. All trees regardless of height shall maintain the min clearance on street, sidewalks, and pathways.

Fertilizer applications

Shrubs: 16-6- 8 complete fertilizer or equal slow-release March 1st, Trees: 16-6- 8 complete fertilizer or equal slow-release March 1st, Well maintained and beautiful landscape for the prominence subdivision. All job duties completed on time as outlined in scope of work. All reports completed and sent on time.

Scope of services Maintenance Schedule

Barnrock Dr. from

Hayward Blvd. to

Twilight Ct.

V ditch maintenance:

• V ditch - weekly during rainy season fall and winter and monthly during spring and summer. 215 Ln. Ft.

• Upper V ditch - Quarterly maintenance - check irrigation, pruning, removal of dead plant material, weeds, and debris.

• Below V ditch - Weekly maintenance - Weeds, and litter and animal feces.

• Quarterly shrub pruning.

Canyon area African sumacs separate Improved and open areas.

Open Areas:

• Maintain twice a year May and September. Clearcut all vegetation to the ground and remove all clippings and debris to extent of irrigation.

Improved areas:

• Weekly maintenance - Weeds, and litter. And animal feces.

• Quarterly shrub pruning.

• V ditch - weekly cleaning fall and winter monthly cleaning spring and summer. 413 Ln. Ft.

Bus stop area on

Foxhollow Dr. Ends at wooden fence post.

Bus stop side:

• Landscape planting (light pole to phone box): Maintain weekly - check irrigation, weeds, animal feces, and litter.

• Quarterly shrub pruning: Shrubs require formal pruning.

Across from bus stop:

• Open area down to v ditch cleaned twice a year May and September - Clear cut all vegetation to the ground remove all clippings and debris to extent of irrigtion.

Improved area from fence on Fairview Ave. to lawn area.

• Maintain weekly - Weeds, animal feces, and litter.

• Quarterly shrub trimming

• V ditch - weekly cleaning fall and winter monthly cleaning spring and summer. 180 Ln. Ft.

Fairview Ave Woodstock Rd. to the mow band by the oak tree.

• Weekly maintenance - Weeds, animal feces, and litter.

• Monthly trim ivy on wall. Ivy is to be trimmed back and not allowed to go over the top of masonry wall.

• Quarterly shrub trimming

Hayward Blvd. - Soto property to landscaping past

Barnrock Dr.

Soto property.

• Irrigation maintenance only - no hill maintenance.

Hayward Blvd.

• Weekly maintenance sidewalk to v ditch Litter, weeds, and animal feces.

• Keep trees and shrubs separated.

• Quarterly shrub trimming

• From v ditch to fence quarterly maintenance - Check irrigation, pruning and removal of dead plant material, weeds, and debris.

• V ditch - weekly cleaning fall and winter monthly cleaning spring and summer. 905 Ln. Ft.

• Prominence entrance signs require formal pruning.

3.2. Services provided by contractor.

A. Contractor to attend monthly Prominence Landscape Committee (PLC) meeting. Only Site

Manager or supervisor, must attend and be present for comment/questions during the entire monthly, one hour, Zoom meetings. Contractor supervisor/manager that fills our quarterly checklist attachment shall attend the PLC meeting each quarter 1-hr. Virtual Zoom meeting for its entirety.

B. Contractor shall provide at least (3) crew members, for a minimum of 8 hrs. each be sent to the site, to perform the full range of maintenance services described herein, at least once per week.

An additional (2) crew members will be required for two visits 8 hrs. each. per quarter to do maintenance tasks while the maintenance crew completes quarterly maintenance above V Ditch

C. The Weekly maintenance crew shall include one member trained and experienced in operating the Calsense water management system, who must be capable of programing and repairing the system

D. If more than three crew members are required, they shall be supplied by contractor at no additional cost.

E. Consequences of non-compliance to RFQ requirements in this document. Contractor will be notified by Landscape Manager items in this document are not completed. Contractor will be given 1 moth to correct all items. If not completed purchasing will be notified to issue a noncompliance letter. If the terms of the non-compliance letter are not met city will terminate the RFQ.

F. Weekly check Calsense computer system for alerts and respond accordingly make small repairs up to $500.

Repairs in excess of $500 require advance approval of the PLC (Prominence Landscape

Committee) and Landscape Manager. Completed repairs shall be noted on monthly maintenance report. Attachment F.

G. Perform a Monthly inspection/testing of the entire Calsense system and irrigation/sprinkler system to assure proper performance and to correct any problems. Findings and completed repairs shall be noted on monthly maintenance report. (Attachment F)

H. Vendor shall complete a monthly maintenance checklist (Attachment F) outlining work performed that month and will submit.

I. . A quarterly site assessment is to be performed by a company supervisor of the entire tract each quarter after v ditch maintenance will be completed and submitted.

J. Contractor is responsible for cleanup and removal of all cut and dead vegetation. Sidewalks shall be kept clear of vegetation and weeds.

K. All of contractor’s equipment and any debris shall be removed from the site each week.

L. Application of complete fertilizer, conforming to California Food and Agriculture Code, shall be applied to trees and shrubs twice each year in March and September.

M. . Soil Tests may be requested by Landscape Manager. Such soil tests shall be considered extra work.

N. Trees and Ivy shall be staked, and dead branches, bushes, and vegetation shall be removed as necessary.

O. A 6-foot 6-inch clearance shall be maintained over all walkways, and a 13-foot clearance shall be maintained over the street side

P. Maintain visibility of all signs by providing necessary shrub and tree clearance.

Q. Empty trash can and all dog waste receptacles weekly. Refill dog waste bags dispensers weekly.

R. . Keep concrete at bus shelter clean and free of trash, debris, accumulated soil, and runoff moss.

Clean bus stop structure with water spray, as needed. Keep roof clear of branches and rain gutters free of leaves and debris.

S. Maintenance of masonry wall is limited to ivy trimming and graffiti removal only.

T. Quarterly maintenance above the V Ditch shall be completed by last week of March, June, September, and December

U. . Provide immediate notification of landscape problems such as tree/plant disease, soil compaction, pest infestation and/or problematic water conditions.

V. Participate with PLC in spring and fall assessments of grounds for planting and/or removal of plants/trees.

W. V Ditches are to be kept clear of debris monthly spring, summer and weekly fall and winter.

X. replace cobblestones from inventory on site till exhausted. Purchase of additional cobblestone shall be considered extra work.

Y. * Please note that specified areas include sleep grade, various terrain and will require handwork.

3.3. Desired Qualifications of Consultant/Contractor

A. Be a qualified Bay-Friendly Maintenance Professional and have at least one Bay-Friendly Qualified

Maintenance professional in a supervisory position assigned to the project.

B. Have a valid California C-27 contractor’s license authorized by the State of California.

C. Have at least one employee possessing a California State chemical Applicator’s License for the control of weeds, plant diseases and other pests, assigned to the project. It is preferred that the Contractor have assigned to the project at least one employee who is a Certified Irrigation Contractor (Irrigation

Association).

D. Have at least one employee who is a Certified Arborist or Certified Tree Worker (International Society of Arboriculture) assigned to the project.

E. Have at least one employee who has experience with CalSense controllers assigned to the project.

F. Be registered with the CA Department of Industrial Relations (DIR) and have an active registration throughout the contract term.

G. Attend the mandatory on-site meeting, which is currently scheduled for Thursday, November 5, 2026 at 10:00 am.

3.4. 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.

4. Submission Format

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

4.1. 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.

4.2. 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

4.3. Reference and Experience

A Iist of three (3) 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 five 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.

4.4. 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.

4.5. Project Scope & Approach

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

4.6. 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.

4.7. 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 sign a Professional

Services Agreement.

4.8. Current City Business License

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

4.9. Required Forms

Attach the following required forms:

A. Cover Letter

B. Proposal

C. Contactor Agreement

1. Exhibit A. Scope of Work

2. Exhibit B. Insurance

3. Exhibit C. Certifications

5. Pricing Proposal

Please insert the pre-tax price.

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Base Bid (lump sum, all labor, materials, equipment, transportation, disposal, licenses, fees and permits)

1 Per Year

2 Additional Information - Total Man

Hours 1 Per Week

TOTAL

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Irrigation work 1 Cost Per

Hour

2 Tree work 1 Cost Per

3 Laborer 1 Cost Per hour

4 pesticide applicator 1 Cost Per

TOTAL

6. Vendor Questionnaire

6.1. 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. Cost Proposal (Pricing Table, if applicable)

E. Automated Addenda & Vendor Acknowledgement, if applicable

☐ Yes

☐ No

*Response required

6.2. 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

6.3. Proposal (without Cost Proposal)*

Please Upload your COMPLETE Proposal here. Upload fee proposal separately in the next step.

*Response required

6.4. Separate Cost Proposal*

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

*Response required

6.5. Proof of 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 sign a Professional

Services Agreement.

*Response required

6.6. Certifications*

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

*Response required

6.7. Local vendor, or minority/women-owned business

Please state whether you are a local, minority, and/or women-owned business.

6.8. Capacity to Perform 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.

*Response required

6.9. References*

A Iist of three (3) 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 five 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.

*Response required