Bid Notice.pdf

REQUEST FOR QUOTATION

27-002

WEED AND RUBBISH ABATEMENT SERVICES CITY OWNED

PROPERTY

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, 12:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of Hayward

REQUEST FOR QUOTATION

Weed and Rubbish Abatement Services City Owned Property

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

Request For Quotation #27-002 Title: Weed and Rubbish Abatement Services City Owned Property

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 Large scale weed abatement to reduce / remove ladder fuel from roadsides and structures. 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

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

Question Response Deadline November 19, 2026, 12:00pm

Proposal Submission Deadline December 3, 2026, 12:00pm

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 objectives for this proposal are to: Perform vegetation management Create defensible space

Remove and properly dispose of rubbish from properties. Perform services within timelines requested by city staff for emergency and non-emergency abatements. Maintain records of work performed and all related correspondence received from City staff and provide invoices for services rendered within 48 hours of project completion.

Abatement requirements near fences and structures:

Vegetation removal to create a 50ft firebreak is made by the complete removal all brush, flammable vegetation, or combustible growth which is located 30ft from such building or structure or to the property line, whichever is nearer. This includes the cutting and removal of all grass to 4 inches or less, limbing trees to at least 6ft up to 15ft depending on slope, total removal of shrubs under tree canopy, remove all dead brush and plant material, and cutting of a 20 ft. radius under all trees. The Fire

Department may determine a 100ft clearance is needed depending on extra hazardous conditions. Which would include cutting and removal of grass to 4 inches, limbing trees up to 15ft, thinning of tree crowns, and the trimming of bushes and shrubs below tree canopy, remove all dead brush and plant material, and cut a 20 ft. radius around all trees.

All Pampas grass needs to be totally removed or cut down and sprayed with herbicide.

Abatement requirements near roadsides:

Vegetation removal along a roadside requires a 15ft clearance from the road or to the property line, whichever is nearer. And consists of complete removal of all dead or dying grass, weeds, downed branches, leaves, bark and brush, all plants and shrubs are to be trimmed, and trees need to be limbed up to 6ft to 15ft depending on slope total removal of shrubs under tree canopy remove all dead brush and plant material. Cut a 20 ft. radius around all trees.

All Pampas grass needs to be totally removed or cut down and sprayed with herbicide.

The goal of this project is to successfully perform weed abatement vegetation management and defensible space services.

*Please note that specified area includes steep grade, various terrain and will require handwork. Lots are listed in order of priority. Provide an itemized bid cost per location.

Work to be commenced by May 4 and completed by June 30 every year for the duration of the contract.

The following is a representative list of services to be provided by the consultant:

A. Oakes Dr. and Carisbrook Ct. along Campus Dr. - Weed removal behind homes and along street creating a 50 Ft. firebreak as much as possible.

B. Skyline Dr. firebreak from Seabreeze Ct. to Eureka Ct. - Weed removal along fence lines and behind homes, from to Dobbel creating a 50 Ft fire break.

C. Barn Rock Dr. and Foxhollow Firebreak. - Weed removal behind homes creating a 50 Ft.

firebreak Woodstock Rd to Hayward Blvd.

D. Jackson St, and Silva ditch by creek. - Weed removal both sides of ditch, remove all litter and any small trees or shrubs.

E. Palomares Rd. - Weed removal 15 ft from Rd. Remove all litter and garbage. Approx. .6 miles

F. Hayward Blvd. N/S across from Jose Ct. - Remove all weeds 15 Ft. from street. Remove all litter and garbage.

G. Behind 2601 Dryden Ct. - Weed removal behind address creating a 50 Ft. fire break to

Dobbel Ave.

H. Oakes Dr, between Durham and Picea Ct. - Weed removal along the road 15 ft. south side up to fence line. On the north side trimming back Pampas grass from sidewalk litter removal both sides.

I. Folsom Ave. Drain Canal. - Remove all weeds, remove litter and debris. Trim back ivy off fence, raise tree limbs, and remove dirt and sediment from concrete canal.

J. Spring Dr – Weed removal all 5 city lots

K. Eden Shores overpass slopes

Please note that specified area includes sleep grade, various terrain and will require handwork.

Behind 2601 Dryden Ct.

Skyline Dr. firebreak from Seabreeze Ct. to Eureka Ct.

Spring Dr

Oakes Dr. and Carisbrook Ct. along Campus Dr

Folsom Ave. Drain Canal.

Palomares Rd.

Barn Rock Dr. and Foxhollow Firebreak.

Hayward Blvd. N/S across from Jose Ct.

Jackson St, and Silva ditch by creek.

Oakes Dr, between Durham and Picea Ct.

Eden Shores

Create a defensible space for fire suppression. Removal of weeds, debris, and ladder fuel to slow the spread if fire from roadsides and structures.

Have all work outlined in this RFQ started May 4th and completed prior to June 30th.

The City of Hayward is seeking an experienced and qualified contractor who is specially trained, experienced, and competent to perform vegetation management services including but not limited to:

weed and rubbish abatement services, ladder fuel removal, and creating defensible space. All accordance with the terms, conditions, and specifications contained in this Request for Quote. Vendor must possess the equipment and personnel needed to complete all work within the timeline set forth in the RFQ

3.2. Desired Qualifications of Consultant/Contractor

• Perform vegetation management

• Create defensible space

• Remove and properly dispose of rubbish from properties.

• Perform services within timelines requested by city staff for emergency and non-emergency abatements.

• Maintain records of work performed and all related correspondence received from City staff and provide invoices for services rendered within 48 hours of project complet

3.3. 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 To complete job

TOTAL

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Total man hours 1 Hours

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