City_of_Hayward_Professional_Services_Agreement_–_EXAMPLE.pdf

This is a Professional Services Agreement template from the City of Hayward, California, for landscape and irrigation maintenance and repair services for the La Vista Landscape Lighting District 14. The project encompasses maintenance of 91 streetlights, 352 trees, 3 water meters, 2 PG&E meters, 3 irrigation controllers, and 23 bioretention areas across multiple locations including Tennyson Road, Mountain View Drive, and Alguire Parkway. The Request for Quote (RFQ #25-045) requires a mandatory pre-proposal meeting on May 28, 2025, at 10:00 am, with a question deadline of June 5, 2025, and a proposal submission deadline of June 19, 2025, at 3:00 pm. The tentative selection date is June 26, 2025. Electronic bid submissions must be made through the OpenGov Procurement portal at https://procurement.opengov.com/portal/hayward-ca. Contractors must hold a California C-27 contractor's license, a chemical Applicator's License, and employ at least one Certified Arborist or Certified Tree Worker, and must be Bay-Friendly Maintenance Professionals.

The evaluation will be points-based across seven equally weighted criteria (10 points each), assessing proposal quality, experience, timeline, work capacity, cost, references, and other considerations. Contractors must provide proof of various insurance types and a valid City of Hayward business license. The pricing proposal includes a base bid for monthly services and additional work categories with unit costs for various labor types including irrigation, spray, general labor, and tree work. Contractors must comply with non-discrimination policies, non-collusion affidavits, and an affirmation of non-involvement in nuclear weapons development. The City encourages local, minority, and women-owned businesses to participate. Maintenance requirements include weekly inspections, minor and major repairs, system optimization, and replacement of plant materials that die from improper irrigation or unmade repairs.