City_of_Hayward_Professional_Services_Agreement_–_EXAMPLE.pdf

This is a Professional Services Agreement example document provided by the City of Hayward, California, that serves as a template for contractors engaging in service delivery with the municipality. The agreement outlines the framework for vending machine services across five city-owned facilities including City Hall, Streets/Water Department, Landscape/Facilities, Utility Building, and Water Treatment Plant, collectively serving approximately 160 employees. The contractor is responsible for supplying, installing, and operating modern, energy-efficient, ADA-compliant vending machines offering snacks, beverages, and healthier product options. Services include routine restocking, product rotation, preventative maintenance, repairs with 24-48 hour response times, and cashless payment systems with monthly or quarterly sales reporting. The Request for Quotation (RFQ #26-033) requires electronic bid submissions through the OpenGov Procurement portal at https://procurement.opengov.com/portal/hayward-ca, with a question deadline of March 18, 2026, and a response deadline of April 1, 2026, at 8:00 a.m. The City will provide electrical power at all sites, and the selected vendor must remove equipment and restore sites upon contract completion.

Bidders must demonstrate a minimum of three years of full-service vending operations experience, particularly with public agencies or multi-site accounts, along with valid California and City of Hayward business licenses and financial stability to fund operations without upfront City costs. All-inclusive pricing must be provided with separate line items for installation, monthly service fees for each location, and any applicable minimum monthly sales, spoilage, or cancellation charges. Contractors must carry appropriate insurance coverage including Commercial General Liability, Automobile Liability, Workers' Compensation, and Professional Liability, and must provide executed affidavits including a Non-Collusion Affidavit and Nondiscriminatory Affirmative Action Certification Statement. Labor and Materials Bonds and Performance Bonds are required in an amount equal to no less than 100 percent of the total contract value, with bonds remaining in effect for one year after the City's acceptance of work. No specific contract award value, budget range, or explicit contract term is identified in the solicitation materials. The procurement contains no identified set-asides or disadvantaged enterprise restrictions, and no incumbent vendor information is specified.