City_of_Hayward_Professional_Services_Agreement_–_EXAMPLE.pdf

This is a Professional Services Agreement template document from the City of Hayward, California, applicable to the Fire Department's vegetation management services procurement (Project 26-036). The agreement governs on-call tree limb chipping services, residential defensible space assistance programs, weed abatement services, and large-scale defensible space projects throughout the Hayward Hills and adjacent unincorporated areas. The chipping program operates on a seasonal basis twice annually from May through June and October through November on a first-come, first-served basis with weekly property scheduling, while residential assistance and as-needed abatement services remain available year-round. Electronic proposals must be submitted through the City's eProcurement Portal by 3:00 p.m. on Tuesday, March 24, 2026, with questions due by March 13, 2026. City Council approval is scheduled for April 21, 2026, with the executed Professional Services Agreement due by April 28, 2026.

Qualified contractors must maintain a valid California C-61/D-49 or C-27 Landscape Contractor License, employ at least one Certified Arborist, and hold a current Hayward business license while carrying $1,000,000 in general liability, automotive liability, workers' compensation, employers' liability insurance, and professional liability coverage. All-inclusive unit rates must cover labor, materials, equipment, transportation, disposal, licenses, fees, insurance, and permits, with separate pricing for two-person crew hourly rates and per-cubic-yard chipping rates for both disposal and on-site pile placement options. Contractors must execute labor, materials, and performance bonds set at not less than 100 percent of contract value and comply with prevailing wage requirements under California Labor Code sections 1770-1780. Evaluation criteria equally weight proposal quality and thoroughness (25%), experience and past performance (25%), meeting City requirements (25%), and cost with ability to perform within timeframes (25%). All bidders must submit non-collusion affidavits, nuclear weapons non-involvement affirmations in compliance with Municipal Ordinance No. 87024 C.S., and nondiscriminatory employment practice certifications. Payment terms are structured as Net 30 from invoice date, and the City reserves the right to award to multiple contractors or reject all proposals.