City_of_Hayward_Professional_Services_Agreement_–_EXAMPLE.pdf

This is a Professional Services Agreement template document from the City of Hayward, California, related to a Request for Quotation for vending machine services across five city-owned facilities. The procurement seeks an experienced contractor to supply, install, and operate comprehensive vending machine services at City Hall, the Streets/Water Department, Landscape/Facilities, Utility Building, and Water Treatment Plant, collectively serving approximately 160 employees. The services must include modern, energy-efficient, ADA-compliant vending machines offering snacks, beverages, and healthier product options, along with routine restocking, product rotation, preventative maintenance, repairs with 24-48 hour response times, and secure cashless payment systems. Bidders must submit electronic responses through the OpenGov Procurement portal at https://procurement.opengov.com/portal/hayward-ca by April 1, 2026, at 8:00 a.m., with a deadline for submitting questions by March 18, 2026. The contract term and specific award value are not explicitly detailed in the solicitation materials.

Bidders must provide all-inclusive pricing covering equipment, labor, supervision, overhead, and profit, with separate line items for installation costs, monthly service fees for each location, and any applicable minimum monthly sales, spoilage, or cancellation charges. The City will provide electrical power at all sites, and the selected vendor must remove equipment and restore sites upon contract completion. Prospective vendors must demonstrate a minimum of three years of full-service vending operations experience, particularly with public agencies or multi-site accounts, and must possess valid California and City of Hayward business licenses. Contractors are required to 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 a Nondiscriminatory Affirmative Action Certification Statement. Labor and Materials Bonds and Performance Bonds equal to no less than 100 percent of the total contract value are required and must remain in effect for one year after City acceptance of work. No identified set-asides, disadvantaged enterprise restrictions, or incumbent vendor information is specified in the solicitation, and the City requires financial stability from the selected vendor to fund operations without upfront City costs.