City_of_Hayward_Professional_Services_Agreement_–_EXAMPLE.pdf

This is a Professional Services Agreement example document from the City of Hayward, California, Development Services Department, Planning Division, intended to serve as a template for on-call environmental consulting services. The agreement establishes a framework for procuring comprehensive environmental services including preparation of California Environmental Quality Act (CEQA) and National Environmental Policy Act (NEPA) documents, initial studies, negative declarations, mitigated negative declarations, environmental impact reports, traffic impact studies, hazardous material assessments, geotechnical reports, noise assessments, air quality studies, greenhouse gas emissions assessments, biological resource reports, cultural and historical resource reports, and water quality assessments. Additional services encompassed by the agreement include peer review of technical reports, site visits, and attendance at public hearings. The associated Request for Qualifications was released on May 7, 2026, with a questions deadline of May 18, 2026, and a response deadline of May 29, 2026, at 4:00 p.m. Anticipated contractor selection was scheduled for June 10, 2026. Respondents were required to submit proposals electronically through the OpenGov Procurement portal supplemented with a spiral-bound hard copy to the Purchasing Department.

Compensation for services rendered is determined on an actual services basis without fixed pricing or specified project budgets, with the City retaining the right to terminate the agreement with thirty days' written notice. Respondents must submit current hourly rates, charges for travel expenses, and overhead charges for sub-consultant management. Evaluation criteria allocate 25 points each to project management experience, project understanding of California municipalities and familiarity with Hayward, qualifications of the firm and team including prior successful CEQA/NEPA project completion within the past two years, and responsiveness to RFQ requirements. The City reserves the right to pre-qualify multiple consultants and select one or more vendors to fulfill its environmental consulting needs. Successful respondents must demonstrate current professional licenses and registrations, disclose any conflicts of interest, and maintain workers' compensation insurance with limits of at least $1,000,000. No incumbent vendor was identified, and no set-asides or disadvantaged enterprise restrictions apply to this procurement. All respondents must comply with mandatory affirmations including certification of non-involvement in nuclear weapons development, submission of a non-collusion affidavit, and compliance with nondiscriminatory affirmative action certification statements applicable to contracts of $25,000 or greater or estimated annually at $10,000 or more.