Construction_Management_Consulting_Services_for_Airport_Improvement_Program_(AIP)_Projects_at_Hayward_Executive_Airport.pdf

REQUEST FOR QUALIFICATION

26-037

CONSTRUCTION MANAGEMENT CONSULTING SERVICES FOR

AIRPORT IMPROVEMENT PROGRAM (AIP) PROJECTS AT

HAYWARD EXECUTIVE AIRPORT

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: March 10, 2026

DEADLINE FOR QUESTIONS: March 24, 2026

RESPONSE DEADLINE: April 7, 2026, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/hayward-ca https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Hayward

REQUEST FOR QUALIFICATION

Construction Management Consulting Services for Airport Improvement

Program (AIP) Projects at Hayward Executive Airport

I. Introduction & Instructions to Responders II. Scope of Work

III. General Conditions & Project Details IV. Evaluation Criteria V. Vendor Submissions

VI. No Personal Liability VII. Public Records

Attachments:

A - City of Hayward Professional Services Agreement – EXAMPLE

B - General Provisions

C - Respondent's Reference & Statement of Experience

D - Designation of Subcontractors

E - Non-collusion Affidavit

F - Contractor's Certificate Regarding Workers' Compensation

G - Nondiscriminatory Affirmative Action Cert Statement

H - Non-nuclear

I - Taxiway A1 and Taxiway Z Reconstruction Project Specifications, Project No.

06819

Request For Qualification #26-037 Title: Construction Management Consulting Services for Airport Improvement Program (AIP) Projects at Hayward Executive Airport

1. Introduction & Instructions to Responders

1.1. Summary

NOTICE IS HEREBY given that the City of Hayward invites sealed Statement of Qualifications (SOQs)/Bids for

26-037 Construction Management Consulting Services for Airport Improvement Program (AIP) Projects at Hayward Executive Airport. Each SOQ/bid shall be in accordance with the general provisions for purchase of work and services on file in the office of the Engineering, 777 B Street, Hayward, CA 94541-5114.

The total bid excluding sales tax must appear in the SOQ/bid. Vendor is required to quote “NEW” equipment, material or product. Recycled, remanufactured, or previously owned product will not be accepted unless otherwise stated in the solicitation. All SOQ/bids must be submitted to the City's eProcurement Portal by

4:00 pm on Tuesday, April 7, 2026 and clearly identified with RFQual title, number, company name and due date.

Changes in or additions to the SOQ/Bid, or its forms, recapitulations of the work bid upon alternative proposals, or any other modifications of the SOQ/bid which is not specifically called for in the contract documents may result in the rejection of the bid as not being responsive to the SOQ/bid. No oral or telephonic modification of any SOQ/bid submitted will be considered. Number of days shall mean calendar days After Receipt of Order (ARO). SOQs/Bids quoting delivery beyond the requirement may be rejected.

SOQ/bids may be withdrawn by the Respondent prior to the time fixed for the opening of bids, but may not be withdrawn for a period of ninety (90) days after the opening of SOQ/bid. A successful respondent shall not be relieved of the SOQ/bid submitted without the City's consent or respondent's recourse to Public

Contract Code sections 5100 et. seq. Any addenda or bulletins issued during the time of SOQ/bidding shall form a part of the drawing and specifications issued to respondents for the preparation of their SOQ/bids and shall constitute a part of the contract documents.

It is the sole responsibility of the proposing firm to ensure that SOQ/bids are received prior to the closing time, as late SOQ/bids will not be accepted and deemed nonresponsive.

1.2. Background

The City of Hayward, California (the City) is located in Alameda County and is known as the “Heart of the

Bay” because of its central and convenient location to San Francisco, Oakland, and San Jose. It is served by an extensive network of freeways and bus lines and has two BART stations and an Amtrak station. Currently, it is estimated that there are 148,000 residents of the City of Hayward with the City growing by approximately three percent since 2000.

Program Narrative & Background

The City of Hayward (CITY) Airport Division (Division) is requesting Statements of Qualification (SOQ) from construction management firms to provide construction management services for construction inspection and administration for Taxiway Zulu & Taxiway Alpha 1 Reconstruction project at Hayward Executive Airport

(HWD). Firms or individuals with experience in construction management projects involving planning, design, inspection, construction support services, and construction standards at airports or similar facilities are encouraged to participate. The purpose of this Request for Qualifications (RFQual) is to narrow the field of vendors for a subsequent Request for Proposal (RFP). The City will request a proposal (via RFP posting) from the selected most qualified consultants.

https://procurement.opengov.com/portal/hayward-ca

Title: Construction Management Consulting Services for Airport Improvement Program (AIP) Projects at Hayward

The Division routinely executes projects that require long range planning, design and construction related services. These capital projects may be funded with a combination of grants from the Federal Aviation

Administration (FAA), the California Department of Transportation (Caltrans) and Airport revenue. The

Division is seeking firms with comprehensive full-service airport-related construction management capability that includes planning, design, inspection and construction administration experience. Firms must meet minimum qualifications and knowledge requirements. The Division anticipates hiring a firm depending on areas of expertise. Consultant selection will follow FAA Advisory Circular (AC) 150/5100-14E “Architectural, Engineering, and Planning Consultant Services for Airport Grant Projects” and City of Hayward Administrative

/ Purchasing & applicable Caltrans A/E Guidelines “ Contracts for Consultant Services.”

The FAA's construction management services are designed to ensure that airport projects are completed in accordance with federal standards and requirements.

Additional information regarding the City of Hayward may be obtained at: https://www.hayward-ca.gov/

1.3. Contact Information

Project Contact:

Sammy Lo

Senior Civil Engineer

777 B Street

Hayward, CA 94541

Email: sammy.lo@hayward-ca.gov

Phone: (510) 583-4768

Procurement Contact:

Rita Perez

Purchasing Manager

777 B Street

Hayward, CA 94541-5114

Email: rita.perez@hayward-ca.gov

Phone: (510) 583-4801

Department:

Engineering

Department Head:

Alex Ameri

Director of Public Works

1.4. Timeline

Release Project Date March 10, 2026 https://www.hayward-ca.gov/ mailto:sammy.lo@hayward-ca.gov tel:(510)583-4768 mailto:rita.perez@hayward-ca.gov tel:(510)583-4801

Title: Construction Management Consulting Services for Airport Improvement Program (AIP) Projects at Hayward

Question Submission Deadline March 24, 2026, 4:00pm

Question Response Deadline March 31, 2026, 4:00pm

Submission Deadline April 7, 2026, 4:00pm

Interview (upon City's discretion) To be determined

Recommendation to Council To be determined

Title: Construction Management Consulting Services for Airport Improvement Program (AIP) Projects at Hayward

2. Scope of Work

2.1. Overview of Scope of Work

The recommended scope includes:

1. Planning and Oversight: The FAA provides oversight of construction projects at airports funded under the AIP, ensuring that projects are designed and constructed in accordance with federal standards.

2. Quality Control: The FAA requires a Quality Control Program to ensure that all materials and construction meet contract plans and specifications.

3. Coordination with Stakeholders: The FAA encourages coordination with airport users and affected parties before design and during construction to limit conflicts and ensure project success.

4. Review of Plans and Specifications: The FAA uses a Review Matrix to determine the level of plans and specifications review required for projects, ensuring compliance with FAA design and construction standards.

These services are essential for the successful management of airport construction projects, ensuring safety, functionality, and performance.

On the reconstruction project on Professional Services Agreement (PSA) basis, services will include but are not limited to the following:

1. If applicable, Construction inspection, pre-testing, testing, and certification that work meets specified standards including providing close-out reports to document project compliance at the conclusion of the project.

2. Successful firm will provide an applicable / available if any, automated owner document management tool to support effective project oversight and accountability. This tool should be compatible with and in addition to contractor document/project management solutions.

2.2. Detailed Scope of Work

Introduction:

• Professional services during Construction Phase are based on a Team approach comprising the following:

o City of Hayward – Engineering o City of Hayward – Airport o Airport Design Consultant, Tartaglia Engineering, Onboard, Design Engineer

Title: Construction Management Consulting Services for Airport Improvement Program (AIP) Projects at Hayward o DeSilva Gates Construction, City Council Awarded Contract 05/27/25; Contract Execution on-going, anticipated by April 01, 2026 o CM Services Consultant, To be Selected via this Solicitation, TBD

I. CONSTRUCTION PHASE SERVICES: CITY OF HAYWARD – PW, ENGINEERING & AIRPORT,

DESIGN CONSULTANT

1. Management Tasks:

a. Attend and participate in a Pre-Construction Conference.

b. Airport Staff will attend and participate in a Safety Risk Management (SRM) panel in advance of construction, should such a panel be required.

c. Prepare and process the construction contract between the City of Hayward and the designated contractor, including bonds and insurance, and the processing of this contract to the FAA for review and approval.

d. Provide and perform Department of Industrial Relations (DIR) project registration and tracking.

e. Provide services related to registration of the project with the California Water Quality

Control Board including serving as the Legally Responsible Person (LRP), assisting the

Contractor in uploading the approved Storm Water Pollution Prevention Plan (SWPPP) and securing the Waste Discharge Identification (WDID) number, and at closeout, securing a Notice of Termination (NOT).

f. Attend and active participation at periodic construction progress meetings, with input regarding contract time, construction issues and challenges, safety issues including violations, if any, and look-ahead concerns.

g. Coordinate and provide periodic site access to third-party permit holders as needed, related to the construction effort, including support to close-out any third-party construction permits.

h. Bid item quantity documentation with recommended / approved quantities or percentage complete as appropriate for individual bid items for each periodic pay request and determine final pay quantities.

i. Communication to the Airport Design Consultant regarding general progress of the work, including project and contract document issues and challenges.

j. Participate in preliminary and final inspections, with input to the Punch List.

k. Assure complete contractor vacation of the airport and yard, removal of any contractor locks, removal of all excess materials and disposal facilities for solid sanitary waste, etc.

Title: Construction Management Consulting Services for Airport Improvement Program (AIP) Projects at Hayward

2. Construction Related Tasks - Airfield:

a. Full-time representation on the airfield anytime the contractor is on the site.

b. Radio monitor for overall safety of contractor operations including communications with aircraft and control tower.

c. Access control (gate) monitoring and periodic verification.

d. Badge / escort monitoring and documentation.

e. Administer Airport Driver Training for all.

f. Provide final inspection / acceptance of haul routes and construction sites and participate in the re-opening of closed facilities.

II. CONSTRUCTION PHASE SERVICES: CM SERVICES CONSULTANT TBD

1. Construction Observation Tasks:

a. Full-time, active construction observation of construction activities, including both day shift and night shift activities.

b. Active inspection of all contractor operations.

c. Photo-document construction activities and site conditions while contractor is performing work.

d. Daily inspection reports to include the following, at a minimum:

i. Day, date, and contract day.

ii. Weather and working conditions, including near-term forecast.

iii. Men and equipment onsite and engaged in activity.

iv. Work accomplished.

v. Material delivered to the project.

vi. Materials testing and summary of results, if any.

vii. Material hauled off the site.

viii. Airfield condition: runways and taxiways closed.

e. Engaging dialog with contractor through ‘look-ahead’ tailgate meetings:

i. Issues and opportunities.

ii. Phasing and sequencing.

iii. Delineation, runway closure crosses, FOD check, night lighting.

Title: Construction Management Consulting Services for Airport Improvement Program (AIP) Projects at Hayward

iv. Perimeter security including access gate protocol issues.

v. Identify expectations for performance.

f. Scheduling and coordination of all construction materials testing for Quality Assurance.

g. Finish surface smoothness inspection with contractor using contractor-provided 12-foot straight edge:

i. P-155 Lime Treat Subgrade

ii. P-207 Base Course

iii. P-209 Crushed Aggregate Base Course

iv. P-401 Asphalt Mix Pavement

h. Site inspection for compliance with CSPP. Provide input regarding any necessary modifications to the plan.

i. Monitor contractor performance regarding site access, path of travel, escort, vehicle and equipment delineation, etc.

j. Review material certifications (weight tickets, material tags, etc., for compliance with approved submittals).

k. Review with design consultant the contractor-prepared “As-Built” marked up drawings.

l. Document contractor performance relative to construction site storm water management.

m. Participate in preliminary and final inspections, with input to project Punch Lists.

2. Construction Survey and Layout Tasks:

a. Provide all survey staking and layout as requested by the Contractor.

b. Provide control in the field for contractor use. Walk the site with the contractor’s surveyor to locate all control and confirm and document consistency (control hand-off).

c. Provide additional topographic survey, if needed, to support design and construction of improvements.

d. Provide electronic file copy of plans and excel points data files for contractor use with supporting technical interface to ensure correct datum, orientation, control, etc.

e. Review contractor-provided survey cut sheets, layout documentation, and surface acceptance surveys.

f. Periodic field verification of finished surfaces (subgrade, aggregate base, asphalt surface).

Title: Construction Management Consulting Services for Airport Improvement Program (AIP) Projects at Hayward

3. Construction Materials Testing and Inspection (QA) Tasks:

a. Review, document, and accept all Contractor Quality Control (QC) efforts.

b. Professional review of material submittals of significance (Hot mix asphalt, concrete).

c. Subgrade including embankment Control Strip monitoring and acceptance, proof-rolling acceptance, moisture content and final, in-place density, along with surface tolerance verification (smoothness and grade).

d. Lime treat subgrade including Control Strip monitoring and acceptance, treatment application rates and effectiveness, field measurements of depth of treatment, moisture content and final, in-place density, along with surface tolerance verification

(smoothness and grade).

e. Conduit and storm drain trench backfill (if included).

f. Recycled aggregate sub-base and base

g. P-207 base course acceptance including gradation sampling and verification, base course Control Strip monitoring and acceptance, depth of material field measurements, proof-rolling acceptance, moisture content and final, in-place density, along with surface tolerance verification (smoothness and grade).

h. P-209 crushed aggregate base course verification of material acceptability through a review of QC test results at the time of submittal, Control

Strip monitoring, visual observation of the import and placement effort so-as to avoid segregation, moisture conditioning and final, in-place density, thickness of in-place material verification through field measurement, along with surface tolerance verification (smoothness and grade).

i. P-401 review and acceptance of the Job Mix Formula, verification of all QC material sample test results, monitoring and acceptance of a Control Strip, review of QC-provided daily Control Charts, securing hot mix samples and testing, receiving in-place core samples and testing, matt density, joint density, bonds between layers, thickness, air voids, grade including field survey, and profilograph surface roughness.

j. P-610 concrete slump and compressive strength, and air entrainment.

k. Active participation and support in asphalt pavement test strips.

4. Meetings, & Other Field Work Tasks:

a. Prepare for, attend, and participate in a Safety Risk Management (SRM) panel initiated by FAA (if required).

b. Schedule, chair, and take minutes at Meetings:

Title: Construction Management Consulting Services for Airport Improvement Program (AIP) Projects at Hayward

i. Pre-Construction Conference (2-part meeting):

I. Part One includes general discussion about scope, phasing and sequencing, areas of work, contractor access and acceptable paths of travel, impacts to circulation around the airport.

II. Tenants, users, tower, etc., invited to Part One.

III. Detailed discussion about project completion mechanics. Typical subjects:

I. Airport safety and security

II. RFI’s

III. Contractor obligations

IV. Contract time - schedule

V. Submittals

VI. Pay Requests

IV. Airport staff, management team, and general contractor to remain for Part Two.

ii. Weekly Project Meetings. In person, once a month, all others remote. Generate progressive meeting minutes.

c. Construction contract management:

i. Provide project management, communication, invoicing, and overall coordination of consultant and associated subcontractors though the work of this phase.

ii. Support the City in securing DIR Registration for the project and assuring subtractor responsibilities for DIR registration and upload of payroll statements as required.

iii. Support the City and contractor in contract obligations related to management of construction site stormwater management responsibilities including completion of a

Storm Water Pollution Prevention Plan (SWPPP), securing the Waste Discharge

Identification Number (WDID), paying permit fees, progress and annual reporting during the construction period, and securing sate final acceptance of the site alone with receipt of Notice of Termination (NOT).

iv. Material Submittal review including processing of airfield electrical and pavement mix design to FAA for their review and concurrence (confirm with FAA engineer)

v. Preparation and submission of the FAA’s weekly Construction Progress and

Inspection Report, with photo attachment.

Title: Construction Management Consulting Services for Airport Improvement Program (AIP) Projects at Hayward

vi. Active communication between all parties of interest including the City, contractor, and tenants. Provide project updates and advance scheduling information in a format suitable for Airport dissemination to parties of interest.

vii. Actively manage, respond to, and document through log record all Requests for

Information (RFI’s), and other contractor-initiated communication, along with official responses.

viii. Material submittal review including processing of airfield electrical and pavement mix designs to FAA for their review and concurrence (confirm with FAA engineer).

ix. Monitoring of contractor progress relative to the contract time for performance and contractor-provided, engineer-approved base line schedule.

x. Preparation and submission of the FAA’s weekly Construction Progress and

Inspection Report, with photo attachment.

xi. Periodic general and subcontractor employee interviews for verification of Davis-

Bacon compliance.

xii. Manage issues during construction as they develop. Render opinion regarding contract obligation, additional work based on unforeseen conditions or circumstances, City-initiated modification or change, etc. Prepare and issue

Requests for Proposals (RFP’s), receive and negotiate cost proposals, prepare

Change Orders, and gain City and FAA approval of same.

xiii. Review and approval of contractor periodic progress payments.

xiv. Document of off-site material disposal activities.

xv. Receive, document, and verify DBE levels of participation.

xvi. Periodic review of the CSPP to confirm effectiveness. Modify if appropriate with revisions submitted to FAA for review and approval.

xvii. Participate in Preliminary Final and Final inspections. Prepare and distribute Punch

List.

xviii. Prepare final correspondence to the City of Hayward for final acceptance.

Prepare and submit Notice of Project Final Acceptance.

d. Anticipated site visits:

i. Once a month – attend the Progress Meeting and perform a site visit.

ii. In addition, in-person attendance at / for:

I. Survey control coordination with city and contractor

Title: Construction Management Consulting Services for Airport Improvement Program (AIP) Projects at Hayward

II. Pre-Construction Conference

III. Pre-Pave Workshop

IV. Lime Treat Subgrade Control Strip

V. Asphalt Mix Pavement Control Strip

VI. Preliminary and Final Inspections

iii. Each site visit will include 6 hours on the site in the field by one or more engineering representatives.

e. Generate project Punch Lists.

f. At the appropriate time, make a recommendation for project acceptance.

g. Engineering Support:

i. Provide design surface files to the Contractor.

ii. Provide electronic file copy of the plans and survey control information, including a site visit with the Contractors designated surveyor to confirm datum and control.

iii. Field engineering, contract document interpretation of plans and specifications.

iv. Review and processing of contractor-provided survey cut sheets, layout documentation, and grade surface acceptance survey for:

I. P-155 Lime Treat Subgrade

II. P-207 Base Course

III. P-209 Crushed Aggregate Base Course

IV. P-401 Asphalt Mix Pavement

v. Material quantity verification for payment.

vi. Document corrective measures taken for unaccepted work and materials.

vii. Provide any additional topographic survey, if needed to support the design and construction of improvements.

viii. Review contractor-prepared “As-Built” marked up drawings including any survey data files.

5. Completion Phase Tasks:

a. Establish final pay quantities and final compensation to contractor, including any adjustments based on performance. Prepare Balancing Change Order.

b. Establish final compensation to all DBE entities serving the project. Provide to Sponsor.

Title: Construction Management Consulting Services for Airport Improvement Program (AIP) Projects at Hayward

c. Receive the contractor-prepared, marked-up as built plans. Revise electronic file version of the project plans to reflect the completed project.

d. Aggregate all test data / results from the Quality Assurance team and from the contractor and subcontractors.

e. Confirm receipt of all contractor close-out submittals.

f. Prepare a Final Engineer’s Report documenting the project from start to successful completion, including photo documentation and all materials testing results.

g. Prepare a Construction Project Final Acceptance form (Form 5100-129) and provide to the Airport for signature and processing to the FAA.

h. Complete all state documentation including fees and secure a project Notice of

Termination (NOT)

i. Confirm receipt of all O&M manuals, contractor close-out submittals.

j. Provide final accounting documentation for the contractor and professional support team for Airport use in support of either a grant amendment or de-obligation of unused grant funds.

6. Deliverables Tasks:

a. The following deliverables are due at the conclusion of the Completion Phase:

i. Final Engineer’s Report.

ii. Project accounting including final contractor pay quantities and balancing change order.

iii. Project photos.

iv. QA and QC materials testing results.

v. All contractor-performed testing (electrical circuit integrity testing, etc.).

vi. As-Built plans.

vii. Material submittals.

viii. All weekly progress reports.

ix. Results of all payroll interviews.

x. Documentation regarding final pay to all DBE’s.

xi. Close-out submittals.

xii. Consultant Engineering letter certifying the project as complete and in support of grant closure.

Title: Construction Management Consulting Services for Airport Improvement Program (AIP) Projects at Hayward

xiii. Survey

xiv. Other As Needed / Determined by City.

2.3. Minimum Qualifications

To meet minimum qualifications, participating firms or individuals must demonstrate the following distinguishing experience as, and knowledge of, but not limited to, the following:

• Architect, Professional Engineer, or General Contractor licensed in the State of California

• Pertinent FAA Advisory Circulars

• FAA Regulations, Policies & Procedures for Construction at Airports

• Construction inspection and administration

• Document tracking and control

• Constructability Reviews

2.4. Criteria for Consultant Selection

A. Detailed knowledge of FAA, state and local laws and regulations related to planning, design, inspection, and construction processes for airport projects.

B. Project Manager experience relevant to this type of work, type of airport and regional construction trends.

C. Experience and past performance with airport projects of similar type, and complexity as those at HWD in the past.

D. Experience and certifications of team members in relation to airport construction.

E. Working relationship with federal, state, and local agencies such as the FAA Airport District

Office, California State Division of Aeronautics, and City of Hayward Divisions, etc.

F. Capability of Prime to perform all or most of the work

2.5. Administrative Procedures

A. Guidance presented in FAA AC 150/5100-14E “Architectural, Engineering and Planning

Consultant Services for Airport Grant Projects” and City of Hayward Administrative Purchasing &

State Guidelines “Contracts for Consultant Services” will be used.

B. A selection panel will evaluate all timely submissions that meet the Minimum Qualifications as outlined in the Minimum Qualifications Section of this RFQ and prepare a short-list of the most qualified firms. Firms not on the short-list will be notified that they were unsuccessful but may be requested, for a fee, to perform an Independent Fee Estimate (IFE) at a later date.

Title: Construction Management Consulting Services for Airport Improvement Program (AIP) Projects at Hayward

C. Detailed information on the qualifications and performance data of each of the consultants on the short-list will be obtained by contacting former clients and other references provided in the

SOQ’s.

D. If an interview process is deemed necessary, then the top three to five firms may be invited to make a presentation before the selection panel. Interviews may or may not be conducted.

E. The short-listed Consultants will be reviewed based on their qualifications, submissions, reference checks and presentation using the Criteria for Consultant Selection identified in

Detailed Scope of Work Section.

F. The outcome of the review will then be presented to the Director of Public Works at the City.

G. The Director of Public Works will select a firm based on qualitative analysis. Any selection shall be based on the criteria specified and made to the Proposer whose proposal is judged as providing the best value in meeting the interest of the City’s objectives, in the City’s sole discretion. The City reserves the right to choose which project will be assigned to which consultant.

H. The firm best qualified will be invited to negotiate a scope of work and fee for individual projects and/or will be put under contract to perform on a PSA basis. If an agreement is not reached for the project with the selected firm, then that firm will be disqualified. Scope of work and fee negotiations will then proceed with another qualified firm. The City reserves the right to terminate the selection process and/or re-advertise for consulting services at any time in this process.

I. A City Agreement for Professional Consulting Services (PSA) will be executed once negotiations have been successful and a firm is selected for award of a contract. A copy of a sample agreement is available upon request. The selected firm shall be required to submit documentation to substantiate compliance with all Agreement terms including a “Conflict of

Interest Declaration” on City furnished forms and obtain required insurance coverage.

J. In accordance with the Code of Federal Regulations, 49 CFR parts 23 and 26, the City will carry out applicable federal requirements in the award and administration of any contract awarded hereunder.

K. The City reserves the right to make the selection of a Proposer based on any or all factors of value, whether quantitatively identifiable or not, including, but not limited to, the anticipated initiative and ability of the Proposer to perform the services set forth herein.

Title: Construction Management Consulting Services for Airport Improvement Program (AIP) Projects at Hayward

2.6. Regulated Communication in City Procurement Process Ordinance

With certain specified exceptions, this solicitation provides that no Respondent, Bidder, Proposer (as the case may be) shall initiate, engage in, or continue any communication to or with any City elected official concerning or touching upon any matter which is the subject of this competitive procurement process.

Any Respondent, Bidder, Proposer, or elected official (as the case may be) who initiates, engages in, continues in, or receives any regulated communication shall file the written disclosure required by the

Regulated Communications in City Procurement Process.

Any Respondent, Bidder, or Proposer violating the Regulated Communications in City Procurement

Process or Ordinance may be disqualified from participating in this procurement process and/or determined to be non-responsible. Additionally, the City may set aside the award of a contract, prior to its execution, to a party found to have violated this requirement or Ordinance.

2.7. Debarment

A Bidder may be debarred from bidding or proposing upon or being awarded any contract with the City, or from being a subcontractor or supplier at any tier upon such contract, in accordance with the procedures in Hayward Municipal Code as adopted by Council. The initial period of any such debarment shall not be less than one year and may be permanent depending on the violation. A Bidder may request a hearing, in accordance with Hayward Municipal Code, upon receipt of a notice of proposed debarment from the City Manager or designee.

2.8. General Requirements/Conditions

A. The City hereby notifies all interested firms that no person shall be excluded from participation in, denied any benefits of, or otherwise discriminated against in connection with the award and performance of any contract on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, ethnicity, status as a disabled veteran or veteran of the Vietnam era.

B. Title VI Solicitation Notice -- The CITY, in accordance with the provisions of Title VI of the Civil

Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

C. The reconstruction project identified will be funded with financial assistance from the U.S.

Division of Transportation, FAA and/or other federal Divisions. In accordance with the Code of

Federal Regulations, 49 CFR parts 23 and 26, the CITY will carry out applicable federal requirements in the award and administration of any contract awarded hereunder. The following federal provisions are specifically included by reference:

1. Debarment and Suspension – 2 CFR part 180

Title: Construction Management Consulting Services for Airport Improvement Program (AIP) Projects at Hayward

2. Disadvantage Business Enterprise – 49 CFR part 26

3. Trade Restriction Certification – 49 CFR part 30

4. Lobbying and Influencing Federal Employees – 49 CFR part 20, Appendix A

D. DBEs will be afforded full opportunity to submit SOQs in response to this invitation. In addition, a bidder who intends to subcontract a portion of the work shall affirmatively seek out DBEs that are potential subcontractors, suppliers, or consultants, and actively solicit their interest, capability, and prices. The requirements of 49 CFR part 26 apply to this contract. It is the policy of the CITY to practice nondiscrimination based on race, color, sex, or national origin in the award or performance of this contract. The City encourages participation by all firms qualifying under this solicitation regardless of business size or ownership. The City’s DBE Goal for this project may be obtained by contacting the City.

E. By submitting a statement of qualifications/proposal under this solicitation, the bidder or offeror certifies that neither it nor its principals are presently debarred or suspended by any

Federal Division or agency from participating in this transaction.

F. Prospective firms are advised that the City in the solicitation or evaluation of the interested consultants incurs no obligation or commitments. The City reserves the right to waive or modify any part of this RFQ process without penalty at their sole discretion.

G. The City reserves the right to define and/or redefine tasks and select for negotiation individual firms and /or assemble submitting firms into implementation teams as it sees fit.

H. The City reserves the right to choose which scope of work will be assigned to one or more consultants.

I. Submission of a Statement of Qualification from a proposing firm indicates a willingness to prepare, for a fee, an independent cost estimate even though the firm or individual is not selected to continue beyond Phase One of the selection process. Preparation of the independent estimate, if requested by the Airport, will eliminate a firm or individual from further consideration for this project.

2.9. Overview of Scope

A. Consultant Selection:

1. The purpose of this RFQual is to solicit qualifications to provide all of the above services.

B. Schedule:

1. The following provides milestones in the consultant selection process for City of Hayward

Construction Management Consulting Services for Airport Improvement Program (AIP)

Projects at Hayward Executive Airport:

Title: Construction Management Consulting Services for Airport Improvement Program (AIP) Projects at Hayward

a. Electronically submit completed SOQs/bids to City of Hayward Engineeringat 4:00 pm on

Tuesday, April 7, 2026 to https://procurement.opengov.com/portal/hayward-ca/projects/241046.

b. Scope and fee negotiation: TBD

c. Contract approval by City Council on TBD

C. SOQ/Bid Requirements:

1. The SOQ/bid shall be organized in the following sections:

a. Cover letter. The cover letter should identify the primary contact person for your team.

b. Team. Identify key members and their qualifications, the primary location where work will be done, and your proposed team organization.

c. Experience. Provide descriptions of relevant projects conducted by personnel proposed to work on this project. For each project, identify the client and the client contact for reference, start date, project duration, number of meters, geographic description of service and fee.

d. Approach. Identify key project issues in each phase of the project and how they will be addressed.

e. Proposed Scope of Services. The proposed scope of services should describe tasks and identify deliverables for the feasibility study as outlined above where applicable.

f. Workplan. The workplan should show tasks that you consider important for this project and your estimate of the professional labor hours each month. The workplan shall be presented in tabular form, and is not subject to the 8½ x 11-inch page size limit (but is subject to the 30-page limit).

g. Proposed Schedule of Charges. Provide a schedule of charges for labor and expenses that you propose to charge the City on this project. Also, identify labor rates for the particular professional staff you propose will work on this project. The proposed schedule of charges is subject to negotiation prior to contract execution.

h. Proposed Budget. Provide the proposed budget based on the workplan and proposed schedule of charges. The proposed schedule of charges is subject to negotiation prior to contract execution. Pricing must be submitted on a “not to exceed” basis. Do not use

“TBD” or similar annotations for cost estimates.

i. Resumes. Provide resumes for key personnel in Appendices.

j. Disclosure. List any vendors that your company has a relationship with in Appendices.

https://procurement.opengov.com/portal/hayward-ca/projects/241046

Title: Construction Management Consulting Services for Airport Improvement Program (AIP) Projects at Hayward

D. If any portion of the City’s standard Professional Services Agreement is unacceptable to your firm, please identify the particular clause(s) in a separate letter to the City submitted with your

SOQ/bid.

2.10. Interview Format

The interview format and duration has not been determined. Firms being invited to interview will be informed of the interview format after Tuesday, April 7, 2026

Title: Construction Management Consulting Services for Airport Improvement Program (AIP) Projects at Hayward

3. General Conditions & Project Details

3.1. Important Instructions for Electronic Submittal

The City of Hayward is accepting electronic bid submissions. Respondents shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

3.2. Communication Regarding this Solicitation

All communication from prospective proposers regarding this solicitation must be submitted in the

Question & Answer portal within the City's project posting. Please submit each question SEPARATELY, Communication by telephone or in person will not be accepted. Attempts by or on behalf of a prospective or existing vendor to contact or to influence any member of the selection committee, any member of the City Council, or any employee of the City of Hayward with regard to the acceptance of a proposal may lead to elimination of that vendor from further consideration

3.3. Last Day for Questions

All questions must be submitted to the Question & Answer portal within the City's project posting by

4:00 pmTuesday, March 24, 2026. This will allow sufficient time for any addenda to be issued by the City to all responders. Please submit each question SEPARATELY,

3.4. Award & Execution of Contract

The City reserves the right to reject any and all SOQs/bids, to contract work with whomever and in whatever manner the City decides, to abandon the work entirely and to waive any informality or non-substantive irregularity as the interest of the City may require and to be the sole judge of selection process. The City also reserves the right to negotiate separately in any manner to serve the best interest of the City. The City retains the right at its sole discretion to select a successful vendor.

At the City’s discretion, more than one vendor may be selected to perform services covered by this

Request for Qualification. If selected, the firm will be required to sign a professional services contract and provide evidence of insurance coverage.

The City reserves the right to require the submission of additional information that supplements or explains submitted materials.

3.5. Rights & Remedies in the Event of Default

If the respondent defaults, the City may procure the articles or services from other sources and may recover the loss occasioned thereby from any unpaid balance due the respondent or by proceeding against a respondent's bonds, if any, or by suit against the respondent. The prices paid by the City shall be considered the prevailing market prices at the time such purchase is made.

3.6. Transfer of Interest

No interest in the contract shall be transferred to any other party without permission of the City.

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Title: Construction Management Consulting Services for Airport Improvement Program (AIP) Projects at Hayward

3.7. Selection Process

The City will review all responses received as part of a structured evaluation process. For each decision point in the process, the City will evaluate respondents according to specific criteria and will then elevate a certain number of respondents to compete in the next level. The sole purpose of the evaluation process is to determine which solution best meets the City’s needs. The evaluation process is not meant to imply that one respondent is superior to any other, but rather that the selected organization(s) can provide and has responded with the best solution and implementation approach for the City’s current and future Finance needs.

A review committee will evaluate all responses to the RFQual that meet the submittal requirements and deadline. Submissions that do not meet the requirement or deadline will not be considered. The review committee will rank the responses and arrange interviews with the finalists prior to selection.

If a single finalist does not emerge after the initial review, the City may form a selection committee to interview a limited number of finalists. The City reserves the right to request additional information or materials from bidding parties if necessary to determine the winning organization.

3.8. Reference Checks

Reference checks using information from RFQual for prior project descriptions may be used to determine the applicability of Respondent experience to the services the City is requesting and the quality of services and staffing provided to prior clients, as well as adherence to schedules/budgets and

Respondent’s problem-solving, project management, and communication abilities, as well as performance on deliverables and outcomes, and effectiveness in meeting or exceeding project objectives.

3.9. City's Rights Reserved

• The City reserves the right to select the SOQ/bid which in its sole judgment best meets the needs of the City. The lowest proposed cost will not be the sole criterion for recommending the contract award. The recommended selection of the evaluation committee is final and subject only to review and final approval by the Steering Committee and the City Council.

• The City reserves the right to reject any or all SOQs/bids and to waive technicalities and informalities when such waiver is determined by the City to be in the City’s best interest.

• The City reserves the right to retain all accepted SOQs/bids, including proprietary documentation, regardless of which SOQ/bid is selected. No SOQ/bid will be returned to vendors.

• The City reserves the right to request any supplementary information it deems necessary to evaluate proposer’s experience or qualifications. This may include supplemental financial information, additional interview(s), and/or additional presentation by the proposer.

• The City reserves the right to reconsider any SOQ/bid submitted at any stage of the procurement. It also reserves the right to meet with select proposers at any time to gather

Title: Construction Management Consulting Services for Airport Improvement Program (AIP) Projects at Hayward additional information. Furthermore, the City reserves the right to delete or add functionality

(i.e., modules and components) until the final contract signing.

• The City reserves the right to cancel, in part or in its entirety, this solicitation, including, but not limited to: selection schedule, submittal date, and submittal requirements. If the City cancels or revises this solicitation, all proposers will be notified in writing by the City.

• The City reserves the right to revise the solicitation prior to the date that SOQs/bids are due. The City will communicate changes through addendum to this solicitation. All registered proposers will be notified of revisions to the solicitation. The City reserves the right to extend the date by which the SOQs/bids are due.

• The City reserves the right to split the award from this solicitation between multiple SOQs/bids when such split award is determined to be in the best interests of the City.

• The City reserves the right, in its sole discretion, to reject any and all SOQs/bids and to waive informalities and minor irregularities in any SOQs/bids received. Failure to furnish all information requested or to follow the format requested herein may disqualify the proposer, in the sole discretion of the City. False, incomplete, misleading or unresponsive statements in a

SOQ/bid may also be sufficient cause for a SOQs/bids' rejection.

• The City reserves the right to purchase quantities by necessity only regardless of approximate quantities indicated in the solicitation. Respondent shall also have the right to refuse sale in reduced quantities; in such instances, the award shall go to the next lowest qualified respondent.

• This solicitation does not commit the City to award a contract. All SOQs/bids submitted in response to this solicitation become the property of the City and public records, and as such, may be subject to public review.

• The City shall not be liable for any pre-contractual expenses incurred by prospective vendors or selected contractors, including but not limited to costs incurred in the preparation or submission of SOQs/bids. The City shall be held harmless and free from any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this solicitation.

• If the successful proposer defaults, the City may award this solicitation to the next best SOQ/bid and may recover the loss occasioned by the successful proposer against a surety bond, if any, or by suit against the successful proposer.

• The City reserves the right to cancel, in part or in its entirety, this solicitation including, but not limited to: selection procedures, submittal date, and submittal requirements. If the City cancels or revises the solicitation, all interested firms will be notified.

Title: Construction Management Consulting Services for Airport Improvement Program (AIP) Projects at Hayward

• All SOQs/bids submitted in response to this solicitation become the property of the City and public records and, as such, are subject to public review.

3.10. Other Terms and Conditions

• The selection of any pre-qualified Respondent for contract negotiations shall not imply acceptance by the City of all terms of the response, which may be subject to further negotiation and approvals before the City may be legally bound thereby.

• If a satisfactory contract cannot be negotiated in a reasonable time with any pre-qualified

Respondent, then the City, in its sole discretion, may terminate negotiations and begin contract negotiations with any other remaining pre-qualified Respondents.

• Due to the varied nature of the services to be performed, the City reserves the right to contract with any, all or none of the pre-qualified Respondents.

• The City, in its sole discretion, has the right to approve or disapprove any staff person assigned to a firm’s projects before and throughout the contract term. The City reserves the right at any time to approve, disapprove, or modify proposed project plans, timelines and deliverables. Such approvals will not be unreasonably withheld.

3.11. Protest

Should any respondent question or protest the award of the contract must submit such question or protest in writing to the Purchasing Manager no later than 5:00 pm on the third (3rd) business day following the date of the SOQ/bid opening. Such submittal must fully explain the basis of the objection supported by all relevant information facts and details. Letter must be signed by an authorized representative stating specific reason(s) for the protest including all relevant facts (law, rule, regulation, and criteria).

Questions or protests not furnished in writing as prescribed will not be accepted.

3.12. Prevailing Wage

All vendors bidding/quoting on Public Works-Prevailing Wage projects exceeding $15,000 for maintenance and $25,000 for new construction, alteration, installation, demolition or repairs, must be registered with the DIR in order to submit a bid/quote.

Title: Construction Management Consulting Services for Airport Improvement Program (AIP) Projects at Hayward

4. Evaluation Criteria

It is the City’s intent to pre-qualify respondent(s) that provide the best overall qualifications to the City.

This RFQ does not in any way limit the City’s right to solicit contracts for similar or identical services if, in the City’s sole and absolute discretion, it determines the pre-qualified list is inadequate to satisfy its needs. The following criteria will guide the evaluation process:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Project Management

• Project Manager’s experience on similar successful projects

• Strength of Project Manager’s references

• Project Manager’s/team’s oral communication skills

Points Based 30 (30% of Total)

2. Project Understanding

•…