DESIGN,_CONSTRUCTION,_AND_INSTALLATION_OF_SHADED_STRUCTURE_(Rebid).pdf

REQUEST FOR PROPOSAL

26-003

DESIGN, CONSTRUCTION, AND INSTALLATION OF SHADED

STRUCTURE (REBID)

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: July 18, 2025

DEADLINE FOR QUESTIONS: July 28, 2025

RESPONSE DEADLINE: August 15, 2025, 2:00 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 PROPOSAL

DESIGN, CONSTRUCTION, AND INSTALLATION OF SHADED STRUCTURE

(Rebid)

I. Introduction II. Project Details

III. Scope of Work IV. Evaluation Criteria V. Vendor Submissions

VI. Pricing Table

Attachments:

A - Construction Contract Template

B - General Provisions

C - Current Structure - Photos

D - Contract Bonds

E - Non-nuclear

F - Non-Collusion Affidavit

G - Nondiscriminatory Affirmative Action Cert Statement

Request For Proposal #26-003 Title: DESIGN, CONSTRUCTION, AND INSTALLATION OF SHADED STRUCTURE (Rebid)

1. Introduction

1.1. Summary

NOTICE IS HEREBY given that the City of Hayward invites sealed proposals for 26-003 DESIGN, CONSTRUCTION, AND INSTALLATION OF SHADED STRUCTURE (Rebid). Each proposal shall be in accordance with the general provisions for purchase of work and services on file in the office of the

Landscape, 777 B Street, Hayward, CA 94541-5114. All proposals must be submitted to the City's eProcurement Portal by 2:00 pm on Friday, August 15, 2025 and clearly identified with RFP title, number, company name and due date. It is the sole responsibility of the proposing firm to ensure that proposals are received prior to the closing time, as late 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.

The City is governed by a City Council / City Manager form of government. The City Council is made up of six members plus a mayor that serves as the head of the City Council. The City Council appoints a City

Manager to oversee the City’s twelve departments.

Background Summary

• Population:155,675

• Number of Employees: 790.45

• Annual City Operating Budget (including General Fund): $239,923 M

• Annual General Fund Budget: $123,524 M

• Annual City Capital Budget: $106 M

• Fiscal Year: July 1 – June 30

• Number of Departments:14

• Governance Structure: City Council / City Manager

• Utility Customers: 34,000

• MOUs: 7

• Housing Units: 48,000

Additional information regarding the City of Hayward may be obtained at: http://www.hayward-ca.gov https://procurement.opengov.com/portal/hayward-ca http://www.hayward-ca.gov/about.shtm

1.3. Contact Information

Any administrative questions regarding bidding procedures should be directed to:

Project Contact:

Manny Grewal

Management Analyst

24505 Soto Rd

Hayward, CA 94541

Email: manny.grewal@hayward-ca.gov

Phone: (510) 583-2139

Procurement Contact:

Rita Perez

Purchasing Manager

777 B Street

Hayward, CA 94541-5114

Email: rita.perez@hayward-ca.gov

Phone: (510) 583-4801

Department:

Landscape

Department Head:

Richard Nield

Landscape Manager

1.4. Timeline

Release Project Date July 18, 2025

Question Submission Deadline July 28, 2025, 2:00pm

Question Response Deadline August 4, 2025, 4:30pm

Submission Deadline August 15, 2025, 2:00pm

Recommendation to Council September 2, 2025

Contractor Selection Date September 2, 2025 mailto:manny.grewal@hayward-ca.gov tel:(510)583-2139 mailto:rita.perez@hayward-ca.gov tel:(510)583-4801

2. Project Details

2.1. Important Instructions for Electronic Submittal

The City of Hayward is accepting electronic bid submissions. Bidders 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.

2.2. Communication Regarding this RFP

All communication from prospective proposers regarding this RFP 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

2.3. Last Day for Questions

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

2:00 pm Monday, July 28, 2025. This will allow sufficient time for any addenda to be issued by the City to all bidders.

2.4. Award of Contract

The City reserves the right to reject any and all proposals, 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.

2.5. City's Rights Reserved

• The City reserves the right to select the proposal 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 proposals 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 proposals, including proprietary documentation, regardless of which proposal is selected. No proposals will be returned to vendors.

https://procurement.opengov.com/signup https://procurement.opengov.com/portal/hayward-ca/projects/183862

• 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 proposal submitted at any stage of the procurement. It also reserves the right to meet with select proposers at any time to gather 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 RFP, including, but not limited to: selection schedule, submittal date, and submittal requirements. If the City cancels or revises this RFP, all proposers will be notified in writing by the City.

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

• The City reserves the right to split the award from this RFP between multiple proposals 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 proposals and to waive informalities and minor irregularities in any proposals 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 proposal may also be sufficient cause for a proposal’s rejection.

• This RFP does not commit the City to award a contract. All proposals submitted in response to this RFP 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 proposals. 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

RFP.

• If the successful proposer defaults, the City may award this RFP to the next best proposal 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 RFP including, but not limited to: selection procedures, submittal date, and submittal requirements. If the City cancels or revises the RFP, all interested firms will be notified.

• All proposals submitted in response to this RFP become the property of the City and public records and, as such, are subject to public review.

2.6. Protest

Should any proposer question or protest the award of the contract, such question or protest must be furnished in writing to the Purchasing Manager within three (3) calendar days after the City notifies all proposers of its Intent to Award. 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. Scope of Work

3.1. Scope of Work

A. Project Overview:

1. Project Description:

a. The City desires to procure design and construction services to replace the existing Fox Hollow Drive bus shelter with a like-shaded structure constructed of steel. The existing structure is located in between 28378 Fox Hollow Drive and

28400 Fox Hollow Drive, Hayward, CA 94542. It is approximately 40 years old and losing structural integrity due to dry rot in the wooden posts and overall aging/erosion. The existing structure is approximately 510 square feet with six

(6) wooden posts and two (2) concrete benches, sitting on top of roughly 900 square feet of concrete (Attachment C). The City wishes to provide residents and visitors within the Prominence neighborhood a shaded steel structure similar in size and design aesthetics to enjoy recreational/leisurely activities.

b. The City desires a “turn-key” installation; the pricing proposed with this submission shall include everything related to:

2. Project Deliverables:

i. The project includes the following:

i. Design, engineering, manufacture, delivery, and installation of the new structure. Engineered design stamped drawings must be developed, including footings, for City’s review and approval prior to construction. Design and engineering plans of the new proposed structure must:

o Be structurally-sound (appropriate foundation, mountings, etc) o Be no smaller than the existing footprint (current approximate size is 30’ x 17’ and 8’ in height) o Be free-standing, open-air in conformance with all applicable building codes o Align with the aesthetics value of the neighborhood (ex: color, aesthetics, tiling/roofing, etc) o Be shaded o Have seating for residents/visitors o Use steel material

ii. All building code requirements must be adhered to for all portions of the design and construction.

iii. All applicable permits must be pulled.

iv. The preparation and installation shall be done by qualified persons with all the necessary equipment, knowledge, training, and experience applicable to the equipment/product to be supplied and installed

v. Removal and disposal of any garbage or waste materials resulting from the supply/ installation process. Vendor shall be responsible for all costs associated with the immediate removal of all packing materials and cartons and legal disposal of such materials off-site

vi. Vendor shall supply, upon completion of the installation, one copy of all special requirement tools (if applicable for tamper proof fittings) which allow for the regular maintenance of the installed equipment including the regular, routine tightening/inspection of any nuts, screws, bolts or fittings.

vii. The proposed structure shall be rigid, straight, plumb, and level. The proposed structure shall be secured with manufacturer's fastening devices. No protrusions of any kind shall be allowed upon completion of installation.

viii. The vendor/installer will be responsible for ensuring that the site is safe and secure during the construction, including providing fencing, traffic control, etc.

3.2. Overview of Scope

A. Consultant Selection:

1. The purpose of this RFP is to solicit proposals to provide all of the above services.

B. Schedule:

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

DESIGN, CONSTRUCTION, AND INSTALLATION OF SHADED STRUCTURE (Rebid):

a. Electronically submit completed proposals to City of Hayward Landscape at 2:00 pm on

Friday, August 15, 2025 to https://procurement.opengov.com/portal/hayward-ca/projects/183862.

b. Scope and fee negotiation: TBD

c. Contract approval by City Council on TBD

C. Proposal Requirements:

1. The proposal 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. Resumes may be provided in the

Appendices, if desired.

c. Experience. Briefly 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, if appropriate.

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

D. The page limitation applies to sections “b” through “g” of the Proposal Requirements. The proposal cover, divider sheets, resumes and disclosure are not subject to the page limitation.

Resumes of key personnel shall be provided in an appendix bound with the proposal.

E. 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 proposal.

3.3. Vendor Qualifications

The prime contractor must have the following licenses/registrations:

A. Valid license from California Contractors State License Board (CSLB) as a Class A (General

Engineering), Class B (General Building), or Class C-51 (Steel Structure).

B. Registered with the California Department of Industrial Relations. Registration needs be valid and active until project is completed.

Any subcontracted work (engineering, installation, demolition, etc) will need to be stated in the proposal (vendor name, license, amount).

The selected vendor must have the appropriate insurance/bond requirements to complete the entire job specifications, as described in this RFP and in the sample Professional Services Agreement

(Attachment A).

3.4. Interview Format

The interview format and duration has not been determined. Firms being invited to interview will be informed of the interview format after Friday, August 15, 2025

3.5. On-Site/Construction Meeting

There is no mandatory on-site or pre-construction meeting scheduled for this RFP. However, the City does recommend vendors to go to the location, if possible, to see the neighborhood aesthetics. The structure location is publicly accessible at all times; it is located in between 28378 Fox Hollow Drive and 28400 Fox Hollow Drive, Hayward, CA 94542.

A post-award meeting will be scheduled with the awarded vendor after September 2, 2025.

4. Evaluation Criteria

The City will review all proposals received as part of a structured evaluation process. For each decision point in the process, the City will evaluate proposers according to specific criteria and will then elevate a certain number of proposers to compete in the next level.

The sole purpose of the proposal evaluation process is to determine which solution best meets the City’s needs. The evaluation process is not meant to imply that one proposer is superior to any other, but rather that the selected proposer can provide and has proposed the best solution and implementation approach for the City’s current and future Library needs.

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

The table below describes the criteria that will be used to review proposals and interview performance.

The proposals will be reviewed by City staff. The composition of the interview panel has not been determined; it could consist of the proposal reviewers, individuals that were not formally involved in proposal review and/or officials of partner agencies. The City reserves the right to select a consultant based on written proposals alone (i.e., without an interview). The City also reserves the right to not select a consultant.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications of Firm/Team

• Firm’s experience on similar successful projects

• Key discipline required for project success filled by qualified team members

• Team members worked together successfully on similar projects

• Labor costs of key team members commensurate with qualifications

• Appropriate licenses

• Project Manager’s experience on similar successful projects

• Strength of Project Manager’s references

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

Points Based 10 (33.3% of Total)

2. Project Understanding, Approach, and

Responsiveness

• Scope and workplan consistent with project issues

• Identification of key project success factors

• Approach to key project success factors and scope expected to result in attainment of project goals

• Approach considered cost-effective

• Proposal consistent with RFP

• Interview Presentation consistent with RFP

• Design is attractive

Points Based 10 (33.3% of Total)

3. Appropriateness of Cost

• Fee within reason given the scope of the project

Points Based 10 (33.3% of Total)

5. Vendor Submissions

5.1. Proposal Requirements*

Did you read through and confirm that you met all of the proposal requirements including the sections:

A. General Conditions

B. Special Provisions and Specifications

☐ Yes

☐ No

*Response required

5.2. Do you have issue with any particular clause(s) of the City’s standard Professional Services Agreement?

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 proposal.

5.3. Proposal Documents*

Please Upload your COMPLETE Proposal here, which includes the following:

A. Bid Summary

B. Statement of Experience and Qualifications

C. Non-Collusion Declaration

*Response required

5.4. Local vendor, or minority/women-owned business

Please state whether you are a local, minority, and/or women-owned business.

6. Pricing Table

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Demolition and Removal of Existing

Structure (material/labor) 1 Total

2 New Construction - Material 1 Total

3 New Construction - Labor 1 Total

4 Additional services costs, if applicable, as one line item 1 Total

TOTAL