DOT_#749913P_(Baumberg_Avenue)_Railroad_Sidewalk_Construction.pdf

REQUEST FOR PROPOSAL

26-043

DOT #749913P (BAUMBERG AVENUE) RAILROAD SIDEWALK

CONSTRUCTION

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: March 20, 2026

DEADLINE FOR QUESTIONS: April 3, 2026

RESPONSE DEADLINE: April 14, 2026, 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

DOT #749913P (Baumberg Avenue) Railroad Sidewalk Construction

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 - Contract Bonds

D - Non-Collusion Affidavit

E - Nondiscriminatory Affirmative Action Cert Statement

F - Non-nuclear

G - Baumberg Ave_UPRR Requirements

H - Improvement Plan for Baumberg (Scope of Work is clouded)

I - CROE Instructions to Accompany Agreements

J - CROE Public Projects Form

K - Insurance Requirements

Request For Proposal #26-043 Title: DOT #749913P (Baumberg Avenue) Railroad Sidewalk Construction

1. Introduction

1.1. Summary

NOTICE IS HEREBY given that the City of Hayward invites sealed proposals for 26-043 DOT #749913P

(Baumberg Avenue) Railroad Sidewalk Construction. Each proposal 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. All proposals must be submitted to the City's eProcurement Portal by

2:00 pm on Tuesday, April 14, 2026 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 160,000 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 https://procurement.opengov.com/portal/hayward-ca

The City of Hayward and Union Pacific Railroad Company entered into a Public Highway At-Grade

Crossing Agreement governing the roadway crossing at Baumberg Avenue located at Mile Post 23.1 on the Coast Subdivision in Hayward, Alameda County, California. The agreement establishes the terms and conditions under which the City may perform roadway improvements within and adjacent to the

Union Pacific Railroad right-of-way at the Baumberg Avenue railroad crossing.

The railroad crossing at Baumberg Avenue serves as a key roadway connection across the Union Pacific rail corridor and is subject to operational and safety requirements associated with railroad infrastructure. Because the roadway crosses active railroad tracks, any improvements within the crossing area require coordination with Union Pacific Railroad and must comply with railroad engineering standards, safety procedures, and access requirements.

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

1.3. Contact Information

Any administrative questions regarding bidding procedures should be directed to:

Project Contact:

Kevin Yoshiki

Assistant Engineer

777 B Street

Hayward, CA 94541

Email: kevin.yoshiki@hayward-ca.gov

Phone: (510) 583-4760

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 20, 2026 http://www.hayward-ca.gov/about.shtm mailto:kevin.yoshiki@hayward-ca.gov tel:(510)583-4760 mailto:rita.perez@hayward-ca.gov tel:(510)583-4801

Pre-Bid Meeting (Mandatory) March 26, 2026, 2:00pm

Teleconference Link:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_YmUzNDMxZDEtNzNlYy00Mj

M5LTgzZTQtZWM4OTUxNzNlNjdh%40thread.v2/0?

context=%7b%22Tid%22%3a%22cceab674-547e-

4054-afa3-

03159a90e1f3%22%2c%22Oid%22%3a%22692f5fa

9-fca7-41a4-be9d-31067a08a131%22%7d

Question Submission Deadline April 3, 2026, 4:00pm

Question Response Deadline April 10, 2026, 4:00pm

Submission Deadline April 14, 2026, 2:00pm

Contractor Selection Date May 5, 2026 https://teams.microsoft.com/l/meetup-join/19%3ameeting_YmUzNDMxZDEtNzNlYy00MjM5LTgzZTQtZWM4OTUxNzNlNjdh%40thread.v2/0?context=%7b%22Tid%22%3a%22cceab674-547e-4054-afa3-03159a90e1f3%22%2c%22Oid%22%3a%22692f5fa9-fca7-41a4-be9d-31067a08a131%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YmUzNDMxZDEtNzNlYy00MjM5LTgzZTQtZWM4OTUxNzNlNjdh%40thread.v2/0?context=%7b%22Tid%22%3a%22cceab674-547e-4054-afa3-03159a90e1f3%22%2c%22Oid%22%3a%22692f5fa9-fca7-41a4-be9d-31067a08a131%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YmUzNDMxZDEtNzNlYy00MjM5LTgzZTQtZWM4OTUxNzNlNjdh%40thread.v2/0?context=%7b%22Tid%22%3a%22cceab674-547e-4054-afa3-03159a90e1f3%22%2c%22Oid%22%3a%22692f5fa9-fca7-41a4-be9d-31067a08a131%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YmUzNDMxZDEtNzNlYy00MjM5LTgzZTQtZWM4OTUxNzNlNjdh%40thread.v2/0?context=%7b%22Tid%22%3a%22cceab674-547e-4054-afa3-03159a90e1f3%22%2c%22Oid%22%3a%22692f5fa9-fca7-41a4-be9d-31067a08a131%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YmUzNDMxZDEtNzNlYy00MjM5LTgzZTQtZWM4OTUxNzNlNjdh%40thread.v2/0?context=%7b%22Tid%22%3a%22cceab674-547e-4054-afa3-03159a90e1f3%22%2c%22Oid%22%3a%22692f5fa9-fca7-41a4-be9d-31067a08a131%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YmUzNDMxZDEtNzNlYy00MjM5LTgzZTQtZWM4OTUxNzNlNjdh%40thread.v2/0?context=%7b%22Tid%22%3a%22cceab674-547e-4054-afa3-03159a90e1f3%22%2c%22Oid%22%3a%22692f5fa9-fca7-41a4-be9d-31067a08a131%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YmUzNDMxZDEtNzNlYy00MjM5LTgzZTQtZWM4OTUxNzNlNjdh%40thread.v2/0?context=%7b%22Tid%22%3a%22cceab674-547e-4054-afa3-03159a90e1f3%22%2c%22Oid%22%3a%22692f5fa9-fca7-41a4-be9d-31067a08a131%22%7d

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. Mandatory Pre-Proposal Conference & Site Walkthrough

A mandatory pre-proposal conference and walkthrough of the relevant portions of the City of Hayward

Engineering Teleconference Link: https://teams.microsoft.com/l/meetup-join/19%3ameeting_YmUzNDMxZDEtNzNlYy00MjM5LTgzZTQtZWM4OTUxNzNlNjdh%40thread.v2/0?co ntext=%7b%22Tid%22%3a%22cceab674-547e-4054-afa3-

03159a90e1f3%22%2c%22Oid%22%3a%22692f5fa9-fca7-41a4-be9d-31067a08a131%22%7d, will be held on 2:00 pm Thursday, March 26, 2026. The purpose of the conference and walkthrough is to discuss City objectives, to allow proposers to examine the facility, to answer proposer questions and/or to clarify City's requirements. Written addenda may be issued via the Addenda & Notices section of this

RFP to all attendees if deemed appropriate and necessary by City. This pre-proposal conference and walkthrough is mandatory. Failure to attend the scheduled pre-proposal conference will disqualify prospective vendor from participating in the RFP process.

2.4. Last Day for Questions

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

4:00 pm Friday, April 3, 2026. This will allow sufficient time for any addenda to be issued by the City to all bidders. Please submit each question SEPARATELY.

2.5. 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.

https://procurement.opengov.com/signup https://procurement.opengov.com/portal/hayward-ca/projects/244535

2.6. 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.

• 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.

2.7. 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.

2.8. 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.

3. Scope of Work

3.1. Scope of Work

A. Project Overview: The project consists of minor roadway and pedestrian infrastructure improvements at the Baumberg Avenue railroad crossing in the City of Hayward, located at

Union Pacific Railroad (UPRR) Mile Post 23.1 on the Coast Subdivision. The work will occur within and immediately adjacent to the railroad crossing area and requires coordination with

Union Pacific Railroad due to construction activities occurring on or near railroad property. The improvements are limited to localized pavement and pedestrian facility upgrades within the crossing limits. The work includes removal of temporary traffic control elements and minor roadway improvements to improve pedestrian accessibility and roadway surface conditions near the railroad tracks. All construction activities occurring within Union Pacific Railroad right-of-way will be performed in accordance with the Public Highway At-Grade Crossing Agreement and applicable Union Pacific Railroad safety, operational, and construction requirements.

1. Project Description:

a. The City desires to perform localized roadway and pedestrian improvements at the

Baumberg Avenue railroad crossing located at Union Pacific Railroad Mile Post 23.1 in

Hayward, California. The project includes removal of existing temporary traffic control elements and construction of minor roadway and pedestrian improvements near the railroad tracks. The work consists primarily of localized hot mix asphalt (HMA) pavement work near the crossing, installation of approximately 350 square feet of concrete sidewalk and curb and gutter, and removal of existing K-rail barriers and asphalt berms that were previously installed within the project area. The improvements will occur within and adjacent to the railroad crossing area and therefore require coordination with Union Pacific Railroad and compliance with all railroad safety and operational requirements for work performed near railroad facilities. Construction will be completed in accordance with previously prepared and approved engineering plans, which will be attached to the agreement as an exhibit.

2. Project Goals:

a. The primary goals of this project include: 1. Improve roadway surface conditions near the railroad crossing Provide localized hot mix asphalt improvements near the railroad tracks to improve pavement condition and vehicle travel across the crossing area. 2.

Improve pedestrian accessibility and safety Construct new concrete sidewalk and curb and gutter adjacent to the crossing area to improve pedestrian access and provide a defined pedestrian path. 3. Remove temporary traffic control features Remove existing

K-rail barriers and asphalt berms that were previously installed in the project area and are no longer required. 4. Maintain safe railroad operations during construction Ensure that all work performed within or near the railroad right-of-way is conducted in compliance with Union Pacific Railroad safety protocols and operational requirements to prevent interference with railroad operations. 5. Complete improvements efficiently with minimal disruption Coordinate construction activities to minimize impacts to both railroad operations and roadway users while completing the improvements in a safe and timely manner.

3. Project Deliverables:

a. The project includes the following deliverables:

i. Please refer to Attachment G for all project deliverables and requirements. Please review all attached documents and the Union Pacific Railroad (UPRR) requirements carefully. The contractor shall be responsible for complying with all UPRR requirements prior to performing any work within or adjacent to railroad property.

This includes satisfying all insurance requirements and submitting all required documentation, agreements, and approvals necessary to obtain authorization to access and perform work on UPRR property.

4. Additional Requirements:

a. Please refer to Attachment K for all UPRR insurance requirements.

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

DOT #749913P (Baumberg Avenue) Railroad Sidewalk Construction:

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

Tuesday, April 14, 2026 to https://procurement.opengov.com/portal/hayward-ca/projects/244535.

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.

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.

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. 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 14, 2026

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. 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 10 (16.7% of Total)

2. Project Understanding

• Scope and workplan consistent with project issues

• Identification of key project success factors

Points Based 10 (16.7% of Total)

3. Approach

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

• Approach considered cost-effective

Points Based 10 (16.7% of Total)

4. 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

Points Based 10 (16.7% of Total)

5. Responsiveness

• Proposal consistent with RFP

• Interview Presentation consistent with RFP

Points Based 10 (16.7% of Total)

6. Appropriateness of Cost

• Fee within reason given the scope of the project

Points Based 10 (16.7% of Total)

5. Vendor Submissions

5.1. Proposal Requirements*

Did you read through and confirm that you met all of the proposal requirements, such as the general conditions as well as the special provisions and specifications of the project?

☐ 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 (without Cost Proposal)*

Please Upload your COMPLETE Proposal here. Upload fee proposal separately in the next step.

*Response required

5.4. Separate Cost Proposal*

Confirm that your fee proposal is not attached in your Proposal and is attached separately here.

*Response required

5.5. 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 Mobilization 1 LS

2 Recycling Implementation 1 LS

3 Traffic Control 1 LS

4 Hot Mix Asphalt (6" Excavation with

6" HMA)

600 SF

5 Minor Concrete (Sidewalk - 4" Thick) 330 SF

6 Minor Concrete (Curb and Gutter) 45 LF

7 Remove AC Berm 30 LF

8 Offhaul K-Rails 2 LS

9 Detectable Warning Tiles 2 LS

TOTAL