REQUEST FOR PROPOSAL

26-017

FINAL DESIGN SERVICES FOR DOWNTOWN BIKE LOOP POJECT

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: May 7, 2026

DEADLINE FOR QUESTIONS: May 22, 2026

RESPONSE DEADLINE: June 5, 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 PROPOSAL

Final Design Services for Downtown Bike Loop Poject

I. Introduction II. Project Details

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

Attachments:

A - City of Hayward Professional Services Agreement – EXAMPLE

B - General Provisions

C - Contract Bonds

D - Non-Collusion Affidavit

E - Nondiscriminatory Affirmative Action Cert Statement

F - Bike Loop Concept Design

Request For Proposal #26-017 Title: Final Design Services for Downtown Bike Loop Poject

1. Introduction

1.1. Summary

The City of Hayward (City) Transportation Division is seeking proposals from qualified Civil Engineering

Design Services Consultants to prepare project Plans, Specifications, and Estimates (PS&E) for the

Downtown Bike Loop transportation infrastructure project at various downtown streets in the City of

Hayward. The PS&E will be based on conceptual plans that the City developed in a previous phase of the project.

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 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 goal of the Downtown Bike Loop project is to implement separated bicycle lanes and pedestrian enhancements along key streets in Downtown Hayward, establishing a network that aligns with the

City's 2020 Bicycle and Pedestrian Master Plan (BPMP). The network established improves safety and allows for all modes of travel to navigate and access the Downtown area. The separated bicycle lanes and pedestrian enhancements also create a cohesive network that connects neighborhoods, major transit hubs, schools, and housing developments.

In May 2025, the City was selected for an Alameda County Transportation Commission (ACTC) 2026

Comprehensive Investment Plan that includes a network of separated bicycle lanes at key downtown streets that have historically been dominated by high-volume vehicular traffic. The infrastructure improvements recommended at these streets were developed through public outreach conducted by

City staff. The results highlighted the downtown area with a need for safe, low-stress bicycle and pedestrian routes. The bike network established by the project reflects the City's BPMP, the 2020 Local

Road Safety Plan (LRSP), and 2019 Downtown Hayward Specific Plan. To implement the Downtown Bike

Loop improvements, the City is seeking a qualified Consultant to prepare construction documents for 5 downtown streets, listed below:

• City Center Dr (Foothill Blvd to 2nd St)

• 2nd St (City Center Dr to D St)

• B St (Montgomery St to Watkins St)

• C St (Main St to 2nd St)

• Watkins St (B St to Jackson St)

Conceptual plans specify corridor improvement limits in the Attachments.

1.3. Contact Information

Any administrative questions regarding bidding procedures should be directed to:

Project Contact:

Lucas Woodward

Senior Transportation Engineer

777 B Street

2nd Floor

Hayward, CA 94541

Email: lucas.woodward@hayward-ca.gov

Phone: (510) 583-4783

Procurement Contact:

Rita Perez

Purchasing Manager

777 B Street

Hayward, CA 94541-5114

Email: rita.perez@hayward-ca.gov

Phone: (510) 583-4801

Department:

Transportation

Department Head:

Alex Ameri

Director of Public Works

1.4. Timeline

Release Project Date May 7, 2026

Pre-Bid Meeting (Non-Mandatory) May 14, 2026, 1:00pm

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/225065158013

815?p=m2F3dh9zinin8r43DQ

Meeting ID: 225 065 158 013 815

Passcode: 52xv9DE7

Question Submission Deadline May 22, 2026, 4:00pm mailto:lucas.woodward@hayward-ca.gov tel:(510)583-4783 mailto:rita.perez@hayward-ca.gov tel:(510)583-4801 https://teams.microsoft.com/meet/225065158013815?p=m2F3dh9zinin8r43DQ

Question Response Deadline May 29, 2026, 4:00pm

Submission Deadline June 5, 2026, 4:00pm

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. Local Business Contract Equity Program Requirements

This contract will be funded in whole or in part by Alameda CTC VRF, Measure B and/or Measure BB funds, or such funds in combination with other local funds. Consequently, Alameda CTC’s Local Business

Contract Equity (LBCE) Program will apply. The LBCE Program establishes goals for the award of professional service contracts to firms located within Alameda County. For professional services under this contract, the LBCE Program requires the following goal(s):

• Local Business Enterprise (LBE) goal of 70.0% and a Small Local Business Enterprise (SLBE) goal of

30.0%

The percentage of participation toward each goal shall be rounded to the nearest tenth of a percent

(i.e., 69.9% does not round for the LBE goal of 70.0% and 29.9% does not round up for the SLBE goal of

30.0%). LBE, SLBE, and VSLBE firm participation will count toward the LBE goal. SLBE and VSLBE firm participation will count toward the SLBE goal.

Further details regarding the LBCE Program, including requirements and forms, can be found on the

Alameda CTC website at https://www.alamedactc.org/get-involved/contract-equity/, along with a list of all currently certified LBE, SLBE, and VSLBE firms. It is the responsibility of firms which to have participation counted toward the LBCE Program goals to ensure that they are appropriately certified by

Alameda CTC on a timely basis. All firms utilized to meet an LBE, SLBE, and/or VLSBE goal must be certified by Alameda CTC by the time of proposal submission, and proof of certification must be submitted with the proposal. Applications for LBE, SLBE, and/or VLSBE certification will not be accepted with the proposal. The prime contractor will be required to report LBE, SLBE, and VSLBE utilization with each invoice submitted for payment.

Applicant shall include Form B4: LBCE Participation from Alameda CTC Cost Proposal Form B; the other sheets within the workbook may be disregarded. Alameda CTC Cost Proposal Form B is available on the

Alameda CTC website at https://www.alamedactc.org/getinvolved/contracting-forms and can be found as Attachment I.

2.3. Additional Insurance Requirement

Consultant insurance shall name Alameda CTC, its governing body, officers, employees and consultants as additional insureds of the City of Hayward, professional services consultants and subconsultants, construction services contractors and subcontractors, volunteer service individuals, and any other contractors or subcontractors involved with the project on all insurance required by City of Hayward.

https://procurement.opengov.com/signup https://www.alamedactc.org/get-involved/contract-equity/ https://www.alamedactc.org/getinvolved/contracting-forms

2.4. 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. 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.

2.5. Optional Pre-Proposal Conference & Site Walkthrough

An optional pre-proposal conference and walkthrough of the relevant portions of the City of Hayward

Transportation will be held via Microsoft Teams meeting.

Join: https://teams.microsoft.com/meet/225065158013815?p=m2F3dh9zinin8r43DQ

Meeting ID: 225 065 158 013 815

Passcode: 52xv9DE7

The meeting will be held on Thursday, May 14, 2026 at 1:00 pm. 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.

2.6. 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, May 22, 2026. This will allow sufficient time for any addenda to be issued by the City to all bidders.

2.7. 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.

2.8. 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.

https://procurement.opengov.com/governments/1224/projects/200492 https://procurement.opengov.com/portal/hayward-ca/projects/200492

• 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.

2.9. 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.

2.10. 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

The Consultant’s scope of work described below consists of design and project management tasks that are expected to be included in the proposal. Tasks include project management, existing site survey, preparation of plans, specifications, and estimates (PS&E), and bid and construction support services. The Consultant shall also comply with all applicable federal, state, local laws, ordinances, regulations, codes, and other regulatory procedures for the completion of the study. The Consultant is expected to expand the listed tasks as necessary by incorporating their expertise and by proposing methods or approaches that help the City achieve the objectives of this project.

The Consultant will prepare the Downtown Bike Loop design plans based on the improvements suggested in the “City’s Refined Concept Plans.” The concept plans are provided in the Attachments.

Project proposals should assume two weeks for City review of deliverables at design milestones.

During the design effort, the City and its grant partners will also be conducting outreach and evaluation activities. These activities are not part of the Consultant scope of work, but some coordination will be necessary. In addition, preliminary plan sets should be flexible enough to accommodate additional priorities that may arise during these outreach activities.

Task 1: Project Management

This task encompasses overall management of the project, including but not limited to project meetings, reporting, reviewing, scheduling, and budgeting to complete the project within the estimated timeframe. At the onset of the project, the Consultant and City will hold an evaluation meeting to define project goals and review the scope, schedule, construction budget, and any other information that may pertain to the project.

Consultant should propose a regularly scheduled progress meeting to be held with the City project manager.

Task 2: Survey and Data Collection

The consultant scope should include a plan for data collection that encompasses any data that is needed to develop full Plans, Specifications, and Estimate (PS&E). This may include topography, roadway geometry, existing signage and striping, utilities, and other elements. Data collection needs will vary based on the scope of the proposed capital improvements at each location. The City will provide available traffic operations data;

however, the Consultant may find it beneficial to collect additional data.

Project drawings should include a title sheet, notes, details, cross sections, existing survey and control plans, demolition plan, layout plan (site, grading, and utility information profiles as needed, signing and striping plans, and other sheets appropriate to the project scope.

Task 3: 30% Design

The Consultant will provide 30% PS&E to the City for review and comment. The design will reflect existing conditions and show improvements aligned with the City’s Concept Plans, and public outreach and surveys.

The following documents are anticipated for the project:

• Preliminary project plans

• Preliminary cost estimate

• Discussion of coordination items and permits needed

Task 4: 60% Design

Based on City review of the 30% design and additional study of the design goals and constraints, the

Consultant will provide 60% PS&E to the City for review and comment. The following documents are anticipated for the project:

• Project plans

• Project specifications

• Project cost estimate

Task 5: 90% Design

Based on City review of the 60% design and additional study of the design goals and constraints, the

Consultant will develop 90% PS&E and submit to the City for review and comment. The following documents are anticipated for the project:

• Response to comments on 60% design

• Project plans

• Project specifications, including any supplemental specifications for the project scope elements

• Project cost estimate

Task 6: 100% Design

Based on City review of the 90% design and the development of additional design details, the Consultant will provide 100% PS&E to the City for review and comment. The design will reflect existing conditions and address areas for improvements identified via field review, the City’s Concept Plan, and public outreach and surveys. The following documents are anticipated for the project:

• Response to comments on 90% design

• Final project plans

• Final project specifications, including any supplemental specifications for the project scope elements

• Final cost estimate

Upon City approval of the construction documents, a Professional Civil Engineer on the Consultant team in responsible charge of the design effort should stamp the final construction documents.

Task 7: Construction Support

Consultant shall include a cost proposal item for Construction Support. Consultant staff shall attend construction meetings (when required) and assist the City to resolve RFIs and evaluate submittals during project construction.

3.2. Overview of Scope

A. Consultant Selection:

A. The purpose of this RFP is to solicit proposals to provide all of services listed under Scope of

Work.

B. Proposal Requirements:

A. The proposal shall be organized in the following sections:

a. Cover letter. Describe the Consultant team, commitment of the team, and identify the primary contact person for your proposal.

b. Team. Identify key members, including Principal-in-Charge and Project Manager throughout the duration of the contract. Provide their qualifications, the primary location where work will be done, and your proposed team organization. Proposals shall clearly establish principal team member firms and subconsultants (if any). An organization chart shall be included. Any substitution of key staff during the project will require approval from the City

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 and end date, project duration, geographic description of service and fee.

d. Project Understanding and Approach. Demonstrate the Consultant team’s understanding of the existing project conditions and issues in each phase of the project and how they will be addressed. Note any design or project development issues that were not either addressed with this proposal or the Consultant team believes would impact the project schedule or project cost. The Consultant team should provide techniques and specific cost-saving measures to reduce the construction cost, without compromising the integrity of the project purpose and need.

e. Proposed Scope of Services. The proposed scope of services should describe how the

Consultant plans to perform the tasks outlined above and identify deliverables.

f. Workplan. The workplan should show tasks important for this project and the anticipated professional labor hours each month. The workplan shall be presented in tabular form. It is not restricted to the 8½ x 11-inch page size but is included within the 30-page limit.

g. Proposed Schedule of Charges. Provide a schedule of charges for anticipated labor and expenses. Schedule should include labor rates for staff proposed to work on the 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, including any needed design contingency. 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.

C. The page limit applies to sections “b” through “g” of the Proposal Requirements. The proposal cover, divider sheets, resumes and disclosure are not subject to the page limit. Resumes of key personnel shall be provided in an appendix bound with the proposal.

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 proposal.

3.3. Interview Format

After the written proposals are received and initially evaluated, the City may require one or more of the

Consultants to provide an oral presentation as a supplement to their statements. Any Consultants requested to interview should be prepared to discuss and explain any area of their proposal. The City is under no obligation to grant interviews to any Consultants receiving a copy of this RFP and/or submitting a written statement in response to the RFP.

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 Understanding and Approach

Project approach demonstrates a clear understanding of the scope to be performed.

Project workplan is strategic and will result in a thoughtful, biddable set of projects within a reasonable timeframe. Approach is cost-effective.

Points Based 25 (25% of Total)

2. Firm Experience

Firm has experience and a record of success with similar projects. Quality of project references

Points Based 20 (20% of Total)

3. Project Staffing

Qualifications of team members assigned to key project tasks. Staff are available and have demonstrated past success with similar projects.

Points Based 15 (15% of Total)

4. Project Manager

Project Manager has experience and a record of success with similar projects. Quality of

Project Manager's references.

Points Based 15 (15% of Total)

5. Cost

Cost is appropriate for scope of work.

Points Based 15 (15% of Total)

6. Significant LBCE Participation

Meet or exceed applicable LBE goals. Meet or exceed applicable SLBE goals.

Points Based 10 (10% 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 (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