REQUEST FOR PROPOSAL

26-063

FLEET DIVISION GARAGE SHOP INFRASTRUCTURE UPDATE

(VEHICLE LIFTS)

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: August 20, 2026

DEADLINE FOR QUESTIONS: September 30, 2026

RESPONSE DEADLINE: October 30, 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

Fleet Division Garage Shop Infrastructure Update (Vehicle Lifts)

I. Introduction II. Project Details

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

Attachments:

A - Construction Contract Template

B - Vehilce Lift Summary

C - General Provisions

D - Contract Bonds

E - Non-Collusion Affidavit

F - Nondiscriminatory Affirmative Action Cert Statement

G - Non-nuclear

Request For Proposal #26-063 Title: Fleet Division Garage Shop Infrastructure Update (Vehicle Lifts)

1. Introduction

1.1. Summary

NOTICE IS HEREBY given that the City of Hayward invites sealed proposals for 26-063 Fleet Division

Garage Shop Infrastructure Update (Vehicle Lifts). Each proposal shall be in accordance with the general provisions for purchase of work and services on file in the office of the MSD, 777 B Street, Hayward, CA

94541-5114. All proposals must be submitted to the City's eProcurement Portal by 4:00 pm on Friday, October 30, 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

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:

MSD

Department Head:

Todd Rullman

Director of Maintenance Services

1.4. Timeline

Release Project Date August 20, 2026

Pre-Bid Meeting (Non-Mandatory) September 16, 2026, 10:00am

An option, on-site pre-bid meeting will be held in-person at the City's Corp Yard (24505 Soto Road, Hayward, CA 94541).

If you'd like to attend, please RSVP to manny.grewal@hayward-ca.gov by Monday, September 14, 2026 at 5:00pm.

Remote participation is not available.

Question Submission Deadline September 30, 2026, 4:00pm mailto:manny.grewal@hayward-ca.gov tel:(510)583-2139 mailto:rita.perez@hayward-ca.gov tel:(510)583-4801 mailto:manny.grewal@hayward-ca.gov

Question Response Deadline October 16, 2026, 4:00pm

Submission Deadline October 30, 2026, 4:00pm

Review Period of Proposals November 2, 2026

Interview (finalist) November 16, 2026

The interview date(s), format, and duration has not been determined. Bidders invited to interviews will be informed of the interview format after the

Submission Deadline.

Recommendation to Council January 5, 2027

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. Questions not submitted separately will be rejected. 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. Optional Pre-Proposal Conference & Site Walkthrough

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

MSD An option, on-site pre-bid meeting will be held in-person at the City's Corp Yard (24505 Soto Road, Hayward, CA 94541). If you'd like to attend, please RSVP to manny.grewal@hayward-ca.gov by Monday, September 14, 2026 at 5:00pm. Remote participation is not available., will be held on 10:00 am

Wednesday, September 16, 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.

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 Wednesday, September 30, 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.

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 https://procurement.opengov.com/signup https://procurement.opengov.com/portal/hayward-ca/projects/290868 https://procurement.opengov.com/portal/hayward-ca/projects/290868 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

The City is seeking proposals from qualified vendors that will support the Fleet Division's Garage Shop infrastructure update. The Division is open to proposals for new vehicle lifts with appropriate footings and systems needed. At a minimum, the expected scope of work includes:

• Disassemble existing lifts

• Remove existing lifts. Disposal of lifts will be coordinated with City staff

• Propose lifts that meet the minimum desired qualifications of the Division

• Install new lifts, including appropriate foundation, systems, etc

The bidder will provide all the labor, material, equipment, and products to complete the scope of work.

During the construction period, the bidder will ensure that the Garage remains clean and hazard-free for employees to continue work during work hours (M-F, 6a-5p).

3.2. Current and Desired Infrastructure

The Garage is roughly 50' W x 150' L and stores six (6), self-contained vehicle lifts. Adjacent to the

Garage, a heavy-duty mobile lift with six (6) stations exists for vehicles that cannot fit in the Garage. The

City wishes to replace all six (6) Garage vehicle lifts. The outdoor, seventh column lift system might be replaced depending on available budget.

A summary of infrastructure is detailed below, from left to right in the Garage. A copy is provided in

Attachment B for ease of viewing.

Vehicle Lift Name Type Current Summarized Specs Minimum Desired Specs

HD1 Heavy duty In-ground hydraulic system rated at 43,000lb capacity. Primarily used for Fire apparatus.

Replace with an in-ground system with a 70,000lb capacity lift

HD2 Heavy duty In-ground hydraulic system rated at 36,000lb capacity

Replace with an in-ground system with a 70,000lb capacity lift

HD3 Heavy duty In-ground hydraulic system rated at 30,000lb capacity

Replace with an in-ground system with a 70,000lb capacity lift

LD1 Light duty Above-ground, 2-post, air-over-hydraulic lift rated at a 8,000lb capacity

Replace with an electric-over-hydraulic lift with 10,000lb capacity

LD2 Light duty In-ground, single-post, air-over-hydraulic lift rated at a 9,000lb capacity

Replace with an in-ground, electric-over-hydraulic lift with 10,000lb capacity

LD3 Light duty Above-ground, 2-post, electric-over-hydraulic lift rated at a 9,000lb capacity

Replace with an electric-over-hydraulic lift with 10,000lb capacity

HD-O Heavy duty (outdoors) 6-stations rated at a 15,000lb maximum capacity per station

Current specs are sufficient

3.3. Tentative Budget and Schedule

To account for market availability, operational flexibility and needs, and work schedules, the Division aims to replace a minimum of one lift per year, not to exceed a six-year project schedule. The schedule and prioritization of vehicle lift replacement will be discussed with bidders during the interview period.

3.4. On-Site Meeting

An optional, on-site meeting is tentatively scheduled for Wednesday, September 16, 2026 at 10:00am

PST. If you'd like to attend, RSVP to manny.grewal@hayward-ca.gov by Monday, September 14, 2026 at

5:00pm PST.

Please note:

• This meeting will not be recorded. Remote participation is not possible.

• While the meeting is optional, it is the bidder's responsibility to accurately propose appropriate equipment (lifts) to accomplish the goals of this solicitation. Unforeseen expenditures, which would've been confirmed during the on-site meeting, will be the bidder's responsibility.

• While the meeting is optional, the City will provide a slight point increase during the evaluation period.

3.5. Desired Qualifications of Successful Bidder

The successful bidder will hold the appropriate licensing from the State of California Contractors State

License Board (CSLB) to complete the project. Licenses include, but are not limited to:

• CSLB A (General Engineering Contractor)

• CSLB B (General Building Contractor)

• CSLB C-61/D21 (Machinery and Pumps)

• CSLB C-61/D40 (Services Station Equipment and Maintenance)

In addition, the bidder needs to be registered with the State of California Department of Industrial

Relations (DIR).

3.6. Overview of Scope

Submitted proposals should include the following, if appropriate:

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

e. 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.

f. 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.

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

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

3.7. 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, October 30, 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 and Experience

• Project Manager’s experience on similar successful projects

• Strength of Project Manager’s references

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

• Particpation in option, on-site meeting

Points Based 14 (31.1% of Total)

2. Quality & Thoroughness of Proposal

• Complete proposal submitted

• Engineer drawings, if applicable

• Relevant material/products proposed and detailed

Points Based 14 (31.1% of Total)

3. Cost & Budget Proposal

• Complete pricing proposed, inclusive of all taxes, shipping/freight charges, labor, overhead, etc

• Market-rate for products and/or labor

• Timeline provided

Points Based 14 (31.1% of Total)

4. Local Bidding Preference

• A small preference will be given to local business (LBE), minority-owned businesses (MBE), or woman-owned business (WBE). To be a LBE, company headquarters need to be located in Hayward, CA.

Points Based 3 (6.7% 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*

Please Upload your COMPLETE Proposal here, including proposed fees/budget.

*Response required

5.4. Bid Bond*

Each bid shall be accompanied by a certified cashier’s check, or bid bond, in the amount of XXXXX of the total bid price, payable toCity of Hayward, as a guarantee that the bidder, if its bid is accepted, will promptly execute the Agreement. The bidder shall guarantee the total bid price for a period of 60 days from the date of the bid opening.

Please scan and upload a copy of your bid bond/cashier's check. Bidder must also MAIL bid guarantee with a postmarked date no later thanFriday, October 30, 2026 addressed to:

City of Hayward

Rita Perez

24505 Soto Rd

Hayward,CA94541

Please have the Bidder Name, Contract Title ("Fleet Division Garage Shop Infrastructure Update

(Vehicle Lifts)"), and Contract Number ("26-063") listed clearly on the outside of the envelope.

*Response required

5.5. Contract Execution, Payment Bond, Performance Bond, and Certificate(s) of Insurance*

The contract shall be executed by the successful bidder and shall be returned, together with the

Payment Bond, Performance Bond and Certificate(s) of Insurance to City of Hayward so that it is received within 14 working daysafter the bidder has received the contract for execution. Failure to do so shall be just cause for forfeiture of the proposal guaranty.

☐ Please confirm

*Response required

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

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