Hayward_Fire_Department_Vegetation_Management_Services.pdf

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Hayward Fire Department Vegetation Management Services
Solicitation number
26-036
Issued by
Alameda County, California

About this file

This is a Request for Proposal (RFP) issued by the City of Hayward Fire Department for vegetation management services. The City of Hayward, California seeks qualified contractors to provide on-call tree limb chipping services, residential assistance programs for defensible space, weed abatement services, and large-scale defensible space projects throughout the Hayward Hills and adjacent unincorporated areas. The chipping program operates twice annually (May through June and October through November) on a first-come, first-served basis, with properties scheduled on a weekly basis. The residential assistance program and as-needed abatement services are available year-round based on HFD surveys and complaints. The proposal submission deadline is 3:00 pm on Tuesday, March 24, 2026, with questions due by March 13, 2026. The City Council approval is scheduled for April 21, 2026, with the Professional Services Agreement to be signed by April 28, 2026. No specific contract term or renewal options are identified in the RFP.

Pricing is structured as all-inclusive unit rates covering labor, materials, equipment, transportation, disposal, licenses, fees, insurance, and permits. Contractors must submit hourly rates for two-person crews and per-cubic-yard rates for chipping services with different pricing for disposal versus on-site pile placement. The City requires contractors to maintain $1,000,000 in general liability, automotive liability, workers' compensation, and employers' liability insurance, plus professional liability coverage. Contractors must possess a valid California C-61/D-49 or C-27 Landscape Contractor License, employ a Certified Arborist, and hold a current Hayward business license. The evaluation criteria equally weight proposal quality and thoroughness (25%), experience and past performance (25%), meeting City requirements (25%), and cost with ability to perform within timeframes (25%). Terms of payment are Net 30 from invoice date, and the City reserves the right to award to multiple contractors or reject all proposals.

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REQUEST FOR PROPOSAL

26-036

HAYWARD FIRE DEPARTMENT VEGETATION MANAGEMENT

SERVICES

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: March 3, 2026

DEADLINE FOR QUESTIONS: March 13, 2026

RESPONSE DEADLINE: March 24, 2026, 3:00 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

Hayward Fire Department Vegetation Management Services

I. Introduction II. Project Details

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

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 - Non-nuclear

G - HFD Wildland Urban Interface Map

Request For Proposal #26-036 Title: Hayward Fire Department Vegetation Management Services

1. Introduction

1.1. Summary

NOTICE IS HEREBY given that the City of Hayward is accepting electronic bid submissions for Project 26-

036 Hayward Fire Department Vegetation Management Services. Each proposal shall be in accordance with the general provisions for purchase of work and services on file in the office of the Fire

Department, 777 B Street, Hayward, CA 94541-5114. All proposals must be submitted to the City's eProcurement Portal by 3:00 pm on Tuesday, March 24, 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:

Norma Marples

Sr. Secretary II

777 B Street

Hayward, CA 94541

Email: norma.marples@hayward-ca.gov

Phone: (510) 583-4930

Procurement Contact:

Rita Perez

Purchasing Manager

777 B Street

Hayward, CA 94541-5114

Email: rita.perez@hayward-ca.gov

Phone: (510) 583-4801

Department:

Fire

Department Head:

Tara Reyes

Fire Services Supervisor

1.4. Timeline

Release Project Date March 3, 2026

Question Submission Deadline March 13, 2026, 3:00pm

Question Response Deadline March 17, 2026, 4:00pm

Submission Deadline March 24, 2026, 3:00pm

Contractor Selection Date April 21, 2026 mailto:norma.marples@hayward-ca.gov tel:(510)583-4930 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

3:00 pm Friday, March 13, 2026. This will allow sufficient time for any addenda to be issued by the City to all bidders. Please submit each question SEPARATELY.

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/240005

• 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 reserves the right to contract with other contractors to remove weeds and/or refuse under special assignment proceedings or otherwise if required, this contract shall be non-exclusive.

• 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.

2.7. 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 City of Hayward Fire Department (hereinafter referred to as "City") and the

Hayward Fire Department (hereinafter "HFD") is seeking an experienced and qualified contractor who is specially trained, experienced, and competent to perform as needed vegetation management such as, on-call chipping services, and defensible space/weed abatement services on private property in accordance with the standard terms, conditions, and specifications per the HFD as listed in this Request for Proposal. The work shall be done in compliance with the City's proposed contract language set forth in this Request for Proposal.

1. Project Description:

a. The Contractor shall supply all labor, materials, and equipment necessary to provide the City of Hayward Fire Department with the services listed in the scope of work set forth. The

Hayward Fire Department’s Vegetation Management Program consists of on-call tree limb chipping service, residential assistance program for defensible space, as needed abatement services determined by HFD annual surveys and complaints, and large-scale defensible space projects, as needed. All work will be located throughout the Hayward Hills and adjacent unincorporated community of Fairview Fire Protection District, including Five Canyons, map of area is attached.

b. Chipping Services: The Hayward Fire Department runs a 6-8 week on call tree limb chipping service twice a calendar year, (Spring and Fall). Contractor must be able to start each year’s chipping program by May 1st., and be available on-call through the end of

November.Properties are serviced on a first come first serve basis. HFD will provide the selected Contractor the list of addresses to schedule on a weekly basis, by Thursday of each week. The Contractor will put the weekly list of addresses in order, for service in the following week. Contractor will convey schedule back to HFD representative by the next day

(Friday). Contactor will chip tree limbs up to 8” in diameter that have been cut by homeowners, stacked in piles along the edge of their property. Unless specified by the homeowner Contractor will legally dispose of materials off site as green waste. Where homeowners have made specific arrangements with an HFD representative, contractor will deposit chipped materials in a pile on site as directed by homeowner. Chipping sites shall be left clean of any debris, unless pile has been deemed as “unchippable.” “Unchippable” materials shall not be disturbed, and Contractor must immediately inform HFD representative.Homeowners will be instructed to place tree limbs or brush at curb, with the cut side of the limbs facing the street. Contractor employees shall not go beyond the street right-of-way to collect the debris. Homeowners will be instructed that piles shall be free of rocks, dirt, wire, lumber, spiny plants, poison oak and blackberries, and that the chipper cannot chip piles of pine needles or leaves. HFD will work with the selected Contractor(s) to provide homeowner additional instructions to optimize Contractor chipping production.

c. Resident Assistance Program: Contactor will assist homeowners approved for the Resident

Assistance Program to prepare materials for chipping as well as perform other defensible space services deemed necessary during the onsite visit with HFD personnel, contractor, and homeowner. This will include but is not limited to, pruning tree limbs, cutting brush, clearing down/dead vegetation, and stacking cut materials for pick up as part of the chipping program. Contractor will meet with HFD representative and homeowner to finalize scope of work at each approved property. Contractor will then submit to the HFD representative an itemized scope of work per property for approval of the work.

d. Large-Scale Defensible Space Project: On occasion, HFD will choose properties within the project area, detailed in this scope of work, to perform defensible space and fuel management work. Defensible Space is defined as follows: 30ft firebreak is made by the complete removal all brush, flammable vegetation, or combustible growth which is located

30ft from such building or structure or to the property line, whichever is nearer. This includes the cutting and removal of all grass to 4 inches or less, complete removal of all dead or dying vegetation, limbing trees to at least 6ft up to 15ft depending on slope and total removal of shrubs under tree canopy. The Fire Department may determine a 100ft clearance is needed depending on extra hazardous conditions. Which would also include the cutting and removal of grass to 4 inches, removal of dead or dying vegetation, limbing trees up to

15ft, thinning of tree crowns, and the removal of bushes and shrubs below tree canopy.

e. As Needed Abatement: Contractor will perform as needed vegetation abatement services including but not limited to weed and rubbish abatement services, ladder fuel removal, and creating defensible space per the City Ordinances and Fire Codes. These properties will be determined based on HFD’s annual survey and complaint program. Contractor will be contacted to perform an on-site inspection with an HFD Inspector to determine the scope of work at each property and then provide HFD an itemized scope of work per property for approval of the work.

i. The parcels of land will be specified by the City.

ii. The abatement of weeds and other ground cover will be done by discing or most efficient means for specified parcel.

iii. Areas not covered under firebreak guidelines shall be mowed or manually weed abated with all debris removed. Areas may also be disked, in which case edging is required around entire perimeter of the parcel, no debris removal required.

iv. Areas in vacant or undeveloped parcels that are 5.1 acres or larger may be disked or mowed while maintaining a 30ft wide firebreak completely around the perimeter, and

30ft cross breaks intersecting the firebreaks may be required depending on location, terrain, and access roads.

v. The securing of properties will be done in a manner to ensure the property is secure and non-accessible.

vi. Work will be started on specific parcels and in order of priority and public nuisance according to the City of Hayward and on behalf of the Fairview Fire Protection District.

vii. The City shall continue to implement the Environmentally Friendly Preferred Purchasing

Program by requiring City contractors to use best management practices (e.g., waste prevention, salvage and reuse, recycling and reusing) to maximize diversion of waste from landfills.

2. Project Goals:

a. To perform as-needed vegetation management, on-call chipping services, and defensible space/weed abatement services on private property specified by the City of Hayward Fire

Department.

3. Project Deliverables:

a. The project includes the following deliverables:

• Perform on-call tree limb chipping services. • Perform defensible space services on private property. • Perform as needed vegetation management and abatement services. • Perform a large-scale defensible space project(s), as needed. •

Participate in site meetings to determine the individual property scope of work. •

Remove and properly dispose of rubbish created from properties. • Perform services within timelines requested by city staff for emergency and non-emergency abatements. • Maintain records of work performed and all related correspondence.

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

Hayward Fire Department Vegetation Management Services:

a. Electronically submit completed proposals to City of Hayward Fire at 3:00 pm on

Tuesday, March 24, 2026 to https://procurement.opengov.com/portal/hayward-ca/projects/240005.

b. Contract approval by City Council on April 21, 2026

c. Professional Services Agreement signed by April 28, 2026

3.3. Proposal Format & Requirements:

To ensure the fair and accurate consideration of all submissions, proposals must contain the following information.

A. Cover Letter - Contractor must submit a signed cover letter on company letterhead and include the following:

1. Confirmation from Contractor that they agree to the terms and conditions set forth in this

Request for Proposal.

2. Company name, address, website, phone, and fax numbers.

3. Designation of primary contact within the company who is authorized to answer questions regarding the assigned work, scheduling of the work, and the submittal of the reports to HFD on work completion; include their name, contact phone number, and e-mail.

4. All items listed in the “Required Information” section.

5. Agree to or provide all items listed in the “Qualifications & Requirements” section.

B. Required Information:

1. License(s)

2. Insurance (as stated in Qualification & Requirements)

3. Experience (brief description of relevant experience)

4. References (3)

5. Equipment and Vehicle List

6. Price sheet (as listed in Cost Proposal Format)

C. Qualifications & Requirements:

1. Describe three years’ experience doing fuel reduction or similar work in and around similar communities, documented by three references with names, addresses, email addresses, and phone numbers of the contracting party, including a description of related previous work completed.

2. Provide a list of all necessary equipment in good working order and trained operators to complete scope of work as described.

3. Provide a list of all necessary vehicles to support crew transportation and equipment maintenance.

4. Provide fire suppression equipment or other apparatus to support all services provided.

5. Provide current license to conduct business in the State of California as a contractor and

Hayward business license. Contractor or subcontractor performing the work must have a current California C61/D49 license or a C-27 Landscape Contractor License.

6. The Contractor is required to have under its employment a Certified Arborist with proof.

7. The Contractor will also be required to carry insurance in the amount of $1,000,000 for each of the following: general liability, automotive liability, workers' compensation, and employers' liability. Professional liability insurance for errors and omissions will also be required.

8. The Contractor(s) will be required to comply with the City's nondiscrimination and affirmative action provisions, attached.

9. The Contractor will need to stipulate its non-involvement in the development or production of nuclear weapons.

3.4. Cost Proposal Format

Prices for provision of services are "all-inclusive" of all costs, including but not limited to all labor, materials, equipment, transportation, disposal, licenses, fees, insurances, and permits.

Chipping of homeowners cut materials and Disposal

$____ per cubic yard measured in truck bed inclusive of all transport and handling legally dispose of materials

Chipping of homeowner cut materials and pile at site

$____ per cubic yard measured in pile on site

Hourly rate / 2-man crew for chipping

$____ per hour of 2-man chipping crew inclusive of all transport and equipment

Hourly rate / 2-man crew for as needed abatement, defensible space projects, and Resident Assistant

Program

$____ per hour of 2-man as needed abatement, defensible space projects, and Resident Assistant

Program inclusive of all transport and equipment

3.5. Work periods

Work periods will generally be limited to Monday through Friday. No work will be scheduled on weekends and City holidays. The on-call chipping program is anticipated to run May-June, and October-

November annually, subject to funding availability. The Residential Assistance Program will be determined by public participation and the availability of funding for the program, throughout the year. The as needed abatement service, and large-scale defensible space project, is on an as needed basis for the term of signed Professional Services Agreement.

3.6. Terms/Billing

A contract with a not to exceed amount will be furnished to the successful Contractor within the time for acceptance specified. The contract shall be interpreted, construed, and given effect in all respects according to the laws of the State of California. COH terms of payment are N30 from date of invoice.

Selected Contractor is expected to execute the City’s Standard Professional Services Agreement and abide by contract provisions outlined in CFR 200 Appendix II for contracts under federal awards. The

City's service agreement, Title 2 CFR 200.318-200.326) and FEMA Hazard Mitigation Assistance

Procurement Standards.

If the City and the selected Contractor(s) team cannot agree on a satisfactory contract, the City reserves the right to terminate negotiations. The City will then negotiate an agreement with the next highest-ranking responsible Contractor.

Payments shall be made at the unit prices indicated and said payments shall include full compensation for furnishing all labor, materials, tools, equipment, transportation, and incidentals necessary to complete on-call chipping service, Resident Assistant Program, large defensible space project, and as needed abatement to the satisfaction of the City and no additional payments will be made.

Contractor shall submit chipping invoices on a weekly basis, listing each address completed, fuel load hauled away and man hours per week. As needed abatement, large-scale defensible space project, and

Resident Assistance Program work will be invoiced upon completion and inspection of the work performed.

3.7. Record Keeping

Contractor will maintain accurate records of quantities of materials processed, by general type (tree, brush, etc.) and will cooperate with HFD representative in any audit of such quantities. Contractor shall keep a Hayward Fire Department Representative up do date with daily progress reports on addresses or locations of completed work; and locations where chip piles were evaluated as “unchippable.”

Contractors are required to use an iPad to track all chipping progress, through the Department’s Fire

Aside Program. Training and log-in information will be provided at the award of the Professional Services

Agreement. Contractors are required to take pictures of each pile before chipping and upload them into the Fire Aside program.

An HFD representative will be present onsite to document the before and after photos of any as needed abatement services, Residential Assistance or defensible space projects.

3.8. Restriction of Work

Contractors will cease work when Red Flag conditions are declared by the National Weather Service. It is the Contractor’s responsibility to be aware of fire conditions. Contractor can learn about fire weather conditions by going to the National Weather Service California Fire Weather web page https://www.weather.gov/.

3.9. Traffic Control

Contractor will be responsible for appropriate traffic control measures. Contractor shall take all reasonable measures as required by existing conditions and performance of the Contractor to protect the public and their property.

3.10. Employees

Contractor shall use its best efforts to assure that all employees present a neat appearance and conduct themselves in a courteous manner. Contractor shall regularly train its employees in customer courtesy, shall prohibit the use of loud or profane language, and shall instruct all employees to perform the work as quietly as possible. If any employee is found not to be courteous or not to be performing services in the manner required by the Contract, Contractors shall take all appropriate corrective measures. If City of Hayward has notified Contractors of a complaint related to discourteous or improper behavior, Contractors shall consider reassigning the employee to duties not entailing contract with the public while Contractor is pursuing it investigation and corrective action process.

Contractor shall designate qualified supervisor of field operations who will be available by radio or cell phone during Contractor hours of operations to handle calls and complaints from City of Hayward or to follow up on problems and inspect Contractor operations.

City of Hayward shall notify the Contractor for each violation of the contract reported to them by a resident. It shall be the duty of the Contractors to take proper action to remedy the cause of the https://www.weather.gov/ complaint within twenty-four (24) hours after notification. Failure to remedy the cause of the complaint within the specified time.

Contractor acknowledges and understands and agrees that there are no promises, expectations or guarantees regarding the amount of work or services to be ordered by City of Hayward from the

Contractors under this agreement.

4. Evaluation Criteria

The City will make its selection based on several criteria and reserves the right to accept other than the lowest priced offered. The award will be in the best interest of the City and will be to a firm or firms whose overall proposal is rated as being in the City’s best interest. Selection criteria will include:

• Quality and thoroughness of the proposal.

• Experience and past performance in completing projects of a similar type, size, and complexity.

• Cost and ability to perform work within time frame.

• Meets City requirements and qualifications.

City staff will evaluate all responses to the RFP that meet the submittal requirements and deadline. Submittals that do not meet the requirements or deadline will not be considered. The City reserves the right to request additional information or materials from bidding parties, if necessary, to determine the winning proposal.

The City reserves the right to accept or reject any or all proposals, or to alter the selection process in any way, to postpone the selection process for its own convenience at any time, and to waive any informality in the proposals. The City of Hayward retains the right at its sole discretion to select a contractor.

All proposals submitted in response to this RFQ become the property of the City and public records and, as such, may be subject to public review.

NOTE: The City will not pay costs incurred by the proposer during this process. All costs shall be borne by the proposer.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Quality and thoroughness of proposal Points Based 10 (25% of Total)

2. Experience and past performance in completing projects of a similar type, size and complexity

Points Based 10 (25% of Total)

3. Meets city requirements Points Based 10 (25% of Total)

4. Cost and ability to perform work within time frame Points Based 10

(25% of Total)

5. Vendor Questionnaire

5.1. Proposal Requirements*

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

A. Scope of Work, with proposal format and cost format

B. Attachments, if applicable

☐ 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. Discretion & Liability Waiver*

The City reserves the right to exercise discretion and apply its judgment with respect to any qualifications submitted.

The City reserves the right to reject any or all submittals, either in part or in their entirety, or to request and obtain, from one or more of the businesses submitting, supplementary information as may be necessary for City staff to analyze the qualifications pursuant to the contractor/consultant selection criteria contained herein.

The City may require contractors/consultants to participate in additional rounds of discussions, negotiations, or more refined submittals before the ultimate selection of a contractor/consultant is made. These rounds could encompass revisions of the submittal criteria in response to the nature and scope of the initial qualifications.

☐ Please confirm

*Response required

5.4. Proposal Documents*

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

A. Cover Letter, with all required information

B. Cost Proposal

*Response required

5.5. Proof of Insurance*

The proposal will include confirmation that the consultant has insurance for:

A. Commercial General Liability, B. Automobile Liability, C. Workers' Compensation and Employer's Liability, and

D. Professional Liability, and provide the policy limits where applicable. Selected vendor will be required to sign a Professional

Services Agreement.

☐ Please confirm

*Response required

5.6. Certifications*

The contractor selected for this project shall obtain or provide proof of having a valid City of Hayward business license and current California C61/D49 license or a C-27 Landscape Contractor License.

*Response required

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

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

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