Hayward_Rides_E-bike_Program.pdf

REQUEST FOR QUOTATION

27-004

HAYWARD RIDES E-BIKE PROGRAM

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: October 9, 2026

DEADLINE FOR QUESTIONS: October 16, 2026

RESPONSE DEADLINE: October 27, 2026, 5:00 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 QUOTATION

Hayward Rides E-bike Program

I. Introduction II. Project Details

III. Scope of Work IV. Submission Format V. Evaluation Phases

VI. Vendor Questionnaire

Attachments:

A - Transportation Professional Services Agreement - EXAMPLE

B - Non-Collusion Affidavit

C - Nondiscriminatory Affirmative Action Cert Statement

D - Non-nuclear

Request For Quotation #27-004 Title: Hayward Rides E-bike Program

1. Introduction

1.1. Summary

The City of Hayward is seeking an experienced and qualified contractor who is specially trained, experienced, and competent to perform The City of Hayward (City) Transportation Division is seeking quotes from qualified bicycle manufacturers or distributors for a bulk purchase of electric class I bicycles for the City of Hayward bike program in accordance with the terms, conditions, and specifications contained in this Request for Quote (RFQ). services in accordance with the terms, conditions, and specifications contained in this Request for Quote (RFQ).

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.

https://procurement.opengov.com/portal/hayward-ca

1.2. Background

With a population currently estimated at 158,937, Hayward is the third largest city in Alameda

County. The city area includes sixty-one square miles lying between the eastern shore of the San

Francisco Bay and the southern Oakland-Berkeley Hills.

The Mayor is directly elected to a four-year term of office and serves as a voting member and the presiding officer of the City Council. The City Council includes six other members, each of whom is elected at-large to overlapping four-year terms. The Mayor and City Council serve as the legislative and policy-making body of the City government and appoint a City Manager, a City Clerk, and a City

Attorney.

The City Manager is the City's chief executive officer and appoints all other City staff. The City Manager is responsible for the daily administration of the City government and provides overall direction to all

City departments.

Hayward provides a full range of services to its residents including law enforcement; fire prevention and protection; paramedic services; housing and economic development; land use development services and regulations; community planning; libraries; street construction and maintenance; landscape maintenance services; transportation planning; and contracted curbside recycling and refuse collection.

In addition, the City operates and maintains facilities for water distribution, storm water, and sanitary sewer collection and disposal. The City also operates a general aviation airport, downtown parking facilities, a main and branch library, and a civic center. Park and recreation services are provided through partnership with the regional Hayward Area Recreational District (HARD), headquartered in the

City. Grounds and areas fully maintained by the City include City hall and Main Library grounds, Downtown on B Street, South Mission Blvd. Greenway, Medians on Jackson, Foothill, Mission, Harder, Tennyson, Industrial Pkwy, Hesperian, A Street, D Street, Winton, Orchard Roundabout.

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1.3. Contact Information

Colin Patterson

Associate Transportation Planner

777 B Street

Hayward, CA 94541

Email: colin.patterson@hayward-ca.gov

Phone: (510) 583-4792

Department:

Transportation

Department Head:

Alex Ameri

Director of Public Works

1.4. Timeline

Release Project Date October 9, 2026

Question Submission Deadline October 16, 2026, 5:00pm

Question Response Deadline October 20, 2026, 5:00pm

Proposal Submission Deadline October 27, 2026, 5:00pm

Finalist interviews (if necessary) October 28, 2026

Selection of Firm or Individual (Tentative) October 30, 2026 mailto:colin.patterson@hayward-ca.gov tel:(510)583-4792

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 RFQ

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. 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.

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3. Scope of Work

3.1. Scope of Work

The overall objective of this RFQ is to select a bicycle manufacturer(s) and/or dealer supplier(s) to assist the City in obtaining the best, most cost-effective electric bicycles of the highest quality and standards.

In 2024, the City was selected for a California Air Resources Board (CARB) Clean Mobility in Schools

Program Grant to create a bike program for residents of Hayward. The goal of the bike program in

Hayward is to create a stronger bike culture by providing bicycles to people who are not able to afford a bicycle or may not otherwise consider using a bicycle as a means of transportation. The City aims to provide bikes as a transportation option for middle and high school students, college students, people with disabilities, families, and senior residents. Currently, standard, non-electric bikes are being distributed for free to Hayward residents. This RFQ will supply the new e-bike program that will focus on

250 class I e-bikes with a nationally recognized testing laboratory (NRTL) battery for fire safety and failure safeguards.

The City of Hayward is issuing this Request for Quote (RFQ) to establish a contract with one or more bicycle manufacturers for the bulk purchase of bicycles. The selected manufacturer(s) will supply bicycles suitable for urban riding to support a citywide bike distribution program, including but not limited to cruiser style e-bike and e-trike. The program goal is to distribute 250 class I e-bikes with a nationally recognized testing laboratory (NRTL) battery to senior residents by June 2027.

Proposal Requirements: Proposal should include a minimum of e-bike models and pricing.

3.2. Desired Qualifications of Consultant/Contractor

Bicycle manufacturer or distributer able to supply significant quantities of bicycles over a 6-month time frame.

3.3. 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.

4. Submission Format

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

4.1. Cover Letter

The cover letter should be on company letterhead and include the following:

A. Company name, address, phone and fax numbers.

B. Designation of primary contact within the company who is authorized to answer questions regarding the assigned work, including their name, contact phone number and e-mail.

C. Signature of an officer of the prime contractor. In case of joint venture or other joint-prime relationship, an officer of each venture partner shall sign.

4.2. Contact & Customer Service

Please describe all support services available from your company/business, specifically addressing the following issues:

A. Normal hours of availability

B. Quality assurance program(s)

C. Guaranteed response time

D. Other support services

4.3. Reference and Experience

A Iist of three (3) references of current or past contracts for which the Contractor has performed or is performing work of similar type, scope, and complexity within the past five years. This list shall include the names, addresses, email addresses, and phone numbers of the contracting party as well as a description of services performed and the dollar amount of the contract. Upon further consideration of the Proposal, the City may request additional vendors.

4.4. Capacity to Perform the Work

Describe other major work commitments and/or capacity to perform the requested services. Projects completed within the past three years, particularly in Alameda, Contra Costa, Santa Clara or San Mateo

Counties, are of particular interest.

4.5. Project Scope & Approach

Provide a detailed plan for providing the services as described in Scope of Work

4.6. Prices

Prices for provision of services that are "all-inclusive" of all costs, including but not limited to supervision, equipment, overhead-profit and all required insurances as specified in this document.

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4.7. 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.

4.8. Current City Business License

The contractor selected for this project shall obtain or provide proof of having a valid City of Hayward business license.

4.9. Required Forms

Attach the following required forms:

A. Cover Letter

B. Proposal

C. Contactor Agreement

1. Exhibit A. Scope of Work

2. Exhibit B. Insurance

3. Exhibit C. Certifications

5. Evaluation Phases

Selection Process

A review committee will evaluate all responses to the RFQ 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 then may arrange for on-site interviews with staff if necessary.

The City reserves the right to request additional information or materials from bidding parties if necessary to determine the winning proposal.

Likewise, 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.

The City reserves the right to cancel or revise any section of this RFQ prior to the date proposals are due including, but not limited to: selection procedures, submittal date, and submittal requirements. If the

City cancels or revises the RFQ, all interested firms will be notified. The City also reserves the right to extend the date by which proposals are due.

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. E-bike Selection

Proposed selection of e-bikes is appropriate for description of program.

Do e-bikes have batteries certified by a nationally recognized testing laboratory (NRTL) for fire safety and failure safeguards.

Pass / Fail 100

(50% of Total)

2. Pricing

Pricing is appropriate for bulk quantity of bicycles for the program.

Points Based 50

(25% of Total)

3. Order Fulfillment and Delivery

Capabilities

Ability of vendor to supply bicycles over time and deliver in a timely fashion

Points Based 30

(15% of Total)

4. Value-Added Services or

Recommendations

If additional discounts, services, or participation in Hayward Rides is possible. Any additions provided by vendor that contribute to the successful implementation of this program

Points Based 20

(10% of Total)

6. Vendor Questionnaire

6.1. Submission Requirements*

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

A. Scope of Work

B. Attachments, if applicable

C. Submission Format

D. Cost Proposal (Pricing Table, if applicable)

E. Automated Addenda & Vendor Acknowledgement, if applicable

☐ Yes

☐ No

*Response required

6.2. 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

6.3. Proposal (without Cost Proposal)*

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

*Response required

6.4. Separate Cost Proposal*

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

*Response required

6.5. 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.

*Response required

6.6. Certifications*

The contractor selected for this project shall obtain or provide proof of having a valid City of Hayward business license.

*Response required

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

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