Hayward_Rides_Program_Support_(Addendum_#2_Revision).pdf

REQUEST FOR QUALIFICATION

25-056

HAYWARD RIDES PROGRAM SUPPORT

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: May 20, 2025

DEADLINE FOR QUESTIONS: May 28, 2025

RESPONSE DEADLINE: June 13, 2025, 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 QUALIFICATION

Hayward Rides Program Support

I. Introduction & Instructions to Responders II. Scope of Work

III. General Conditions & Project Details IV. No Personal Liability V. Public Records

VI. Evaluation Criteria VII. Vendor Submissions

Attachments:

A - Transportation Professional Services Agreement - EXAMPLE

B - General Provisions

C - Non-collusion Affidavit

D - Contractor's Certificate Regarding Workers' Compensation

E - Nondiscriminatory Affirmative Action Cert Statement

F - Non-nuclear

Request For Qualification #25-056 Title: Hayward Rides Program Support

1. Introduction & Instructions to Responders

1.1. Summary

NOTICE IS HEREBY given that the City of Hayward invites sealed Statement of Qualifications (SOQs)/Bids for 25-056 Hayward Rides Program Support. Each SOQ/bid shall be in accordance with the general provisions for purchase of work and services on file in the office of the Transportation, 777 B Street, Hayward, CA 94541-5114.

The total bid excluding sales tax must appear in the SOQ/bid. Vendor is required to quote “NEW” equipment, material or product. Recycled, remanufactured, or previously owned product will not be accepted unless otherwise stated in the solicitation. All SOQ/bids must be submitted to the City's eProcurement Portal by 4:00 pm on Friday, June 13, 2025 and clearly identified with RFQual title, number, company name and due date.

Changes in or additions to the SOQ/Bid, or its forms, recapitulations of the work bid upon alternative proposals, or any other modifications of the SOQ/bid which is not specifically called for in the contract documents may result in the rejection of the bid as not being responsive to the SOQ/bid. No oral or telephonic modification of any SOQ/bid submitted will be considered. Number of days shall mean calendar days After Receipt of Order (ARO). SOQs/Bids quoting delivery beyond the requirement may be rejected.

SOQ/bids may be withdrawn by the Respondent prior to the time fixed for the opening of bids, but may not be withdrawn for a period of ninety (90) days after the opening of SOQ/bid. A successful respondent shall not be relieved of the SOQ/bid submitted without the City's consent or respondent's recourse to Public Contract Code sections 5100 et. seq. Any addenda or bulletins issued during the time of SOQ/bidding shall form a part of the drawing and specifications issued to respondents for the preparation of their SOQ/bids and shall constitute a part of the contract documents.

It is the sole responsibility of the proposing firm to ensure that SOQ/bids are received prior to the closing time, as late SOQ/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 148,000 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:144,186

• Number of Employees: 790.45 https://procurement.opengov.com/portal/hayward-ca

• 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: https://www.hayward-ca.gov/

1.3. Contact Information

Any administrative questions regarding bidding procedures should be directed to:

Project Contact:

Colin Patterson

Associate Transportation Planner

777 B Street

Hayward, CA 94541

Email: colin.patterson@hayward-ca.gov

Phone: (510) 583-4792

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 https://www.hayward-ca.gov/ https://www.hayward-ca.gov/ mailto:colin.patterson@hayward-ca.gov tel:(510)583-4792 mailto:rita.perez@hayward-ca.gov tel:(510)583-4801

1.4. Timeline

Release Project Date May 20, 2025

Bidders' Conference (Non-Mandatory) May 27, 2025, 10:00am

Microsoft Teams meeting - email colin.patterson@hayward-ca.gov for invitation

Question Submission Deadline May 28, 2025, 4:00pm

Question Response Deadline May 30, 2025, 4:00pm

Submission Deadline June 13, 2025, 4:00pm

Review Period of Proposals June 18, 2025

Interview (upon City's discretion) June 25, 2025

Recommendation to Council (Tentative) August 19, 2025

Contractor Selection Date (Tentative) August 19, 2025 mailto:colin.patterson@hayward-ca.gov

2. Scope of Work

2.1. Scope of Work

Project Overview:

The City of Hayward received a grant from the California Air Resources Board (CARB) that includes a program, Hayward Rides, to distribute bicycles to Hayward residents, with a focus on low income and historically underserved communities.

A. Hayward Rides is part of a broad set of objectives for the City that include:

1. Building a bicycle culture in Hayward

2. Reducing greenhouse gas emissions

3. Providing accessible and affordable alternatives to driving

4. Supporting the City’s Vision Zero policy to eliminate serious injuries and fatalities on City streets by 2050

Approximately $2.8 million will be available through this program to distribute bicycles and other safety equipment, including helmets, locks, and lights.

1. Project Description:

a. The City desires a community organization or organizations that can help support the distribution of bicycles to Hayward residents and support related activities, consistent with CARB's grant requirements.

2. Project Goals:

a. Distribute bicycles and safety equipment to priority populations: Ensure efficient and equitable distribution of bicycles, helmets, locks and lights to Hayward residents, with a focus on youth, low-income households, and historically underserved communities.

b. Build a sustainable bike culture in Hayward: Foster long-term behavior change and community engagement by organizing events, group rides, and programming that normalizes biking.

c. Provide ongoing support for bicycle maintenance and use: Create maintenance opportunities and educational resources to help residents keep their bikes safe, functional, and in use.

d. Support date collection and program evaluation: Coordinate with the City to collect participant data before and after bike distribution to assess program effectiveness, track usage, and fulfill grant reporting requirements.

e. Ensure strong collaboration and community engagement: Work closely with City staff, community partners, and residents to design inclusive and accessible programming throughout program period and on.

3. Project Deliverables:

a. The project includes the following deliverables:

i. The City is seeking an organization or group of organizations to help execute the

Hayward Rides program to distribute the bicycles. Interested organizations should submit a proposal to support the following activities:

I. Ongoing coordination. Meet with the City project manager on a regular basis to review the program design and coordinate on upcoming bicycle distribution and related program activities.

II. Develop events. The organization or team will work to identify and design specific events to distribute bicycles and safety equipment. The City anticipate at least 10 events to distribute the bicycles, but bicycles may also be distributed through complementary programs that do not necessarily have an event.

III. Equipment purchases. The City has a contract with a vendor to purchase bicycles. At the direction of the City project manager, the selected organization may help to place orders for bicycles and safety equipment, helping to coordinate on size and style of bicycles. The organization ideally can help with delivery, storage, and other activities, including potentially hosting bicycle builds for the specific events.

IV. Coordinate events. The organization will provide staff to help organize the events, including coordination of volunteers for the event, preparation of materials for use at the events, staffing at the event, clean up, and reporting of the event, including tracking of bicycles distributed, surveys collected from individuals, etc.

V. Ongoing maintenance. The organization will help organize regular maintenance activities at facilities identified in coordination with the City and other partners.

This may include providing a space where bicycle maintenance and training can take place, providing staff to open and close a facility, coordinating volunteers with bicycle maintenance experience to help conduct activities, and others.

Ideally, the program will include bicycle maintenance activities occurring at least twice a month for the duration of the program.

VI. Surveys of users. To support the terms of the grant, the City is required to collect data from all participants before and after they receive a bicycle and associated safety equipment. The approximate times will include in advance of program participation and 3 months, 6 months, and 1 year after receiving a bike. Organizations are encouraged to collect data from participants on an ongoing basis for the purposes of tracking program effectiveness beyond the grant timeline.

VII. Bike culture activities. The City would encourage the selected organization to conduct ongoing activities to support development of a bike culture in Hayward.

This may include bike rides for people in the program, bike buses, maintenance events, social events and other ways to help build a bicycling culture in

Hayward. The City is open to ideas from organizations on specific activities or events that can support this overall objective.

VIII. Program promotional activities. The City has developed branding for the program, but may need to support to help promote the program to key groups.

The City has developed these specifications based on program needs and the experience of others completing this work. Organizations are encouraged to identify additional activities that they could use to help support the program.

The program is focused on providing bicycles to lower income and historically underserved residents of Hayward, with a focus on youth. Organizations should identify how they will ensure participation in the program by the groups the program is meant to serve. This should include collecting basic demographic information as part of the surveying process.

2.2. Overview of Scope

A. Organization Selection:

1. The purpose of this RFQ is to solicit qualifications to provide services to support the

Hayward Rides program. Organizations may form teams or identify individual contributions in any or all of the areas identified above. The City, at its discretion, will select one or more organizations that best enable support for this program.

B. Schedule:

1. The following provides milestones in the consultant selection process for City of Hayward

Hayward Rides Program Support:

a. Electronically submit completed SOQs/bids to City of Hayward Transportationat 4:00 pm on Friday, June 13, 2025 to https://procurement.opengov.com/portal/hayward-ca/projects/167610.

https://procurement.opengov.com/portal/hayward-ca/projects/167610

b. Scope and fee negotiation: TBD

c. Contract approval by City Council on TBD

C. SOQ/Bid Requirements:

1. The SOQ/bid shall be organized in the following sections:

a. Cover letter. The cover letter should identify the primary contact person for your team.

b. Team. Identify key members and their qualifications, the primary location where work will be done, and your proposed team organization.

c. Background. Provide descriptions of the mission and purpose of the organizations submitting a response, including the programs you operate, the communities you serve, and the potential to integrate the Hayward Rides program into your existing programming.

d. Approach. Describe how you will provide support for each of the project objectives identified above.

e. Proposed Schedule of Charges. Provide a schedule of charges for labor and expenses to support each of the objectives. Identify labor rates for the particular 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. Staff biographies. Provide information about key personnel in Appendices.

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

SOQ/bid.

2.3. Interview Format

The interview format and duration has not been determined. Firms being invited to interview will be informed of the interview format after Friday, June 13, 2025

3. General Conditions & Project Details

3.1. Important Instructions for Electronic Submittal

The City of Hayward is accepting electronic bid submissions. Respondents 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.

3.2. Communication Regarding this Solicitation

All communication from prospective proposers regarding this solicitation 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

3.3. Optional Bidders' Conference and Site Inspection

An optional Bidders' Conference of the relevant portions of the City of Hayward Transportation

Microsoft Teams meeting - email colin.patterson@hayward-ca.gov for invitation, will be held on 10:00 am Tuesday, May 27, 2025. The City strongly encourages Organizations to familiarize themselves with the work details before bidding. Written addenda may be issued via the Addenda & Notices section of this solicitation to all attendees if deemed appropriate and necessary by City.

3.4. Last Day for Questions

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

4:00 pmWednesday, May 28, 2025. This will allow sufficient time for any addenda to be issued by the

City to all responders. Please submit each question separately.

3.5. Award & Execution of Contract

The City reserves the right to reject any and all SOQs/bids, 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 or vendors.

At the City’s discretion, more than one vendor may be selected to perform services covered by this

Request for Qualification. If selected, the firm will be required to sign a professional services contract and provide evidence of insurance coverage.

The City reserves the right to require the submission of additional information that supplements or explains submitted materials.

https://procurement.opengov.com/signup

3.6. Rights & Remedies in the Event of Default

If the respondent defaults, the City may procure the articles or services from other sources and may recover the loss occasioned thereby from any unpaid balance due the respondent or by proceeding against a respondent's bonds, if any, or by suit against the respondent. The prices paid by the City shall be considered the prevailing market prices at the time such purchase is made.

3.7. Transfer of Interest

No interest in the contract shall be transferred to any other party without permission of the City.

3.8. Selection Process

The City will review all responses received as part of a structured evaluation process. For each decision point in the process, the City will evaluate respondents according to specific criteria and will then elevate a certain number of respondents to compete in the next level. The sole purpose of the evaluation process is to determine which solution best meets the City’s needs. The evaluation process is not meant to imply that one respondent is superior to any other, but rather that the selected organization(s) can provide and has responded with the best solution and implementation approach for the City’s current and future Finance needs.

A review committee will evaluate all responses to the RFQ that meet the submittal requirements and deadline. Submissions that do not meet the requirement or deadline will not be considered. The review committee will rank the responses and arrange interviews with the finalists prior to selection.

If a single finalist does not emerge after the initial review, the City may form a selection committee to interview a limited number of finalists. The City reserves the right to request additional information or materials from bidding parties if necessary to determine the winning organization.

3.9. Reference Checks

Reference checks using information from RFQ for prior project descriptions may be used to determine the applicability of Respondent experience to the services the City is requesting and the quality of services and staffing provided to prior clients, as well as adherence to schedules/budgets and

Respondent’s problem-solving, project management, and communication abilities, as well as performance on deliverables and outcomes, and effectiveness in meeting or exceeding project objectives.

3.10. City's Rights Reserved

• The City reserves the right to select the SOQ/bid 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 SOQs/bids 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 SOQs/bids, including proprietary documentation, regardless of which SOQ/bid is selected. No SOQ/bid 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 SOQ/bid 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 solicitation, including, but not limited to: selection schedule, submittal date, and submittal requirements. If the City cancels or revises this solicitation, all proposers will be notified in writing by the City.

• The City reserves the right to revise the solicitation prior to the date that SOQs/bids are due. The City will communicate changes through addendum to this solicitation. All registered proposers will be notified of revisions to the solicitation. The City reserves the right to extend the date by which the SOQs/bids are due.

• The City reserves the right to split the award from this solicitation between multiple SOQs/bids 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 SOQs/bids and to waive informalities and minor irregularities in any SOQs/bids 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

SOQ/bid may also be sufficient cause for a SOQs/bids' rejection.

• The City reserves the right to purchase quantities by necessity only regardless of approximate quantities indicated in the solicitation. Respondent shall also have the right to refuse sale in reduced quantities; in such instances, the award shall go to the next lowest qualified respondent.

• This solicitation does not commit the City to award a contract. All SOQs/bids submitted in response to this solicitation 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 SOQs/bids. 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 solicitation.

• If the successful proposer defaults, the City may award this solicitation to the next best SOQ/bid 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 solicitation including, but not limited to: selection procedures, submittal date, and submittal requirements. If the City cancels or revises the solicitation, all interested firms will be notified.

• All SOQs/bids submitted in response to this solicitation become the property of the City and public records and, as such, are subject to public review.

3.11. Other Terms and Conditions

• The selection of any pre-qualified Respondent for contract negotiations shall not imply acceptance by the City of all terms of the response, which may be subject to further negotiation and approvals before the City may be legally bound thereby.

• If a satisfactory contract cannot be negotiated in a reasonable time with any pre-qualified

Respondent, then the City, in its sole discretion, may terminate negotiations and begin contract negotiations with any other remaining pre-qualified Respondents.

• Due to the varied nature of the services to be performed, the City reserves the right to contract with any, all or none of the pre-qualified Respondents.

• The City, in its sole discretion, has the right to approve or disapprove any staff person assigned to a firm’s projects before and throughout the contract term. The City reserves the right at any time to approve, disapprove, or modify proposed project plans, timelines and deliverables. Such approvals will not be unreasonably withheld.

3.12. Protest

Should any respondent question or protest the award of the contract must submit such question or protest in writing to the Purchasing Manager no later than 5:00 pm on the third (3rd) business day following the date of the SOQ/bid opening. 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.

3.13. 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. No Personal Liability

4.1. No Personal Liability

Neither the City Council, officers, employees or agents of the City of Hayward, nor any other officer or authorized assistant or agent shall be personally responsible for any liability arising from or in connection with The Work.

5. Public Records

5.1. Public Records

All responses to the solicitation will become the property of the City. Once a final award is made, all

SOQ/bid responses, except financial and proprietary information, become a matter of public record and shall be regarded by the City as public records. The City shall not in any way be liable or responsible for the disclosure of any such records or portions thereof if the disclosure is made pursuant to a request under the Public Records Act.

6. Evaluation Criteria

It is the City’s intent to pre-qualify respondent(s) that provide the best overall qualifications to the City.

This RFQ does not in any way limit the City’s right to solicit contracts for similar or identical services if, in the City’s sole and absolute discretion, it determines the pre-qualified list is inadequate to satisfy its needs. The following criteria will guide the evaluation process:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications of Organization

• Organization is is a community serving nonprofit (501(c)(3)) or similar organization

• Organization primarily or significantly serves Hayward residents, with a focus on low income and historically underserved groups

Pass / Fail 20 (20% of Total)

2. Organizational Experience and Capacity

• Experience managing similar community engagement programs in

Hayward or with Hayward residents

• Staff capacity and qualifications to manage logistics, outreach, and data

• Experience coordinating public events and/or distributing physical goods

Points Based 40 (40% of Total)

3. Project Understanding

• Detailed plan describing how you will address each item in the scope of work

• Understanding of program goals

• Identification of potential challenges

Points Based 40 (40% of Total)

7. Vendor Submissions

7.1. Proposal Requirements*

Did you read through and confirm that you met all of the SOQ/bid requirements including the sections:

A. General Conditions & Project Details

B. General Provisions for Purchases of Work and Services in Attachments

C. Special Conditions

☐ Yes

☐ No

*Response required

7.2. Experience and Approach*

Please provide a 5 to 10 page document describing your experience and how you would approach delivery of the Hayward Rides program. Upload a document with the following information:

A. Statement of Experience and Qualifications - list examples of your programs or experience that are relevant to this project

B. Scope of Work - provide a short description of how you will help support each of the items identified in the scope of work

*Response required

7.3. Proof of Insurance*

*Response required

7.4. Respondent's References*

Please identify any references that the City can contact to confirm your experience

*Response required

7.5. Designation of Participating Organizations*

Please identify any other partner organizations that will participate in this program and identify their role in the program.

*Response required

7.6. Non-collusion Affidavit to be Executed by Bidder & Submitted with Bid* Non-collusion affidavit in Attachments

*Response required

7.7. Contractor's Certificate Regarding Workers' Compensation* Contractors certificate regarding workers compensation in Attachments https://procurement.opengov.com/portal/hayward-ca/projects/167610/document?section=1537126 https://procurement.opengov.com/portal/hayward-ca/projects/167610/document?section=1537130 https://procurement.opengov.com/portal/hayward-ca/projects/167610/document?section=undefined https://procurement.opengov.com/portal/hayward-ca/projects/167610/document?section=1537130

*Response required

7.8. Nondiscriminatory Employment Practices & Affirmative Action Certification Statement*

Please download the below documents, complete, and upload. Certify review of:

A. Nondiscriminatory Employment Practices Provision in Attachments

B. Affirmative Action Certification Statement in Attachments

*Response required

7.9. Affirmation on Non-Involvement in Development of Production of Nuclear Weapons*

Affirmation of Non-Involvement in Development of Nuclear Weapons in Attachments

*Response required

7.10. Do you have any unacceptable portion(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) & upload in a separate letter to the City submitted with your

SOQ/bid.

7.11. Local organization serving Hayward residents*

Please identify the population you serve, whether you serve any groups outside of Hayward, and your organizational tax-exempt status

*Response required