High_Injury_Network_Safety_Plan_(Phase_2).pdf

REQUEST FOR PROPOSAL

26-021

HIGH INJURY NETWORK SAFETY PLAN (PHASE 2)

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: October 17, 2025

DEADLINE FOR QUESTIONS: October 28, 2025

RESPONSE DEADLINE: November 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 PROPOSAL

High Injury Network Safety Plan (Phase 2)

I. Introduction II. Project Details

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

Attachments:

A - City of Hayward Professional Services Agreement – EXAMPLE

B - General Provisions

C - Non-Collusion Affidavit

D - Nondiscriminatory Affirmative Action Cert Statement

E - Non-nuclear

F - Project Map

G - Advanced Data Collection & Analytics Map

Request For Proposal #26-021 Title: High Injury Network Safety Plan (Phase 2)

1. Introduction

1.1. Summary

NOTICE IS HEREBY given that the City of Hayward invites sealed proposals for 26-021 High Injury

Network Safety Plan (Phase 2). Each proposal 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. All proposals must be submitted to the City's eProcurement Portal by 4:00 pm on Thursday, November 13, 2025 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 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: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:

George Foster

Senior Transportation Planner

777 B Street

Hayward, CA 94541

Email: george.foster@hayward-ca.gov

Phone: (510) 583-4788

Procurement Contact:

Rita Perez

Purchasing Manager

777 B Street

Hayward, CA 94541-5114

Email: rita.perez@hayward-ca.gov

Phone: (510) 583-4801

Department:

Transportation

Department Head:

Alex Ameri

Director of Public Works

1.4. Timeline

Release Project Date October 17, 2025

Pre-Proposal Meeting (Non-Mandatory) October 23, 2025, 11:00am

Microsoft Teams (e-mail george.foster@hayward-ca.gov at least 30 minutes before the start of the meeting for a link to attend)

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

Question Response Deadline November 11, 2025, 4:00pm

Submission Deadline November 13, 2025, 4:00pm mailto:george.foster@hayward-ca.gov tel:(510)583-4788 mailto:rita.perez@hayward-ca.gov tel:(510)583-4801 mailto:george.foster@hayward-ca.gov mailto:george.foster@hayward-ca.gov

Review Period of Proposals November 21, 2025

Interviews (if necessary) December 1, 2025

Recommendation to Council December 16, 2025

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. 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 Meeting

An optional pre-proposal meeting will be held on 11:00 am Thursday, October 23, 2025. The pre-proposal meeting will be held remotely on Microsoft Teams. E-mail george.foster@hayward-ca.gov for a link to attend the meeting. It is recommended that requests to attend the pre-proposal meeting be sent at least 30 minutes before the start of the meeting. The purpose of the conference and walkthrough is to discuss City objectives, to provide an overview of the RFP, and 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 Tuesday, October 28, 2025. This will allow sufficient time for any addenda to be issued by the

City to all bidders.

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 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.

https://procurement.opengov.com/signup https://procurement.opengov.com/portal/hayward-ca/projects/194126 mailto:byron.tang@hayward-ca.gov https://procurement.opengov.com/portal/hayward-ca/projects/194126

• 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.

3. Scope of Work

3.1. Scope of Work

A. Project Overview: See document editor

1. Project Description:

a. The City of Hayward in June 2023 adopted its first Local Road Safety Plan and committed to Vision Zero by 2050. The City is interested in completing the planning of significant and transformational changes to its High Injury Network corridors in order to achieve its transportation safety and equity goals. The City intends to develop a High Injury

Network Safety Plan (Plan) that will comprehensively evaluate seven (7) corridors identified in the City's High Injury Network. The Plan will include safety countermeasures, conceptual plans, and cost estimates for each location.

2. Organization & Order of Work

a. The Plan will be developed in two (2) phases. The first phase (Phase 1) includes the locations Downtown Area, A Street, B Street and Tennyson Road. The second phase

(Phase 2) will include the locations of Hesperian Boulevard, Jackson Street, and Mission

Boulevard. This RFP is only for Phase 2. The City reserves the right to select one

Proposer team to conduct all three locations or may choose to select multiple Proposers and assign locations as appropriate.

3. Project Locations:

a. The locations identified in the City of Hayward for Phase 1 of the Plan are included here for informational purposes:

i. Downtown Area - The combination of the following three segments: (not included in the scope of this RFP)

I. A Street from Foothill Boulevard to Mission Boulevard

II. Mission Boulevard from A Street to Foothill Boulevard

III. Foothill Boulevard from Mission Boulevard to A Street

ii. A Street from Mission Boulevard to Hesperian Boulevard (not included in the scope of this RFP)

iii. B Street from Martin Luther King Drive to 4th Street (not included in the scope of this RFP)

iv. Tennyson Road from Hesperian Boulevard to Mission Boulevard (not included in the scope of this RFP)

b. The locations identified in the City of Hayward for Phase 2 of the Plan are the following corridors, as shown in Attachment F:

i. Hesperian Boulevard from A Street to City Limits

ii. Jackson Street from Santa Clara Street to Mission Boulevard

iii. Mission Boulevard from Industrial Parkway W to Foothill Boulevard

4. Project Goals:

a. The goals of the Plan will be to:

i. Apply the Safe System Approach to eliminate severe injury and fatal traffic collisions at the identified locations

ii. Encourage a multi-modal transportation network and reduction of vehicle miles traveled

iii. Promote investment of City investment of transportation funds and resources to improve access for all community members

iv. Position the City to pursue funding of the Plan locations for future phases

5. Project Deliverables & Tasks:

a. The following is intended to provide a guideline for the preparation of proposals.

Responses to this RFP may suggest alternative approaches to the deliverables, as long as the outlined scope of work is achieved. Responses to this RFP must explain in detail the overall approach to each task and how each task will be completed, including project management and regular meetings with City staff.

b. The set of tasks under section (c) is for each location and should be customized based on what each location will need to achieve the scope of work. Proposer is encouraged to seek and explain an overall vision of each location.

c. The Plan includes the following tasks for each location:

i. Task 1: Background Research - Proposer shall research and review existing conditions, plans, maps, and other documents to get a full understanding of the project area. Proposer shall research existing City policies.

ii. Task 2: Data Collection - Proposer shall evaluate and procure all necessary data collection required to complete the scope of work. All vendors and methods used for data collection will need to be approved by the City before data is collected.

Proposer is encouraged to leverage existing City data. Data collection shall include and is not limited to:

I. Crash data, crash reports, and statistics

II. Speed limit data and existing speed surveys

III. Advanced data analytics at locations identified in Attachment G. Advanced data analytics is the collection of detailed data from emerging technologies that are applicable for safety analysis. These locations have been identified by the Local

Road Safety Plan High Injury Network or City staff as needing additional attention. Proposer is encouraged to propose types of data collection that would benefit the development of the Plan. The advanced data analytics collection must include at a minimum:

I. Near-miss detection and trajectories

II. Red-light running detection

III. Bicycle and pedestrian path tracking

iii. Task 3: Website - Proposer shall develop an ADA-accessible website that will provide the public with up-to-date information. This website developed for this task can cover all locations but must be organized and have a subsection for each location. At a minimum, the website shall contain:

I. Vision Zero & Safe Systems Approach information

II. Plan schedule (by location)

III. Plan documents (by location)

IV. Plan contact information (by location)

iv. Task 4: Public & Stakeholder Outreach - Proposer shall develop a Community &

Stakeholder Outreach Plan to be approved by the City. Outreach must align with the

City's existing plans and policies for extensive outreach and attempt to include all users of the location to reach populations that require additional engagement effort. Regional stakeholders and location-specific stakeholders must be included, and proposer will take the lead on contact with existing and proposed community partners. Proposer is encouraged to utilize any draft documents and information from the Community Based Transportation Plan the City is currently developing. The

Outreach Plan shall describe for each location, at a minimum:

I. Identification of internal, external, community-based organizations, and regional stakeholders

II. Method and schedule of outreach

III. Method to ensure outreach to historically underserved populations

IV. Language (including Spanish and Farsi) and other accommodations provided

V. Method for inclusion of public input into conceptual and final plans

v. Task 5: Road Safety Audit - Proposer shall organize and complete a Road Safety

Audit. The Road Safety Audit must be done in-person with multidisciplinary stakeholders and should be in accordance with national best practices. A formal

Road Safety Audit report must be produced and will be included as part of the High

Injury Network Safety Plan.

vi. Task 6: Feasibility Studies - Proposer shall complete feasibility studies to develop a thorough technical understanding of the corridor and its transportation challenges.

The feasibility studies needed for each location should be customized based on the location characteristics and needs. Feasibility studies shall include:

I. Travel-demand modeling of local and regional traffic patterns, including alternate scenarios

II. Bicycle comfort and level of stress evaluation and applicability of Alameda

County Transportation Commission's All Ages and Abilities Policy

III. Pedestrian comfort and level of stress and sidewalk inventory

IV. Traffic impact and operations, collision & speed studies

V. Parking

VI. Right-of-way

VII. Utilities

vii. Task 7: Conceptual Plans - Proposer shall develop conceptual plans detailing all recommended countermeasures and improvements. Plans shall be 35% level of completion. Sufficient time must be allowed for revisions and review by City and stakeholders. Proposer shall develop a framework for identification of key intersections or corridors for further topographic survey work.

I. Proposer shall complete survey work, in conjunction with any additional data collection needed, to successfully complete Task 7.

viii. Task 8: Cost Estimate - Proposer shall develop a 35% level cost estimate based on the countermeasures selected and the conceptual plans. Cost estimates of all future phases (Environmental, Right-of-Way, Detailed Design, Construction) of each location shall be provided.

ix. Task 9: Committee & Council Approval - Proposer shall attend at least a combined total of three (3) committee or council meetings. If presentation is required, Proposer shall present and prepare all necessary presentation files and exhibits.

x. Task 10: Consolidation of HIN Plans - Proposer shall consolidate the HIN Plans from

Phase 1 and Phase 2 into one cohesive document. City will provide guidance on formatting and use of existing templates. Proposer will submit final HIN Plan as a single document with corridor-based chapters and additional content in appendices

/ attachments.

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. The City reserves the right to select one Proposer team to conduct all four locations or may choose to select multiple Proposers and assign locations as appropriate.

B. Schedule:

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

High Injury Network Safety Plan (Phase 2):

a. Electronically submit completed proposals to City of Hayward Transportation at 4:00 pm on Thursday, November 13, 2025 to https://procurement.opengov.com/portal/hayward-ca/projects/194126.

b. Scope and fee negotiation: TBD

c. Contract approval by City Council anticipated on December 16, 2025

d. Scope of work and deliverables completion date: October 31, 2027.

C. Proposal Requirements:

1. The proposal 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 Principal in Charge, Project Manager, leads for each significant task and by corridor/location. All key team members must be identified with information provided on their qualifications. Identify the primary location where work will be done and your proposed team organization. Identify in detail the capacity of team members to achieve the scope of work.

c. Experience. Provide descriptions of relevant projects conducted by personnel proposed to work on this project. For each project, identify the client and the client contact for reference, start date, project duration, description of service and fee.

d. Approach. Demonstrate understanding of each location and phase of the scope of work and the key issues that need to be addressed. Identify how time will be efficiently used to complete the multiple locations identified in the scope of work.

https://procurement.opengov.com/portal/hayward-ca/projects/194126

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

f. Workplan. The workplan should show tasks that you consider important for this project and your estimate of the professional labor hours each month. The workplan shall be presented in tabular form, and is not subject to the 8½ x 11-inch page size limit (but is subject to the 30-page limit).

g. 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.

h. Proposed Budget. Provide the proposed budget based on the workplan and proposed schedule of charges. Budget should be organized by location/corridor and specific tasks.

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.

i. Resumes. Provide resumes for key personnel in Appendices.

D. The page limitation applies to sections “b” through “g” of the Proposal Requirements. The proposal cover, divider sheets, resumes and disclosure are not subject to the page limitation.

Resumes of key personnel shall be provided in an appendix bound with the proposal.

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

3.3. Federal Requirements & Audits

This project will use federal funds from the United States Department of Transportation's Safe Streets and Roads for All Grant Program and is subject to the requirements of 2 CFR Part 200 and additional relevant federal policies. Proposer acknowledges that audits may be required and agrees to provide the

City and auditing agencies any requested data, documents, and information to fully satisfy these requirements.

3.4. Interview Format

Interviews are optional for the evaluation of the proposals and will be conducted if needed. The interview format and duration has not been determined. Proposers being invited to interview will be informed of the interview format after Thursday, November 13, 2025

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 & Team Leads

• Project Manager’s experience on similar successful projects

• Strength of Project Manager’s references

• Strength of team leads for each corridor and significant task

Points Based 20 (20% of Total)

2. Project Understanding & Approach

• Scope and workplan consistent with project issues

• Identification of key project success and risk factors

• Approach to key project success factors, risk factors, and scope expected to result in attainment of project goals

• Understanding of specific corridor needs and challenges

• Approach meets diverse outreach needs of the communities

Points Based 30 (30% of Total)

3. Work Plan & Fee

• Schedule shows an adequate estimated number of hours per task

• Fee within reason given the scope of the project

Points Based 30 (30% of Total)

4. Qualifications of Firm/Team

• Firm’s experience on similar successful projects

• Key discipline required for project success filled by qualified team members

• Team members worked together successfully on similar projects

• Capacity of firm is adequate to achieve scope of work

• Labor costs of key team members commensurate with qualifications

Points Based 20 (20% 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 Documents*

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

A. Bid Summary

B. Statement of Experience and Qualifications

C. Non-Collusion Declaration

*Response required