HSIP_-_Pedestrian_Crossing_Upgrades_on_Minor_Arterials_Project_PS&E.pdf

REQUEST FOR PROPOSAL

26-022

HSIP - PEDESTRIAN CROSSING UPGRADES ON MINOR ARTERIALS

PROJECT PS&E

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: December 18, 2025

DEADLINE FOR QUESTIONS: January 9, 2026

RESPONSE DEADLINE: January 23, 2026, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/hayward-ca https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Hayward

REQUEST FOR PROPOSAL

HSIP - Pedestrian Crossing Upgrades on Minor Arterials Project PS&E

I. Introduction II. Project Details

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

Attachments:

A - General Provisions

B - Transportation Professional Services Agreement - EXAMPLE

C - HSIP - Pedestrian Crossing Upgrades Concept Plans

D - Nondiscriminatory Affirmative Action Cert Statement

E - Non-Collusion Affidavit

F - Non-nuclear

Request For Proposal #26-022 Title: HSIP - Pedestrian Crossing Upgrades on Minor Arterials Project PS&E

1. Introduction

1.1. Summary

NOTICE IS HEREBY given that the City of Hayward invites sealed proposals for 26-022 HSIP - Pedestrian

Crossing Upgrades on Minor Arterials Project PS&E. 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 Friday, January 23, 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:

Lucas Woodward

Senior Transportation Engineer

777 B Street

2nd Floor

Hayward, CA 94541

Email: lucas.woodward@hayward-ca.gov

Phone: (510) 583-4783

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 December 18, 2025

Question Submission Deadline January 9, 2026, 4:00pm

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

Submission Deadline January 23, 2026, 4:00pm

Recommendation to Council February 3, 2026 mailto:lucas.woodward@hayward-ca.gov tel:(510)583-4783 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

4:00 pm Friday, January 9, 2026. This will allow sufficient time for any addenda to be issued by the City to all bidders.

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/213195

• 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.

2.6. 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

The Consultant’s scope of work described below consists of design and project management tasks that are expected to be included in the proposal. Tasks include project management, existing site survey, preparation of plans, specifications, and estimates (PS&E), and bid and construction support services.

The Consultant shall also comply with all applicable federal, state, local laws, ordinances, regulations, codes, and other regulatory procedures for the completion of the study. The Consultant is expected to expand the listed tasks as necessary by incorporating their expertise and by proposing methods or approaches that help the City achieve the objectives of this project.

The Consultant will prepare the HSIP - Pedestrian Crossing Upgrades design plans based on the concept plans provided as Attachment C to this posting. All improvements are assumed to be feasible. If any elements of the project are found to be infeasible during early stages of design, the Consultant should assist in identifying and designing alternative solutions. If the project budget includes a design contingency, it should only be used upon direction from the City project manager.

Project proposals should assume two weeks for City review of deliverables at design milestones.

Task 1: Project Management

This task encompasses overall management of the project, including but not limited to project meetings, reporting, reviewing, scheduling, and budgeting to complete the project within the estimated timeframe. At the onset of the project, the Consultant and City will hold an evaluation meeting to define project goals and review the scope, schedule, construction budget, and any other information that may pertain to the project. Consultant should propose a regularly scheduled progress meeting to be held with the City project manager.

Task 2: Survey and Data Collection

The consultant scope should include a plan for data collection that encompasses any data that are needed to develop full Plans Specifications, and Estimate (PS&E). This may include topography, roadway geometry, existing signage and striping, utilities, and other elements. The City will provide any needed traffic operations data.

Project drawings should include title sheet, notes, details, cross sections, existing survey and control plans, demolition plan, layout plan (site, grading, and utility information profiles as needed, signing and striping plans, and other sheets appropriate to the project scope.

Task 3: 30% Design

The Consultant will provide 30% PS&E to the City for review and comment. The design will reflect existing conditions and show improvements aligned with the SR4S recommendations. The following documents are anticipated for the project:

• Preliminary project plans

• Preliminary cost estimate

• Discussion of coordination items and permits needed

Task 4: 60% Design

Based on City review of the 30% design and additional study of the design goals and constraints, the

Consultant will provide 60% PS&E to the City for review and comment. The following documents are anticipated for the project:

• Project plans

• Project specifications

• Project cost estimate

Task 5: 90% Design

Based on City review of the 60% design and additional study of the design goals and constraints, the

Consultant will develop 90% PS&E and submit to the City for review and comment. The following documents are anticipated for the project:

• Response to comments on 60% design

• Project plans

• Project specifications, including any supplemental specifications for the project scope elements

• Project cost estimate

Task 6: 100% Design

Based on City review of the 90% design and the development of additional design details, the Consultant will provide 100% PS&E to the City for review and comment. The following documents are anticipated for the project:

• Response to comments on 90% design

• Final project plans

• Final project specifications, including any supplemental specifications for the project scope elements

• Final cost estimate

Upon City approval of the construction documents, a Professional Civil Engineer on the Consultant team in responsible charge of the design effort should stamp the final construction documents.

3.2. Consultant Selection

The purpose of this RFP is to solicit proposals to provide all of the above services.

A. Schedule:

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

HSIP - Pedestrian Crossing Upgrades on Minor Arterials Project PS&E:

a. Electronically submit completed proposals to City of Hayward Transportation at 4:00 pm on Friday, January 23, 2026 to https://procurement.opengov.com/portal/hayward-ca/projects/213195.

b. Scope and fee negotiation: TBD

c. Contract approval by City Council on TBD

B. Proposal Requirements:

1. Cover letter. Describe the Consultant team, commitment of the team, and identify the primary contact person for your proposal.

2. Team. Identify key members, including Principal-in-Charge and Project Manager throughout the duration of the contract. Provide their qualifications, the primary location where work will be done, and your proposed team organization. Proposals shall clearly establish principal team member firms and subconsultants (if any). An organization chart shall be included. Any substitution of key staff during the project will require approval from the City

3. 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 and end date, project duration, geographic description of service and fee.

4. Project Understanding and Approach. Demonstrate the Consultant team’s understanding of the existing project conditions and issues in each phase of the project and how they will be addressed. Note any design or project development issues that were not either addressed with this proposal or the Consultant team believes would impact the project schedule or project cost. The Consultant team should provide techniques and specific cost-saving measures to reduce the construction cost, without compromising the integrity of the project purpose and need.

5. Proposed Scope of Services. The proposed scope of services should describe how the

Consultant plans to perform the tasks outlined above and identify deliverables.

6. Workplan. The workplan should show tasks important for this project and the anticipated professional labor hours each month. The workplan shall be presented in tabular form. It is not restricted to the 8½ x 11-inch page size but is included within the 30-page limit.

7. Proposed Schedule of Charges. Provide a schedule of charges for anticipated labor and expenses. Schedule should include labor rates for staff proposed to work on the project. The proposed schedule of charges is subject to negotiation prior to contract execution.

8. Proposed Budget. Provide the proposed budget based on the workplan and proposed schedule of charges, including any needed design contingency. Pricing must be submitted on a “not to exceed” basis. Do not use “TBD” or similar annotations for cost estimates.

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

3.3. Interview Format

After the written proposals are received and initially evaluated, the City may require one or more of the

Consultants to provide an oral presentation as a supplement to their statements. Any Consultants requested to interview should be prepared to discuss and explain any area of their proposal. The City is under no obligation to grant interviews to any Consultants receiving a copy of this RFP and/or submitting a written statement in response to the RFP.

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

• Project Manager’s experience on similar successful projects

• Strength of Project Manager’s references

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

Points Based 15 (15% of Total)

2. Project Understanding and Approach

• Proposal displays a clear understanding of project goals and success factors

• Scope and workplan consistent with those goals

• Project schedule and workplan provides a realistic plan to achieve the project goals

• Approach is cost-effective

Points Based 30 (30% of Total)

3. Qualifications of Firm

• Proposal and interview (if applicable) highlight successes with similar projects

• Quality of project references

Points Based 20 (20% of Total)

4. Project Staffing

• Qualifications of team members assigned to key project tasks

• Team members worked together successfully on similar projects

• Staff have availability to work on this project

Points Based 15 (15% of Total)

5. Cost

• Fee is appropriate for the scope of the project

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