Maintenance_La_Vista_LLD_14.pdf

REQUEST FOR QUOTATION

25-045

MAINTENANCE LA VISTA LLD 14

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: May 20, 2025

DEADLINE FOR QUESTIONS: June 5, 2025

RESPONSE DEADLINE: June 19, 2025, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of Hayward

REQUEST FOR QUOTATION

Maintenance La Vista LLD 14

I. Introduction II. Scope of Work

III. Submission Format IV. Evaluation Phases V. Pricing Proposal

VI. Vendor Questionnaire

Attachments:

A - City of Hayward Professional Services Agreement – EXAMPLE

B - General Provisions

C - Contract Bonds

D - Non-Collusion Affidavit

E - Nondiscriminatory Affirmative Action Cert Statement

F - Non-nuclear

G - La Vista Irrigation specs

H - Quarterly checklist La Vista

I - La Vista site map

J - La Vista inventory

K - La Vista Bio Retention

Request For Quotation #25-045 Title: Maintenance La Vista LLD 14

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 Landscape & Irrigation maintenance and repair 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.

1.3. Contact Information

Project Contact:

Richard Nield

Landscape Manager https://procurement.opengov.com/signup https://procurement.opengov.com/portal/hayward-ca

16 Barnes Ct. Ste. #3

Hayward, CA 94541

Email: richard.nield@hayward-ca.gov

Phone: (510) 583-8907

Procurement Contact:

Rita Perez

Purchasing Manager

777 B Street

Hayward, CA 94541-5114

Email: rita.perez@hayward-ca.gov

Phone: (510) 583-4801

Department:

Landscape

Department Head:

Richard Nield

Landscape Manager

1.4. Timeline

Release Project Date May 20, 2025

Pre-Proposal Meeting (Mandatory) May 28, 2025, 10:00am

C/O Tennyson Rd & Vista Grande Dr.

Question Submission Deadline June 5, 2025, 3:00pm

Question Response Deadline June 12, 2025, 3:00pm

Proposal Submission Deadline June 19, 2025, 3:00pm

Selection of Firm or Individual (Tentative) June 26, 2025 mailto:richard.nield@hayward-ca.gov tel:(510)583-8907 mailto:rita.perez@hayward-ca.gov tel:(510)583-4801

2. Scope of Work

2.1. Desired Qualifications of Consultant/Contractor

1. The Contractor shall be a qualified Bay-Friendly Maintenance Professional and have at least one Bay-

Friendly Qualified Maintenance professional in a supervisory position assigned to the project.

2. Contractor must have a valid California C-27 contractor’s license authorized by the State of California

3. Contractor must have assigned to the project at least one employee possessing a California State chemical Applicator’s License for the control of weeds, plant diseases and other pests. It is preferred that the Contractor have assigned to the project at least one employee who is a Certified Irrigation

Contractor (Irrigation Association).

4. Contractor must have at least one employee who is a Certified Arborist or Certified Tree Worker

(International Society of Arboriculture).

5. Contractor must have assigned to the project at least one employee who has experience

2.2. Scope Of Work

The work to be done consist in general of furnishing all labor, materials, tools, equipment and incidentals necessary to provide complete, continuous maintenance of existing automatic and manual irrigation systems; all existing trees, shrubs, flowers, turf and groundcover, all existing block walls, rock walls, and header boards, all open space areas, all drainage improvements, all concrete areas, all decorative paving and wood structures, all sloped areas, all stairways within landscape areas, all embankments beneath the roadway structures which are a part of and contiguous to landscaped areas, public sidewalk surfaces immediately adjacent and contiguous to landscaped areas, (for litter, debris, and weed removal only) and such other items or details, not mentioned above, that are required by these special provisions. The monthly contract amount shall be the total compensation for all activities required by all General and Special Provisions except for those activities specifically detailed as Extra

Work.

The following specifications are for the entire LLD # 14 – La Vista

La Vista currently has the following infrastructure:

A. Streetlights – 91 (#s 203694 – 203783 and 203963)

B. Trees – 352 (284 on Tennyson and 68 on Alguire)

C. Water meters – 3 (17100652 on Tennyson Rd., 17100648 on Mountain View Dr., 18439587 on

Alguire Pkwy.)

D. PG&E meters – 2 (28805A Vista Grande Dr. 1010716331 and 28701 Vista Grande

Dr.1010703310)

E. 2 power pedestals on Tennyson for future park development

F. Irrigation controllers – 3 (CALSENSE CS 3000 WITH 2 WIRE & CELLULAR COMMUNICATION.

Controller A: Alguire Pkwy. Serial # 51556 site ID. 2881 43 stations. Controller B: Tennyson Rd

Serial # 52149, site ID. 3837 85 stations. Controller E: Mountain View Dr. North Serial # 54359 site ID. 6791 14 stations)

G. Bioretention areas – 23 (6 Tennyson Rd. South side, 17 Tennyson Rd, North side)

H. Landscape areas: Controller A 31,889 SQFT, Controller B 82,756 SQFT, Controller E 30,284 SQFT approx.

LLD Maintenance Areas: Include both LLD & GHAD

Marked in Red on Map LLD (attachment I)

Location: Tennyson Road, Mountain View Drive Dead Ends, and Alguire Parkway medians, shoulders, parking strips and ROW no landscaping in front of homes.

Marked in light green on Map GHAD (attachment I)

Location: Fire Break Landscaping along the perimeter and backside of the development. Including

Alguire Pkwy (both sides including irrigated trees), Tennyson Rd. (including irrigated trees), and walking trail marked in dark green on map Mountain View Dr. To Cantera Dr. (attachment I)

MAINTENCE SCHEDULE

Common areas:

Weekly:

• Clean trash and debris from landscaped areas

• Remove weeds

• Check irrigation and make minor repairs, report major repair issues to Landscape Division (attachment

G)

• Remove litter and keep sidewalk and walkways clear of trash and debris

Quarterly:

• Trim shrubs (keep trimmed away from sidewalk, walkways, and curb for pedestrian traffic) submit quarterly maintenance report (attachment H)

Bi-annually:

Fertilizer application schedule:

• Shrubs 16-6-8 complete fertilizer slow release on March 1st. Slow release on September 1st

• Trees 16-6-8 complete fertilizer slow release on March 1st. Slow release 15-15-15 on September 1st

• Include installation date and amount dispensed in quarterly maintenance report (attachment H)

Annually:

• Tree pruning for structural- all trees under 25 feet

• Place (450) yards of chips by November 1st, include installation date and amount in quarterly maintenance report (attachment H)

• Inspect irrigation controllers

• Controller (A)- Alguire Pkwy.

• Controller (B)- Tennyson Rd.

• Controller (E)- Mountain View Dr.

Offsite areas:

• Walking trails marked in dark green on map: Monthly (attachment I)

Monthly:

• Clean litter and debris in offsite area trail(s) and walkways

• Bioretention areas (attachment K)

BIORETENTION AREAS

The principal maintenance objective for the maintenance of the bio-retention areas is to prevent sediment buildup and clogging, which reduces pollutant removal efficiency and may lead to bioretention area failure. Routine maintenance activities, and the frequency at which they will be conducted are shown in the table below:

Total bio-retention areas, curb cuts, and tree filters included:

• (6) along south side of Tennyson road between Mission Blvd and Vista Grande Dr.

• (17) along the north side of Tennyson road between Mission Blvd. And Vista Grande Dr.

Maintenance Schedule for bio-retention see (attachment K)

TREE CARE

Trees that are staked shall have supports kept in good repair. Staking shall remain in place until trees are fully capable of self-support. Trees with low hanging, diseased, dead, or broken branches shall have the low hanging, diseased, or broken portion removed by the Contractor at least every month or as directed by the Manager. Those trees and tree branches that can be pruned from ground level using hand or pole-pruning saws will be trimmed by the Contractor. The intent is that the Contractor will perform all required tree work up to a height of 25 feet using pole saw/pruning devices. The Contractor shall do no tree trimming requiring use of tree climbing apparatus or a boom truck. All major tree work shall be done by City forces or negotiated as extra work as per Section 1- "Extra and/or Additional Work and

Changes", The Contractor shall clear branches to a height of six (6) feet, six (6) inches above areas of Contract work to facilitate safe and efficient maintenance. Branches overhanging traffic lanes shall be kept trimmed to a height thirteen (13) feet above street level. Qualified personnel using horticulturally sound methods and approved techniques in accordance with the pruning standards adopted by the International Society of Arboriculture shall prune all trees. Trees shall be pruned to develop a structurally sound shape and a healthy, natural appearance for the variety of tree. Young trees less than twenty-five (25) feet in height are to be trained quarterly in conformance to the methods detailed in the video “Training Young Trees for Structure and Form” (available from University of California Communication Services, #99-A). No excessive pruning or stubbing back shall be acceptable. All cuts shall be made clean just to the outside of the shoulder ring or branch bark collar. Side shoots shall be left on all young and thin or spindly trees to encourage rapid growth and strength. Sucker growth originating at the crown or below shall be removed.

Trees, which are knocked down due to vehicular accidents or trees and/or large limbs, which, are blown down and block traffic lanes shall be immediately removed by the Contractor and the Contractor shall inform the Manager. Any time personal property of a motorist, pedestrian or employee is damaged due to falling trees or limbs, the Contractor shall notify the Hayward Police Department immediately. Any branches, which fall or are blown down and cause no damage shall be removed and disposed of by the

Contractor at no additional cost to the City. Any branches on trees which die shall be removed at no additional cost to the City. The Contractor at the Contractor’s expense shall replace shrubs or trees where 30% of the branches have died through Contractor’s negligence, including stump removal and replanting.

IRRIGATION

The Contractor shall be responsible for complete maintenance of the irrigation system, including piping, wiring, irrigation heads, automatic valves, automatic controllers, batteries and other irrigation improvements. All irrigation parts and materials which are damaged or broken by the Contractor's negligence or misuse shall be repaired or replaced by the Contractor at their own expense.

The Contractor as part of the maintenance shall inspect the irrigation system weekly. It is the

Contractor's responsibility to ensure that the system is operating correctly and that there is adequate coverage. The Contractor is expected to thoroughly inspect and operate all components of the system at least once weekly and make minor repairs as needed. At the Manager’s discretion, the Contractor may be required to provide 24-hour advance notice of scheduled irrigation maintenance.

Minor Repairs: Repair and maintain the irrigation system from lateral tees or elbow to sprinkler heads or emitters to include : Replacement of damaged or malfunctioning heads, broken risers, damaged drip tubing or emitters, or other related parts of the irrigation system above the connection to the lateral line. It is the contractor’s responsibility to identify the cause of the damage.

Major repairs: Major repairs to the irrigation system such as main line repairs, valves, pumps, electrical troubleshooting, and repair, etc. Will be considered extra work provided with advanced approval of the landscape manager or designee on a time and material basis as at the rate specified by the contractor in the RFQ bid sheet. There shall be no major irrigation repair undertaken until a quote has been provided and approval has been issued by landscape manager or designee. Report all major repair and irrigation issues immediately to landscape manager or designee and quote for repairs.

All irrigation heads shall be kept cleaned and adjusted to maximize coverage and minimize overspray onto the roadway. Adjustments shall include raising or lowering spray heads to avoid obstructions to the flow of water, repositioning drip emitters, adjusting flow of valves and heads, etc.

All automatic valves and filters shall be kept flushed clean of sediment and debris and shall be maintained in proper working order. Valves shall be kept well-adjusted to insure efficient operation of the irrigation system. The interior of the valve boxes for meters, valves, quick couplers, flush valves, etc.

shall be kept free of soil accumulation and other debris. All mainline pipes and backflow devices that are exposed above grade shall be wrapped in insulation material approved by the Manager at the

Contractor's expense. The Contractor shall always maintain the insulation in good repair.

The Contractor shall be responsible for setting the automatic controller stations to the times and frequencies needed to properly irrigate plant materials. Plant material that dies from improper irrigation scheduling or unmade minor irrigation repairs shall be replaced at contractors’ expense. The Contractor shall also keep the controllers clean and free of insects and dust and shall make any necessary minor repairs. Any major malfunctions shall be brought to the immediate attention of the Manager. The severity of malfunction shall be as determined by the Manager.

No modifications may be made to the existing automatic irrigation system without express, written approval of the Manager. Any changes so approved shall be noted by the Contractor on a copy of the irrigation plan and submitted to the Manager within five (5) working days of completion of the work.

All repairs minor and major or new installations made to City irrigation shall be made with components from list of approved components (see Table 1). The Contractor shall contact the Landscape

Maintenance Manager if special components not listed below are required.

A list of approved components is provided in (attachment G)

2.3. CLEAN-UP AND MATERIALS

The contractor shall be responsible for necessary cleanup during progress of work and shall take necessary safety precautions to prevent injury to the workers or the public. Upon the completion, the contractor shall remove all of the contractor's equipment and debris, leaving the entire area clean and ready to use, all as approved by the City.

The Contractor shall furnish all materials required to complete the work. All materials used for replacement and/or repair of parts and materials, including those items damaged by the Contractor's negligence, shall be new and of the highest quality. Replacement materials shall conform to the specifications for the original material. Use of an alternative article or material that is of equal quality and have required characteristics for the purpose intended, shall be approved for use by the Landscape

Manager. All replacement materials shall be subject to inspection and tests by the Landscape Manager.

The Contractor shall furnish the Manager with a list of his sources of materials and locations at which materials will be located for inspection prior to their use. Replacement materials shall not be stored at the site. The Contractor shall be responsible for storing replacement materials at a suitable location at no additional cost to the City.

Commercial fertilizer shall conform to the California Food and Agricultural Code. Commercial fertilizer shall be a complete fertilizer furnishing the required percentages of nitrogen, phosphoric acid, potash, and other necessary micronutrients as needed to keep trees, shrubs, turf and groundcovers in a healthy and vigorous growing condition. The type of fertilizer and soil amendments to be applied shall be based on an ‘organic’ approach. The quantity of fertilizer to be applied shall be per the manufacturer’s recommendations. Synthetic fertilizer shall not be allowed. The Contractor shall incorporate organic amendments into soil prior to planning or replanting damaged plants. Compost shall be a well decomposed, stable, weed free organic matter source certified through the US Composting Council’s

(USCC) Seal of Testing Assurance (STA) program.

The Contractor shall comply with all rules and regulations of the Department of Pesticide Regulation, the

Department of Health, the Department of Industrial Relations and all other agencies, which govern the use of pesticides required in performance of work on the contract. Pesticides are defined as any insecticide, herbicide, fungicide, rodenticide, miticide, growth retardant or any other product that can control the growth of organisms, weeds, animals, and plant material. The Manager, prior to application, shall approve use of any pesticide. All pesticide materials shall be of the highest quality. All pesticide materials shall be brought to the site in original manufacturer's containers clearly and properly labeled with the guaranteed analysis.

Spray containers and equipment shall not be emptied and cleaned out at the site. Spray materials shall be non-staining.

3. Submission Format

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

3.1. 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.

3.2. 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

3.3. 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.

3.4. 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.

3.5. Project Scope & Approach

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

3.6. 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.

https://procurement.opengov.com/portal/hayward-ca/projects/154299/document?section=1398846

3.7. 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.

3.8. Current City Business License

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

3.9. 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

4. 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. Quality & thoroughness of the proposal Points Based 10 (14.3% of Total)

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

Points Based 10 (14.3% of Total)

3. A reasonable timeline based on general conditions and project objectives Points Based 10

(14.3% of Total)

4. Demonstrated capacity to deliver high-quality work within a preset timeline and budget Points Based 10

(14.3% of Total)

5. Cost & budget proposal Points Based 10 (14.3% of Total)

6. References Points Based 10 (14.3% of Total)

7. Any other considerations deemed pertinent by the City Points Based 10

(14.3% of Total)

5. Pricing Proposal

BASE BID

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Base Bid (lump sum, all labor, materials, equipment, transportation, disposal, licenses, fees and permits)

1 Per Month

2 Additional Information - Labor Cost 1 Per Hour

3 Additional Information - Total Man

Hours 1 Per Week

4 Landscape Maintenance 1 Per Year

TOTAL

ADDITIONAL WORK

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 LABOR - Irrigation 1 Per Hour

2 LABOR - SPRAY 1 Per Hour

3 LABOR - GENERAL LABOR 1 Per Hour

4 LABOR - TREE WORK 1 Per Hour

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.