Nighttime_Safety_Enhancement_Plan.pdf

REQUEST FOR PROPOSAL

26-035

NIGHTTIME SAFETY ENHANCEMENT PLAN

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: February 23, 2026

DEADLINE FOR QUESTIONS: March 13, 2026

RESPONSE DEADLINE: April 2, 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

Nighttime Safety Enhancement Plan

I. Introduction II. Project Details

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

Attachments:

B - Transportation Professional Services Agreement - EXAMPLE

D - General Provisions

E - Contract Bonds

F - Non-Collusion Affidavit

G - Nondiscriminatory Affirmative Action Cert Statement

H - Non-nuclear

Request For Proposal #26-035 Title: Nighttime Safety Enhancement Plan

1. Introduction

1.1. Summary

The Nighttime Safety Enhancement Plan (Plan) is proposed to analyze and propose improvements to the

City of Hayward streetlight system to increase nighttime traffic safety and reduce crashes for all road users to help achieve the City’s Vision Zero goal by 2050. The Plan will include assessments of the existing lighting conditions, recommendations for the minimum illumination levels in various development areas with a focus on high pedestrian and bicycle corridors, establishment of maintenance programs, processes for handling new street light requests, short- and long-term capital improvement alternatives, and greenhouse gas emission reduction estimations related to LED conversion and increased active transportation mode share.

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.

Project Background:

The City of Hayward is committed to its Vision Zero goal to eliminate roadway fatalities and severe injuries by 2050. In an effort to achieve this goal, the Nighttime Safety Enhancement Plan is proposed to strategically address transportation safety on the City's roadways with an approach that includes social safety.

The City’s Local Road Safety Plan (LRSP) (2023) identified a correlation between fatal and severe injury crashes with both time of day and lighting conditions. Fatal and severe injury crashes occur more frequently at night or during twilight (dusk/dawn) hours. Further, pedestrians were more frequently injured or killed in dark or dusk/dawn conditions, particularly during evening peak travel periods. A higher share of fatal and severely injured bicycle-involved crashes also occurs in dark or dusk/dawn conditions.

The City intends to develop the Nighttime Safety Enhancement Plan by taking a systematic approach to improve the citywide lighting system in alignment with the LRSP. The goals of this plan are to increase nighttime traffic safety; reduce barriers on multi-modal corridors; promote walking, biking, and transit use at nighttime; reduce greenhouse gas emissions; and contribute to achieving the Vision Zero goal by

2050.

This project is funded by Caltrans FY 2025-2026 Sustainable Transportation Planning Grant.

Existing City Streetlight System & Available Data:

The City maintains a GIS database of existing streetlights, which has records of over 8,000 streetlights and includes data such as location, light-emitting diode (LED) installation date, wattage, and voltage.

About 80% of the City’s streetlights have been converted to LED fixtures and about 1,700 fixtures remain to be converted.

The City’s 2017 Standard Details includes specifications for the type of electrolier, luminaire, and luminaire requirements for standard street lighting and downtown street lighting (SD 120, SD 120A, and

SD 120B). The Standard Details also include design criteria for roadway lighting on arterials, collectors, and local roadways.

1.3. Contact Information

Any administrative questions regarding bidding procedures should be directed to:

Project Contact:

Jade Kim

Assistant Transportation Engineer

777 B St

Hayward, CA 94541

Email: jadekim@hayward-ca.gov

Phone: (510) 583-4791

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 February 23, 2026

Pre-Bid Meeting (Mandatory) March 11, 2026, 11:00am

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

Question Submission Deadline March 13, 2026, 4:00pm mailto:jadekim@hayward-ca.gov tel:(510)583-4791 mailto:rita.perez@hayward-ca.gov tel:(510)583-4801 mailto:jadekim@hayward-ca.gov

Question Response Deadline March 20, 2026, 4:00pm

Submission Deadline April 2, 2026, 4:00pm

Interview (if necessary) April 8, 2026

Recommendation to Council May 5, 2026

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. Optional Pre-Proposal Conference & Site Walkthrough

An optional pre-proposal conference and walkthrough of the relevant portions of the City of Hayward

Transportation Microsoft Teams (e-mail jadekim@hayward-ca.gov at least 30 minutes before the start of the meeting for a link to attend), will be held on 11:00 am Wednesday, March 11, 2026. The purpose of the conference and walkthrough is to discuss City objectives, to allow proposers to examine the facility, 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 Friday, March 13, 2026. This will allow sufficient time for any addenda to be issued by the City to all bidders. Please submit each question SEPARATELY.

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/231080

• 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

Task 01: Project Management

This task encompasses overall management of the project, including coordination, scheduling, budgeting, meetings, reporting, and quality control. An initial meeting with the City will confirm project goals, scope, schedule, budget, and key assumptions. The Consultant shall propose and lead regular progress meetings with the City's Project Manager.

Task 1: Existing Conditions Assessment

Preliminary Research: The Consultant will inventory and familiarize with all previous adopted plans and policies that would be relevant to the project. This includes and is not limited to the City's Local Road Safety Plan, Bicycle & Pedestrian Master Plan, etc. The Consultant will evaluate the City's current existing streetlight-related plans and programs, such as streetlight request process, operations, and maintenance, to make any recommendations for improvements in the Alternative Development (Task 5).

Baseline Conditions Assessment: The Consultant will perform field work to accurately assess the City’s current streetlight baseline conditions. This work should include a photogrammetric survey to measure average lighting levels, illumination quality, and light loss factor. The Consultant will recommend a sampling framework with a focus on arterials and priority areas identified based on safety data and community priorities, including high pedestrian activity areas, high collision locations, the High Injury Network. The Consultant shall reserve some portion of the survey effort to evaluate locations identified during the initial public engagement.

Priority Corridor Assessment: Based on a combination of safety data and priorities established through the outreach process (Task 2 & 3), the Consultant shall select and survey priority corridors and areas, including high-injury corridors, commercial corridors, and residential areas to represent a range of lighting conditions and needs. Each corridor shall be visited during dusk, dawn, and nighttime hours to gain insights into the visual character and activity levels of the locations.

Inventory Update: The City will provide the existing Citywide inventory of all lighting assets. The Consultant shall verify and update the existing inventory of all lighting assets, including Streetlight GIS, based on the fieldwork conducted in this task. The Consultant can provide an option (at separated cost) to create a new GIS layer with additional features such as photometric analysis capability to determine color temperature, distribution, and lumen output.

Deliverables: Technical Memorandum – Streetlight Conditions Assessment

Task 2: Target Lighting Levels and Streetlight Features

The Consultant shall recommend minimum illumination levels and illumination quality for residential areas, arterial/collector streets, and commercial corridors/business areas for the City with the consideration of the existing and planned land use patterns. Illumination levels should be consistent with the latest Federal Highway Administration, Illumination Engineering Society of North America, and Caltrans lighting standards.

The Consultant will also present streetlight features for City consideration, including poles, mast arms, and luminaires, and evaluate the following:

1. Opportunities for enhanced pedestrian-scale lighting at corridors and crossings to support walking, biking, and transit use.

2. Strategies to reduce light pollution (e.g., fixture selection and shielding).

3. Potential economic, environmental, wildlife, and social equity impacts of additional lighting.

4. Opportunities for emerging technologies and modular streetlight enhancements, such as adaptive lighting, sensors, monitoring equipment (such as gunshot, collision, and air quality), and EV charging adjacent to and powered by streetlights.

Deliverables: Technical Memorandum - Illumination and Technology Recommendations

Task 3: Public Outreach

The Consultant and City will develop and implement a public engagement plan with three phases:

1. Initial Outreach

2. Nighttime Walk Audits

3. Plan Recommendations

Initial outreach will focus on community-based organizations and under-resourced communities to identify lighting concerns, needs, and priorities, and to confirm effective engagement methods. Engagement activities may include online and in-person surveys, mapping exercises, and discussions at community events and locations frequented by diverse populations. The purpose of the initial outreach is to collect input on concerns and needs for streetlights in the City and to ensure that the project uses the appropriate methods to reach residents most impacted by nighttime safety concerns. This will include a review of the draft public engagement plan.

Nighttime walk audits will be conducted with community and Technical Advisory Committee (Task 4) members in identified problem areas, such as high-injury or pedestrian and bicycle corridors, informed by initial outreach and existing conditions analysis.

During the plan recommendations phase, the public—including under-resourced communities—will review and provide feedback on draft recommendations and priorities through workshops, webinars, presentations to governing bodies, and online platforms.

Project updates will be shared through webpages, social media, and email. Outreach materials will be provided in languages spoken by the City’s diverse population, such as Spanish, Farsi, Arabic, and Chinese. The public will also be informed about Access Hayward, which is an online platform to report lighting concerns and request new streetlights or repairs after plan adoption.

Deliverables: Public Engagement Plan and outreach materials such as presentations, flyers, websites, surveys, meeting notes, and workshop materials.

Task 4: Technical Advisory Committee Meetings

The Consultant, with direction from the City, will form the Technical Advisory Committee (TAC), consisting of internal and external stakeholders. TAC will review major milestones and ensure that analysis and recommendations meet project goals. TAC will provide their input on the existing streetlight conditions and areas of concern. They will also inform various aspects of streetlights, such as maintenance, crime prevention, proximity to housing, schools, parks, and businesses, and the potential to reduce emissions.

TAC will review the overall project plan, engagement plan, existing conditions, target lighting levels, proposed alternatives, and the draft plan. The Consultant will facilitate meetings and provide regular updates on how TAC input is incorporated.

Deliverables: Meeting Agenda and Notes

Task 5: Alternatives Development

Using the target illumination levels, the Consultant will prioritize areas for lighting improvements based on safety data, pedestrian and bicycle activity, development patterns, and social equity considerations.

The Consultant will develop capital improvement alternatives to achieve minimum lighting levels over five- and ten-year timeframes. Each alternative will include funding strategies, cost estimates, and benefit-cost evaluations.

This task will also include recommendations for new streetlight request processes, operations, and maintenance programs, and estimates of greenhouse gas emission reductions from LED conversion and increased active transportation.

Deliverables: Technical Memorandum - Recommended Illumination Level and Capital Project Alternatives with cost estimates

Task 6: Draft and Final Plan

The Consultant will develop a draft Plan summarizing all project deliverables, including Existing Conditions Assessment, Target Lighting Levels and Street Light Features, Public Outreach, TAC meetings, Alternatives Development, Funding Opportunities, and existing and proposed streetlight GIS layers. The draft plan will include an executive summary in English and Spanish that is accessible and understandable for the general public, communicating the important role that lighting plays in safety and accessibility, and clearly identifies the proposed priorities for investments in nighttime safety.

The Draft Plan will be presented to the TAC members for review and comment, and an updated Public Draft Plan will be presented and shared. The Public Draft will be shared at the proposed workshops in the third phase of outreach and presented at a works session of the Council Infrastructure and Airport Committee. It will also be posted on the City website for open review and comment.

After the comment period, the Consultant and City staff will review the comments and revise the Plan as needed. The Final Plan, which includes a summary of the next step towards implementation and credits for Caltrans on the cover/title or acknowledgement page, will be submitted to Caltrans in an Americans with Disabilities Act (ADA) accessible electronic copy.

Deliverables: Draft Plan, Public Draft Plan, list of comments and resolutions, and Final Plan

Task 7: Council Infrastructure & Airport Committee and City Council Approval or Acceptance

The Consultant and City staff will first present the Plan to Council Infrastructure and Airport Committee (CIAC) at an early-mid stage of Alternative Development (Task 5) to receive any CIAC comments and directions on the Plan. The Consultant will later present the Public Review Draft Plan with public comments to the CIAC for their feedback on the Plan. Based on the feedback and recommendations from the CIAC, the Final Plan will be updated and submitted to the City Council for approval or acceptance. The City Council will pass a resolution if the final plan is approved or accepted. Consultant, with direction from the City, will draft or assist City staff in preparing the staff reports and presentations for CIAC and City Council meetings.

Deliverables: CIAC staff report, presentations, CIAC & Council meeting notes, and City Council staff report

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.

B. Schedule:

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

Nighttime Safety Enhancement Plan:

a. Electronically submit completed proposals to City of Hayward Transportation at 4:00 pm on Thursday, April 2, 2026 to https://procurement.opengov.com/portal/hayward-ca/projects/231080.

b. Scope and fee negotiation: TBD

c. Contract approval by City Council on May 5, 2026

d. Scope of work and deliverables completion date: June 30, 2028

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

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, number of meters, geographic description of service and fee.

d. Approach. Identify key project issues in each phase of the project and how they will be addressed.

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. 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.

j. Disclosure. List any vendors that your company has a relationship with 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. 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. The interview format and duration has not been determined. Firms being invited to interview will be informed of the interview format after

Thursday, April 2, 2026

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. 1. Project Management & Team Leads

• Project Manager’s experience on similar successful projects

• Strength of Project Manager’s references

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

Points Based 20 (20% of Total)

2. 2. Project Understanding & Approach

• Scope and workplan consistent with project issues

• Identification of key project success factors and risk factors

• Understanding of streetlight needs and challenges

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

• Approach considered cost-effective

Points Based 30 (30% of Total)

3. 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. 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

• 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

5.4. Contract Execution, Payment Bond, Performance Bond, and Certificate(s) of Insurance*

The contract shall be executed by the successful bidder and shall be returned, together with the

Payment Bond, Performance Bond and Certificate(s) of Insurance to City of Hayward so that it is received within 14 working daysafter the bidder has received the contract for execution. Failure to do so shall be just cause for forfeiture of the proposal guaranty.

☐ Please confirm

*Response required