On-Call_Abatement_Services_for_the_Code_Enforcement_Division.pdf

REQUEST FOR QUOTATION

26-007

ON-CALL ABATEMENT SERVICES FOR THE CODE ENFORCEMENT

DIVISION

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: July 24, 2025

DEADLINE FOR QUESTIONS: July 29, 2025

RESPONSE DEADLINE: August 7, 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 QUOTATION

On-Call Abatement Services for the Code Enforcement Division

I. Introduction II. Project Details

III. Scope of Work IV. Submission Format V. Evaluation Phases

VI. Pricing Proposal VII. Vendor Questionnaire

Attachments:

A - General Provisions

B - Non-Collusion Affidavit

C - Nondiscriminatory Affirmative Action Cert Statement

D - Non-nuclear

Request For Quotation #26-007 Title: On-Call Abatement Services for the Code Enforcement Division

1. Introduction

1.1. Summary

The City of Hayward's Code Enforcement Division is seeking skilled and qualified contractors with specific training and experience in performing various abatement services. The selected contractor(s) will be expected to adhere to the terms, conditions, and specifications outlined in this Request for

Quote (RFQ). 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.

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1.3. Contact Information

Angelica Ventura

Senior Secretary

777 B St

Hayward, CA 94541

Email: angelica.ventura@hayward-ca.gov

Phone: (510) 583-4159

Department:

DSD

Department Head:

Tera Maroney

Management Analyst

1.4. Timeline

Release Project Date July 24, 2025

Question Submission Deadline July 29, 2025, 4:00am

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

Proposal Submission Deadline August 7, 2025, 4:00pm mailto:angelica.ventura@hayward-ca.gov tel:(510)583-4159

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 RFQ

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. Termination of Contract

This agreement may be cancelled at any time by City for its convenience, including but not limited to completing the work in a timely manner upon written notification to the Contractor. In the event of termination, the Contractor shall be entitled to compensation for services performed to the effective date of termination; provided, however, that the City may condition payment of such compensation upon Contractor's delivery to the City of any or all documents, photographs, computer software, video and audio tapes, and other materials provided to Contractor or prepared by or for Contractor or the City in connection with this agreement.

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3. Scope of Work

3.1. Scope of Work

This project involves the removal or mitigation of hazards and nuisances on properties through various abatement services, ensuring properties are safe and compliant with regulations.

-Perform weed abatement: properly dispose of rubbish, removing overgrown vegetation, weeds, or other fire hazards on private property. -Secure vacant properties: demolishing or stabilizing abandoned or hazardous structures on private property. -Graffiti abatement: removing graffiti from private property, such as buildings, walls, or signs. -Perform services within the timelines of city staff requests for emergency and non-emergency abatements - Maintain records of work performed and all related correspondence from City staff and provide invoices for services rendered within 48 hours of project completion

The project goals include: Effective abatement services: Removing or mitigating hazards and nuisances on properties. Code compliance: Ensuring properties meet local regulations and standards. Public safety:

Protecting residents and visitors from potential risks. Quality service delivery: Providing efficient and high-quality abatement services through a qualified contractor that can provide services in a timely and efficient manner. These goals aim to improve the community's quality of life and property conditions.

Project Deliverables: Abatement services: Removal or mitigation of hazards and nuisances on properties.

Compliance with codes and regulations: Ensuring properties meet local standards. Timely completion:

Completing tasks within specified timelines. Quality workmanship: Meeting quality standards for abatement services. Documentation and reporting: Providing records of work completed, potentially including photos, reports, or certifications.

3.2. Desired Qualifications of Consultant/Contractor

The contractor should have relevant experience in abatement services, hold necessary licenses and certifications (such as hazardous materials handling). Successful Bidder shall promptly obtain, at the

Bidder's own expense, all the insurance required by COH's General Provisions. Additionally, they should be knowledgeable about local codes and regulations and have a strong safety record along with quality assurance processes in place. The contractor must have adequate equipment to complete the requested services.

3.3. Prevailing Wage

All vendors bidding/quoting on Public Works-Prevailing Wage projects exceeding $15,000 for maintenance and $25,000 for new construction, alteration, installation, demolition or repairs, must be registered with the DIR in order to submit a bid/quote.

4. Submission Format

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

4.1. 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.

4.2. 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

4.3. 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.

4.4. 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.

4.5. Project Scope & Approach

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

4.6. 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.

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4.7. 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.

4.8. Current City Business License

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

4.9. 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

5. 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 (12.5% of Total)

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

Points Based 10 (12.5% of Total)

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

(12.5% of Total)

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

(12.5% of Total)

5. The quality of example materials and any presentation requested by involved city officials

Points Based 10 (12.5% of Total)

6. Cost & budget proposal Points Based 10 (12.5% of Total)

7. References Points Based 10

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

6. Pricing Proposal

ON-CALL ABATEMENT SERVICES FOR THE CODE ENFORCEMENT DIVISION

Note: Final amount will be negotiated at the time of service based on size of parcel.

Line Item Description Unit of Measure Hourly Rate

1 Weed Abatement - Large Parcel (Mowing and discing fire break creation) 1 Hour

2 Weed Abatement – Small Parcel (weed and dead vegetation cutting and removal) 1 Hour

3 Temporary Fencing Vacant /Hazardous Property) 1 Hour

4 Rubbish/ debris Removal (Soild Waste Cleanup, junk and debris removal) 1 Hour

5 Encampment debris removal (debris removal and clean

up) 1 Hour

6 Graffiti Paint match and Removal 1 Hour

7 Boarding Up Structures 1 Hour

8 Hazardous Tree Abatement/ Removal 1 Hour

9 Mobile Vendor Equipment towing and transportation 1 Hour

10 Perishable food/waste removal 1 Hour

11 Emergency hourly rate - After hour call rate 1 Hour

7. Vendor Questionnaire

7.1. 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

7.2. 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

7.3. 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

7.4. Certifications*

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

*Response required

7.5. Local vendor, or minority/women-owned business

Please state whether you are a local, minority, and/or women-owned business.