On-Call_Traffic_Striping_Services.pdf

REQUEST FOR PROPOSAL

26-044

ON-CALL TRAFFIC STRIPING SERVICES

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: March 27, 2026

DEADLINE FOR QUESTIONS: April 3, 2026

RESPONSE DEADLINE: April 17, 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

On-Call Traffic Striping Services

I. Introduction II. Project Details

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

VI. Pricing Table

Attachments:

A - Project Specifications

B - Transportation Professional Services Agreement - EXAMPLE

C - General Provisions

D - Non-Collusion Affidavit

E - Nondiscriminatory Affirmative Action Cert Statement

F - Non-nuclear

Request For Proposal #26-044 Title: On-Call Traffic Striping Services

1. Introduction

1.1. Summary

NOTICE IS HEREBY given that the City of Hayward invites sealed proposals for 26-044 On-Call Traffic

Striping Services. 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, April 17, 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 March 27, 2026

Question Submission Deadline April 3, 2026, 4:00pm

Question Response Deadline April 10, 2026, 4:00pm

Submission Deadline April 17, 2026, 4:00pm 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, April 3, 2026. This will allow sufficient time for any addenda to be issued by the City to all bidders. Please submit each question SEPARATELY.

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/231427

• 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

A. Project Overview: Introduction The Contractor shall provide On-Call Signage and Striping

Services for the City's transportation infrastructure. The Contractor will be primarily providing support to City staff. On an on-call basis, the Contractor shall furnish and supply all labor, equipment, and materials and perform all work, as needed, to complete work orders issued by the City. Work items should comply with City Standard Plans and Specifications, OSHA, ADA, Caltrans, and CA MUTCD requirements, unless specified otherwise by the City. For each on-call service request, the contractor and the City will agree upon the specific scope of work and cost for that project using the unit costs of each traffic control device. The City has the right to retain other contractors in its sole discretion when the City believes there will be an economic or other significant advantage for doing so. No minimum amount of work is guaranteed under this contract agreement Duration The duration of the On-Call Signage and Striping Services contract shall be one year, with two one-year extensions possible if the City and the Contractor mutually agree. Contractor should review the attachments for this RFP, including standard specifications for City striping projects. The City may approve deviations from these standard specifications where it may result in improved quality or efficiency of the assigned work. City staff, including

Construction Inspectors and engineers, will oversee signage and striping work to ensure safety and completion of work to City standards.

1. Project Description:

a. The City desires Signage and Striping Work Orders • Installation and removal of MUTCD-compliant signs within the public right-of-way. Fabrication of custom signage in unusual circumstances as directed by the City. • Installation of red, yellow, green, white, and blue curb paint. • Pavement Markings, including white and yellow thermoplastic striping. Temporary pavement markings (cat-tracking) must be reviewed before the application of permanent pavement markings. • The installation of pre-formed thermoplastic in other colors may be requested for some City work orders. • Temporary

Traffic Control Plans and devices and jobsite security if required for requested projects.

• Removal and disposal of structures, debris, or other obstructions to the construction of the project if required by the City • Job site cleanup at the end of each work day •

Coordination with City crews and other contractors when needed to complete certain kinds of signage and striping projects. Traffic Control The Contractor shall conduct operations to cause the least possible obstruction and inconvenience to public traffic.

All traffic shall be permitted to pass through the work area. Contractor shall furnish, erect, and maintain sufficient warning and directional signs, barricades, and lights and shall furnish sufficient flagmen to give adequate warning to the public, at all times, that the road or street is under construction and of any dangerous conditions that may be encountered as a result thereof, in accordance with the CA MUTCD. Traffic control plans should be submitted two weeks in advance of work beginning unless otherwise specified by the City. Whenever it is necessary to block any traffic lanes in order to complete any portion of the work, lane closure and times scheduled for closure shall be subject to approval of City staff. At least one (1) lane of traffic shall be kept open in each direction, at all times. On major arterials, no lane closures shall take place before 9:00 a.m. or after 3:00 p.m., without prior approval from City staff. Failure on the part of the

Contractor to provide adequate signing and barricading will give authority to City staff to provide such protection, as is necessary by City forces or an independent contractor.

All costs of protection shall be charged to the Contractor. Repetitive failure shall be sufficient cause to terminate the contract.

2. Project Goals:

a. Installation and/or removal of signage, striping, and curb paint as directed by the City.

3. Project Deliverables:

a. The project includes the following deliverables:

i. Installation and/or removal of signage, striping, and curb paint as directed by the

City.

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

On-Call Traffic Striping Services:

a. Electronically submit completed proposals to City of Hayward Transportation at 4:00 pm on Friday, April 17, 2026 to https://procurement.opengov.com/portal/hayward-ca/projects/231427.

b. Scope and fee negotiation: TBD

c. Contract approval by City Council on TBD

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

The interview format and duration has not been determined. Firms being invited to interview will be informed of the interview format after Friday, April 17, 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. Competitive Pricing

The lowest bidder(s) that responsibly fulfill the

Project Plans and Specifications will receive the highest score.

Points Based 10 (100% 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. Project Details

B. Scope of Work

C. Attachments

☐ 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

D. Nondiscriminatory

E. Non-nuclear

*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 and

Certificate(s) of Insurance to City of Hayward so that it is received within 14 working days after 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

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

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

6. Pricing Table

Line Item Description Unit of Measure Unit Cost Notes

Signage

1 Sign Assembly (Small) EA Includes parking regulatory signs

2 Sign Assembly (Medium) EA Includes most standard regulatory, warning, and school area signs

3 Sign Assembly (Large) EA Includes oversized installations of standard signage

4 Sign Panel Only EA Sign installation on an existing post or pole

5 Sign Mounted on Mast Arm EA

Thermoplastic Striping

6 Remove Striping LF

7 Detail 1 LF

8 Detail 8 LF

9 Detail 9 LF

10 Detail 21 LF

11 Detail 22 LF

12 Detail 24 LF

13 Detail 27B LF

14 Destail 27C LF

Line Item Description Unit of Measure Unit Cost Notes

15 Detail 31 LF

16 Detail 37B LF

17 Detail 38A LF

18 Detail 39 LF

19 Detail 39A LF

20 Detail 40 LF

21 Detail 41 LF

22 Other 4" Striping LF

23 Other 6" Striping LF

24 Reflectors LF

25 Remove Pavement Markings SF

26 Thermoplastic symbols and legends EA Examples: bike stencil, STOP legend

27 White Thermoplastic Pavement

Markings SF Includes arrows, stop bars, yield lines, crosswalks

28 Colored Thermoplastic (Green, Purple)

SF

29 FG300 Post Assembly EA

30 Curb Paint (Red, Yellow, Green, Blue, White)

LF