Parkside_Heights_Maintenance.pdf

REQUEST FOR QUOTATION

26-012

PARKSIDE HEIGHTS MAINTENANCE

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: October 29, 2025

DEADLINE FOR QUESTIONS: November 17, 2025

RESPONSE DEADLINE: December 3, 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

Parkside Heights Maintenance

I. Introduction II. Project Details

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

VI. Pricing Proposal VII. 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 - Parkside heights LLD Map

H - Quarterly checklist

Request For Quotation #26-012 Title: Parkside Heights Maintenance

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 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. services in accordance with the terms, conditions, and specifications contained 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 https://procurement.opengov.com/signup https://procurement.opengov.com/portal/hayward-ca 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

Richard Nield

Landscape Manager

16 Barnes Ct. Ste. #3

Hayward, CA 94541

Email: richard.nield@hayward-ca.gov

Phone: (510) 583-8907

Department:

Landscape

Department Head:

Richard Nield

Landscape Manager

1.4. Timeline

Release Project Date October 29, 2025

Pre-Proposal Meeting (Mandatory) November 12, 2025, 1:00pm

Near 24172 Amaranth Loop

Question Submission Deadline November 17, 2025, 4:00pm

Question Response Deadline November 20, 2025, 4:00am

Proposal Submission Deadline December 3, 2025, 4:00pm

Selection of Firm or Individual (Tentative) December 17, 2025 mailto:richard.nield@hayward-ca.gov tel:(510)583-8907

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.

https://procurement.opengov.com/signup https://procurement.opengov.com/portal/hayward-ca/projects/195481

3. Scope of Work

3.1. Scope of Work

The City of Hayward is seeking a vendor to perform all aspects of landscape maintenance. Duties such as weed abatement, irrigation repair and controller programming, litter pick-up, mulching, shrub and tree trimming, and general cleanup. These duties are to be completed as scheduled and quarterly maintenance report submitted to Landscape Maintenance Division.

Project is outlined in Attachment G (Tract Map). The project starts at 24136 Amaranth Loop (trail to pond) and continues around homes and roadway to 24197 Amaranth loop. *Please note that specified area includes steep grade, various terrain and will require handwork. Tract Map Attachment G.

Maintenance Schedule

Biweekly

Clean trash and debris

Check irrigation and make minor repairs as needed.

report major repairs to Landscape Division.

Monthly

In addition to Biweekly duties cut all weeds on roadside and hillside

Quarterly

Trim all shrubs.

Trim Trees.

Remove water sprouts from all trees and shrubs.

Native plants such as coyote brush shall have all dead branches removed and disposed of. Re growth from cut shrubs shall be cut to ground

Submit Quarterly report Attachment H

Yearly

June 15th every year all trees unless multi trunk shall be raised to 7Ft. and

All grass and weeds shall be cut to ground, All trash and debris shall be removed, All dead plant material and shrubs shall be removed from site.

60 yards mulch 15 Ft. from back of homes, 6 ft from roadside. * Areas that have shrubs shall be completely covered in mulch. Submit amount and date of install in quarterly report. Attachment H

3.2. Landscape Specs

Landscape specs

Item Quantity

Trees Approx. 29, standard and multi trunk

Shrubs Approx. 30

Project Area Approx 83,000 Sq.Ft.

3.3. Parkside Heights site inventory.

Site hardware Inventory

Item Vendor Serial #

Irrigation Controller Calsense CS3000 12 station, Serial # 55357, site ID#

Utility Meter PGE Serial# 1010671618, 24176 Amaranth Loop

Backflow Febco 825YA, 2"

Serial# JD23467

Water Meter COH Serial# 18672771

3.4. Tree Work

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.

3.5. 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.

Part Manufacturer Part Number

Backflow Febco 825 YA or Y

Backflow cages All-Spec BFE 30x24

BFE 18x42x30

Blanket Polar Parka 20x15 or 34x19

All piping to backflow shall be brass pipes or K copper – no galvanized

Valves (spray) Rainbird PESB scrubber

Tree bubblers Rainbird PESB-PRS-D

Drip or Netafim

Rainbird XCA-100B-COM

Master Valves Superior Normally closed master valve

Sprinklers Toro 570 prx 4”, 6” & 12” pop ups

Hunter I-20

Rainbird 1400 series bubbler

Netafim Dripline & all components except RC valve

Flow sensor Calsense flow sensor per

Calsense specifications

Controllers Calsense 3000E Contact Jennifer Gregoris at (925) 325-9368 for City communication compatibility

Non-central controllers

Rainmaster Sentar

Gate valves Nibco T113-K per line size

3.6. Desired Qualifications of Consultant/Contractor

A. 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. B. Have a valid California C-

27 contractor’s license authorized by the State of California. C. Have at least one employee possessing a

California State chemical Applicator’s License for the control of weeds, plant diseases and other pests, assigned to the project. It is preferred that the Contractor have assigned to the project at least one employee who is a Certified Irrigation Contractor (Irrigation Association). D. Have at least one employee who is a Certified Arborist or Certified Tree Worker (International Society of Arboriculture) assigned to the project. E. Have at least one employee who has experience with CalSense controllers assigned to the project. F. Be registered with the CA Department of Industrial Relations (DIR) and have an active registration throughout the contract term. G. Attend the mandatory on-site meeting, which is currently scheduled for Wednesday, September 24, 2025, at 10:00 AM.

A. 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.

B. Have a valid California C-27 contractor’s license authorized by the State of California.

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

Association).

D. Have at least one employee who is a Certified Arborist or Certified Tree Worker (International Society of Arboriculture) assigned to the project.

E. Have at least one employee who has experience with CalSense controllers assigned to the project.

F. Be registered with the CA Department of Industrial Relations (DIR) and have an active registration throughout the contract term.

3.7. 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.

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.

https://procurement.opengov.com/portal/hayward-ca/projects/195481/document?section=1819919

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 25 (25% of Total)

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

Points Based 25 (25% of Total)

3. Cost & budget proposal Points Based 25 (25% of Total)

4. Any other considerations deemed pertinent by the City: Past Performance, Ability to perform work, and reference checks.

Points Based 25 (25% of Total)

6. Pricing Proposal

BASE BID

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Base Bid (Lump Sum, all labor, materials, equipment, trasportation,disposal,licenses, fees,and permits)

1 Cost Per

Month

2 Additional Information - Labor cost 1 Cost Per

Hour

3 Additional Information - Total Man

Hours 1 Cost Per

Week

4 Landscape Maintenance 1 Cost Per year

TOTAL

ADDITIONAL WORK

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Labor - Irrigation 1 Cost Per hour

2 Labor - Spray 1 Cost Per

3 Labor - General Labor 1 Cost Per

4 Labor - Tree Work 1 Cost Per

TOTAL

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. Proposal (without Cost Proposal)*

Please Upload your COMPLETE Proposal here. Upload fee proposal separately in the next step.

*Response required

7.4. Separate Cost Proposal*

Confirm that your fee proposal is not attached in your Proposal and is attached separately here.

*Response required

7.5. 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

7.6. Certifications*

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

*Response required

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

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