Pond_Maintenance_MD2.pdf

REQUEST FOR QUOTATION

25-049

POND MAINTENANCE MD2

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: May 20, 2025

DEADLINE FOR QUESTIONS: June 5, 2025

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

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of Hayward

REQUEST FOR QUOTATION

Pond Maintenance MD2

I. Introduction II. Scope of Work

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

VI. Vendor Questionnaire

Attachments:

A - City of Hayward Professional Services Agreement – EXAMPLE

B - General Provisions

C - Contract Bonds

D - Non-Collusion Affidavit

E - Nondiscriminatory Affirmative Action Cert Statement

F - Non-nuclear

G - Quarterly checklist MD 2

Request For Quotation #25-049 Title: Pond Maintenance MD2

1. Introduction

1.1. Summary

The City of Hayward is seeking an experienced and qualified contractor who is specially trained, experienced, and competent to perform Landscape and irrigation repair maintenance and repair.

services in accordance with the terms, conditions, and specifications contained in this Request for Quote

(RFQ).

The City of Hayward is accepting electronic bid submissions. Bidders shall create a FREE account with

OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

https://procurement.opengov.com/portal/hayward-ca

1.2. Background

With a population currently estimated at 158,937, Hayward is the third largest city in Alameda

County. The city area includes sixty-one square miles lying between the eastern shore of the San

Francisco Bay and the southern Oakland-Berkeley Hills.

The Mayor is directly elected to a four-year term of office and serves as a voting member and the presiding officer of the City Council. The City Council includes six other members, each of whom is elected at-large to overlapping four-year terms. The Mayor and City Council serve as the legislative and policy-making body of the City government and appoint a City Manager, a City Clerk, and a City

Attorney.

The City Manager is the City's chief executive officer and appoints all other City staff. The City Manager is responsible for the daily administration of the City government and provides overall direction to all

City departments.

Hayward provides a full range of services to its residents including law enforcement; fire prevention and protection; paramedic services; housing and economic development; land use development services and regulations; community planning; libraries; street construction and maintenance; landscape maintenance services; transportation planning; and contracted curbside recycling and refuse collection.

In addition, the City operates and maintains facilities for water distribution, storm water, and sanitary sewer collection and disposal. The City also operates a general aviation airport, downtown parking facilities, a main and branch library, and a civic center. Park and recreation services are provided through partnership with the regional Hayward Area Recreational District (HARD), headquartered in the

City. Grounds and areas fully maintained by the City include City hall and Main Library grounds, Downtown on B Street, South Mission Blvd. Greenway, Medians on Jackson, Foothill, Mission, Harder, Tennyson, Industrial Pkwy, Hesperian, A Street, D Street, Winton, Orchard Roundabout.

1.3. Contact Information

Richard Nield

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

16 Barnes Ct. Ste. #3

Hayward, CA 94541

Email: richard.nield@hayward-ca.gov

Phone: (510) 583-8907

Department:

Landscape

Department Head:

Richard Nield

Landscape Manager

1.4. Timeline

Release Project Date May 20, 2025

Pre-Proposal Meeting (Mandatory) May 29, 2025, 1:00pm

2833 Dune Circle Hayward Ca 94545

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

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

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

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

2. Scope of Work

2.1. Desired Qualifications of Consultant/Contractor

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

California.

• California State chemical Applicator’s License for the control of weeds, plant diseases.

• Ability to perform all aspect of pond maintenance to include Electrical work, Plumbing, sediment removal, and aquatic weed removal.

2.2. Scope Of Work

Proposed Scope of Services:

• Monitor plant and algae growth (provide treatment as required)

• Water Quality analysis (DO, Alkalinity, And water temperature)

• Complete visual inspection of the canal weekly include findings in quarterly report.

• Removal of floating algae, debris, and submerged perimeter debris.

• Thin cattails in flow through planters as needed.

• Change clean all skimmers

• Check on/off control for make-up water. Adjust as necessary.

• Removal or treatment of aquatic material as necessary.

• Turbidity, odor, and algae will be chemically controlled as necessary to maintain water quality.

(Necessary chemicals are in addition to this agreement if required)

• If required, all chemicals used will be approved by U.S.E.P.A. and state of California department of agriculture and applied by a licensed pest control applicator with aquatic category on license.

• Preventative maintenance and or make minor adjustments to mechanical equipment, aerators, equalizer drains and aesthetic features on lake. Inspect return heads and lights (if applicable) for correct operation.

• Written recommendations for repairs or replacements shall be promptly submitted.

• Waterfowl influx monitoring and abatement.

• Submit quarterly repot include summary of all work performed.

• Water level monitoring including meter inspection, preventative maintenance, and repairs with approval.

• Complete quarterly checklist - Attachment G

Site Inventory:

Vault QTY. Equipment

Vault 1

Vault 1 1 Compressor

Vault 1 1 Sump pump

Vault 1 1 Exhaust fan

Vault 1 1 Electrical Motor starter and receptacle

Vault 1 1 Motor 3 HP, 230 V bio filter pump

Vault 2

Vault 2 2 Compressor

Vault 2 1 Sump pump

Vault 2 1 Exhaust fan

Vault 2 1 Electrical motor starters and receptacle

Vault 2 2 3HP, 230 V, bio filter pump

Vault 3

Vault 3 1 compressor

Vault 3 1 Sump pump

Vault 3 1 Exhaust fan

Vault 3 1 Electrical motor starter and receptacle

Vault 3 1 7.5 HP, 230 V, bio filter pump

QUARTERLY CHECKLIST: Attachment G

QUARTERLY CHECK LIST: (Circle One)

MARCH JUNE SEPTEMBER DECEMBER

Visual inspection of canal

Aquatic weed growth

Cattails flow through planters

Water clarity/Quality

Pond level

Aquatic plant removal

Treatments to canal chemical or biological

Equipment maintenance

Vault 1

Vault 2

Vault 3

Water fowl

Clean all walkways

Contractors notes

Recommendation of repairs needed

Extra work needed

Recommendation of preventative maintenance

EMAIL Maintenance Checklist to: MSDLandscape@hayward-ca.gov mailto:MSDLandscape@hayward-ca.gov

3. Submission Format

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

3.1. Cover Letter

The cover letter should be on company letterhead and include the following:

A. Company name, address, phone and fax numbers.

B. Designation of primary contact within the company who is authorized to answer questions regarding the assigned work, including their name, contact phone number and e-mail.

C. Signature of an officer of the prime contractor. In case of joint venture or other joint-prime relationship, an officer of each venture partner shall sign.

3.2. Contact & Customer Service

Please describe all support services available from your company/business, specifically addressing the following issues:

A. Normal hours of availability

B. Quality assurance program(s)

C. Guaranteed response time

D. Other support services

3.3. Reference and Experience

A Iist of three (3) references of current or past contracts for which the Contractor has performed or is performing work of similar type, scope, and complexity within the past five years. This list shall include the names, addresses, email addresses, and phone numbers of the contracting party as well as a description of services performed and the dollar amount of the contract. Upon further consideration of the Proposal, the City may request additional vendors.

3.4. Capacity to Perform the Work

Describe other major work commitments and/or capacity to perform the requested services. Projects completed within the past three years, particularly in Alameda, Contra Costa, Santa Clara or San Mateo

Counties, are of particular interest.

3.5. Project Scope & Approach

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

3.6. Prices

Prices for provision of services that are "all-inclusive" of all costs, including but not limited to supervision, equipment, overhead-profit and all required insurances as specified in this document.

https://procurement.opengov.com/portal/hayward-ca/projects/158031/document?section=1437492

3.7. Insurance

The proposal will include confirmation that the consultant has insurance for:

A. Commercial General Liability, B. Automobile Liability, C. Workers' Compensation and Employer's Liability, and

D. Professional Liability, and provide the policy limits where applicable. Selected vendor will be required to sign a Professional

Services Agreement.

3.8. Current City Business License

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

3.9. Required Forms

Attach the following required forms:

A. Cover Letter

B. Proposal

C. Contactor Agreement

1. Exhibit A. Scope of Work

2. Exhibit B. Insurance

3. Exhibit C. Certifications

4. Evaluation Phases

Selection Process

A review committee will evaluate all responses to the RFQ that meet the submittal requirements and deadline. Submittals that do not meet the requirement or deadline will not be considered. The review committee will rank the proposals and then may arrange for on-site interviews with staff if necessary.

The City reserves the right to request additional information or materials from bidding parties if necessary to determine the winning proposal.

Likewise, the City reserves the right to accept or reject any or all proposals, or to alter the selection process in any way, to postpone the selection process for its own convenience at any time, and to waive any informality in the proposals. The City of Hayward retains the right at its sole discretion to select a contractor.

All proposals submitted in response to this RFQ become the property of the City and public records and, as such, may be subject to public review.

The City reserves the right to cancel or revise any section of this RFQ prior to the date proposals are due including, but not limited to: selection procedures, submittal date, and submittal requirements. If the

City cancels or revises the RFQ, all interested firms will be notified. The City also reserves the right to extend the date by which proposals are due.

NOTE: The City will not pay costs incurred by the proposer during this process. All costs shall be borne by the proposer.

No. Evaluation Criteria Scoring Method Weight (Points)

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

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

Points Based 10 (14.3% of Total)

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

(14.3% of Total)

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

(14.3% of Total)

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

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

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

(14.3% of Total)

5. Pricing Proposal

Line Item Description Quantity Unit of

Measure Unit Cost Total

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

1 Per Month

2 Additional Information - Labor Cost 1 Per Hour

3 Additional Information - Total Man

Hours 1 Per Week

4 landscape Maintenance 1 Per Year

TOTAL

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Labor - Electrician 1 Per Hour

2 Labor - Plumbing 1 Per Hour

3 Labor - General Labor 1 Per Hour

4 Labor - Aquatic Vegetation Removal 1 Per Hour

TOTAL

6. Vendor Questionnaire

6.1. Submission Requirements*

Did you read through and confirm that you met all of the RFQ requirements including the sections:

A. Scope of Work

B. Attachments, if applicable

C. Submission Format

D. Cost Proposal (Pricing Table, if applicable)

E. Automated Addenda & Vendor Acknowledgement, if applicable

☐ Yes

☐ No

*Response required

6.2. Discretion & Liability Waiver*

The City reserves the right to exercise discretion and apply its judgment with respect to any qualifications submitted.

The City reserves the right to reject any or all submittals, either in part or in their entirety, or to request and obtain, from one or more of the businesses submitting, supplementary information as may be necessary for City staff to analyze the qualifications pursuant to the contractor/consultant selection criteria contained herein.

The City may require contractors/consultants to participate in additional rounds of discussions, negotiations, or more refined submittals before the ultimate selection of a contractor/consultant is made. These rounds could encompass revisions of the submittal criteria in response to the nature and scope of the initial qualifications.

☐ Please confirm

*Response required

6.3. Proposal (without Cost Proposal)*

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

*Response required

6.4. Separate Cost Proposal*

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

*Response required

6.5. Proof of Insurance*

The proposal will include confirmation that the consultant has insurance for:

A. Commercial General Liability, B. Automobile Liability, C. Workers' Compensation and Employer's Liability, and

D. Professional Liability, and provide the policy limits where applicable. Selected vendor will be required to sign a Professional

Services Agreement.

*Response required

6.6. Certifications*

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

*Response required

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

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