REQUEST FOR QUOTATION

26-005

ROUTE 238 LANDSCAPE MAINTENANCE

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: August 13, 2025

DEADLINE FOR QUESTIONS: September 3, 2025

RESPONSE DEADLINE: September 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

Route 238 Landscape 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 - Bioretention Specs

H - Quarterly Checklist

J - Irrigation Specs

K - RFQ 26-005 Maps

Request For Quotation #26-005 Title: Route 238 Landscape 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 City of Hayward is seeking an experienced and qualified contractor who is specially trained, experienced, and competent to perform Landscape & Irrigation maintenance and repair 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 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.

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

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 August 13, 2025

Mandatory On-Site Meeting (Mandatory) August 27, 2025, 10:00am

A mandatory on-site meeting is scheduled. Please send your interest to attend to Manny Grewal, at manny.grewal@hayward-ca.gov, by Monday, August 25, 2025. Please include your name and number of attendees.

Question Submission Deadline September 3, 2025, 3:00pm

Question Response Deadline September 10, 2025, 3:00pm

Proposal Submission Deadline September 19, 2025, 3:00pm mailto:richard.nield@hayward-ca.gov tel:(510)583-8907 mailto:manny.grewal@hayward-ca.gov

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/184485

3. Scope of Work

3.1. Desired Qualifications of Contractor

The Contractor must:

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, August 27, 2025 at 10:00 AM.

3.2. Scope of Work Rte. 238 Mission Phase 1,2,3, Linear Park, Jackson Corridor, And Entry Monuments Inventory

The work to be done consists 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.

This RFQ encompasses multiple thoroughfares throughout the City:

Rte 238/Mission Blvd - Phase 1 (Starts on Foothill Blvd - City limits near Apple Ave to Industrial Pkwy.)

Rte 238/Mission Blvd - Phase 2 (Starts on Mission Blvd at Industrial Pkwy - City limits with Union City, end of Linear Park at 31367 Westchester St.)

Rte 238/Mission Blvd - Phase 3 (Starts on Mission Blvd - from A St. to Rose Ct.)

Linear Park - (Starts on Mission Blvd - from Church Parking lot to Chapel of Chimes Cemetery fence.)

Rte 92/Jackson Corridor - (Starts on Jackson Blvd - from Mission Blvd to Santa Clara St.)

Project Inventory

ITEM QTY NOTES

CITY ENTRY

MONUMENTS

2 MISSION BLVD. AND CORINNE ST. JACKSON C/O SILVA ST.

ENTRY WALLS 4 2 ON MISSION BLVD AND CORINNE ST. 2 ON FAIRWAY ST.

TREES 1489 PHASE 1 - 756

PHASE 2 - 318

PHASE 3 - 135

LINEAR PARK - 146

JACKSON CORRIDOR - 130

JACKSON/SILVA - 4

UTILITY METERS &

BACKFLOWS

63 Mission Blvd. @ Blanche St. Water Meter # 1789866

Backflow Febco 825 Y serial # J033186 2”

Mission Blvd. @ Corrine St. Water Meter # 17515782

Backflow Febco 825 Y 2” serial # plate missing.

Mission Blvd. @ Fairway Ave. Water Meter # 18856395

Backflow Febco 825 Y serial # A268496 2”

Mission Blvd. @ Garin Ave. Water Meter # 16461389

Backflow Febco 825 Y serial # I2001206 2”

PHASE 1

Mission @ Industrial Water Meter # 17221703

Backflow Febco 825 Y serial # J026147 1.5”

Mission @ Hancock Water Meter # 17028627

Backflow Febco 825 Y serial # J008545 1.5”

Mission @ Harder Water Meter # 17221733

Backflow Febco 825 Y serial # J010129 1.5”

Mission @ Berry Water Meter # 17734149

Backflow Febco 825 Y serial # J009699 1.5”

Mission @ Sycamore Water Meter # 17397766

Backflow Febco 825 Y serial # J010464 1.5

Mission @ Five Flags Water Meter # 17732809

Backflow Febco 825 YA #J008261

Mission @ D St. Parking lot parking Water Meter # 17732344

Backflow Febco 825YA #A143665

Mission @ A St. Water Meter 1773381

Backflow Febco 825 YA #J011232

Mission @Civic Center Foothill East & West Water Meter # J813736

Foothill @ Oakview Meter EBMUD

Backflow Febco 825 Y J010310

Grove @ Mattox Water Meter # 16358115

Backflow Febco 825Y # J010327

Upper Harder Rd. Water Meter #17713181

Backflow Febco 825Y #J009890

Carlos Bee Water Meter # 16433796

Backflow Febco 825 Y # J023868

PHASE 3

Simon St. @ Mission Blvd Northeast Water Meter 221541958

Backflow Febco 825 YA #JO52899

Simon St @ Mission Blvd. Southeast Water Meter #221541949

Backflow Febco 825YA # JO56164

JACKSON COORIDOR

Silva City Monument and Meek Ave Water Meter # 17733138

Backflow Febco 825 YA JO57688

Jackson @ Meek Water Meter #17221578

Backflow Febco 825 YA # 17221578

Jackson median @ Silva Water Meter # 17397948

Backflow Febco 825 YA # JO51997

Jackson Triangle @ Grand Water Meter # 1751466T

Backflow Febco 825 YA #JO54104

Jackson @ Grand Water Meter # 17221577

Backflow Febco 825 YA # J008086

Jackson Between Sycamore Ave. & Grand Ave. Water Meter 18699408

Backflow Febco 825 YA #J058391

Jackson Between Park St. & Pontiac Ave Water Meter # 17425722

Backflow Febco 825YA # J057783

Jackson Between Pontiac St & Soto Rd. Water Meter #17514615

Backflow Febco 825YA #J056125

Jackson West of Soto Rd Water Meter #17028482

Backflow Febco 825YA # J056125

Jackson West of Diadon St. Water Meter #16433446

Backflow Febco 825YA # J008062

Jackson East of Cypress St. Water Meter #16433447

Backflow 825YA #J05601

Jackson East of Tarman Ave. Water Meter # 17028497

Backflow Febco 825YA # J053846

Jackson West of Tarman Water Meter 17028498

Backflow 825YA #J054705

Irrigation Controllers 24 CALSENSE CS 3000 WITH 2 WIRE & GR RADIO COMMUNICATION PHASE 2

Mission Blvd. @ Blanche St. CS3000-24-LR-2W-FLSSE 24 station Serial # 54937 Site ID 7537

Mission Blvd. @ Corrine St. CS3000-LR-2W-SSE 24 Station Serial # 54360 Site ID 6792

Mission Blvd. @ Fairway Ave. CS3000-LR-2W-SSE 24 Station Serial # 54361 Site ID 6793

Mission Blvd. @ Garin Ave. CS3000-LR-2W-SSE 24 Station Serial # 54362 Site ID 6794

Controller 14 Upper Harder Rd. CS3000-8-2W-SSE 8 Station Serial # 52466 Site ID 4290

CALSENSE ET 2000E LOACAL RADIO COMMUNICATION PHASE1

All Phase 1 controllers are in process of upgraded to CS3000 and will be operational by contract award. location of controllers will remain the same.

Controller 1 Mission @ Industrial ET2000e-32-LR-RRe 32 Station Serial # 36784

Controller 2 Mission @ Hancock ET2000e-32-LR-RRe 32 Station Serial # 36783

Controller 3 Mission @ Harder ET2000e-32-LR-RRe 32 Station Serial # 36782

Controller 4 Mission @ Berry ET2000e-40-LR-RRe 40 Station Serial # 37088

Controller 5 Mission @ Sycamore ET2000e-16-LR-RRe 16 Station Serial # 37307

Controller 6 Five Flags Park A ET2000e-48-LR-M-GRB-FL-RRe 48 Station Serial # 36785

Controller 7 Mission @ D St. Parking Lot ET2000e-16- LR-RRe 16 Station Serial # 37089

Controller 8 Mission @ A St. Parking lot ET2000e-12- LR-RRe 12 Station Serial # 37571

Controller 9 Civic Center @ Foothill West ET2000e-24- LR-RRe 24 Station Serial # 37573

Controller 10 Civic Center @ Foothill East ET2000e12-LR-RRe 12 Station Serial # 37572

Controller 11 Foothill @ Oakview ET2000e-12-LR-RRe 12 Station Serial # 37507

Controller 12 Foothill Between Grove & Mattox ET2000e-12-LR-RRe 12 Station Serial # 37570

Controller 13 Five Flags Park B ET 2000e –24-M-FLRRe Controller 14 Carlos Bee ET2000e –8-LR-RRe serial #

Controller 14 Carlos Bee ET2000e-8-LR-RRe serial # 36899

PHASE 3 CONTROLLERS

CALSENSE CS 3000 WITH 2 WIRE & GR RADIO COMMUNICATION PHASE 3

A St. to City Limits 2 Controllers

Mission Blvd. Northeast near Simon CS3000 Model CS3-2W-S 15 Station Serial # 61663

Mission Blvd Southeast by Simon CS3000 Model CS3-2W-S 17 Stations Serial #61662

Jackson Corridor

CALSENSE CS 3000 WITH 2 WIRE & GR RADIO COMMUNICATION

Jackson @ Silva Entry Monument

CS3000 3 station Model CS3-2W-WM Serial # 61972

Jackson Median near Grand

CS3000 12 Station Model #CS3-2W-S Serial #59210

Jackson west of Diadon St.

CS3000 12 Station Model # CS3-2W-S Serial#59211

Decorative Fencing 2900 LN.

FT.

MISSION BLVD.

END OF MISSION HILLS GOLF COURSE / 30510 PRESTWICK AVE. TO LEXINGTON AVE. TO ROUSSEAU

ST.

GRESEL ST TO BLANCHE ST.

Landscape Areas 6 PHASE 1: 287,000 Sq. Ft.

PHASE 2: 143,603 Sq. Ft.

PHASE 3: 8,000 Sq. Ft.

LINEAR PARK: 207,070 Sq. Ft.

JACKSON COORIDOR AND SLOPES: 128,000 Sq. Ft.

JACKSON/SILVA MONUMENT: 2,500 Sq. Ft.

3.3. Scope of Work Rte. 238 Mission Phase 1,2,3, Linear Park, Jackson Corridor, And Entry Monuments Maintenance Project Specifications

Maintenance specifications for entire Route 238 include shrubs, irrigation, trees (street and medians), mulch, litter, protected bike lanes, decomposed granite replenishment, and bioretention maintenance.

MAINTENANCE

SCHEDULE

ITEMS

Weekly MISSION BLVD PHASE 1 AND 2

CLEAN TRASH AND DEBRIS FROM LANDSCAPED AREAS.

REMOVE WEEDS.

CHECK IRRIGATION MAKE MINOR REPAIRS REPORT MAJOR REPAIR ISSUES TO LANDSCAPE DIVISION, ATTACHMENT L

KEEP SIDEWALKS AND WALKWAYS CLEAR OF TRASH & DEBRIS

CLEAN TRASH AND DEBRIS FROM PROTECTED BIKE LANES

KEEP TREE WELLS WEED FREE

HARD PRUNNING OF ALL PENNISETUM SPECIES IN PROTECTED BIKE LANES TO A HEIGHT OF 12 INCHES BY END OF

OCTOBER

PERFORM BIO RETENTION MAINTENANCE AS OUTLINED IN SECTION 3.5

MISSION BLVD PHASE 3

CLEAN TRASH AND DEBRIS FROM LANDSCAPED AREAS.

REMOVE WEEDS.

CHECK IRRIGATION MAKE MINOR REPAIRS REPORT MAJOR REPAIR ISSUES TO LANDSCAPE DIVISION ATTACHMENT

L

KEEP SIDEWALKS AND WALKWAYS CLEAR OF TRASH & DEBRIS

KEEP TREE WELLS WEED FREE

LINEAR PARK

CLEAN TRASH AND DEBRIS FROM LANDSCAPED AREAS.

PERFORM BIO RETENTION MAINTENANCE AS OUTLINED IN SECTION 3.5

REMOVE WEEDS.

CHECK IRRIGATION MAKE MINOR REPAIRS REPORT MAJOR REPAIR ISSUES TO LANDSCAPE DIVISION ATTACHMENT

L

KEEP SIDEWALKS AND WALKWAYS CLEAR OF TRASH & DEBRIS

PERFORM BIO RETENTION MAINTENANCE AS OUTLINED IN SECTION 3.5

JACKSON COORIDOR AND SHOULDERS

CLEAN TRASH AND DEBRIS FROM LANDSCAPED AREAS.

REMOVE WEEDS.

CHECK IRRIGATION MAKE MINOR REPAIRS REPORT MAJOR REPAIR ISSUES TO LANDSCAPE DIVISION ATTACHMENT

L

KEEP SIDEWALKS AND WALKWAYS CLEAR OF TRASH & DEBRIS

KEEP TREE WELLS WEED FREE

SILVA ENTRY MOUMENT HAVE 2 PEOPLE SERVICE EACH WEEK ALL ITEMS ABOVE

Quarterly MISSION PHASE 1,2, &3, LINEAR PARK, JACKSON COORIDOR

TRIM SHRUBS (KEEP TRIMMED AWAY FROM SIDEWALK, WALKWAYS, PROTECTED BIKE LANES AND CURB FOR

PEDESTRIAN AND VEHICLE TRAFFIC).

CLEAR AROUND IN-GROUND UPLIGHTING.

CLEAN ALL PAVERS

SUBMIT QUARTERLY MAINTENANCE REPORT ALL AREAS (SECTION 3.6)

Biannually FERTILIZER APPLICATIONS

SHRUBS 16-6-8 COMPLETE FERTILIZER SLOW-RELEASE MARCH 1st

15-15-15 SLOW-RELEASE SEPTEMBER 1ST

TREES 16-6-8 COMPLETE FERTILIZER SLOW-RELEASE MARCH 1st

15-15-15 SLOW-RELEASE SEPTEMBER 1ST

INSTALL 20 YARDS BLACK MULCH CITY ENTRY MONUMENT JACKSON RD. AND SILVA AVE.

INCLUDE INSTALATION DATE AND AMOUNT IN QUARTERLY MAINTENANCE REPORTALL AREAS, (SECTION 3.6)

Annually MISSION PHASE 1,2, &3, LINEAR PARK, JACKSON COORIDOR

TREE PRUNING FOR STRUCTURE ALL TREES UNDER 25 FT. ATTACHMENT K

IN BOTH MEDIAN AND SHOULDERS SEE SECTION ALL TREES SHALL MAINTAIN A 6’6” CLEARANCE FOR PEDESTRIAN

TRAFFIC AND A 13’ CLEARANCE STREET SIDE IN TRAFFIC LANES.

ALL TREES REGARDLESS OF HEIGHT SHALL MAINTAIN THE MIN CLEARANCE ON STREET AND SIDEWALKS.

PLACE DARK BROWN MULCH BY NOVEMBER INCLUDE INSTALATION DATE AND AMOUNT IN QUARTERLY

MAINTENANCE REPORT ALL AREAS COVERED IN RFQ

MULCH QUANTITIES PER AREA

MISSION PHASE: 1, 500 YARDS

MISSION PHASE 2: 500 YARDS

MISSION PHASE 3: 80 YARDS

LINEAR PARK: 900 YARDS

JACKSON COORIDOR: 600 YARDS PLUS 40 YARDS BLACK MULCH BIANUALLY AT JACKSON MONUMENT AT SILVA

AVE.

TREE WELLS MAINTAIN LEVEL OF DECOMPOSSED GRANITE OR MULCH ALL AREAS COVERED IN RFQ

ALL MEDIANS MAINTAIN LEVEL OF DECOMPOSED GRANITE

LANDSCAPE

MAINTENANCE AREAS

AREAS

PHASE 1 MEDIAN LANDSCAPING, SHOULDER LANDSCAPING, SIDEWALKS, AND TREES

21161 FOOTHILL BLVD. TO INDUSTRIAL BLVD. & SIDE STREETS INCLUDED IN SCOPE OF WORK

FOOTHILL BLVD. SHOULDER NORTHEAST DE ANZA PARK NEXT TO 22380 FOOTHILL BLVD

SOUTHWEST MAPLE GATEWAY NEXT TO 22401 FOOTHILL BLVD

FOOTHILL BLVD. AND A ST. TURN LANE AND WEST BOUND PLANTER

FOOTHILL BLVD. SHOULDER SOUTH C ST AND FOOTHILL BLVD. NEXT TO 22701 FOOTHILL BLVD.

FOOTHILL BLVD MEDIAN A ST. TO HARDER RD.

FOOTHILL SHOULDER NORTH CORNER OF D ST AND FOOTHILL BLVD.

FOOTHILL BLVD. NORTH CORNER OF D ST. AND FOOTHILL BLVD. IN FRONT OF 22724 FOOTHILL BLVD.

FOOTHILL AND D ST PARKING LOTS BEHIND 22724 FOOTHILL BLVD TO 1ST STREET

FOOTHILL BLVD SHOULDERS D ST. TO A ST.

FOOTHILL BLVD SHOULDERS JACKSON ST. TO D ST

DST MEDIAN FOOTHILL TO 1ST STREET

DST MEDIAN FOOTHILL / MAIN ST TO WATKINS ST.

CORNER MISSION AND A ST. PARKING LOT 22524 MISSION BLVD.

A ST. SHOULDERS MISSION BLVD.TO FOOTHILL BLVD.

FIVE FLAGS PARK EAST FOOTHILL / MISSION / DST TO MAIN ST. WEST MISSION BLVD. TO MAIN ST.

JACKSON ST. MEDIAN MISSION BLVD. TO RAILROAD UNDERPASS

JACKSON ST. SHOULDER MISSION BLVD TO RAILROAD UNDERPASS

FOOTHILL BLVD MEDIAN JACKSON ST. TO D ST.

MISSION BLVD. MEDIAN JACKSON / FOOTHILL TO CARLOS BEE BLVD

MISSION BLVD. SHOULDERS JACKSON / FOOTHILL TO CARLOS BEE BLVD

CARLOS BEE BLVD MEDIAN AND SHOULDERS MISSION BLVD TO OVERLOOK AVE.

ORCHARD AVE MEDIAN MISSION BLVD. TO O NEIL AVE.

MISSION BLVD MEDIAN CARLOS BEE BLVD TO HARDER RD.

MISSION BLVD SHOULDERS HARDER RD. TO INDUSTRIAL BLVD

MISSION BLVD MEDIANS HARDER RD. TO INDUSTRIAL BLVD

BERRY ST SHOULDERS BOTH SIDES MISSION BLVD TO BELMONT AVE.

HARDER RD. MEDIANS

MISSION BLVD. TO DOLLAR ST. MISSION BLVD TO WESTVIEW WAY.

ALGUIRE PKWY MEDIAN MISSION BLVD TO PERYWINKLE RD.

INDUSTRIAL PRWY. MEDIAN MISSION BLVD TO 375 INDUSTRIAL PRWY.

PHASE 2 MEDIAN LANDSCAPING, SHOULDER LANDSCAPING, TREES, SIDEWALKS, AND PROTECTED BIKE LANES INDUSTRIAL

BLVD. TO TAMARACK DR.

MISSION BLVD. MEDIAN INDUSTRIAL BLVD TO END OF LINEAR PARK / CHAPLE OF THE CHIMES CEMETARY ACROSS

FROM 3I367 WESTCHESTER ST.

PROTECTED BIKE LANES AND SIDEWALKS

SOUTHEAST - ALGUIRE PKWY. TO BLANCHE ST.

NORTH WEST - GARIN AVE. TO BLANCHE ST.

SHOULDER LANDSCAPING AND SIDEWALKS

SOUTHEAST - END OF MISSION HILLS GOLF COURSE / 30510 PRESTWICK AVE. TO LEXINGTON AVE.

EDGE OF MISSION BLVD. TO PROPERTY FENCING.

ROUSSEAU TO GRESEL TREE ARE IN SIDEWALK CUT OUT PLANTING PITS.

32681 MISSION BLVD TO 33085 CASTRO ST

NORTHWEST – BLANCHE ST. ENTRY SIGN NORTHWEST CORNER OF BLANCHE ST. TO BUS STOP IN FRONT OF 505

BLANCHE ST

PHASE 3 SHOULDER LANDSCAPING, TREES, AND BIO RETENTION AREAS

A St. TO ROSE CT.

LINEAR PARK LANDSCAPING, TREES, AND BIO RETENTION AREAS EDGE OF CURB TO PROPERT FENCES

CHURCH PARKING LOT TO FAIRWAY ST.

FAIRWAY ST. TO CORRINE ST.

CORRINE ST. TO BLANCH ST.

BLANCH ST. TO CEMETARY FENCE.

JACKSON COORIDOR LANDSCAPING AND TREES IN MEDIAN, SHOULDERS, AND SLOPES

MISSION BLVD TO SANTA CLARA ST.

SLOPE FROM RAILROAD TRACKS TO DIADON DR. ARE MAINTAINED BY CONDOS.

3.4. DIR Registration & 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.

3.5. Tree Care

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.

3.6. Irrigation Care

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 Attachment J). The Contractor shall contact the Landscape

Maintenance Manager if special components not listed below are required.

3.7. Bioretention

The principal maintenance objective for the maintenance of the bio-retention areas is to prevent sediment buildup and clogging, which reduces pollutant removal efficiency and may lead to bioretention area failure. Routine maintenance activities, and the frequency at which they will be conducted are shown in the table in Attachment G.

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/184485/document?section=1702854

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 (10% of Total)

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

Points Based 33 (33% of Total)

3. Cost & budget proposal Points Based 33 (33% of Total)

4. Any other considerations deemed pertinent by the City Points Based 24

(24% 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 Hours 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

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 *

Please Upload your COMPLETE Proposal here including the following documents:

A. Non-Collusion Affidavit

B. Nondiscriminatory Affirmative Action Statement

C. Non-nuclear

*Response required

7.4. 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

7.5. Certifications*

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

*Response required

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

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