Prominence LLD 3 Landscape Maintenance

The City of Hayward is seeking an experienced and qualified contractor who is specially trained, experienced, and competent to perform Landscape and irrigation maintenance services in accordance with the terms, conditions, and specifications contained in this Request for Quote (RFQ).

The goal of this RFQ is to provide quality landscape maintenance services to the Prominence community. Consisting of debris and litter removal, weeding. shrub trimming, tree trimming, maintenance of sloped areas, v ditch cleaning, Turf maintenance, and sidewalk/walkway cleaning.

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, lawn care, and general cleanup. These duties are to be completed as scheduled and quarterly maintenance report submitted to landscape maintenance division.

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.

Vendor must make monthly and quarterly reports on time and accurate. Vendor must completed outlined tasks on time without reminders.

Contractor shall provide at least (3) crew members, for a minimum of 8 hrs. each be sent to the site, to perform the full range of maintenance services described herein, at least once per week. An additional (2) crew members will be required for two visits 8 hrs. each. per quarter to do maintenance tasks while the maintenance crew completes quarterly maintenance above V Ditch

The Weekly maintenance crew shall include one member trained and experienced in operating the Calsense water management system, who must be capable of programing and repairing the system

Weekly check Calsense computer system for alerts and respond accordingly make small repairs up to $500. Repairs in excess of $500 require advance approval of the PLC (Prominence Landscape Committee) and Landscape Manager.

Vendor shall complete a monthly maintenance checklist (Attachment F) outlining work performed that month and will submit.

**Submission method:** 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.

All communication from prospective proposers regarding this RFQ must be submitted in the Question & Answer portal within the City's project posting. Please submit each question SEPARATELY. Questions not submitted separately will be rejected.

**Mandatory** on-site meeting: Attend the mandatory on-site meeting, which is currently scheduled for Thursday, November 5, 2026 at 10:00 am.

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

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

• Commercial General Liability,
• Automobile Liability,
• Workers' Compensation and Employer's Liability, and
• Professional Liability,

and provide the policy limits where applicable. Selected vendor will be required to sign a Professional Services Agreement.

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

Selection of Firm or Individual (Tentative): December 17, 2026.