Renovation of a municipal facility in Hayward, California. Completed plans call for the renovation of a municipal facility.

DEADLINE FOR QUESTIONS: March 7, 2025 The City of Hayward invites sealed proposals for 25-042 City of Hayward Second Floor Office Reconfiguration. Overview of Scope Project Overview: The City of Hayward (City) announces a Request for Quotes (RFQ) from qualified firms for the construction of City Hall's second floor. The City is seeking a vendor that will work on the reconfiguration of the second floor to expand the workspace for the Public Works and Utilities Department. In January 2020, the Engineering and Transportation Department combined with Utilities and Environmental Services into one Public Works and Utilities Department and all staff have consolidated to the second floor. With the consolidation of staff and anticipation of adding new staff in the future, the second floor is at its maximum capacity. The Public Works and Utilities Department is seeking a vendor to reconfigure the current workspace to create a total of 71 cubicles with the cubicle dimensions below, which is subject to change. All cubicles will require 61"H or close to. A copy of the floor plan is attached for reference. 65 will be 9'x9' 4 will be 9'x6' 2 will be 9'x12' The City has included an attached floor plan to display the spacing of the entire floor. City staff will rely on the expertise of the vendor to assist with the different cubicle layouts. Project Goals: The vendor will be responsible for the breakdown of the current system with guidance from the City of Hayward's Facilities staff. The vendor will be responsible for the building of new cubicles in collaboration with data and electrical vendors during the reconfiguration process. The City is seeking a firm that has materials compatible with the current cubicles installed on the second floor. This is not a requirement but is desirable. This includes compatibility with current drawers and shelving. The current cubicle system was purchased from Knoll in October 1997 and attached are photos of the existing cubicles with the color. City staff is strongly encouraging vendors to attend a site visit to view the dimensions of the cubicles for compatibility. However, if this is not an option, the City would like to work with a firm whose materials will be available long term for any expansions in the future. The vendor will be responsible for the breakdown of the current cubicles and building of new ones. The reconfiguration of the workspace is expected to be completed in phases to minimize the disruptions to City staff. Each proposal shall be in accordance with the general provisions for purchase of work and services on file in the office of the Utilities, 777 B Street, Hayward, CA 94541-5114. Contact Information Any administrative questions regarding bidding procedures should be directed to: Project Contact: Rachel Patu Administrative Secretary 777 B Street 2nd Floor Hayward, CA 94541 Email: rachel.patu@hayward-ca.gov Phone: (510) 583-2161 Procurement Contact: Rita Perez Purchasing Manager 777 B Street Hayward, CA 94541-5114 Email: rita.perez@hayward-ca.gov Phone: (510) 583-4801 Question Deadline 03/07/2025 at 12:00 PM PT All questions must be submitted electronically. This will allow sufficient time for any addenda to be issued by the City to all bidders. Communication by telephone or in person will not be accepted. Question Response Deadline: March 13, 2025, 4:30pm Selection of Firm or Individual (Tentative): March 19, 2025 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. 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. 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.