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 RFP must be submitted in the Question & Answer portal within the City's project posting.  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

All questions must be submitted to the Question & Answer portal within the City's project posting by 12:00 pm Friday, December 1, 2023. This will allow sufficient time for any addenda to be issued by the City to all bidders.  

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.

• 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.

Should any proposer question or protest the award of the contract, such question or protest must be furnished in writing to the Purchasing Manager within three (3) calendar days after the City notifies all proposers of its Intent to Award. Such submittal must fully explain the basis of the objection supported by all relevant information facts and details.  Letter must be signed by an authorized representative stating specific reason(s) for the protest including all relevant facts (law, rule, regulation, and criteria).

Questions or protests not furnished in writing as prescribed will not be accepted.