SLED Opportunity · CALIFORNIA · CITY OF HAYWARD
AI Summary
City of Hayward seeks proposals for a Nighttime Safety Enhancement Plan to improve street lighting, enhance traffic safety, and support Vision Zero by 2050 with assessments, recommendations, and capital improvement planning.
The Nighttime Safety Enhancement Plan (Plan) is proposed to analyze and propose improvements to the City of Hayward streetlight system to increase nighttime traffic safety and reduce crashes for all road users to help achieve the City’s Vision Zero goal by 2050. The Plan will include assessments of the existing lighting conditions, recommendations for the minimum illumination levels in various development areas with a focus on high pedestrian and bicycle corridors, establishment of maintenance programs, processes for handling new street light requests, short- and long-term capital improvement alternatives, and greenhouse gas emission reduction estimations related to LED conversion and increased active transportation mode share.
Project Background:
The City of Hayward is committed to its Vision Zero goal to eliminate roadway fatalities and severe injuries by 2050. In an effort to achieve this goal, the Nighttime Safety Enhancement Plan is proposed to strategically address transportation safety on the City's roadways with an approach that includes social safety.
The City’s Local Road Safety Plan (LRSP) (2023) identified a correlation between fatal and severe injury crashes with both time of day and lighting conditions. Fatal and severe injury crashes occur more frequently at night or during twilight (dusk/dawn) hours. Further, pedestrians were more frequently injured or killed in dark or dusk/dawn conditions, particularly during evening peak travel periods. A higher share of fatal and severely injured bicycle-involved crashes also occurs in dark or dusk/dawn conditions.
The City intends to develop the Nighttime Safety Enhancement Plan by taking a systematic approach to improve the citywide lighting system in alignment with the LRSP. The goals of this plan are to increase nighttime traffic safety; reduce barriers on multi-modal corridors; promote walking, biking, and transit use at nighttime; reduce greenhouse gas emissions; and contribute to achieving the Vision Zero goal by 2050.
This project is funded by Caltrans FY 2025-2026 Sustainable Transportation Planning Grant.
Existing City Streetlight System & Available Data:
The City maintains a GIS database of existing streetlights, which has records of over 8,000 streetlights and includes data such as location, light-emitting diode (LED) installation date, wattage, and voltage. About 80% of the City’s streetlights have been converted to LED fixtures and about 1,700 fixtures remain to be converted.
The City’s 2017 Standard Details includes specifications for the type of electrolier, luminaire, and luminaire requirements for standard street lighting and downtown street lighting (SD 120, SD 120A, and SD 120B). The Standard Details also include design criteria for roadway lighting on arterials, collectors, and local roadways.
Addendum No.1
Did you read through and confirm that you met all of the proposal requirements including the sections:
If any portion of the City’s standard Professional Services Agreement is unacceptable to your firm, please identify the particular clause(s) in a separate letter to the City submitted with your proposal.
Please Upload your COMPLETE Proposal here, which includes the following:
Please Upload your COMPLETE Proposal here. Upload fee proposal separately in the next step.
Confirm that your fee proposal is not attached in your Proposal and is attached separately here.
The contract shall be executed by the successful bidder and shall be returned, together with the Certificate(s) of Insurance to City of Hayward so that it is received within 14 working daysafter the bidder has received the contract for execution. Failure to do so shall be just cause for forfeiture of the proposal guaranty.
Will this solicitation require a bid bond?
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Will there be an evaluation committee to review the proposals and score them based on weights and multiple criteria?
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Q (City Logo): Can we use the City's logo in our proposal?
A: Yes, the City’s logo can be used in the proposal.
Q (Pre-Proposal Meeting): Was the pre-proposal meeting mandatory or optional? We noticed there was conflicting information in the RFP about this, so wanted to clarify.
A: We acknowledge that there was conflicting information. Therefore, the pre-bid meeting on March 11, 2026, is considered optional. An addendum will be released to clarify this information.
Q (11x17 Paper): Can we use 11x17 paper for large graphics?
A: Yes, please also note that only electronic submissions are accepted.
Q (Bid Summary and Statement of Experience and Qualifications): The RFP asks for a A. Bid Summary and B. Statement of Experience and Qualifications on page 16 of the RFP, but doesn't explain what needs to be included in those sections. Can the City please clarify what is required for the A. Bid Summary and B. Statement of Experience and Qualifications and how it is different from the other proposal sections, such as the C. Experience section of the proposal?
A: Instead of requiring A. Bid Summary and B. Statement of Experience and Qualifications, we will simplify to require the following in the submission. An addendum will be released to clarify this information. A. Proposal Package (include everything listed under Section 3.2C Proposal Requirements) B. Non-Collusion Declaration, Nondiscriminatory & Affirmative Action Certification Statement, and Affirmation on Non-Involvement in Nuclear Weapons (see Section 6. Attachments)
Q (Attachment E): Attachment E requires Payment and Performance Bonds equal to 100% of the contract value. Because the scope of work is limited to professional planning and consulting services and does not involve construction or public works improvements, these bonding requirements are not applicable to the services being procured. Will the City amend the solicitation to remove the bond requirement?
A: Yes, it is confirmed that Contract Bonds are not applicable to this project. An addendum will be released to clarify this information.
Q (Provisions and Professional Services Agreement): The solicitation includes both the City’s General Provisions for Purchases of Work and Services and the Sample Professional Services Agreement. Certain provisions between these documents appear inconsistent, including indemnification and insurance requirements. Can the City clarify whether the terms of the Professional Services Agreement will govern in the event of a conflict, or if the General Provisions will be incorporated into the final agreement?
A: It is confirmed that the Professional Services Agreement will be used as the binding contract. General Provisions are not applicable and will not be required. An addendum will be released to clarify this information.
Q (No subject): Is the City also looking for feedback on the current user experience to eventually adjust the process to request streetlights or repairs on Access Hayward?
A: The main purpose of this scope is to set standards and guidelines to evaluate the streetlight requests from the public. The consultant will recommend how to evaluate the adequacy and feasibility of the requested streetlight locations. As part of the scope, the Consultant should also review the user experience and recommend any improvements, but this should not be the main focus for this task.
Q (No subject): Does the City have an expected minimum of nighttime walk audits?
A: A minimum of 2 nighttime walk audits will be required. Based on preliminary research, outreach, and available budget, additional nighttime walk audits may be conducted.
Q (No subject): Can you please clarify what should be included as "Bid Summary" as noted in 5.3/A in page 16 of RFP. Do you have an example or template you'd like to see in the proposal?
A: Instead of requiring A. Bid Summary and B. Statement of Experience and Qualifications, we will simplify to require the following in the submission. An addendum will be released to clarify this information. A. Proposal Package (include everything listed under Section 3.2C Proposal Requirements) B. Non-Collusion Declaration, Nondiscriminatory & Affirmative Action Certification Statement, and Affirmation on Non-Involvement in Nuclear Weapons (see Section 6. Attachments) Consultants will have to create their own template for the A. Proposal Package.
Q (No subject): Can you please clarify if the Consultant is expected to include the entire page 16 with Vendor Submissions in the proposal or is page 16 only shown for internal review.
A: The proposal package does not need to include Vendor Submissions. The Vendor Submission questions will need to be answered during the electronic submittal process.
Q (No subject): Can you please clarify where are the General Conditions and Special Provisions sections are noted in the RFP package. Do you refer to General Provisions that has been attached to the RFP?
A: General Provisions and Special Provisions are not applicable and will not be required. An addendum will be released to clarify this information.
Q (No subject): Is there any other interim deadline other than final completion date on June 30, 2028. Does the city have timeline for Draft and Final Plan reviews
A: To ensure meeting the final completion date, the development of the Draft and Final Plan should start in September 2027 to allow sufficient time for public feedback, presentation to the Council Infrastructure & Airport Committee, and final adoption by the City Council.
Q (No subject): Does City have a maximum budget for the scope of work? Is there any difference between Caltrans grant and the maximum fee that the Consultant can propose?
A: The City has a maximum budget for the scope of work, but it will not be shared at this time. Upon review of the submitted proposals, we may reach out to the bidder(s) to discuss and negotiate the proposed budget.
Q (No subject): Will the Consultant be creating it for the City?
A: The consultant will be required to deliver the scope of work.
Q (No subject): Will the City provide the Conultant the attribution and the information needed?
A: The City will provide available streetlight attribution and related data. Please refer to 1.2 Background section.
Q (No subject): Is the city expecting a classified file (GIS)?
A: Yes, the existing streetlight GIS layer serves as the primary point layer for pole locations and includes both pole and light fixture data. As part of the update, light fixtures need to be captured in a separate layer with the proper offset from the pole. Key attributes to be updated include pole number, pole height, pole color, pole material, badge number, light fixture type, wattage, voltage, and arm length.
Q (No subject): Does the City need any training about GIS?
A: If Consultant chooses to provide an optional GIS layer with additional features, a brief introductory training on how to use the layer will be needed.
Q (No subject): Does the City need any processing on the GIS data?
A: Processing needs to be done to meet the City’s specifications
Q (No subject): What is the GIS data format the City is expecting?
A: Geodatabase format is required.
Q (No subject): What's the accuracy level in terms of geolocation. For accuracy is +- 1 foot good enough for this work?
A: The accuracy level of +-1 foot is sufficient.
Q (No subject): Can you let us know the total centerline mileage of the streets that you'd like to be surveyed in linear miles?
A: The total centerline mileage of the City is approximately 400 miles. This total mileage will need to be surveyed for the inventory update.
Q (No subject): What are the lighting asset the City needs? Pole serial number, operational status (ON/OFF) and luminaire type?
A: The lighting asset includes the streetlight GIS layer, which serves as the primary point layer for pole locations and includes both pole and light fixture data. As part of the update, light fixtures need to be captured in a separate layer with the proper offset from the pole. Key attributes to be updated include pole number, pole height, pole color, pole material, badge number, light fixture type, wattage, voltage, and arm length. Consultants may add operational status to the existing layer. Consultants may add operational status to the existing layer.
Q (No subject): What is the existing streetlight GIS Data that the City currently has?
A: The existing streetlight GIS layer serves as the primary point layer for pole locations and includes both pole and light fixture data. As part of the update, light fixtures need to be captured in a separate layer with the proper offset from the pole. Key attributes to be updated include pole number, pole height, pole color, pole material, badge number, light fixture type, wattage, voltage, and arm length. Consultants may add operational status to the existing layer.
Q (No subject): Is Consultant responsible to verify all of the streetlight inventory? Can this be done via sampling work or will Consultant need to verify each fixture?
A: Consultant will verify and update all lighting assets including the existing GIS data. The consultant will need to verify each fixture, and sampling work is not accepted.
Q (No subject): Which documents should the consultant review for the baseline conditions assessments? Will the City provide these?
A: The documents and data include but not limited to the City's Local Road Safety Plan, Bicycle & Pedestrian Master Plan, collision records, and high injury network. City will provide available documents and data such as City adopted plans, policies, and streetlight inventory GIS data. Consultant will retrieve all the other data, including collision records, necessary for the Baseline Conditions Assessments.
Q (No subject): Can you please expand the photogrammetric study? What is the expectation of the City from this study?
A: The photogrammetric survey is to measure average lighting levels, illumination quality, and light loss factor. Consultants may recommend additional features to the photogrammetric study to better assess the lighting conditions.
Q (No subject): Please clarify Section 3.2., Item J. Does the city want disclosure of only the vendors proposed?
A: Yes, please disclose any subconsultant(s), contractor(s), or vendor(s) that will be working on this project in the proposal package. An Addendum will be released to clarify this information.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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