Supply/Delivery of Unleaded Gas, Renewable Diesel, Neste-MY Renewable Diesel, and Fuel Card Usage

The City of Hayward is seeking an experienced and qualified contractor who is specially trained, experienced, and competent to perform fueling 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

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.  

Project Details

• Reference ID: 26-046
• Department: MSD
• Department Head: Todd Rullman (Director of Maintenance Services)

Important Dates

• Questions Due: 2026-06-08T23:00:00.000Z
• Answers Posted By: 2026-06-15T23:00:00.000Z

Evaluation Criteria

• Quality and thoroughness of the proposal (15 pts) —

  Vendor' submission shall reflect adequate serviceability and responsiveness.

• Experience and past performance (15 pts)
• Local bid preference (5 pts) —

  Vendor(s) that are located in City of Hayward will receive a slightly higher score, per the City's local bidder preference clause.

• Cost and budget proposal (15 pts) —

  Vendor(s) should submit competitive bids/pricing structure.

• Environmentally Preferable Purchasing (15 pts)

Submission Requirements

• Submission Requirements (required) —

  Did you read through and confirm that you met all of the RFQ requirements including the sections:

  1. Scope of Work
  2. Attachments, if applicable
  3. Submission Format
  4. Cost Proposal (Pricing Table, if applicable)
  5. Automated Addenda & Vendor Acknowledgement, if applicable
• Discretion & Liability Waiver (required) —

  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.

• Proposal (without Cost Proposal) (required) —

  Please Upload your COMPLETE Proposal here. Upload fee proposal separately in the next step.

• Separate Cost Proposal (required) —

  Confirm that your fee proposal is not attached in your Proposal and is attached separately here.

• Proof of Insurance (required) —

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

  1. Commercial General Liability,
  2. Automobile Liability,
  3. Workers' Compensation and Employer's Liability, and
  4. Professional Liability,

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

• Certifications (required) —

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

• Local vendor, or minority/women-owned business —

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

• If submitting a bid for Part C - Fuel Cards, did you provide a list and map of fueling locations within the City of Hayward?
• If submitting a bid for Part C - Fuel Cards, what is your turnaround time for delivery of a physical fuel card? Ex: 3 days, within business week, at the end of month.
• If submitting a proposal for Part A or B, is there a minimum order quantity or a service charge if we order less than "X" gallons. If so, please include in your proposal and summarize below.
• If submitting for Part A, please specify if you are delivering Renewable Diesel R99 or R100 in your proposal and summarize below.
• If submitting a proposal for Part C, what is your turnaround time for physical delivery of fuel card at the time of ordering (for new and replacement cards)? (required)
• Type of Service (required) —

  "The City of Hayward is seeking an experienced and qualified contractor who is specially trained, experienced, and competent to perform [CONSULTING, PROFESSIONAL, JANITORIAL, etc.] services in accordance with the terms, conditions, and specifications contained in this Request for Quote (RFQ)."

• Project Overview (required) —

  Enter Project Overview for Scope of Work

• Project Description (required) —

  Enter Project Description for Scope of Work.  "The City desires _______"

• Project Goals (required) —

  Enter Project Goals for Scope of Work

• Project Deliverables (required) —

  Enter Project Deliverables for Scope of Work

• Desired Qualifications of Consultant/Contractor (required) —

  enter Desired Qualifications of Consultant/Contractor

• Environmentally Preferable Purchasing (required)