On-Call Graphics and Translation Services for the Planning Division

PROJECT OVERVIEWThe City of Hayward Planning Division has recently completed several long range planning efforts, including the adoption of objective residential design standards, the adoption of a Sidewalk Vendor Ordinance, and an update to the City’s Density Bonus Ordinance. In addition, the City is in the process of updating its Tree Preservation Ordinance, creating a streamlined process for Accessory Dwelling Unit (ADU) submittals, and establishing universal design standards. To support the implementation of these efforts, the City seeks to hire an on-call consultant or consultant team to create graphics and handouts that help explain the various new standards and processes. Specifically, the City’s objectives for this on-call contract are as follows:Design easy to understand, eye-catching handouts that help explain the City’s planning regulations and processes. This may include checklists, how-to guides, process flow charts, annotated diagrams, FAQs, and/or other related

documents for the projects listed above and/or other projects as needed. Documents shall be provided in an electronic format that City staff can edit as needed.Assist in developing diagrams and simple sketches that visually demonstrate concepts and requirements.Translate the handouts into other languages (primarily Spanish, but possibly other languages), as needed. (Translation can be done by a sub-consultant, if the primary consultant does not have sufficient translation capabilities in house. Alternatively, a planning/graphic design consultant can apply on their own, as long as they indicate a willingness to partner with a translation service that the City identifies. At this time, the City is not seeking Translation only firms.) BUDGETThe City of Hayward Planning Division has designated a total of $75,000 for up to three years of on-call graphics and translation services. Additional funding may be available and/or the term of the on-call contract may be extended, if necessary, to achieve the City’s stated Project Objectives. NOTICE TO RESPONDERSNOTICE IS HEREBY given that the City of Hayward invites sealed Statement of Qualifications (SOQs)/Bids for 24-036 On-Call Graphics and Translation Services for the Planning Division. Each SOQ/bid shall be in accordance with the general provisions for purchase of work and services on file in the office of the DSD, 777 B Street, Hayward, CA 94541-5114. The total bid excluding sales tax must appear in the SOQ/bid. All SOQ/bids must be submitted to the City's eProcurement Portal by 12:00 pmon Wednesday, May 29, 2024and clearly identified with RFQ title, number, company name and due date. Changes in or additions to the SOQ/Bid, or its forms, recapitulations of the work bid upon alternative proposals, or any other modifications of the SOQ/bid which is not specifically called for in the contract documents may result in the rejection of the bid as not being responsive to the SOQ/bid. No oral or telephonic modification of any SOQ/bid submitted will be considered. Number of days shall mean calendar days After Receipt of Order (ARO). SOQs/Bids quoting delivery beyond the requirement may be rejected.SOQ/bids may be withdrawn by the Respondent prior to the time fixed for the opening of bids, but may not be withdrawn for a period of ninety (90) days after the opening of SOQ/bid. A successful respondent shall not be relieved of the SOQ/bid submitted without the City's consent or respondent's recourse to Public Contract Code sections 5100 et. seq. Any addenda or bulletins issued during the time of SOQ/bidding shall form a part of the drawing and specifications issued to respondents for the preparation of their SOQ/bids and shall constitute a part of the contract documents.It is the sole responsibility of the proposing firm to ensure that SOQ/bids are received prior to the closing time, as late SOQ/bids will not be accepted and deemed nonresponsive.BackgroundThe City of Hayward, California is located in Alameda County and is known as the “Heart of the Bay” because of its central and convenient location to San Francisco, Oakland, and San Jose. It is served by an extensive network of freeways and bus lines and has two BART stations and an Amtrak station. According to the U.S. Census Bureau, it is estimated that there are 162,954 residents of the City of Hayward (2020 Census). According to American Community Survey (ACS) data, approximately 60 percent of Hayward’s population speaks a language other than English at home, and approximately 10 percent of households have “limited English” proficiency (ACS, 2022).The City is governed by a City Council / City Manager form of government. The City Council is made up of six members plus a mayor that serves as the head of the City Council. The City Council appoints a City Manager to oversee the City’s 12 departments. Additional information regarding the City of Hayward may be obtained at: http://www.hayward-ca.gov/about.shtm TimelineRelease Project Date:April 24, 2024Question Submission Deadline:May 10, 2024, 12:00pmQuestion Response Deadline:May 14, 2024, 5:00pmSubmission Deadline:May 29, 2024, 12:00pmReview Period of Proposals:May 30, 2024Interview (upon City's discretion):June 12, 2024Contractor Selection Date:June 21, 2024