Professional Services for Open Space Vegetation Management Services Addendum No. 1

REQUEST FOR PROPOSALS
FOR
TOWN OF HILLSBOROUGH
FOR
Town Open Space Vegetation Management Project
TOWN OF HILLSBOROUGH
1600 Floribunda Ave.
Hillsborough, CA 94010
Telephone: 650-375-7444
1

TOWN OF HILLSBOROUGH
NOTICE INVITING PROPOSALS
PUBLIC NOTICE IS HEREBY GIVEN that proposals will be received by email
(ecooney@hillsborough.net) until 5 p.m., March 12, 2026, per Section G.7 of this RFP,
for the furnishing to Town of professional Vegetation Management services for the
Town Open Space Vegetation Management Project.
Interested parties may obtain copies of the above mentioned RFP at
https://www.hillsborough.net/207/Request-for-Proposals.
**A pre-proposal meeting and sites visit will be held at 1320 La Honda Road,
Hillsborough, CA 94010 on the dates provided in Section F of this RFP. All prospective
proposers are encouraged to attend this meeting in person.
**The Town may conduct interviews of one or more proposers on the date provided in
Section F of this RFP. All prospective proposers will be asked to keep the interview date
available.
The award of this contract is subject to available budget adequate to carry out the
provisions of the proposed agreement including the identified scope of services. The
Town reserves the right to reject any or all proposals determined not to be in the best
interest of the Town.
Pursuant to Labor Code Section 1773, the Town has obtained the prevailing rate of per
diem wages and the prevailing wage rates for holiday and overtime work applicable in
San Mateo County from the Director of the Department of Industrial Relations for each
craft, classification, or type of worker needed to execute the scope of services. A copy
of these prevailing wage rates may be obtained via the internet at: www.dir.ca.gov/dlsr/.
In addition, a copy of the prevailing rate of per diem wages is available at the Town's
offices and shall be made available to interested parties upon request. It shall be
mandatory upon the Proposer to whom the contract is awarded, and upon any
subcontractors, to comply with all applicable Labor Code provisions, which include but
are not limited to the payment of not less than the said specified prevailing wage rates
to all workers employed by them in the execution of the contract, contractor registration,
certified payroll records, employment of apprentices, hours of labor and debarment of
contractors and subcontractors.
2

TOWN OF HILLSBOROUGH
REQUEST FOR PROPOSALS
PROFESSIONAL VEGETATION MANAGEMENT SERVICES
Town Open Space Vegetation Management Project
I. BACKGROUND AND INTRODUCTION
The Town of Hillsborough ("Town") is requesting proposals from qualified firms1 for
Professional Vegetation Management Services ("Services"), which shall be provided under the
general direction of the Public Works Director or his or her designee. The Town of Hillsborough
owns and maintains Town-owned Open Space Areas and Easement Areas.
Open Space Areas consist of undeveloped grasslands, woodlands and shrublands that are
adjacent to residential development (wildland urban interfaces). The maintenance frequency for
these areas is based on vegetation type and conditions, as provided in the Open Space Fire
Maintenance Plan (Exhibit D) which can be found at https://www.hillsborough.net/207/Request-
for-Proposals.
Easement Areas include but are not limited to roadside rights-of-way, unpaved utility access
roads, 10' wide and 5' wide utility footpaths, trash racks in drainage channels and tributaries, and
other Town easement areas.
Town owned properties include but are not limited to water tank sites, pump station sites, public
works corporation yard, and small undeveloped Town owned parcels.
II. REQUEST FOR PROPOSALS
A. Scope of Services
The Services sought under this RFP are set forth in more detail in Exhibit "A," attached
hereto and incorporated herein by this reference. Notwithstanding the inclusion of such Services
in Exhibit "A," the final scope of Services negotiated between Town and the successful Proposer
shall be set forth in the Professional Services Agreement ("Agreement") executed by and
between Town and the successful Proposer. A copy of the Agreement is attached hereto as
Exhibit "G" and incorporated herein by this reference.
B. Content and Format of Proposal
Proposals shall be concise, well organized and demonstrate qualifications and applicable
experience. Proposals shall be in the following order and shall include:
1. Executive Summary: Summarize the content of your
firm's proposal in a clear and concise manner.
1 Use of the term "firm" throughout this document shall mean individual proprietorship,
partnership, limited liability company, corporation or joint venture.
3

2. Table of Contents:
3. Identification of Proposer:
a. Legal name and address of the company.
b. Legal form of company (partnership, corporation).
c. If company is a wholly owned subsidiary of a "parent company,"
identify the "parent company."
d. Name, title, address and telephone number of the proposed
representative to contact concerning the Proposal Submittal.
4. Staffing Resources:
a. Firm Staffing and Key Personnel
(i) Provide the number of staff to be assigned to perform the
Services and the names/discipline/job title of key staff as
well as your firm's capacity to provide additional personnel
as needed.
(ii) Identify persons that will be principally responsible for
working with the Town. Indicate the role and
responsibility of each individual. Please include one-page
resumes for principal staff. If the Proposer is chosen as a
finalist, these principal individuals must attend the
interview and in-person presentation.
b. Subcontractors/Subconsultants
(i) The Proposer shall identify functions that are likely to be
subcontracted and identify the subcontractor / sub-
consultant that is anticipated to perform each function, if
known at this time.
5. Fiscal Stability:
a. The Proposer should provide evidence of corporate stability, such
as:
(i) A letter from a financial institution stating a current line of
credit; or
4

(ii) Latest audited financial statement and/or annual report that
has been certified by a CPA. This information will remain
confidential and is not subject to public disclosure.
6. Experience and Technical Competence:
a. Experience
(i) The Proposer shall provide a description of how the
Proposer's past experience performing similar services, as
well as technical and professional skills will meet the goals
and fulfill the general functions identified in this RFP and
Scope of Services.
(ii) The Proposer shall state the number of years the firm has
conducted business. Proposer must have at least four (4)
years' experience in providing the required scope of
Services for public clients.
(iii) Provide three (3) references regarding the Proposer's
experience and performance performing similar services.
Include the following information: (1) organization name,
contact name, phone number, e-mail address; and (2)
project size and description, if applicable, and description
of services.
(iv) Describe the firm's local experience and knowledge
of Town's operations.
b. Project Specific Experience
(i) The Proposer shall provide a description of the three (3)
most relevant service contracts held by the firm within the
last five years, one page per project, to include:
(a) Role of the firm
(b) Dollar value of the services
(c) Dollar value of the fee
(d) Description of services
(e) Staffing
(f) Duration of providing services
(g) Relationship to client
5

(h) Contact name, position, entity name, telephone
number, fax number and e-mail address for each
project.
(ii) If any of the following has occurred, please describe in
detail:
(a) Failure to enter into a contract or professional
services agreement once selected or awarded the
contract.
(b) Withdrawal of a proposal as a result of an error.
(c) Termination or failure to complete a contract prior
to the expiration of the contract.
(d) Debarment by any municipal, county, state, federal
or local agency or loss of contract license status.
(e) Involvement in litigation, arbitration or mediation.
Conviction of the firm or its principals for violating
a state or federal antitrust law by bid or proposal
rigging, collusion, or restrictive competition
between bidders or proposers, or conviction of
violating any other federal or state law related to
bidding or professional services performance.
Knowing concealment of any deficiency in the
performance of a prior contract.
(f) Falsification of information or submission of
deceptive or fraudulent statements in connection
with a contract.
(g) Willful disregard for applicable rules, laws or
regulations.
Information regarding any of the above may, at the sole
discretion of the Town, be deemed to indicate an
unsatisfactory record of performance.
7. Proposed Method to Accomplish the Work: Describe the technical and
management approach to providing the Services to the Town. Proposer should take into account
the Scope of the Services, goals of the Town, and general functions required. Include a draft
schedule of tasks, milestones, and deliverables that will provide for timely provision of the
Services. In reviewing the scope of Services and goals described in Exhibit "A," the Proposer
may identify additional necessary tasks and is invited to bring these to the Town's attention
within the discussion of its proposed method to accomplish the work.
6

8. Fee Proposal: Please provide a lump-sum, not-to-exceed fee proposals for
the Scope of Services. The fee proposals (Exhibit B) shall include hourly rate sheet for all
personnel and equipment for "Additional Services" (as such term is defined in Exhibit B and the
Agreement attached hereto as Exhibit "G").
9. Insurance: See the Agreement, attached hereto as Exhibit "G", for a
description of the insurance requirements.
10. Litigation: Provide litigation history for any claims filed by your firm or
against your firm related to the provision of any services in the last five (5) years.
11. Other Information: This section shall contain all other pertinent
information regarding the following:
a. Demonstration of record of staffing tasks efficiently and
completing projects on time and within the allocated budget.
b. Description of community involvement.
c. Description of any previous involvement with the Town.
12. Appendices
C. Pre-Proposal Meeting
Each Proposer is requested to attend a pre-proposal meeting and sites visit, to be held at the
Public Works Corporation Yard, 1320 La Honda Road, Hillsborough, CA 94010, as provided in
Section F "Proposed Schedule". Attendance to this meeting is strongly encouraged but will not
preclude a firm from submitting a proposal. Attendance at the pre-proposal meeting will ensure
the Proposer understands the full scope of the Services requested. Additional as needed site visits
will be available, as provided in Section F "Proposed Schedule".
D. Selection Process
1. Town will evaluate proposals based on the following criteria:
a. The firm is independent and properly licensed to practice and
authorized to do business in the State of California.
b. The firm has no conflict of interest with regard to any other work
performed by the firm for the Town.
c. Clarity and conformance of proposal to RFP.
d. Content of the proposal.
e. Proposer's experience and performance.
7

f. Team members' experience and performance.
g. Fee proposal.
h. Reference's comments.
2. It is the Town's intent to select a firm evidencing demonstrated
competence and professional qualification sufficient to perform the Services. The Town reserves
the right to reject all proposals, select by proposal review only or interview as needed. Certain
firms may be selected to make a brief presentation and oral interview after which a final
selection will be made. The successful proposer will be selected on the basis of information
provided in the RFP, in-person presentations, and the results of the Town's research and
investigation. Upon selection of a firm, the Town will endeavor to negotiate a mutually
agreeable professional services agreement with the selected firm. In the event that the Town is
unable to reach agreement, the Town will proceed, at its sole discretion, to negotiate with the
next firm selected by the Town. The Town reserves the right to contract for services in the
manner that most benefits the Town including awarding more than one contract if desired.
3. After negotiating a proposed Agreement that is fair and reasonable, Town
staff will make the final recommendation to the City Council concerning the proposed
Agreement. The City Council has the final authority to approve or reject the Agreement.
E. Protests
1. Protest Contents: Proposer may protest a contract award if the Proposer
believes that the award was inconsistent with Town policy or this RFP is not in compliance with
law. A protest must be filed in writing with the Town (email is not acceptable) within five (5)
business days after receipt of notification of the contract award. Any protest submitted after 5
p.m. of the fifth business day after notification of the contract award will be rejected by the
Town as invalid and the Proposer's failure to timely file a protest will waive the Proposer's right
to protest the contract award. The Proposer's protest must include supporting documentation,
legal authorities in support of the grounds for the protest and the name, address and telephone
number of the person representing the Proposer for purposes of the protest. Any matters not set
forth in the protest shall be deemed waived.
2. Town Review: The Town will review and evaluate the basis of the protest
provided the protest is filed in strict conformity with the foregoing. The Town shall provide the
Proposer submitting the protest with a written statement concurring with or denying the protest.
Action by the Town relative to the protest will be final and not subject to appeal or
reconsideration. The procedure and time limits set forth in this Section are mandatory and are
the Proposer's sole and exclusive remedy in the event of protest. Failure to comply with these
procedures will constitute a waiver of any right to further pursue the protest, including filing a
Government Code claim or legal proceedings.
F. Proposal Schedule
The tentative schedule is as follows:
8

ACTION DATES
Release of Request for Proposal February 13, 2026
(Optional) Deadline for Submission of Letter of Interest February 23, 2026 by
(Section G.1) submitted to ecooney@hillsborough.net 5:00 pm
Recommended Pre-proposal Meeting and Site Visits: 1320 La February 23, 2026 @
Honda Road, Hillsborough, CA 94010 10:30 a.m.
Optional / Additional Site Visits: 1320 La Honda Road, February 26, 2026 @
Hillsborough, CA 94010 9:30 a.m.
Last Day to Submit Questions for Clarification March 2, 2026 by 5 p.m.
received by the Town
Clarifications Issued by Town March 4, 2026 by 5 p.m.
Deadline for Receipt of Proposals submitted on or before 5 March 12, 2026 by 5
pm to ecooney@hillsborough.net p.m.
Remote Interview of Finalists (Hold the Date) March 18, 2026
Authorization to Negotiate Contract April 13, 2026
Notice to Proceed, Begin Construction April 30, 2026
The above scheduled dates are tentative and Town retains the sole discretion to adjust the
above schedule. Schedule adjustments will be emailed to firms that submit a letter of interest
and will be posted as addendum(s) to the Town's website https://www.hillsborough.net/207/Request-
for-Proposals. Nothing set forth herein shall be deemed to bind Town to award a contract for the
above-described professional Services and Town retains the sole discretion to cancel or modify
any part of or all of this RFP at any time.
G. Submittal Requirements
1. Letter of Interest: Proposer must submit a notification of its interest to the
Town's contact person by the date provided in Section F of this RFP (Proposal Schedule).
Proposers that fail to submit a Letter of Interest will be removed from the Proposer's List.
Removal from the Proposer's List will not preclude a Proposer from submitting a proposal;
however, such firms must contact the Town prior to submission of a proposal to ensure
responsiveness. Letters of interest can be provided by email, in the body of the email, to Ed
Cooney at ecooney@hillsborough.net. Please state "Letter of Interest for Open Space Vegetation
Management Services" in the email subject line.
2. General: It is strongly recommended that the Proposer submit proposals
in the format identified in Section B to allow the Town to fully evaluate and compare the
9

proposals. All requirements and questions in the RFP should be addressed and all requested data
should be supplied. The Town reserves the right to request additional information which, in the
Town's opinion, is necessary to assure that the Proposer's competence, qualifications, number of
qualified employees, business organization and financial resources are adequate to perform the
Services according to the terms of the Agreement.
3. Preparation: Proposals should be prepared in such a way as to provide a
straightforward, concise delineation of capabilities to satisfy the requirements of this RFP.
Responses should emphasize the Proposer's demonstrated capability to perform work of this
type. Expensive bindings and promotional materials, etc., are not necessary or desired.
However, technical literature that supports the approach to providing the Services and work plan
should be forwarded as part of the proposal. Emphasis should be concentrated on completeness,
approach to the work and clarity of the proposal.
4. Site Examination: Proposers are encouraged to visit Town and its
physical facilities and determine the local conditions which may in any way affect the
performance of the Services; familiarize themselves with all federal, state and local laws,
ordinances, rules, regulations, and codes affecting the performance of the Services; make such
investigations, as it may deem necessary for performance of the Services at its proposal price
within the terms of the Agreement; and correlate its observations, investigations, and
determinations with the requirements of the Agreement.
5. Number of Copies: One executed original submitted electronically per
Section G.8, below.
6. Authorization: The proposal shall be signed by an individual, partner,
officer or officers authorized to execute legal documents on behalf of the Proposer.
7. Confidentiality of Proposal: Pursuant to Michaelis, Montanari, &
Johnson v. Superior Court (2006) 38 Cal.4th 1065, proposals submitted in response to this RFP
shall be held confidential by Town and shall not be subject to disclosure under the California
Public Records Act (Cal. Government Code section 6250 et seq.) until after either Town and the
successful proposer have completed negotiations and entered into an Agreement or Town has
rejected all proposals. All correspondence with the Town including responses to this RFP will
become the exclusive property of the Town and will become public records under the California
Public Records Act. Furthermore, the Town will have no liability to the Proposer or other party
as a result of any public disclosure of any proposal or the Agreement.
If a Proposer desires to exclude a portion of its proposal from disclosure under the
California Public Records Act, the Proposer must mark it as such and state the specific provision
in the California Public Records Act which provides the exemption as well as the factual basis
for claiming the exemption. For example, if a Proposer submits trade secret information, the
Proposer must plainly mark the information as "Trade Secret" and refer to the appropriate
section of the California Public Records Act which provides the exemption as well as the factual
basis for claiming the exemption. Although the California Public Records Act recognizes that
certain confidential trade secret information may be protected from disclosure, the Town may not
be in a position to establish that the information that a Proposer submits is a trade secret. If a
10