Asphalt_Paving_Repair_and_Patch_Work.pdf

REQUEST FOR QUOTATION

26-045

ASPHALT PAVING REPAIR AND PATCH WORK

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: July 8, 2026

DEADLINE FOR QUESTIONS: July 13, 2026

RESPONSE DEADLINE: July 22, 2026, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/hayward-ca https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Hayward

REQUEST FOR QUOTATION

Asphalt Paving Repair and Patch Work

I. Introduction II. Project Details

III. Scope of Work IV. Submission Format V. Evaluation Phases

VI. Pricing Proposal VII. Vendor Questionnaire

Attachments:

A - Construction Contract Template

B - General Provisions

C - Contract Bonds

D - Non-Collusion Affidavit

E - Nondiscriminatory Affirmative Action Cert Statement

F - Non-nuclear

G - Standard Details Updated 2020

H - SD-107

I - SD-108

J - SD-125

Request For Quotation #26-045 Title: Asphalt Paving Repair and Patch Work

1. Introduction

1.1. Summary

The City of Hayward is seeking an experienced and qualified contractor who is specially trained, experienced, and competent to perform roadway repair. The work shall include asphalt paving and patch work, as required by the City of Hayward, including all associated concrete patch work and repairs. The majority of concrete work will consist of sidewalk, curb, and gutter repairs. All work shall include labor, materials, equipment, traffic control, and disposal 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

1.2. Background

With a population currently estimated at 162,954, 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.

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1.3. Timeline

Release Project Date July 8, 2026

Question Submission Deadline July 13, 2026, 4:00pm

Question Response Deadline July 16, 2026, 4:00pm

Proposal Submission Deadline July 22, 2026, 4:00pm

Selection of Firm or Individual (Tentative) July 24, 2026

2. Project Details

2.1. Important Instructions for Electronic Submittal

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.

2.2. Communication Regarding this RFQ

All communication from prospective proposers regarding this RFQ must be submitted in the Question &

Answer portal within the City's project posting. Please submit each question SEPARATELY. Questions not submitted separately will be rejected. 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.

2.3. Protest

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.

https://procurement.opengov.com/signup https://procurement.opengov.com/portal/hayward-ca/projects/253962

3. Scope of Work

3.1. Scope of Work

3.1. Overview of Scope

A. Overview:

1. The City of Hayward (City) announces a Request for Quotes (RFQ) from qualified firms for permanent hot asphalt repair with a minimum of eight inch thick cross section in the repair area, per square foot.

2. The City is seeking a contractor to complete asphalt repairs under the requirement of the latest Standard Details SD-125 for pavement replacement, SD-107 for concrete construction special provisions, SD-108 for sidewalk, curb and gutter, island curb and curb ramp sections, which have been included as attachments for reference.

3. The City desires actual pricing for specific job sites to be quoted prior to work being scheduled.

B. Goals and Expectations:

1. All repair patches shall be “tee-ed” or “t-trenched by a minimum of twelve inches beyond the disturbed area of the excavation that created the need for the patch and shall be excavated to a minimum depth of eight inches. In extremely high traffic areas or for large repair areas, the City may require more than twelve inches beyond the disturbed area to key or lock in the asphalt patch into the surrounding pavement and shall be excavated to a minimum depth of twelve inches or match existing pavement depth, whichever is greater.

2. Contractor will be held responsible for the service life of the patch. While all contractor asphalt repairs/patches shall have a 1-year warranty during which the patch will be replaced in its entirety by contractor at no additional cost to the City if the patch doesn’t meet the City’s expectation for any reason. If any contractor’s asphalt patches fail beyond the warrantee period of one year and before the surrounding street fails in a similar fashion in areas near the patch, the contractor will not be invited to bid on additional asphalt repair work for the City. There shall be no appeal from the contractor regarding this.

3. Contractor shall be required to perform all traffic control associated with the patch work. On all high-volume or major traffic streets, Contractor shall be required to utilize arrow boards as part of the traffic control setup, in addition to any other required signage and devices. Contractor is to be held entirely liable, and shall hold the City, employees, and elected officials harmless, for all accidents associated with the inadequacies associated with the contractor’s traffic control plan.

4. Contractor shall furnish Class II Aggregate Base Rock and shall solely be responsible for all over excavation required to get adequate compaction of the Class II Aggregate Base Rock to ensure that the asphalt patch does not fail before the surrounding roadway.

5. Contractor shall furnish all materials, manpower and equipment to perform the asphalt repair work and traffic control work.

6. Contractor will be responsible for ensuring that the asphalt repair is made in a way that leaves no uneven road surface area and that the transition to and from the repair area to the surrounding street is entirely smooth and conforms to the overall contour of the surrounding asphalt of the street/roadway.

7. Contractor shall raise all valve boxes, utility boxes, storm drain inlets and manholes and shall have these features supported by concrete where necessary because of high traffic loads in accordance with City Standard Specializations and Construction details.

8. Contractor shall be solely responsible for the removal and disposal of all excavated material from the job site.

9. Contractor shall be responsible for the complete replacement, in kind of all striping affected by the work.

10. Asphalt shall be Hot Mix Asphalt (HMA), 1/2-inch max. med. aggregate gradation Type A, PG 64-10. All exposed vertical edges of asphalt and concrete gutter shall be treated with SS-1H emulsion as a tack coat prior to placement. Upon completion of asphalt placement, apply black sand and additional tack coat along trench edges to seal and cover saw-cut lines.

Compaction shall be a minimum of 95% relative compaction.

11. The concrete shall be Class B with a minimum 5-sack mix containing not less than 470 pounds of cementitious material per cubic yard, including 1 pound of lampblack per cubic yard. Maximum slump shall be 4 inches. Concrete removal and replacement shall extend to the nearest score mark joint. New concrete shall be doweled into existing concrete with #3 reinforcing bars, 10 inches in length, spaced at 3 feet on center. Aggregate base under the concrete sidewalk shall be ¾” AB CL2, and shall be compacted to 90%.

12. Contractor shall implement Best Management Practices (BMPs) to protect all nearby storm drain inlets and drainage systems. Storm drain inlets shall be covered with approved materials during construction. No debris, sediment, or saw-cut slurry shall be allowed to enter the storm drain system. All slurry shall be vacuumed, and the work area shall be cleaned and swept upon completion.

13. Contractor shall contact Underground Service Alert (USA) at 811 or 1-800-227-2600 a minimum of two (2) business days prior to performing any excavation, drilling, or digging activities.

14. All work shall conform to the State of California Manual of Traffic Control for Construction and Maintenance Work Zones. Contractor shall comply with all applicable Cal-OSHA requirements. Lane closures shall be limited to one lane at a time and restricted to the hours of 9:00 AM to 3:00 PM, Monday through Friday, unless otherwise approved. No Parking Signs shall be placed 72 hours before the work starts and shall be spaced 50 ft max intervals. The No Parking Signs shall have the code C.V.C 22651.

15. The Contractor shall inform the residents or business owners of the upcoming construction work at least 72 hours in advance.

16. The Contractor shall indemnify, defend, and hold harmless the City of Hayward, its City Council members, officers, agents, and employees from and against all claims, liabilities, damages, or losses arising out of or connected with the performance of the work, including any failure to comply with contract requirements.

C. Contractor Selection:

1. The purpose of this RFQ is to solicit bids to provide all of the above services.

3.2. Desired Qualifications of Consultant/Contractor

Contractors shall provide a statement of qualifications demonstrating their ability to perform the requested services. This shall include relevant and recent experience with similar municipal or public works projects involving asphalt paving and concrete repair, particularly sidewalk, curb, and gutter work.

Contractors should be properly licensed in the State of California and demonstrate familiarity with City of Hayward standards and specifications.

3.3. Prevailing Wage

All vendors bidding/quoting on Public Works-Prevailing Wage projects exceeding $15,000 for maintenance and $25,000 for new construction, alteration, installation, demolition or repairs, must be registered with the DIR in order to submit a bid/quote.

4. Submission Format

To ensure the fair and accurate consideration of all submissions, proposals must contain the following information.

4.1. Cover Letter

The cover letter should be on company letterhead and include the following:

A. Company name, address, phone and fax numbers.

B. Designation of primary contact within the company who is authorized to answer questions regarding the assigned work, including their name, contact phone number and e-mail.

C. Signature of an officer of the prime contractor. In case of joint venture or other joint-prime relationship, an officer of each venture partner shall sign.

4.2. Contact & Customer Service

Please describe all support services available from your company/business, specifically addressing the following issues:

A. Normal hours of availability

B. Quality assurance program(s)

C. Guaranteed response time

D. Other support services

4.3. Reference and Experience

A Iist of three (3) references of current or past contracts for which the Contractor has performed or is performing work of similar type, scope, and complexity within the past five years. This list shall include the names, addresses, email addresses, and phone numbers of the contracting party as well as a description of services performed and the dollar amount of the contract. Upon further consideration of the Proposal, the City may request additional vendors.

4.4. Capacity to Perform the Work

Describe other major work commitments and/or capacity to perform the requested services. Projects completed within the past three years, particularly in Alameda, Contra Costa, Santa Clara or San Mateo

Counties, are of particular interest.

4.5. Project Scope & Approach

Provide a detailed plan for providing the services as described in Scope of Work

4.6. Prices

Prices for provision of services that are "all-inclusive" of all costs, including but not limited to supervision, equipment, overhead-profit and all required insurances as specified in this document.

https://procurement.opengov.com/portal/hayward-ca/projects/253962/document?section=2430105

4.7. Insurance

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

A. Commercial General Liability, B. Automobile Liability, C. Workers' Compensation and Employer's Liability, and

D. Professional Liability, and provide the policy limits where applicable. Selected vendor will be required to sign a Professional

Services Agreement.

4.8. Current City Business License

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

4.9. Required Forms

Attach the following required forms:

A. Cover Letter

B. Proposal

C. Contactor Agreement

1. Exhibit A. Scope of Work

2. Exhibit B. Insurance

3. Exhibit C. Certifications

5. Evaluation Phases

Selection Process

A review committee will evaluate all responses to the RFQ that meet the submittal requirements and deadline. Submittals that do not meet the requirement or deadline will not be considered. The review committee will rank the proposals and then may arrange for on-site interviews with staff if necessary.

The City reserves the right to request additional information or materials from bidding parties if necessary to determine the winning proposal.

Likewise, the City reserves the right to accept or reject any or all proposals, or to alter the selection process in any way, to postpone the selection process for its own convenience at any time, and to waive any informality in the proposals. The City of Hayward retains the right at its sole discretion to select a contractor.

All proposals submitted in response to this RFQ become the property of the City and public records and, as such, may be subject to public review.

The City reserves the right to cancel or revise any section of this RFQ prior to the date proposals are due including, but not limited to: selection procedures, submittal date, and submittal requirements. If the

City cancels or revises the RFQ, all interested firms will be notified. The City also reserves the right to extend the date by which proposals are due.

NOTE: The City will not pay costs incurred by the proposer during this process. All costs shall be borne by the proposer.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Cost & budget proposal Points Based 50 (50% of Total)

2. Experience and past performance in completing projects of a similar type, size and complexity

Points Based 50 (50% of Total)

6. Pricing Proposal

Please insert the pre-tax price.

STREET & CONCRETE

Please insert the pre-tax price. All repair patches shall be “tee-ed” or “t-trenched by a minimum of twelve inches beyond the disturbed area of the excavation that created the need for the patch and shall be excavated to a minimum depth of eight inches. Pricing shall include all labor, materials, tools, equipment, transportation, disposal, and incidentals necessary to remove and dispose of the existing materials and replace them.

Line Item Description Square Feet Total Cost

1 8" Asphalt Street Cut 1

2 12" Asphalt Street Cut 1

3 4" Concrete/ 4" AB CL2 Cut 1

4 6" Concrete/ 4" AB CL2 Cut 1

CURB & GUTTER

Pricing shall include all labor, materials, tools, equipment, transportation, disposal, and incidentals necessary to remove and dispose of the existing materials and replace them.

Line Item Description Linear Feet Total Cost

1 Curb & Gutter/ 4" AB CL2 1

7. Vendor Questionnaire

7.1. Submission Requirements*

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

A. Scope of Work

B. Attachments, if applicable

C. Submission Format

D. Cost Proposal (Pricing Table, if applicable)

E. Automated Addenda & Vendor Acknowledgement, if applicable

☐ Yes

☐ No

*Response required

7.2. Discretion & Liability Waiver*

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.

☐ Please confirm

*Response required

7.3. Proof of Insurance*

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

A. Commercial General Liability, B. Automobile Liability, C. Workers' Compensation and Employer's Liability, and

D. Professional Liability, and provide the policy limits where applicable. Selected vendor will be required to sign a Professional

Services Agreement.

*Response required

7.4. Certifications*

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

*Response required

7.5. Local vendor, or minority/women-owned business

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