Bid Notice-FY2026-2027 Asphalt-Concrete Patching On-Call Services.pdf

Invitation for Bid

No. 202627-03 for

Fiscal Year 2026/2027 Asphalt/Concrete Patching On-Call Services

Date Released: August 5, 2026

City of Madera

Public Works

Bids are due prior to 4:00pm, September 4, 2026

Table of Contents

NOTICE OF INVITATION FOR BID

Introduction Description of Work Terms Bid Submittal Date (Close date) Bidder Questions Pre-Bid Meeting Instructions to Bidders Required Contractors Licenses Bonding Requirements Prevailing Wages Bid Protest Procedures Scope of Work Bidder Checklist Bid Proposal Form Bid Schedule Bid Proposal Signature Page Subcontractor Listing Certification Noncollusion Affidavit Public Contract Code Equal Employment Opportunity Certification California Air Resources Board (CARB) Off-Road Diesel Fleet Compliance (DOORS Certification) Disclosure of Conflict of Interest Bid Bond Payment Bond Performance Bond Standard Specifications and Plans General and Special Conditions Information for Bidders Attachments

NOTICE OF INVITATION FOR BID

Fiscal Year 2026/2027 Asphalt/Concrete Patching On-Call Services

Invitation for Bid (IFB) No. 202627-03

Introduction

Pursuant to California Public Contract Code (PCC) §22000 et seq., the City of Madera (“City”) hereby seeks bids in response to this Invitation for Bid No. 202627-03 for Fiscal Year 2026/2027 Asphalt/Concrete Patching On-Call Services. The contract will be awarded to the lowest responsive, responsible bidder determined by line-item costs for quantities in the Bid Schedule. The City reserves the right to reject any bid deemed mathematically or materially unbalanced, including but not limited to bids where unit prices are significantly disproportionate to the estimated cost of the work or where nominal prices are placed on some items and inflated prices on others.

Description of Work

The City is in need of an on-call contractor for permanent asphalt-concrete patching (AC) services for the repair of small to medium-service trenches due to the repair of sewer and water infrastructure, as well as failed asphalt areas in streets and alleyways throughout the City.

Based on prior years, the City estimates the following:

A. AC patching services for repair of sewer, water, and other similar small to large service trenches and failed asphalt areas estimated at 7,000 to 100,000 square feet – average annual spend of approximately $250,000.

B. Failed asphalt areas in alleyways have an estimated average annual spend of approximately

$528,000.

These figures are provided for informational purposes only and do not represent a guarantee of actual work volume or contract value. Actual expenditures may vary based on funding availability, project priorities, and the scope of future infrastructure improvements.

For additional information please refer to the section titled “Scope of Work” of this IFB.

Terms

A one-year contract with a maximum contract value under the anticipated contract to be an aggregate amount not to exceed the annual budget appropriations. Seven Hundred Seventy-Eight Thousand ($778,000) has been budgeted for FY2026/2027.

By mutual agreement between the City and the Contractor, the contract may be extended for an additional year. Terms are defined in the Sample Agreement included as Attachment A.

Bid Submittal Date (Close date)

Electronic bids will be accepted on bid forms provided by the City until the time and date listed below.

IFB 202627-03 Fiscal Year 2026/2027 Asphalt/Concrete Patching On-Call Services

In the event this Invitation for Bid is obtained through any means other than the City’s distribution, the City will not be responsible for the completeness, accuracy or timeliness of the final bid document and may deem a bid received under those circumstances as non-responsive.

All bids must be submitted through the City’s PlanetBids vendor portal no later than 4:00pm on September 4, 2026, at https://pbsystem.planetbids.com/portal/54016/portal-home.

Bidder Questions

Any questions related to this IFB shall be submitted through the City’s PlanetBids vendor portal at https://pbsystem.planetbids.com/portal/54016/portal-home no later than 5:00pm on August 19, 2026.

No oral or emailed question or inquiry about this IFB shall be accepted. No questions or inquiries should be directed to any individual(s) at the locations detailed in this document. All communications must be submitted in writing per the process described in this document.

Pre-Bid Meeting

There is no pre-bid meeting scheduled for this IFB.

Instructions to Bidders

Top view or obtain a copy of this IFB by visiting or contacting any of the following:

City of Madera PlanetBids Vendor Portal Website: https://pbsystem.planetbids.com/portal/54016/portal-home

Construction Bidboard (Ebidboard), Phone: 800-479-5314

Website: www.ebidboard.com

Dodge Data & Analytics, Phone: 877-784-9556

Website: www.construction.com

Placer County Contractors Association & Builders Exchange, Phone: 916-771-7229

Website: www.pccamembers.com

Builders’ Exchange of San Joaquin, Phone: 209-478-1000

Website: http://www.bxsj.org

Central California Builders Exchange, Phone: 559-237-1831

Website: http://cencalbx.com/

Valley Builders Exchange. Phone: (209) 522-9031

Website: www.valleybx.com

Required Contractors Licenses

Each Bidder shall be a licensed contractor pursuant to the California Business and Professions Code §7028.15 and California Public Contract Code §3300 and shall be licensed in the following classification as required by the scope of work: Class A, General Engineering Contractor, or C-12, Earthwork & Paving

Contractors License. Any Bidder not meeting the license requirement(s) following the bid opening will be rejected as nonresponsive. All Bidder’s license(s) must be active and in good standing at the time of the bid opening and must remain so throughout the term of the Contract.

Per Labor Code §1771.1, a contractor or subcontractor is not qualified to bid on, be last in a bid proposal for, or perform work on this project unless registered and qualified under Labor Code §1725.5.

Bonding Requirements

Bid security required in the amount of ten percent (10%) of the amount of the bid, and in the form of a bid bond issued by an admitted surety insurer licensed by the California Department of Insurance and certified by the US Bureau of Fiscal Service to conduct business within the state of California, cash, cashier's check, or certified check shall accompany the bids. Bid securities shall be made in favor of the City of Madera.

Payment Bond equal to one hundred percent (100%) of the Bid Security is required within 7 days of the Notice of Intent to Award on all projects valued at $25,000 and above.

Performance Bond equal to one hundred percent (100%) of the Bid Security is required within 7 days of the Notice of Intent to Award on all projects valued at $100,000 and above.

All bonds (Bid, Performance, and Payment) must be issued by a California admitted surety as defined in California Code of Civil Procedure section 995.120.

Prevailing Wages

The project is a public works project subject to California Labor Code §1770 et seq., The Director of Industrial Relations has determined the general prevailing rate of per diem wages and the general prevailing rate for holiday and overtime work in the locality in which the work is to be performed, for each craft, classification or type of worker needed to execute this contract. Per Diem wages shall be deemed to include employer payments for health and welfare, pension, vacation, apprenticeship or other training programs, and similar purposes.

The California DIR Public Works Contractors website is: http://www.dir.ca.gov/Public- Works/Contractors.html. The rate of prevailing wage for any craft, classification, or type of workmanship to be employed on this Project is the rate established by the applicable collective bargaining agreement which rate so provided is hereby adopted by reference and shall be effective for the life of this Agreement or until the Director of the Department of Industrial Relations determines that another rate be adopted.

It shall be mandatory upon the selected contractor and on any subcontractor to pay not less than the said specified rates to all workers employed in the execution of this contract. Contractor shall post on site all required job site notices as prescribed by law or regulation.

Bid Protest Procedures

Any actual or prospective bidder, offeror, or contractor may protest an IFB to the City’s Procurement Services Manager and/or Director of Financial Services by submitting a written appeal within five (5) working days of knowing or reasonably should have known the facts giving rise to the protest, sent via email to jstickman@madera.gov, or mail to Jennifer Stickman, 205 W. 4th Street, Madera, CA 93637, addressing specific issues such as bid contradictions or procurement errors. The Procurement Services Manager and/or Director of Financial Services have the authority to resolve such protests and will provide a written response within five (5) working days unless more time is needed; if the protester is unsatisfied, they may appeal to the City Manager within five (5) business days, and then to the City Council as a final appeal, where they may be heard. While protests generally halt solicitation proceedings, the City may proceed if the Procurement Services Manager and/or Director of Financial Services determine it's necessary to protect a substantial City interest, and to deter frivolous protests, those who file two (2) unsuccessful protests within twelve (12) months may face debarment from future bids.

Scope of Work

The City is in need of permanent AC patching services for the repair of sewer, water, and other similar small to medium-service trenches, as well as failed asphalt areas in streets and alleyways throughout the City.

Contractor’s bid price for these items shall factor in all costs including but not limited to labor, materials, taxes, mobilization, de-mobilization, permits, testing, certifications, and any other fees necessary for the Contractor to perform the work.

A. All work to be done to City Standards. Standard Specifications and Standard Drawings are available online at https://www.madera.gov/home/departments/engineering/standard-drawings/.

B. The contractor must comply with all safety requirements as set forth in the latest editions of the

Manual on Uniform Traffic Control Devices for Streets and Highways (MUTCD), as well as the MUTCD California Supplement.

C. All assigned work must be completed within 30 calendar days of notification of assignment from the Public Works Department. The City’s Streets & Storm Drainage Operations Manager will be the point of contact between the City and Contractor. While there is no fixed schedule, the contractor will receive lists of areas to be patched on an as-needed basis and may establish their own work schedule based on the scope of each assignment. The contractor is required to notify the Streets and Storm Drainage Operations Manager of their planned schedule to allow for coordination and City inspection of the work upon completion.

D. All permanent repairs require saw cutting when applicable, removing materials to a minimum six-inch depth, compacting/stabilizing and full depth AC repairs. Any situation necessitating a variation from these requirements would be at the direction of authorized personnel within the City’s Public Works Department.

E. The successful bidder shall request an Underground Service Alert (USA) on all repair sites assigned by the City’s Public Works Department at least two days prior to beginning work.

F. All expenses for materials, including either SS-1H or CQS-1H Fog Seal 50/50 mix, removal and disposal of existing pavement, clean-up, traffic control, advanced warning and construction barricades and signing, shall be included in your bid.

G. When permanent asphalt patching is required for an area that has had a utility repair such as a water or sewer line repair, the repair will already have been completed by the City or other utility.

The trench or patch area that requires the permanent AC will have been filled in with either base rock or cold patch material temporarily which would have to be removed to the correct depth to complete the final repair. In this case traffic control would need to be provided for final repair only. Extra saw cutting may be required if there was damage to repair area prior to final phase of work. Note this does not apply when completing the repair for a failed area not covered under a utility repair.

INCLUDE THIS PAGE WITH BID

Bidder Checklist

SUBMIT THIS BIDDER’S CHECKLIST WITH YOUR BID PROPOSAL. Bidders shall complete and submit all documents marked with an “X” in the “REQUIRED WITH BID SUBMITTAL” column for bids to be considered responsive.

If any Bidder makes any alteration, strike-through, or otherwise deviates from any of the bid forms provided herein or makes any qualifications of any of the required bid forms in separate documents submitted with the Contractor’s Bid Proposal, the Bid Proposal may be considered non-responsive.

REQUIRED WITH BID SUBMITTAL

[X] 1. BID PROPOSAL FORM

[X] 2. BID SCHEDULE

[X] 3. BID PROPOSAL SIGNATURE PAGE

[X] 4. SUBCONTRACTOR LISTING (In excess of 1/2 of 1%) [X] 5. BID DEPOSIT (ELECTRONIC SCANNED COPY) attached to front of Proposal in the form of:

[ ] Certified Check [ ] Bidder’s Bond (submitted on form in this IFB) [ ] Cashier’s Check [ ] Irrevocable Letter of Credit [ ] Certificate of Deposit [X] 6. CERTIFICATION (Comptroller General’s List)

[X] 7. NONCOLLUSION AFFIDAVIT

[X] 8. PUBLIC CONTRACT CODE

[X] 9. EQUAL EMPLOYEMENT OPPORTUNITY CERTIFICATION

[X] 10. CALIFORNIA AIR RESOURCES BOARD (CARB) OFF-ROAD DIESEL FLEET COMPLIANCE

(DOORS CERTIFICATION)

[X] 11. DISCLOSURE OF CONFLICT-OF-INTEREST FORM

[X] 11. ADDENDA – Signature page of all Addenda issued

SUBMIT NO SOONER THAN ELECTRONIC BID SUBMITTAL DATE AND TIME, AND NO LATER THAN

4:00 P.M. ON THE 3RD BUSINESS DAY AFTER BID OPENING:

[X] LETTER FROM BIDDER THAT BIDDER WILL PERFORM NOT LESS THAN 30% OF THE TOTAL

NET BID AMOUNT (ORIGINAL CONTRACT PRICE), excluding specialty items designated by the City on the bid proposal to be submitted via email to jstickman@madera.gov no sooner than bid submittal date and time, and no later than three business days from the date of the bid opening.

[X] COMPLETE BID AND ALL REQUIRED FORMS AS UPLOADED TO PLANETBIDS (HARD COPY

ORIGINAL delivered to ATTN: Jennifer Stickman, City of Madera, 205 East 4th Street, Madera, Ca 93637)

Bid Proposal Form

IFB 202526- 31 Fiscal Year 2026/2027 Asphalt/Concrete Patching On-Call Services

Bid proposal of ____________________________ (hereinafter called “BIDDER”), organized and existing under the laws of the State of _________________, doing business as (an individual), or (a partnership), or (a corporation), to the City of Madera (hereinafter called “OWNER”):

In compliance with your advertisement for Bids, BIDDER hereby proposes to perform all work required for “IFB 202627-03 Fiscal Year 2026/2027 Asphalt/Concrete Patching On-Call Services” in strict accordance with the CONTRACT DOCUMENTS, within the time set forth therein, and at the prices stated below.

By submission of this BID, each BIDDER certifies, and in the case of a joint BID, each party thereto certifies as to his own organization, that this BID has been arrived at independently, without consultation, communication, or agreement as to any matter relating to this BID with any other BIDDER or with any competitor.

BIDDER hereby agrees to commence work under this Contract on or before a date to be specified in the NOTICE TO PROCEED and to fully complete each assignment within the PROJECT in Thirty (30) Calendar Days.

BIDDER further agrees to pay as liquidated damages, the sum of $585 for each consecutive calendar day thereafter, as provided in Section 1-17 of the General Conditions.

BIDDER acknowledges receipt of the following ADDENDA:

No. ______, dated ____________________, 2026

The undersigned, as BIDDER, declares that the only persons, or parties interested in this bid proposal as principals are those named herein; that this bid proposal is made without collusion with any other person, firm or corporation; that the BIDDER has carefully examined the location of the proposed work, the annexed proposed form of contract, and the plan therein referred to; and he proposes and agrees if this bid proposal is accepted, that the BIDDER will contract with the OWNER to provide all necessary machinery, tools, apparatus and other means of construction, and to do all the work and furnish all the materials specified in the contract in the manner and time therein prescribed and according to the requirements of the OWNER as therein set forth, and that he will take in full payment therefor the following prices, to wit:

Bid Schedule

The following Base Bid Schedule A lists the items necessary to complete the work. Each item is all inclusive and must factor in ALL costs including but not limited to labor, materials, taxes, mobilization, de-mobilization, permits, testing, certifications, and any other fees necessary for the Contractor to perform the work.

BIDDER must fully complete the schedule including the amount in words of EACH ITEM. If the unit price of any item is inconsistent with the amount in words, the amount in words shall prevail. Payment of each item will be based on the actual quantities ordered and received by the OWNER, except for those items bid lump sum and those items that are noted as fixed quantities.

The OWNER reserves the right to reject any bid deemed mathematically or materially unbalanced. A bid may be considered unbalanced if unit prices are significantly disproportionate to the work to be performed or if nominal prices are submitted for some items and disproportionately high prices for others.

Quantities listed are approximate and provided solely for comparative purposes. The representative scenarios in Scenario Bid Schedule B are provided solely for bid evaluation purposes. The quantities shown in Scenario Bid Schedule B do not constitute estimated quantities, guarantees, or commitments by the OWNER. Actual work shall be ordered and paid based on the unit prices submitted in the Bid Schedule A – Base Bid, which may be more or less than the approximate quantities listed here.

BID SCHEDULE A - BASE BID

ITEM

NO.

ITEM DESCRIPTION UNIT OF

MEASURE

APPROX QTY UNIT PRICE AMOUNT IN WORDS

1. Concrete Patching plus CQS-1H Fog Seal SF 000 to 499

2. Concrete Patching plus CQS-1H Fog Seal SF 500 to 699

3. Concrete Patching plus CQS-1H Fog Seal SF 700+

4. Saw Cutting LF All

In case of discrepancy between words and figures, the words shall prevail.

These scenarios represent a typical utility patch repair and a typical alley rehabilitation. Place your totals in the boxes below. This will be used for evaluation purposes only. Actual work shall be ordered and paid based on the unit prices submitted in Bid Schedule A – BASE BID.

BID SCHEDULE B - SCENARIO

ITEM

NO.

DESCRIPTION SIZE TOTAL

1. Utility Patch Repair as Specified in IFB 202627-03 400 SF

2. Alley Rehabilitation as Specified in IFB 202627-03 3,400 SY

3. Utility Patch Repair as Specified in IFB 202627-03 800 SF

4 Alley Rehabilitation as Specified in IFB 202627-03 6,400 SY

TOTAL BID SCHEDULE B - SCENARIO (FOR EVALUATION PURPOSES ONLY)

Bid Proposal Signature Page

If this bid proposal shall be accepted and the undersigned shall fail to contract, as aforesaid, and to give the bonds in the sums to be determined as aforesaid, with surety satisfactory to the Awarding Authority, with FIFTEEN (15) days after the award of the contract, the Awarding Authorities, at its option, may determine that the BIDDER has abandoned the contract, and thereupon this bid proposal and the acceptance thereof shall be null and void, and the forfeiture of such security accompanying this bid proposal shall operate and the same shall be the property of the OWNER.

DATE

COMPANY NAME

STREET ADDRESS

CITY/STATE/ZIP

PHONE NUMBER

EMAIL

PERSON PREPARING BID

TITLE

SIGNATURE

CITY OF MADERA BUS. LIC. NO.

CA CONTRACTOR’S LIC. NO. & CLASS

DIR REGISTRATION NO. & WORK CLASSIFICATION

FEDERAL TAX ID NO.

Attest (Seal if bid is by a corporation)

Subcontractor Listing

The following named subcontractors(s) will perform with labor, or otherwise render services to the general contractor in or about the construction of the work or improvement in an amount in excess of one-half of one percent of the total BID presented herewith or, in the case of bids or offers for the construction of streets or highways, including bridges, in excess of one-half of one percent of the prime Contractor’s total BID. Use subcontractor’s business name style as registered with the License Board.

Name, location, and description of work as required by Section 4104 of the California Public Contract code.

Subcontractor:

Business Address:

CSLB No. & Classification:

DIR No. & Classification:

Item No. or Description of Work:

Dollar Amount or Percentage of Total Bid:

Subcontractor:

Business Address:

CSLB No. & Classification:

DIR No. & Classification:

Item No. or Description of Work:

Dollar Amount or Percentage of Total Bid:

Subcontractor:

Business Address:

CSLB No. & Classification:

DIR No. & Classification:

Item No. or Description of Work:

Dollar Amount or Percentage of Total Bid:

Subcontractor:

Business Address:

CSLB No. & Classification:

DIR No. & Classification:

Item No. or Description of Work:

Dollar Amount or Percentage of Total Bid:

Subcontractor:

Business Address:

CSLB No. & Classification:

DIR No. & Classification:

Item No. or Description of Work:

Dollar Amount or Percentage of Total Bid:

Duplicate this form as necessary.

Certification

The Bidder certifies under penalty of perjury under the laws of the State of California that his/her business or the corporation is not listed on the Comptroller General's list of ineligible bidders/contractors.

The above Certification is part of the Bid Proposal. Signing this Bid Proposal on the signature page thereof shall also constitute signature of this Certification.

Bidders are cautioned that making a false certification may subject the certifier to criminal prosecution.

Noncollusion Affidavit

(Title 23 United States Code Section 112 and Public Contract Code Section 7106) To the CITY of MADERA In conformance with Title 23 United States Code Section 112 and Public Contract Code 7106 the bidder declares that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further, that the bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid.

I certify (or declare) under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

Name of Bidder

Signature

Name

Title

Dated

Bidders are cautioned that making a false certification may subject the certifier to criminal prosecution.

Public Contract Code

Public Contract Code Section 10285.1 Statement

In accordance with Public Contract Code Section 10285.1 (Chapter 376, Stats. 1985) the Bidder hereby declares under penalty of perjury under the laws of the State of California that the Bidder has _____, has not _____ been convicted within the preceding three years of any offences referred to in that section, including any charge of fraud, bribery, collusion, conspiracy, or any other act in violation of any State or Federal antitrust law in connection with the bidding upon award of, or performance of, any public works contract, as defined in Public Contract Code Section 1101, with any public entity, as defined in Public Contract Code Section 1100, including the Regents of the University of California or the Trustees of the California State University. The term “Bidder” is understood to include any partner, member, officer, director, responsible managing officer, or responsible managing employee thereof, as referred to in Section 10285.1.

Note. The Bidder must place a check mark after “has” or “has not” in one of the blank spaces provided above. The above Statement is part of the bid proposal.

Public Contract Code Section 10162 Questionnaire

In accordance with the Public Contract Section 10162, the Bidder shall complete, under penalty of perjury, the following questionnaire: Has the Bidder, any officer, or any employee of the Bidder who has a proprietary interest in the Bidder, ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or a safety regulation.

Yes _____ No _____

If the answer is Yes, explain the circumstances in the following space.

Public Contract Code 10232 Statement

In accordance with Public Contract Section 10232, the Bidder, hereby states under penalty of perjury, that no more than one final unappealable finding of contempt of court has been issued against the Bidder within the immediately preceding two (2) year period because of the Bidder’s failure to comply with an order of a federal court which orders the Contractor to comply with an order of National Labor Relations Board.

Note: The above Statement and Questionnaire are part of the bid proposal. Signing this bid proposal on the signature portion thereof shall also constitute signature of this Statement and Questionnaire. Bidders are cautioned that making a false Certification may subject the certifier to criminal prosecution.

Equal Employment Opportunity Certification

The bidder ____________________________________________________________ , proposed subcontractor ____________________________________________, hereby certifies that he has , has not , participated in a previous contract or subcontract subject to the equal opportunity clauses, as required by Executive Orders 10925, 11114, or 11246, and that, where required, he has filed with the Joint Reporting Committee, the Director of the Office of Federal Contract Compliance, a Federal Government contracting or administering agency, or the former President’s Committee on Equal Employment Opportunity, all reports due under the applicable filling requirements.

Note: The above certification is required by the Equal Employment Opportunity Regulations of the Secretary of Labor (41 CFR 60-1.7(b) (1)) and must be submitted by bidders and proposed subcontractors only in connection with contracts and subcontracts, which are subject to the equal opportunity clause.

Contracts and subcontracts which are exempt from the equal opportunity clause are set forth in 41 CFR 60-1.5. (Generally only contracts or subcontracts of $10,000 or under are exempt.)

Currently, Standard Form 100 (EEO-1) is the only report required by the Executive Orders or their implementing regulations.

Proposed prime contractors and subcontractors who have participated in a previous contract or subcontract subject to the Executive Orders and have not filed the required reports should note that 41 CFR 60-1.7(b) (1) prevents the award of contracts and subcontracts unless such contractor submits a report covering the delinquent period or such other period specified by the Federal Highway Administration or by the Director, Office of Federal Contract Compliance, U.S. Department of Labor.

The above Certification is part of the Bid Proposal. Signing this Bid Proposal on the signature page thereof shall also constitute signature of this Certification.

Bidders are cautioned that making a false certification may subject the certifier to criminal prosecution.

California Air Resources Board (CARB) Off-Road Diesel Fleet Compliance (DOORS Certification)

All contractors and subcontractors utilizing off-road diesel-fueled vehicles with 25 horsepower or greater, or most two-engine vehicles, on this public works project in California shall be in full compliance with the California Air Resources Board (CARB) In-Use Off-Road Diesel-Fueled Fleets Regulation (California Code of Regulations, Title 13, Section 2449 et seq.).

Effective January 1, 2024, prime contractors and public works awarding bodies are required to obtain and retain a fleet's valid Certificate of Reported Compliance from CARB's Diesel Off-Road Online Reporting System (DOORS) prior to awarding or entering into a contract for work on public works projects involving the use of such vehicles.

Bidders shall provide a copy of their firm's (and any proposed subcontractors') current and valid CARB "Certificate of Reported Compliance" for their off-road diesel fleet(s) with their bid proposal.

The City reserves the right to verify the authenticity and validity of all submitted Certificates of Reported Compliance through the CARB DOORS system at http://www.arb.ca.gov/doors/compliance_cert1.html or by contacting the CARB DOORS Hotline.

The awarded Contractor shall maintain continuous compliance with all CARB Off-Road Diesel-Fueled Fleets Regulations throughout the duration of the contract and shall provide updated Certificates of Reported Compliance to the City throughout the project annually, or upon request, to demonstrate continued compliance.

Failure to provide a valid Certificate of Reported Compliance, or to maintain ongoing compliance, may result in the rejection of the bid, termination of the contract, and/or other penalties as permitted by law.

Exemptions:

If a bidder believes their fleet or operations are exempt from these requirements under CARB regulations (e.g., emergency operations as defined in Title 13 California Code of Regulations Section 2449(c)(18)), they must provide detailed documentation and justification for such exemption with their bid proposal for review and approval by the City.

The Bidder must place a check mark after “Yes”, “No”, or “N/A” in one of the boxes provided below.

DOORS certification included with bid: Yes Exempt

N/A (no applicable vehicles will be used for this project.

If the answer is Exempt, explain the circumstances in the following space.

Disclosure of Conflict of Interest

YES* NO

1 Are you currently in litigation with the City of Madera or any of its agents?

2 Do you represent any firm, organization or person who is in litigation with the City of Madera?

3 Do you currently represent or perform work for any clients who do business with the City of Madera?

4 Are you or any of your principals, managers or professionals, owners or investors in a business which does business with the City of Madera, or in a business which is in litigation with the City of Madera?

5 Are you or any of your principals, managers, or professionals, related by blood or marriage to any City of Madera employee who has any significant role in the subject matter of this service?

6 Do you or any of your subcontractors have, or expect to have, any interest, direct or indirect, in any other contract in connection with this Project?

* If the answer to any question is yes, please explain in full below.

Explanation:

Signature

(name)

(address)

(city state zip)

□ Additional page(s) attached.

Bid Bond

KNOWN ALL MEN BY THESE PRESENT, that we, the undersigned, ___________________________________ as Principal, and ___________________________ as Surety, are hereby held and firmly bound unto _____________________________ as Owner in the penal sum of

____________________________ for the payment of which, well and truly to be made, we hereby jointly and severally bind ourselves, successors and assigns.

Signed, this _____ day of ____________________, 2026. The condition of the above obligation is such that whereas the Principal has submitted to _____________________________ a certain bid, attached hereto and hereby made a part hereof to enter into a contract in writing, for the

“IFB 202627-03, Fiscal Year 2026/2027 Asphalt/Concrete Patching On-Call Services”

NOW, THEREFORE,

(a) If said Bid shall be rejected, or in the alternate,

(b) If said Bid shall be accepted and the Principal shall execute and deliver a contract attached hereto (properly completed in accordance with said Bid) and shall furnish a bond for his faithful performance of said contract, and for the payment of all persons performing labor or furnishing materials in connection therewith, and shall in all other respects perform the agreement created by the acceptance of said Bid.

Then this obligation shall be void, otherwise the same shall remain in force and effect; it being expressly understood and agreed that the liability of the Surety for any and all claims hereunder shall, in no event, exceed the penal amount of this obligation as herein stated.

The Surety, for value received, hereby stipulates, and agrees that the obligations of said Surety and its bond shall be in no way impaired or affected by any extension of the time within which the OWNER may accept such Bid; and said Surety does hereby waive notice of any such extension.

IN WITNESS WHEREOF, the Principal and the Surety have hereunto set their hands and seals, and such of them as are corporations have caused their corporate seals to be hereto affixed and these presents to be signed by their proper officers, the day and year first set forth above.

(L.S.) By_____________________________________ Principal

Surety

By:

(Seal and Notarial Acknowledge of Surety)

Payment Bond

KNOW ALL MEN BY THESE PRESENTS: that

(Name of Contractor)

(Address of Contractor) a ____________________________, hereinafter called Principal, and (Corporation, Partnership or Individual)

(Name of Surety)

(Address of Surety) hereinafter call Surety, are held and firmly bound unto

(Name of Owner)

(Address of Owner) hereinafter called Owner, in the penal sum of __ ______________ Dollars, ($____________) in lawful money of the United States, for the payment of which sum well and truly made, we bind ourselves, successors, and assigns, jointly and severally, firmly by these presents, and also by the provisions of Part 2, Title 14, Chapter 2 of the California Code of Civil Procedure (Section 995.010, et seq.) and of Section 3247, et seq. of the California Civil Code.

THE CONDITION OF THIS OBLIGATION is such that whereas, the Principal entered into a certain contract with the Owner, dated the __________ day of __________, 2026, a copy of which is hereto attached and made a part hereof for the construction of:

“IFB 202627-03, Fiscal Year 2026/2027 Asphalt/Concrete Patching On-Call Services”

NOW, THEREFORE, if the Principal shall willingly, truly and faithfully perform its duties, all the undertakings, covenants, terms, conditions, and agreements of said Contract during the original term thereof, and any extensions thereof which may be granted by the Owner, with or without notice to the surety and during the one year guaranty period, and if he shall satisfy all claims and demands incurred under such Contract, and shall fully indemnify and save harmless the Owner from all costs and damages which it may suffer by reason of failure to do so, and shall reimburse and repay the Owner all outlay and expense which the Owner may incur in making good any default, then this obligation shall be null and void: otherwise it shall remain in full force and effect.

PROVIDED FURTHER, that the said Surety, for value received hereby stipulates and agrees that no change, extension of time, alteration, or addition to the terms of the contract or to work to be performed thereunder or the specifications accompanying the same shall in any way affect its obligation on this Bond, and it does hereby waive notice of any such change, extension of time, alteration, or addition to the terms of the contract or to the work or to the specifications.

PROVIDED FURTHER, that no final settlement between the Owner and the Contractor shall abridge the right of any beneficiary hereunder, whose claim may be unsatisfied.

IN WITNESS WHEREOF, this instrument is executed in ________ counterparts, each one of which shall be deemed an original, this the __________ day of ______________, 2026.

ATTEST: _____________________________

Principal ______________________ BY: _____________________________(s) (Principal) Secretary

(Seal)

(Witness as to Principal) (Address)

ATTEST:

(Surety) Secretary (Surety)

(SEAL)

____________________________ BY: _______________________

Witness as to Surety Attorney in Fact

(Address) (Address)

NOTE: Date of Bond must not be prior to date of Contract. If Contractor is Partnership, all partners shall execute Bond.

Performance Bond

KNOW ALL MEN BY THESE PRESENTS: that

(Name of Contractor)

(Address of Contractor) a ____________________________, hereinafter called Principal, and (Corporation, Partnership or Individual)

(Name of Surety)

(Address of Surety) hereinafter call Surety, are held and firmly bound unto

(Name of Owner)

(Address of Owner) hereinafter called Owner, in the penal sum of __ ______________ Dollars, ($____________) in lawful money of the United States, for the payment of which sum well and truly made, we bind ourselves, successors, and assigns, jointly and severally, firmly by these presents.

THE CONDITION OF THIS OBLIGATION is such that whereas, the Principal entered into a certain contract with the Owner, dated the __________ day of __________, 2026, a copy of which is hereto attached and made a part hereof for the construction of:

“IFB 202627-03, Fiscal Year 2026/2027 Asphalt/Concrete Patching On-Call Services”

NOW, THEREFORE, if the Principal shall willingly, truly and faithfully perform its duties, all the undertakings, covenants, terms, conditions, and agreements of said Contract during the original term thereof, and any extensions thereof which may be granted by the Owner, with or without notice to the surety and during the one year guaranty period, and if he shall satisfy all claims and demands incurred under such Contract, and shall fully indemnify and save harmless the Owner from all costs and damages which it may suffer by reason of failure to do so, and shall reimburse and repay the Owner all outlay and expense which the Owner may incur in making good any default, then this obligation shall be null and void: otherwise it shall remain in full force and effect.

PROVIDED FURTHER, that the said Surety, for value received hereby stipulates and agrees that no change, extension of time, alteration, or addition to the terms of the contract or to work to be performed thereunder or the specifications accompanying the same shall in any way affect its obligation on this Bond, and it does hereby waive notice of any such change, extension of time, alteration, or addition to the terms of the contract or to the work or to the specifications.

PROVIDED FURTHER, that no final settlement between the Owner and the Contractor shall abridge the right of any beneficiary hereunder, whose claim may be unsatisfied.

IN WITNESS WHEREOF, this instrument is executed in ________

(number) counterparts, each one of which shall be deemed an original, this the __________ day of ______________, 2026.

ATTEST: _____________________________

Principal ______________________ BY: _____________________________(s) (Principal) Secretary

(Seal)

(Witness as to Principal) (Address)

ATTEST:

(Surety) Secretary (Surety)

(SEAL)

____________________________ BY: _______________________

Witness as to Surety Attorney in Fact

(Address) (Address)

NOTE: Date of Bond must not be prior to date of Contract. If Contractor is Partnership, all partners shall execute Bond.

Standard Specifications and Plans

The City’s Standard Specifications are hereby referred to and incorporated herein as though set forth in full. The Standard Specifications and Standard Drawings are available online at https://www.madera.gov/business-building-development/engineering/standard-drawings-specifications/. These online specifications and drawings are the most current, approved issue.

General and Special Conditions

General and Special Conditions are hereby referred to and incorporated herein as though set forth in full.

The General and Special Conditions are available by clicking this link or copying and pasting it into your web browser:

https://www.madera.gov/media/fo1dqprn/general-special-conditions-for-construction.pdf.

Information for Bidders

1. Attention of Bidders is especially directed to the specifications which, in addition to the bid proposal and these instructions, are basis for evaluation and will be part of any contract with the successful bidder. Any deviations from the specifications in this notice shall be proper reason for rejection of all or any part of the bid proposal.

2. The City recognizes its policy of providing equal opportunity to all qualified persons and reaffirms its commitment that there shall be no discrimination against qualified applicants, or employees on the basis of race, gender, color, national origin, religion, age, disability, sexual orientation, or marital status.

The City is an equal opportunity employer. The City, as well as its recipients, subrecipients, and contractors, will not discriminate in employment practices based on race, color, religious creed, ancestry, national origin, age, sex (includes sexual harassment), pregnancy (childbirth or related medical conditions), marital status, sexual orientation (heterosexuality, homosexuality and bisexuality), medical condition (cancer and genetic characteristics), mental or physical disability (includes HIV and AIDS), political affiliation/opinion, Veteran's status, or request for family medical leave. The City is committed to ensuring that the work environment of City employees and the work environment of employees and volunteers of recipients, subrecipients, and contractors of the City are free from discrimination, harassment, and retaliation. All efforts to provide equal opportunity in employment practices will be made on the basis of merit, efficiency, and fitness consistent with civil service and merit system principles. Discrimination is prohibited in all aspects of the employment process.

The City, as well as recipients, subrecipients, and contractors, will not discriminate in the delivery of services or benefits based on the above identified bases.

3. The City reserves the right to reject or accept any or all bid proposals or parts thereof, and to accept or reject the alternatives individually or jointly, for any reason.

4. The City reserves the right to reject any bid that is determined to be materially unbalanced, whether mathematically or materially. A bid may be considered unbalanced if it contains significantly overstated or understated line-item prices that could result in advantage to the bidder or disadvantage to the City during contract performance.

5. The City reserves the right to consider any minor deviations from the specifications and determine the acceptance or rejection of such deviation.

6. The City reserves the right to modify this IFB at any time. In the event it becomes necessary to modify or revise the IFB, a written amendment or addenda issued by City’s Purchasing Division is the only method which should be relied on with respect to changes to the IFB.

Proposer is responsible for checking the City’s PlanetBids vendor portal prior to submitting a Proposal to determine if any amendments were made to the IFB. Documents, amendments, addenda, etc. will be posted to the City’s PlanetBids vendor portal at:

https://pbsystem.planetbids.com/portal/54016/portal-home.

Any questions related to this IFB shall be submitted through the City’s PlanetBids vendor portal no later than 5:00pm on August 19, 2026.

No verbal requests or requests made in any other format will be accepted.

7. Bids must be submitted via the City’s PlanetBids vendor portal by the bid due date and time.

Bidder is solely responsible for the submission of their electronic submittal. The bid management system will not accept late bids, and no exceptions shall be made. Proposers will receive an e-bid confirmation number with a time stamp from the bid management system indicating their bid was submitted successfully. The City will only receive those submittals that were transmitted successfully. Do not fax or e-mail. In the event you encounter technical difficulties during the uploading process, please contact PlanetBids technical support directly via email at support@planetbids.com or call (818) 992-1771 (M-F from 7:00am to 5:00pm Pacific).

Submittals received after the bid due date and time will be considered nonresponsive and will not be accepted.

8. Bid proposals will be evaluated by the City. If a bid proposal is found to be incomplete or not in compliance with the format required, it will not be submitted for evaluation. During the evaluation process, the City may find it beneficial to request additional information. Award will be made to the lowest responsive responsible bidder.

9. Any bid proposal may be withdrawn at any time prior to the hour fixed for the opening, provided that a request in writing executed by the Bidder, or his/her duly authorized representative, for the withdrawal of such bid proposal is filed with Purchasing. The withdrawal of a bid proposal shall not prejudice the right of a Bidder to file a new bid proposal prior to the time and date set for the opening. After the expiration of the time and date for receipt of bid proposals, a bid proposal may not be withdrawn or altered.

10. Bidder is responsible for fully acquainting itself with the conditions of the project site (which may include more than one site), as well as those relating to the construction and labor of the project, to fully understand the facilities, difficulties, and restrictions which may impact the cost or effort required to complete the project.

11. The City reserves the right to seek supplementary information from any Bidder at any time after official bid proposal opening and before the award. Such information will be limited to clarification or amplification of information asked in the original bid proposal.

12. Issuance of the IFB and receipt of bid proposals does not commit the City to award an agreement.

The City reserves the right to postpone the IFB process for its own convenience, to accept or reject any or all bid proposals received in response to this IFB, to negotiate with other than the selected company should negotiations with the selected company be terminated, or to cancel any section of this IFB. The City also reserves the right to apportion the award among more than one company.

13. The successful Bidder shall enter into a formal agreement with City which will be very similar in content to the Attachment A, Sample Construction Agreement which is provided for information purposes only and to help clarify City intent relevant to this IFB as well as general contract requirements of the City.

14. Bidder and its subcontractors performing work under this contract will be required to pay California sales tax and other applicable taxes, and to pay for permits, licenses, and fees required by the agencies with authority in the jurisdiction in which the work will be located, unless otherwise expressly provided by the Contract Documents.

15. Prior to beginning any work or delivering any equipment or material to be furnished under this bid proposal, the Bidder shall secure the appropriate Business License from the City of Madera.

Business license information may be obtained by calling (559) 661-5408.

Any Federal or State of California License/Certification required to provide the services will be required.

A Class A, General Engineering Contractor, or C-12, Earthwork & Paving Contractors License will be required. Insurance documentation in accordance with the Insurance Requirements for Contractors will also be required.

16. Bidder’s Proprietary Information: Upon bid opening, all documents provided by the successful

Bidder shall become public record. All documents provided by any Bidders, other than the successful Bidder, shall become public record in their entirety and subject to disclosure. This shall also include but is not limited to documents for projects for which all bid proposals are rejected and projects for which an award is not made for any reason. In the event that one or more bid proposals are returned to the bidding parties, it is the intent of the City that such documents shall not become public records of the City unless required by the California Public Records Act or other provisions of law.

17. It is the City's policy to encourage the purchase of supplies, services and equipment from vendors located within the boundaries of the City. Local vendors are sellers, vendors, suppliers, and contractors who maintain places of business located within the limits of the City and who have a current City of Madera business license. The local vendor outreach policy shall not apply to those Agreements where State or Federal law, or other laws or regulations preclude such a preference.

Contractors will, to the greatest extent feasible, attempt to incorporate local area businesses as subcontractors and suppliers. Contractors will, upon request, provide records showing the outreach efforts made to local businesses to demonstrate that they have made a reasonable effort to inform local businesses of the opportunity.

18. All applicable laws, ordinances, and the rules and regulations of all authorities having jurisdiction over construction of the project shall apply to the…