Pothole Repair Services for Commercial Lots.pdf

REQUEST FOR QUALIFICATIONS

Event #12414

Pothole Repair Services for Commercial Lots

Code Compliance Division

SECTION 1

OVERVIEW

1. Request for Qualifications (“RFQ” or “Event”): The City of Greensboro (“City”) hereby solicits and invites proposals from qualified Companies and Businesses (“Contractor”) with proven experience and expertise in Pothole Repair Services to submit a response to the requirements outlined in this RFQ.

2. Period and Terms of Contractual Agreement: The selected Contractor(s) will enter into a service agreement with the City to cover the proposed scope of work outlined in Section 2 of this RFQ. The contract term will be for two (2) years with (1) optional one-year renewal.

Services shall begin approximately on September 1, 2026 through August 30, 2029.

3. Selection Process: After the close of this RFQ, Contractor proposals will be reviewed and evaluated for responsible and responsive submissions, and that all proposals have the required documents as outlined in the RFQ (if required). The award will be made to the best qualified Contractor(s), based on Award Matrix scores (see pages 10-11).

A Contractor that wishes to be considered for selection shall submit a complete, concise, and comprehensible proposal in the form and manner required by this RFQ.

All proposals, inquiries, or correspondence relating to this RFQ, as well as all reports, displays, schedules, attachments, exhibits, and other documentation submitted by any Contractor, will become the property of the City upon receipt. All proposals received are subject to North Carolina Public Records laws found in Chapter 132 of the North Carolina General Statutes and the Public Records Confidentiality Clause in this RFQ regarding public access to such documents, and any statements or endorsements inconsistent with therewith will be disregarded. All proprietary information disclosed to the City shall be held to Chapter 132 of the North Carolina General Statute and the Public Records Confidentiality Clause.

4. Minimum Requirements: Contractors must meet the minimum specifications and requirements contained in the RFQ. Contractors are required to acknowledge all exceptions to the minimum specifications, terms, and conditions in their proposals. Failure to do so may result in the response being deemed nonresponsive.

5. Awarded Contractor Responsibilities:

• Provide a Certificate of Insurance with Endorsements covering the minimum insurance requirements

• Actively registered with the NC Secretary of State

• Maintain operational capacity to provide emergency response services when requested by the City.

6. RFQ Questions: Questions regarding this event may be submitted through the Greensboro eProcurement System (“GePS”). Answers will be posted in GePS within three business days of the close of the Question and Answer Period; see Item 11: Submission and Response Schedule.

For the duration of this bid process, all correspondence regarding this RFQ must be directed to Procurement Services. If it is determined that a Contractor fails to comply to this requirement and initiates correspondence with any other City staff, local elected officials, or representative about this bid process, they may be subject to disqualification.

7. Rights of the City – Proposals and Additional Documentation: As a result of this RFQ, the

City reserves the right to accept or reject any and all proposals received in whole or in part, to waive minor technicalities, or to negotiate with responsive and responsible Contractors. The City also reserves the right to request financial documentation, such as independently audited financial statements, most recent tax returns, or profit loss statements, before awarding this contract.

8. Rights of the City – Multiple Awards: The City reserves the right to award contract(s) in whole or in part, whichever is in the City’s best interest as it determines in its sole discretion.

The City reserves the right to award multiple contracts.

9. Terms and Conditions: Contractor will abide by all the Terms and Conditions posted on the event. It is the Contractor’s responsibility to read the Terms and Conditions as they are incorporated into the final contract. Within the Terms and Conditions, you will find insurance requirements and reference to the North Carolina State Statutes regarding confidentiality requirements.

10. Due Date: Submittals in response to this RFQ must be submitted to the City’s Procurement Services Division via GePS no later than August 20, 2026, by 2:00 PM EST, as determined by the City’s computer server. Although the City tries to maintain continuous access to the GePS website, service may be interrupted. Therefore, suppliers are encouraged to submit proposals 24 hours before the event closes.

11. Submission and Response Schedule

RFQ Issuance August 5, 2026 Question and Answer Period Closes August 13, 2026 2:00 PM EST Submission Period Ends August 20, 2026 2:00 PM EST Anticipated Award Notification* September 2026 Anticipated Start Date September 2026, or upon execution of contract

*Some awards may require Council approval

12. Submittal Requirements: Contractors submitting a proposal must meet the minimum requirements outlined in Section 2: Scope of Work, Section 4: Submittal Materials, and submit the following information with their response:

• Contractor shall be required to answer the Local Preference question on the Event.

• Answer all questions on the Event.

• Contractor shall have at least three (3) years of verified experience performing commercial asphalt and pavement repairs.

• Contractor shall provide three (3) professional references for similar municipal or commercial projects. Acceptable verification formats include online business reviews, Better Business Bureau (BBB) reports, or formal written testimonials from past clients.

13. The Contractor will bear all costs associated with preparing the bid response.

14. Any proposals may be withdrawn or modified prior to the RFQ Submission Period End date and time stated in the Submission and Response Schedule.

15. Small Business Enterprises: The City of Greensboro established a Small Business Enterprise

Program (SBE) to provide small businesses with the opportunity to participate as prime contractors by establishing a unique marketplace where small businesses compete against other small businesses instead of larger, more established companies.

The SBE program is a sheltered market for small businesses. This allows smaller companies to participate in contracting and procurement events in areas of construction and repair, commodities and services. The program is non-specific to race or gender. It benefits all eligible small businesses principally located within Guilford, Randolph, and Rockingham counties. To qualify as small business, a company must certify with the City's Office of Business Opportunity.

For questions about the City’s SBE Program, or to register to be a certified SBE, please contact the Office of Business Opportunity at (336) 373-2674 or visit https://www.greensboro-nc.gov/business/office-of-business-opportunity/small-business-enterprise-sbe.

SBE Policy Statement It is the policy of the City of Greensboro to ensure that all businesses, including SBEs, are afforded the maximum practical opportunity to participate in the City’s purchasing and contracting processes. Therefore, the City will not enter into a contract or be engaged in a business relationship with any business entity that has discriminated in the solicitation, selection, hiring, or commercial treatment of vendors, suppliers, subcontractors, or commercial customers on the basis of race, color, religion, national origin, sex, age or on the basis of handicap or any otherwise unlawful use of characteristics regarding the vendor's, supplier's or commercial customer's employees or owners; provided that nothing in this policy shall be construed to prohibit or limit otherwise lawful efforts to remedy the effects of discrimination that have occurred or are occurring.

SECTION 2

SCOPE OF WORK

The City of Greensboro, Code Compliance Division, is seeking qualified on-call contractors to provide comprehensive pothole repair services for commercial parking lots within the city limits. This Request for Proposal (RFP) invites proposals from experienced companies capable of delivering high-quality, cost-efficient, and prompt repairs, thereby enhancing the safety and durability of commercial parking areas. All repairs must restore the pavement to a safe, smooth, and structurally sound condition, level with the surrounding surfaces.

2.1 Standard Pothole Dimensions & Eligibility

To qualify for standard contract pricing, a pavement defect must meet or exceed a minimum surface area of one (1) square foot (12 inches by 12 inches) and a minimum depth of four (4) inches.

2.2 Repair Thresholds

The City may request repair services under this contract.

• Individual potholes measuring at least one (1) square foot in surface area and four (4) inches in depth.

• Multiple adjacent potholes that collectively create an unsafe structural condition.

• Areas exhibiting pavement failure, cracking, settlement, or surface deterioration that are highly likely to develop into hazardous potholes.

2.3 Measurement Method and Calculations

To eliminate ambiguity and ensure standardized billing, all pothole and pavement failure dimensions must be measured and calculated according to the following strict technical protocols:

• Boundary Determination: Pothole dimensions shall be measured at the widest points of the damaged area, spanning from the outermost edges of the pavement failure.

• Surface Area Calculation: The total surface area shall be determined by measuring the maximum length and multiplying it by the maximum width of the failure zone. To qualify under the standard threshold, this calculation must yield a minimum footprint of 144 square inches (equivalent to one square foot).

• Depth Calculation: Depth shall be measured from the surrounding finished pavement surface to the deepest point of the pavement failure. The Contractor must determine this by laying a rigid straightedge across the adjacent sound pavement surface and taking a vertical measurement down to the lowest point of the cavity.

2.4 Contractor Responsibilities & Environmental Controls

2.4.1 Site Verification & Pre-Repair Documentation

• Dimension Verification: Prior to commencing any repair work, the Contractor shall physically measure the pothole dimensions to verify eligibility against the contractual baseline.

• Photo Documentation: The Contractor must take geotagged digital photographs documenting the conditions of each pavement defect prior to excavation.

• City Jurisdiction: The City reserves the exclusive right to determine whether a pavement defect constitutes an unsafe condition requiring repair, overriding any contractor determination.

2.4.2 Logistical & Operational Requirements

• Comprehensive Furnishing: The Contractor shall furnish all labor, materials, equipment, supervision, transportation, traffic control devices, and incidental items necessary to execute pothole repairs within commercial parking lots.

• Property Protection: The Contractor shall take all necessary precautions to avoid causing further damage to surrounding infrastructure, property, landscape, or land.

• Equipment Restrictions: The Contractor must operate tractors, trucks, trailers, or heavy machinery in a manner that prevents the creation of ruts, depressions, or areas prone to water retention.

• Contractor-Expense Remediation: If any property or surface damage occurs as a result of the Contractor's operations, the Contractor shall make all necessary repairs to restore the area to its original condition at the Contractor's sole expense.

2.4.3 Environmental Protection & Compliance

• Erosion Control: The Contractor shall take every reasonable precaution during the execution of work to prevent soil erosion.

• Waterway Protection: The Contractor must prevent the sedimentation of streams, lakes, reservoirs, other water impoundments, ground surfaces, or adjacent properties.

• Statutory Compliance: All erosion control practices and operational methods must strictly adhere to the requirements of the Sedimentation Pollution Control Act of 1973, as amended.

2.5 Execution of Services & Technical Specifications

The Contractor must perform repairs using the saw-cut and replace method (or a City-approved equivalent) to ensure long-term durability:

• Square and Cut: Square off the repair area using a vertical saw-cut at least six (6) inches beyond the damaged edge into sound pavement.

• Excavate and Clean: Remove all loose asphalt, debris, dirt, and water from the hole. The area must be dry and clean before filling.

• Sub-Base Prep: Grade and compact the existing sub-base. Add aggregate base material if required to reach proper depth.

• Tack Coat Application: Apply a liquid asphalt tack coat uniformly to all vertical edges and the bottom of the excavation to ensure proper bonding.

• Asphalt Placement: Fill the excavation with approved Hot Mix Asphalt (HMA), laid in lifts not exceeding two (2) inches compacted thickness.

• Compaction: Compact each lift using a vibratory roller or mechanical tamper to match the density of the surrounding pavement.

• Finish: The final surface must be smooth, compaction-tested, and flush with the adjacent pavement (+0.25 inches maximum allowance to account for minor settling).

• Site Cleanup: Remove and legally dispose of all excavated materials, debris, and sweepings before leaving the site.

2.6 Quality Control and Warranty

• Weather Limitations: Repairs shall not be performed during rain, snow, or when the ambient temperature is below 40°F unless authorized by the City using an approved cold-mix or infrared method.

• Warranty: The Contractor shall warrant all completed repairs against sinking, cracking, unraveling, or failure for a period of one (1) year from the date of acceptance.

2.7 Standard Response Work Guidelines

Standard response work constitutes scheduled repair services requested by the City with a minimum advance notice.

• Notice Requirement: At least twenty-four (24) hours' advance notification.

• Operational Hours: Performed between 8:00 a.m. and 5:00 p.m., Monday through Friday, excluding City holidays, unless explicitly authorized otherwise.

• Completion Timeline: The Contractor must complete all requested repairs within twenty-eight (28) calendar days of the initial City notification.

2.8 Utility Supply and Costs

The Contractor is responsible for supplying and paying for all temporary utilities such as electricity, water, gas, oil, sewer, and telephone required during the performance of the Work. The Contractor shall cover all expenses for utility consumption needed to complete the Project.

2.9 Temporary Infrastructure

The Contractor must install any required temporary distribution systems, including meters if needed, extending from the main distribution points to the specific locations where utilities are required.

2.10 System Removal

Once the Work is finished, the Contractor must remove all temporary distribution systems and restore the connection sites to their original condition.

SECTION 3

SUBMITTAL OF PRICING AND AWARD PROCESS

All responses to the requested information should be answered thoroughly, but be as succinct as possible. Additional information may be included as an appendix, but the responses to information requested in Section 4: Submittal Materials should be fully contained within the body of the response. No Contractor may submit more than one RFQ.

The City reserves the right to accept any proposal deemed to be in City's best interest, waive any irregularities in any response, reject any or all responses, and re-advertise for new responses. The City intends to proceed with the proposal review and selection process, then enter into a contract without negotiation, while reserving the right to negotiate at any time. Any and all RFQ dates are subject to change.

Evaluation Criteria

The City's Selection Committee will evaluate all submissions. All responses properly submitted and received will be evaluated against the criteria outlined below. The absence of required information may result in the response being excluded from further analysis or evaluation. The responses must meet the following minimum qualifications to be considered for selection:

• Complete and accurate submittal of the specific proposal components

• Contractor must demonstrate the ability to staff and supply the services proposed

Award Process

Selection of Award: Contractor must meet all requirements and the minimums listed in the RFQ and attached appendices (if applicable). The City may engage in discussions with any potential Contractor prior to final determination and award. The City will award this contract to the best qualified Contractor(s).

PRICING AND AWARD PROCESS

3.1 Standard Pricing Schedule

Compensation for standard response work follows a tiered structure based on a single dispatch location.

A single location is defined as an individual municipal parking lot, facility property, or continuous block radius.

For the purposes of this solicitation, a qualifying pothole is an unsafe pavement condition measuring a minimum of one (1) square foot in surface area (12 inches by 12 inches) and four (4) inches in depth.

The City reserves the right to determine when pavement conditions constitute a public safety hazard requiring repair.

The cost for pothole repair services is predetermined to ensure consistency across all responses, and award will be based solely on the qualifications and demonstrated capabilities of the responding firms.

Line Item Description Unit Price

Standard Response - First Qualifying Pothole

Covers one service call requested >24 hours in advance, performed during standard operational hours. Includes mobilization, traffic safety setup, and repair of the first pothole meeting minimum criteria.

$400.00

Additional Qualifying Potholes (Same Location)

Covers each subsequent pothole repaired during the exact same service call at that location, provided it meets the minimum repair criteria.

$100.00 each

The maximum contract amount is $30,000 total, with a maximum allocation of $10,000 available for each individual contract year.

3.2 Award Process

Contracts may be awarded to one or more responsive and responsible firms that provide the best value to the City. The City aims to award contracts to up to five (5) firms for each requested service but reserves the right to make awards in the best interest of the City.

3.2.1 Multi-Award Pricing Adjustments

In the event that the City issues multiple contract awards through this solicitation, the City reserves the right to implement a unified payment rate:

• Average Pricing Mechanism: The City may establish a standard reimbursement rate derived from the mathematical average of all accepted, winning proposals.

• Industry Standard Cap: The resulting average rate applied to the contract shall not exceed prevailing regional industry standards for the specified asphalt and pothole repair services.

3.3 Billing and Verification Requirements

To ensure precise billing under this tiered pricing structure, the Contractor must adhere to the following reporting workflows:

• Location Logging: Group all work orders by the exact physical address or GPS coordinates of the site.

• Photo Documentation: Provide clear "before" and "after" digital photographs for each repaired pothole.

• Measurement Verification: Include scale markers (such as a measuring tape or grid) in the "before" photos to verify that each item billed meets the minimum surface area and depth criteria.

• Itemized Invoicing: Invoices must clearly differentiate between the initial $400.00 base repair and the total volume of $100.00 secondary repairs completed during that single stop.

• Submission Timeline: The Contractor shall invoice the City within ten (10) business days following completion of services. Invoices must be typed and sent to Christie.Holt@greensboro-nc.gov. Each invoice must clearly describe the services provided.

3.4 Compensation Terms

3.4.1 Fixed Compensation Rates

The City shall compensate the Contractor strictly at the fixed rates established through this solicitation and subsequently approved by the City.

3.4.2 Exclusivity of Compensation

The City assumes no obligation to provide the Contractor with any additional payments, fees, mobilization expenses, fuel surcharges, or material cost adjustments outside of the specific line-item rates authorized by this section and the final executed contract.

3.5 Liquidated Damages for Delayed Execution

• Assessment of Damages: If the Contractor fails to successfully complete and verify a requested standard repair within twenty-eight (28) calendar days from the initial City notification, the City shall deduct liquidated damages from the final invoice payout.

• Rate of Assessment: Liquidated damages shall accumulate at a rate of fifty dollars ($50.00) per calendar day for each individual open work order location exceeding the 28-day completion threshold.

• Non-Penalty Status: Both the City and the Contractor agree that these damages are compensatory and not punitive. This rate represents a genuine, reasonable advance estimation of administrative costs and public inconvenience.

• Extensions and Waivers: Damages shall not accumulate if delays are caused by City-documented severe weather conditions (continuous precipitation or ambient temperature below 40°F) that halt hot-mix operations.

Award Matrix

Available

Points Selection Criteria

Experience

* Demonstrated experience performing commercial and/or municipal pothole repair services. (25 points)

* Years of experience in business providing asphalt and pothole repair services. (15 points)

Qualifications

* Adequacy and availability of equipment necessary to perform the work. (10 points)

* Qualifications, experience, and availability of key personnel and staffing resources assigned to the contract. (15 points)

* Overall technical capability, project management approach, and capacity to perform multiple task orders in a timely manner. (15 points)

15 References 5 Meets Local Preference Policy

100 Total Score

SECTION 4

SUBMITTAL MATERIALS

Contractors submitting a proposal must meet the minimum requirements and submit the following information with their response:

Contractor should respond to each of the following requirements in a clear, concise, and comprehensive manner. The Contractor should carefully review the Public Records Confidentiality Clause when submitting information for this RFQ.

Each proposal submitted for consideration must comply with the stipulations set forth in this RFQ as well as any addenda and any written responses from the City to Contractor inquiries.

Contractor’s submission shall identify a single contact person for receipt of responses and information from the City. The method of receipt and distribution of information will be by e-mail. Therefore, include a contact name, phone number, mailing address, and e-mail address with the proposal.

The submittal shall not exceed 30 single-sided pages, excluding resumes, references, and appendices (if provided). All relevant information must accompany the proposal. The Contractor shall include the information below in its submission in the following order:

1. Letter of Interest:

• A concise letter of interest that must include the following:

a. Contractor Information The name and address of the Contractor and the states in which the Contractor is incorporated and chiefly located.

b. Date of Business Establishment Contractor shall provide the date on which their business enterprise was originally established.

c. Principals Authorized to Conduct Negotiations The name, address, telephone number, and e-mail address of the designated contact and principals authorized to conduct negotiations for the business.

d. Contractor’s Interest in Performing Services Description of experience in providing pothole repair services.

e. Validity of Proposal A statement indicating the proposal will remain valid for acceptance for a period of three (3) months from its submission and thereafter until the Contractor withdraws or a contract is executed, whichever first occurs.

f. An acknowledgment of all addenda to this RFQ.

2. Qualifications and Experience: Qualifications and experience discussed should be limited to the specific scope of services being requested. At a minimum, this section should include the following:

• Adequacy and availability of equipment necessary to perform the work.

• Qualifications, experience, and availability of key personnel and staffing resources assigned to the contract.

• Overall technical capability, project management approach, and capacity to perform multiple task orders in a timely manner.

3. References:

Provide a list of at least three references, including the name, title, and phone number of a contact person and a brief description and dates of services for projects completed.