RFP Sidewalk Repair_Belvedere_20250506.pdf

REQUEST FOR PROPOSALS

FOR

ON-CALL SIDEWALK REPAIR SERVICES

FOR THE

CITY OF BELVEDERE

PUBLIC WORKS DEPARTMENT

MAY 2025

City Contact:

Christopher Barry, Associate Engineer

Department of Public Works

TABLE OF CONTENTS

I. Introduction II. Background III. Scope of Services IV. General Requirements V. Proposal Requirements VI. Evaluation & Selection Process VII. Response Submittal VIII. Tentative schedule

I. INTRODUCTION

The City of Belvedere (the "City") is soliciting proposals from qualified contractors for on-call sidewalk repair services. The work includes demolition of existing, and construction of new sidewalks, curbs, gutters, pedestrian ramps and other related facilities at locations designated by the City. The initial contract term will be three years, with the City having the option to extend the contract to up to two additional years. The anticipated annual total budget for work is approximately $25-50,000, however this is a variable amount dependent on City needs. This RFP aims to establish guaranteed rates for sidewalk, curb, and gutter repair services. Contractor quotes will be subject to annual re-evaluation, with any adjustments not to exceed the annual percentage change in the Consumer Price Index (CPI) for the San Francisco-Oakland-Hayward- Berkeley area, as published by the Association of Bay Area Governments (ABAG).

Contractors meeting the requirements outlined in this RFP are encouraged to submit proposals.

II. BACKGROUND

The City of Belvedere maintains over 100,000 square feet of sidewalk and 25,000 linear feet of curb and gutter citywide. While the City has made significant investments in sidewalk and curb repairs over the past five years, a substantial portion of this infrastructure remains in need of attention. These outstanding repairs are due to a combination of factors, including age, substandard initial construction, deferred maintenance, and damage from tree roots and vegetation.

Although California Streets and Highways Code Section 5610 places the legal responsibility for sidewalk maintenance on adjacent property owners, the City of Belvedere has adopted a proactive and cooperative approach. To expedite necessary improvements, enhance public safety, and minimize disruptions to residents, the City will initially fund identified sidewalk repairs and improvements, with reimbursement sought from property owners following project completion.

Through this Request for Proposals (RFP), the City seeks to establish a multi-year, on-call contract with qualified contractors to perform a full range of sidewalk, curb, and gutter repair and replacement services. This structure will allow the City to address ongoing maintenance needs, respond quickly to safety concerns, and continue to systematically upgrade its pedestrian infrastructure over the next several years. The City anticipates an average annual expenditure of approximately $25-$50,000 but reserves the right to adjust project scopes and budgets based on available funding and evolving infrastructure needs.

III. SCOPE OF SERVICES

This Scope of Services provides a general description of the work the City of Belvedere anticipates but is not an exhaustive list of all potential tasks.

The selected contractor shall provide qualified personnel on an on-call basis to repair and/or replace existing sidewalks, driveways, pedestrian ramps, aprons, curbs, and gutters..

The scope of services may include, but is not limited to, the following:

• Demolition and removal of existing concrete (including saw-cutting)

• Site preparation (including excavation, grading, and compaction)

• Traffic control

• Formwork

• Concrete placement and finishing

• Installation of concrete sidewalks, slabs, driveways, curbs, pedestrian ramps, aprons, drainage inlets, and other formed concrete work.

All work must comply with the current versions of the following standards and regulations:

• Americans with Disabilities Act (ADA)

• Marin County Uniform Construction Standards (UCS)

IV. GENERAL REQUIREMENTS

1. Right to Reject Proposals: The City of Belvedere reserves the right to reject any or all proposals received, to waive any irregularities or informalities in the proposals, and to select the contractor that best serves the City's interests.

2. Proposal Submission Deadline: Proposals must be submitted by the date and time specified on the cover sheet of this RFP. Proposals will be evaluated according to the Selection Process described in this RFP. The City will select the contractor that best meets its requirements.

3. Negotiation of Final Pricing: The City reserves the right to negotiate final pricing with the most qualified contractor.

4. Contract Agreement: The City's standard Contractor Services Agreement (Attachment I) is incorporated into this RFP. Proposers are expected to accept the Agreement's terms and conditions without modification. Any proposed modifications to the Agreement must be clearly identified and included with the proposal submission.

The City reserves the right to reject any proposed modifications.

5. Compliance with California law: Proposers shall comply with all relevant California law, including Cal/OSHA standards, California Labor Code, and Department of Industrial Relations (DIR) prevailing wage rates.

6. Additional Information: Proposers shall furnish the City with any additional information reasonably requested by the City.

7. Ownership of Work Product: All data, documents, and other materials created or developed during the performance of the services under any resulting contract shall remain the sole property of the City.

V. PROPOSAL REQUIREMENTS

Proposals should be organized in a clear and logical format directly addressing the requirements outlined below. Proposals should be concise and avoid excessive or irrelevant information.

1. Company Background:

Provide the following information about your company:

• Legal Company Name

• Street Address

• City, State, Zip Code

• Company Size (Number of Employees)

• State/Country of Incorporation

• Website

• Contact Person (Name and Title)

• Phone Number

• Email Address

• Contractor's License Number, Type, and Expiration Date (if applicable)

• DIR Registration Number

2. References:

Provide at least three (3) references for projects completed within the past five years that are similar in scope to the services described in this RFP. For each reference, please include:

• Client Name

• Project Name and Brief Description

• Dates of Service

• Contact Person (Name, Title, Phone Number, and Email Address)

3. Pricing Proposal:

This RFP aims to establish guaranteed unit price rates for sidewalk, curb, and gutter repair services for the City. Contractor quotes will be subject to annual re-evaluation, with any adjustments not to exceed the annual percentage change in the Consumer Price Index (CPI) for the San Francisco-Oakland-Hayward-Berkeley area, as published by the Association of Bay Area Governments (ABAG). The quoted rates must include all costs, including but not limited to: state and federal taxes, employee salaries and benefits, demolition, removal, traffic control, root removal, and replacement of curb and gutter.

Provide rates for the following items:

• Mobilization/Demobilization: $___________ per work authorization

• 4” concrete sidewalk repair: $___________ per square foot

• 6” concrete sidewalk apron repair: $___________ per square foot

• Curb & Gutter repair: $___________ per linear foot

4. Insurance Documentation:

Provide documentation demonstrating compliance with the insurance requirements outlined in Attachment 1.

5. Signature and Proposal Validity:

The proposal must be signed by an authorized representative of the contractor, legally binding the contractor to the terms of the proposal. The signature must include a statement certifying that the proposal is valid for ninety (90) days from the date of submission.

VI. EVALUATION & SELECTION PROCESS

1. Proposal Evaluation:

A selection committee will evaluate all submitted proposals, considering the following factors to determine the most qualified contractor:

• Completeness and clarity of the proposal

• Demonstrated ability to provide the required services

• Reasonableness and competitiveness of proposed rates

• Quality of references

• Relevant experience providing sidewalk repair services to municipal agencies in

California

During the evaluation process, the City reserves the right, when deemed in its best interest, to request additional information or clarification from proposing contractors to address any errors or omissions. The City also reserves the right to verify any information provided in the proposals, including references, resumes, and other credentials. Furthermore, the City may conduct independent research and investigation, including gathering facts and opinions, to assess the capabilities of each contractor, regardless of whether such information was specifically included in their proposals.

2. Proposal Timeline:

The City of Belvedere anticipates the following schedule for this RFP process:

• Deadline for Questions: Tuesday, May 27, 2025, 3:00PM

• Responses to Questions Posted: Friday, May 30, 2025

• Proposal Submission Deadline: Thursday, June 5, 2025, 3:00PM

• Anticipated Contract Award: July 2025

Please Note: This timeline is tentative and subject to change. The City reserves the right to modify these dates at any time, and any changes will be communicated to all prospective contractors.

VII. RESPONSE SUBMITTAL

Interested contractors shall submit an electronic copy of their proposal via email no later than 3:00PM on Thursday, June 5, 2025. The email subject line must clearly state "City of Belvedere 2025 Sidewalk Repair Services RFP."

Proposals should be submitted to:

Chris Barry, Associate Engineer Email: cbarry@cityofbelvedere.org

Late submittals will not be accepted.

Questions and Clarifications:

All requests for clarification or other questions regarding this RFP must be submitted via email to Chris Barry (cbarry@cityofbelvedere.org) no later than 3:00PM on Tuesday, May 27, 2025. Responses to all submitted questions will be distributed to all known interested parties by Friday, May 30, 2025.

VIII. TENTATIVE SCHEDULE

Deadline for Questions May 27, 2025, 3:00PM Responses to Questions Posted May 30, 2025 Proposal Submittal Deadline June 5, 2025, 3:00PM Contract Award July 2025