Asphalt Rejuvenation Service

Request for Proposals # 274-TM-2-26
Title: Asphalt Rejuvenation Service
Issue Date: March 25, 2026
Due Date: April 22, 2026
not later than 2:00 PM
Issuing Department: Transportation
Street Maintenance Division
Direct all inquiries concerning this RFP to:
Daniel Callahan
Procurement Analyst
Email: daniel.callahan@raleighnc.gov
**LATE PROPOSALS WILL NOT BE ACCEPTED**
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Table of Contents
1. Introduction ......................................................................................................... 3
1.1 Purpose ......................................................................................................... 3
1.2 Background .................................................................................................. 3
1.3 RFP Timeline ............................................................................................... 4
1.4 Pre-Proposal Conference .......................................................................... 4
1.5 Proposal Question ....................................................................................... 5
1.6 Proposal Submission Requirements & Contact Information ................ 5
1.7 Business Engagement & Opportunities .................................................. 6
1.8 Rights to Submitted Material ..................................................................... 6
1.9 Communications .......................................................................................... 7
1.10 Lobbying ..................................................................................................... 7
1.11 Conflicts of Interest ................................................................................... 7
1.12 Proposer Expenses .................................................................................. 8
1.13 Proposer Acceptance ............................................................................... 8
2. Proposals ........................................................................................................... 10
2.1 Request for Proposals Required Document Format ............................ 10
2.2 RFP Documents ........................................................................................ 13
3. Proposal Evaluation ........................................................................................ 13
3.1 Proposal Evaluation Criteria (Stage 1) .................................................. 13
3.2 Interview/Demonstration (Stage 2) ......................................................... 14
3.3 Final Selection ........................................................................................... 14
3.4 Notice to Proposers Regarding RFP Terms & Conditions .................. 15
3.5 Contract Terms .......................................................................................... 15
4. Scope of Services ............................................................................................ 15
Appendix I - Proposal Cost Form ........................................................................... 29
Appendix II - Proposer Questionnaire ................................................................... 30
Appendix III - Reference Questionnaire (Instructions) ..................................... 31
Appendix III - Reference Questionnaire Form ..................................................... 32
Appendix IV - Contract Standard Terms & Conditions ..................................... 34
Appendix V - Street Lists for Bid Alternates........................................ 42
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1 Introduction
1.1 Purpose
The City of Raleigh (COR) is solicitating proposals from one or more firm(s) with
which to contract for the following services:
The City of Raleigh Department of Transportation/Field Services proposes to
contract services for the application of an asphalt rejuvenating agent to asphaltic
concrete surfaces throughout the City of Raleigh. The successful proposer shall
provide all labor, materials and equipment necessary to perform the work required
for the rejuvenating services and shall provide a proposal for Maltene Asphalt
Rejuvenator with Photocatalytic Titanium Dioxide in accordance with attached
treatment list.
A detailed scope of services is provided in Section 4 of this solicitation.
All information related to this solicitation, including any addenda, will be posted to
the North Carolina Electronic Vendor Portal at: https://evp.nc.gov/.
All questions related to this solicitation must be submitted in writing (via email) to
the following individual:
Contact Name Email Address/Phone
Daniel Callahan Daniel.Callahan@raleighnc.gov
919-996-2354
1.2 Background
The City of Raleigh, the Capital City of North Carolina, remains one of the fastest
growing areas in the country. A great economy, top educational institutions, and
exceptional health care facilities are some of the characteristics that attract people
to the triangle area. The mild climate, diverse work force and proximity to Research
Triangle Park combine to make Raleigh a great place to live.
Raleigh is a 21st Century City of Innovation focusing on environmental, cultural, and
economic sustainability. The City conserves and protects our environmental
resources through best practice and cutting-edge conservation and stewardship,
land use, infrastructure and building technologies. The City welcomes growth and
diversity through policies and programs that will protect and enhance Raleigh's
existing neighborhoods, natural amenities, history, and cultural and human
resources for future generations. The City leads to improve quality of life for
neighborhoods and standard of living for all citizens. The City works with universities,
colleges, citizens, and local partners to promote new technology, create new job
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opportunities, and encourage local businesses and entrepreneurs. The City enlists
and prepares 21st Century staff with the skill sets to carry out the duties of the City
through transparent civic engagement and by providing the very best customer
service to our citizens.
The City of Raleigh Department of Transportation maintains an array of asphalt
surfaced streets across our Capital city. The department continues to rejuvenate our
streets as part of our greater citywide pavement preservation program.
Rejuvenation also provides a unique opportunity to applicate city streets with
products that reduce urban heat island and abate the harmful effects of pollution.
1.3 Request for Proposal (RFP) Timeline
Provided below is a list of the anticipated schedule of events related to this
solicitation. The City of Raleigh reserves the right to modify and/or adjust the
following schedule to meet the needs of the service. All times shown are Eastern
Time (ET):
RFP Process Date and Time
RFP Advertisement Date March 25, 2026
Pre-Proposal Conference
April 1, 2026 virtual at 11:00am
(if required)
Deadline for Written Questions April 8, 2026 by 5:00pm
City Response to Questions
April 13, 2026 by 5:00pm
(anticipated)
Proposal Due Date and Time April 22, 2026 by 2:00pm
Evaluation Meeting (anticipated) Week of April 20, 2026
Interviews (if required) Scheduled as Needed week of April 20, 2026
May 5, 2026 City Council Meeting (Consent
Selection Announced (tentative)
Agenda)
1.4 Pre-Proposal Conference
If the City of Raleigh elects to conduct a Pre-Proposal Conference or Site Visit,
attendance by prospective proposers is mandatory. Prospective Proposers are
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encouraged to submit written questions in advance. Date, time, and location of pre-
proposal conference is shown above in Section 1.3, entitled RFP Timeline.
Contact James Simmons at james.simmons@raleighnc.gov for a virtual invitation to
the pre-proposal meeting.
1.5 Proposal Question
It is the Proposer's responsibility to ensure that all addenda have been reviewed and
considered in the preparation of its proposal. Requests for clarification and questions
to this RFP must be received by the City not later than the date shown above in
Section 1.3, entitled "RFP Timeline" for the submittal of written inquires. The firm's
failure to request clarification and submit questions by the date in the RFP Timeline
above shall be considered to constitute the firm's acceptance of all City's terms and
conditions and requirements. The City shall issue addenda reflecting questions and
answers to this RFP, if any, and shall be posted to North Carolina Electronic Vendor
Portal (eVP). No information, instruction or advice provided orally or informally by
any City personnel, whether made in response to a question or otherwise in
connection with this RFP, shall be considered authoritative or binding. Respondents
shall be entitled to rely only on written material contained in an Addendum to this
RFP.
It is important that all Respondents submitting to this RFP periodically check
the North Carolina Electronic Vendor Portal (eVP) for any Addenda. It is the
Respondents' responsibility to ensure that all addenda have been reviewed
and, if required signed and returned.
All questions related to this solicitation must be submitted in writing (via email) to the
following individual:
Contact Name Email Address
Daniel Callahan daniel.callahan@raleighnc.gov
Questions submitted via telephone will not be answered.
1.6 Proposal Submission Requirements and Contact Information
Proposals must follow the format as defined in Section 2 PROPOSALS, and be
addressed and submitted as follows:
DELIVERY ADDRESS BY US POSTAL
SERVICE OR OTHER DELIVERY SERVICES
City of Raleigh
ATTN: Daniel Callahan
2550 Operations Way
Suite 223
Raleigh, NC 27604
RFP No. & Title 274-TM-2-26
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Proposals must be enclosed in an envelope or package and clearly marked with the
name of the submitting company, the RFP number and the RFP Title.
Proposers must submit:
A. one (1) signed original;
B. one (1) electronic version of the signed proposal and;
C. Four (4) copies of proposal.
The electronic version of the Proposal must be submitted as a viewable and printable
Adobe Portable Document File (PDF) on a Flash Drive. Both hard copy and
electronic versions must be received by the City on or before the RFP due date and
time provided in Section 1.3. Proposals received after the RFP due date and time
will not be considered and will be returned unopened to the return address on the
submission envelope or package.
Proposers must respond to the entire Request for Proposals (RFP). Any
incomplete proposal may be eliminated from competition at the discretion of
the City of Raleigh. The City reserves the right to reject any or all proposals for
any reason and to waive any informality it deems in its best interest.
Proposals that arrive after the due date and time will not be accepted or considered
for any reason whatsoever. If the firm elects to mail in its response, the firm must
allow sufficient time to ensure the City's proper receipt of the package by the time
specified in the RFP Timeline (Section 1.3). Regardless of the delivery method, it is
the responsibility of the firm to ensure that their proposal arrives at the designated
location specified in this Section by the due date and time specified in the RFP
Timeline (Section 1.3).
1.7 Business Engagement & Opportunities
The City of Raleigh maintains processes to conduct business with all business
enterprises, including small, emerging, growing, under-capitalized, and under-
resourced firms or organizations.
1.8 Rights to Submitted Material
All proposals and supporting materials, as well as correspondence relating to this
RFP, shall become the property of the City. The content of all submittals will be held
confidential until the selection of the firm is made. Proposals will be reviewed by the
Evaluation Team, as well as other City staff and members of the general public who
submit public record requests. Any proprietary data must be clearly marked. In
submitting a Proposal, each Prospective Proposer agrees that the City may reveal
any trade secret materials contained in such response to all City staff and City
officials involved in the selection process and to any outside consultant or other third
party who serves on the Evaluation Team or who is hired by the City to assist in the
selection process.
The City reserves the right to retain all proposals submitted and to use any ideas in
a proposal regardless of whether that proposal is selected. Submission of a proposal
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indicates acceptance by the Proposer of the conditions contained in this Request for
Proposal.
Proposals marked entirely as "confidential", "proprietary", or "trade secret"
will be considered non-responsive and will be removed from the evaluation
process.
1.9 Communications
All communications of any nature regarding this RFP with any City staff, elected City
officials, evaluation committee members, are strictly forbidden from the time the
solicitation is publicly posted until award. Questions must be submitted in writing to
the individual designated in Section 1.1. prior to the deadline provided in Section
1.3. Violation of this provision may result in the firm's proposal being removed from
consideration.
1.10 Lobbying
By responding to this solicitation, the firm certifies that is has not and will not pay
any person or firm to influence or attempt to influence an officer or employee of the
City or the State of North Carolina, or any elected official in connection with obtaining
a contract as a result of this RFP.
1.11 Conflicts of Interest
City of Raleigh contracts are controlled by three conflict of interest provisions.
First, federal procurement standards are provided in 2 CFR 200.318 (c)(1),
"No employee, officer, or agent may participate in the selection, award, or
administration of a contract supported by a Federal award if he or she has a real or
apparent conflict of interest. Such a conflict of interest would arise when the
employee, officer, or agent, any member of his or her immediate family, his or her
partner, or a firm which employs or is about to employ any of the parties indicated
herein, has a financial or other interest in or a tangible personal benefit from a firm
considered for a contract. The officers, employees, and agents of the non-Federal
entity may neither solicit nor accept gratuities, favors, or anything of monetary value
from contractors or parties to subcontracts."
Similarly, the North Carolina General Statutes provides a criminal statute for
conflicts of interest in public contracting. N.C.G.S. 14-234(a):
"(1) No public officer or employee who is involved in making or administering a
contract on behalf of a public agency may derive a direct benefit from the contract
except as provided in this section, or as otherwise allowed by law. (2) A public officer
or employee who will derive a direct benefit from a contract with the public agency
he or she serves, but who is not involved in making or administering the contract,
shall not attempt to influence any other person who is involved in making or
administering the contract. (3) No public officer or employee may solicit or receive
any gift, favor, reward, service, or promise of reward, including a promise of future
employment, in exchange for recommending, influencing, or attempting to influence
the award of a contract by the public agency he or she serves."
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City of Raleigh Charter Section 3.9 regulates private transactions between the City
and its officials and employees. The Charter states:
No member of the City Council, official, or employee of the City of Raleigh shall
be financially interested, or have any personal beneficial interest, either directly
or indirectly, as agent, representative, or otherwise, in the purchase of, or
contract for, or in furnishing any materials, equipment or supplies to the City of
Raleigh, nor shall any official or employee of the City of Raleigh accept or
receive, or agree to accept or receive, directly or indirectly, from any person,
firm or corporation to whom any contract may be awarded or from whom any
materials, equipment or supplies may be purchased by the City of Raleigh, by
rebate, gift, or otherwise, any money or anything of value whatsoever, or any
promise, obligation or contract for future reward or compensation, for
recommending or procuring the uses of any such materials, equipment or
supplies by the City of Raleigh; no member of the City Council, official or
employee of the City of Raleigh shall for his own personal benefit operate,
directly or indirectly, any concession in any building or on any lands of the City
of Raleigh, nor shall any official or employee of the City of Raleigh bid for or be
awarded any contract granting concessionary rights of any nature or kind from
the City of Raleigh; it shall be unlawful for any member of the City Council,
official or employee of the City of Raleigh to bid for or to purchase or to contract
to purchase from the City of Raleigh any real estate, equipment, materials, or
supplies of any nature or kind whatsoever, either directly or indirectly, at either
public or private sale, either singly, or through or jointly with any other person.
1.12 Proposer Expenses
The City of Raleigh will not be responsible for any expenses incurred by any
Proposer in the development of a response to this Request for Proposal or any
other activities associated with this procurement including but not limited to any
onsite (or otherwise) interviews and/or presentations, and/or supplemental
information provided, submitted, or given to City of Raleigh and/or its
representatives. Further, the City of Raleigh shall reserve the right to cancel the
work described herein prior to issuance and acceptance of any contractual
agreement/purchase order by the recommended Proposer even if the awarding
authority for each entity has formally accepted a recommendation.
1.13 Proposer Acceptance
Submission of any proposal indicates a Proposer's acceptance of the conditions
contained in this RFP unless clearly and specifically noted otherwise on Appendix
VI Exceptions to RFP and submitted with proposal. Furthermore, the City of
Raleigh is not bound to accept a proposal on the basis of lowest price, and further,
the City of Raleigh has the sole discretion and reserves the right to cancel this
RFP, and to reject any and all proposals, to waive any and all informalities and/or
irregularities and reserves the right to re-advertise this RFP with either the identical
or revised scope and specifications if it is deemed to be in the best interests of the
City of Raleigh to do so. The City of Raleigh reserves the right to accept or reject
any or all of the items in the proposal, and to award the contract in whole or in part
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and/or negotiate any or all items with individual Proposers if it is deemed in the
best interest of the City of Raleigh to do so. Moreover, the City of Raleigh reserves
the right to make no selection if proposals are deemed to be outside the fiscal
constraint or not in the best interest of the City of Raleigh.
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2 PROPOSALS
Submitted proposals must follow the format outlined below. The City may reject as
non-responsive at its sole discretion any proposal that does not provide complete
and/or adequate responses or departs in any substantial way from the required format.
2.1 Request for Proposals Required Document Format
Proposals should be on 8-1/2" x 11" (A4-sized) paper, printed on both sides,
bound with only removable clips or staples (no 3-ring binders), and divided into
sections using tabs to easily identify and separate each section as follows:
2.1.1 Section/Tab 1: Cover Letter
Provide an introduction letter summarizing the unique proposal of
your firm to meet the needs of this service requirement. This letter
should be presented on the firm's official letterhead and signed by
an authorized representative who has the authority to enter into a
contract with the City on behalf of the firm. Additionally, include the
name, address, telephone and email address of the individual who
serves as the point of contact for this solicitation.
2.1.2 Section/Tab 2: Corporate Background and Experience
Include background information on the firm and provide detailed
information regarding the firm's experience with similar projects.
Provide a list of all similar contracts performed in the past five (5)
number of years, accompanied by at least three (3) references
(contact person, firm, telephone number and email address).
Include the total amount invoiced for each listed project, the length
of the project, and list of those involved in the project who are also
proposed for the subject project named in this solicitation. Failure to
provide a list of all similar contracts in the specified period may result
in the rejection of the firm's proposal. The evaluation team reserves
the right to contact any or all listed references, and to contact other
public entities regarding past performance on similar projects.
2.1.3 Section/Tab 3: Financial Information
Review and provide one of the following three (3) financial statement
options:
1. Recent audited or reviewed financial statements prepared by an
independent certified public accountant (CPA) that shall include, at a
minimum, a balance sheet, income statement (i.e., profit/loss statement)
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