WD27003H Request for Proposals (RFP) Purchase of Hot Mix Asphalt

REQUEST FOR PROPOSALS (RFP)
FOR
PURCHASE OF HOT MIX ASPHALT
PROJECT NO. WD27003H
Issued by:
City of Stockton
Public Works Department
1465 S. Lincoln Street
Stockton, CA 95206
Date Issued: July 29, 2026
Date Proposals Due: August 19, 2026, at 3:00 P.M.
LATE SUBMITTALS WILL NOT BE ACCEPTED

1.0 INTRODUCTION
The City of Stockton (City) is requesting proposals from qualified contractors to supply hot
mix asphalt concrete.
This Request for Proposal (RFP) is structured to allow the City the option, and based on
funding availability, the initial contract is for a duration of three years with one two-year
contract extension.
2.0 BACKGROUND
The City uses hot mix asphalt concrete for street base failure repairs, general street pothole
repairs, temporary sidewalk repairs, and street resurfacing projects. The City typically
issues an annual contract for the supply of hot mix asphalt concrete in order to obtain a
secure price for the year and to realize the benefits of a large volume purchase. The
selected contractor will enter into a Contract for Services and will perform the work as
described in the Scope of Services section.
3.0 PROJECT DESCRIPTION
The contract is for the supply of hot mix asphalt concrete for use by the Public Works
Department's Operations and Maintenance Division. The contract is to provide asphalt only
and does not include delivery. Trucking of the asphalt is undertaken either by City trucks or
by a trucking service company contracted separately by the City. Refer to ATTACHMENT
A for Specifications & Exhibits.
4.0 SCOPE OF WORK
The selected contractor would provide project management, coordination, service, and
preparation of all required work, which will include, but is not limited to, the following tasks:
1. Supply of hot mix asphalt concrete as requested by the City of Stockton Public
Works Department.
2. Provide all labor, equipment, materials, and disposal necessary to complete the
work for the price quoted.
3. Comply with State Water Board requirements and apply Best Management
Practices. Contractors shall leave the work area free of all dirt, litter, debris,
lubricants, or other materials following completion of work to the satisfaction of
the Engineer.
4. The City and the selected Contractor shall have the right to renew the agreement
for up to one (1) additional two-year contract period. This Contract may be
renewed only by mutual agreement between the parties involved. Each party
retains the right not to renew the agreement at the time of scheduled expiration.
The City does not guarantee any quantity of work and retains the right to use other
contractors for the services.
5. The supply of hot mix asphalt concrete shall typically occur during normal
business hours.
City of Stockton Public Works Department
RFP | Purchase of Hot Mix Asphalt Project No. WD27003H

6. Notwithstanding any provision to the contrary herein, City shall have no
obligation to give more than two notices of unsatisfactory performance in any
calendar year. In the event two such notices of unsatisfactory performance are
given in any calendar year, the City may thereupon terminate this contract
immediately.
7. Work will be performed in an orderly manner with minimum disturbance and
inconvenience to the public. The Contractor shall confine and limit its personnel
to only those areas required for performing the work.
5.0 PROPOSAL SELECTION PROCESS AND CRITERIA
The various significant factors that will be considered in the evaluation of proposals are
summarized below. The City's final selection will not be dictated on any single factor,
including price. The relative importance of these factors involves judgment on the part
of the City's selection committee and will include both objective and subjective analysis.
A contractor may be eliminated from consideration for failure to comply with any of the
requirements, depending upon the critical nature of such requirements. Proposals will
be evaluated using the following criteria:
Scope of Service/Deliverables 20 Points
Cost 35 Points
Equipment 10 Points
License and Experience 30 Points
Local Preference 5 Points
Total Points 100 Points
Refer to ATTACHMENT B for the Evaluation Sheet.
Proposal Submissions: Proposals shall be submitted no later than 3:00 P.M. on August
19, 2026, to:
PUBLIC WORKS
CITY OF STOCKTON
ATTN: BARBARA HEDRICK
1465 S Lincoln St.
Stockton, CA. 95206
Scope of Service/Deliverables: Responsive proposals will demonstrate an understanding of
the supply of hot mix asphalt concrete.
Cost: Responsive proposals will include the compensation schedule (Attachment C) with
your proposal in a separate sealed envelope labeled Purchase of Hot Mix Asphalt -
Cost Proposal.
Equipment: Responsive proposals will include a list of equipment to be used in this contract.
License and Experience: Responsive proposals will include staff qualifications and relevant
experience supplying hot mix asphalt concrete in the Northern California region within the
City of Stockton Public Works Department
RFP | Purchase of Hot Mix Asphalt Project No. WD27003H

last 12 months. Contractor shall submit three references from outside Local Agencies that
have done a similar type of work. All contractors and subcontractors must be registered with
the Department of Industrial Relations (DIR) in accordance with Senate Bill 854. The
registration form is located on the DIR's website at http://www.dir.ca.gov/Public-
Works/PublicWorks.html. The selected vendor shall possess a valid City of Stockton
Business License.
Insurance Requirements: The proposer must obtain and maintain the required insurance.
Proposer should review Attachment D, Instructions to Proposers, for information regarding
insurance, indemnification, Disadvantaged Business Enterprises, prevailing wages, etc.
Failure to comply with the Instructions to Proposers may be grounds for rejection.
Local Preference: Local preference in accordance with Stockton Municipal Code Section
3.68.090. Local merchants who have a physical business location within the boundaries of
the City of Stockton shall be granted a 5-point preference. Local merchants who have a
physical address within the boundaries of San Joaquin County shall be granted a 2-point
preference.
Contractor Identification: Provide the name of the firm, the firm's principal place of business,
and the name and telephone number of the contact person.
Client References: Provide a minimum of three (3) client references. References should be
California cities or other large public entities. Provide the designated person's name, title,
organization, address, telephone number, and the project experience that was completed
under that client's direction (ATTACHMENT E).
Responsiveness of Proposals: All proposals must be in writing and fully responsive to this
RFP. Non-responsive proposals or proposals found to be irregular or not in conformance
with the requirements and instructions contained herein will not be considered or evaluated.
Other conditions which may lead to the selection committee's decision not to evaluate a
proposal include obvious lack of experience, expertise or adequate resources to perform
the required work, and/or failure to perform or meet financial obligations on previous
contracts. The City reserves the right to reject any and all proposals for any reason
whatsoever.
Selection Schedule: The Contractor Selection process will follow the tentative timeline
shown below:
EVENT DATE
Advertise RFP July 29, 2026
Written Questions submitted by August 10, 2026, at 3:00 pm
Response to Written Questions August 12, 2026, at 3:00 pm
Proposals Due August 19, 2026, at 3:00 pm
Interviews Start TBD
Negotiations/Final Scope Sept 2026
City Council Approval Dec 2026
Proposal Questions and Requests for Clarification: Any questions or requests for
City of Stockton Public Works Department
RFP | Purchase of Hot Mix Asphalt Project No. WD27003H

clarification shall be submitted in writing to: chanel.teach@stocktonca.gov.
Requests for clarification shall be submitted by August 12, 2026, at 3:00 P.M. It is the
proposer's responsibility to check the website for any addendums or responses to
questions. The website address is as follows:
https://www.stocktonca.gov/business/contracts purchasing/bidflash/index.php
Waivers: The City may waive informalities or irregularities in proposals received where such
is merely a matter of form and not substance, and the correction or waiver of which is not
prejudicial to other proposals.
Final Selection: Following the selection committee review and screening of all proposals, the
selection committee will choose a contractor with the highest ranking. The City requests
that contractors make themselves available if asked to participate in an interview.
Fee Negotiation: Following the proposals ranking process, the selection committee will
commence fee negotiations with the top-ranked contractor. The goal of negotiation is to
agree on a final contract that delivers to the City the services and products required at a
fair and reasonable cost. If the City fails to reach an agreement with the top-ranked
contractor, a new negotiation will commence with the next highest-ranked contractor. If
the new negotiation fails, the process is repeated until a contract is negotiated
successfully. Upon successful negotiation of a contract, staff will make a recommendation
of award to the highest-ranked qualified Contractor.
6.0 CONCLUSION
The City reserves the right to accept or reject any or all proposals, to alter the selection
process, to postpone the selection process for its own convenience at any time, and to
waive any defects in any of the proposals. The City also reserves the right to accept or
reject any individual subcontractor that a contractor proposes to use.
This RFP shall in no way be deemed to create a binding contract or agreement of any kind
between the City and the proposer. By submitting a response to this RFP, the successful
proposer agrees to execute an agreement with the City. The City reserves the right to
negotiate any and all terms of the agreement, including the Term, Scope of Service, and
Compensation.
Each proposer submitting a proposal acknowledges and agrees that the preparation of all
materials for submittal to the City and all presentations, related costs, and travel expenses
are the proposer's sole expense and the City shall not, under any circumstances, be
responsible for any cost or expense incurred by the proposer. In addition, each proposer
acknowledges and agrees that all documentation and/or materials submitted with the RFP
shall remain the property of the City.
Each proposer should be aware that although the California Public Records Act recognizes
that certain confidential trade secret information may be protected from disclosure, the City
might not be in a position to establish that the information which a proposer submits is a
trade secret. If a request is made for information marked "confidential", the City will provide
the proposer who submitted such information with reasonable notice to allow the proposer
to seek protection from disclosure by a court of competent jurisdiction.
City of Stockton Public Works Department
RFP | Purchase of Hot Mix Asphalt Project No. WD27003H

Selection of a proposal and the award of any final contract will be based on an evaluation of
which company or firm will best assist the City to reach its goal of receiving the highest-
quality service at the lowest reasonable cost. The City reserves the right to reject any or
all proposals, to accept or reject any one or more items of a proposal, or to waive any
minor irregularities or informalities in any proposal.
ATTACHMENTS
ATTACHMENT A - SPECIFICATIONS
ATTACHMENT B - EVALUATION SHEET
ATTACHMENT C - COMPENSATION SCHEDULE
ATTACHMENT D - INSTRUCTIONS TO PROPOSERS
ATTACHMENT E - PROPOSER'S REFERENCE PAGE
City of Stockton Public Works Department
RFP | Purchase of Hot Mix Asphalt Project No. WD27003H