DATE:
TO:
SUBJECT:
DEPARTMENT OF PUBLIC WORKS
Road Division
NOVEMBER 21, 2023
ALL INTERESTED CONTRACTORS
REQUEST FOR PROPOSAL FOR ON-CALL
POTHOLE REPAIR SERVICES FOR MERCED COUNTY
DEPARTMENT OF PUBLIC WORKS – ROAD DIVISION.
Dana S. Hertfelder
Director
345 W. 7th Street
Merced, CA 95341
(209) 385-7601
(209) 722-7690
www.co.merced.ca.us
Equal Opportunity Employer
Attached please find a Request for Proposal to provide On-Call Pothole Repair Services.
The selected Contractor will be invited to execute an agreement for Special Services with
Merced County to provide On-Call Pothole Repairs.
Due to the scope and specialization of the needed services, we request each interested
Contractor to closely assess their qualifications as they relate to the following:
1. The Contractor shall have the ability to provide the material, labor and equipment
necessary to meet the demands for the services required.
2. The Contractor shall have sufficient capacity to provide the requested services in a
cost effective, timely and professional manner.
3. The Contractor shall have knowledge of providing Traffic Control in compliance with
the latest edition of the California Manual on Uniform Traffic Control Device (CA
MUTCD) guidelines.
4. The Contractor shall abide by all applicable local, state and federal laws and
regulations for working in the road right of way and shall comply with all related
Cal/OSHA safety regulations and requirements.
In order to receive consideration from the Department of Public Works, all requested
information identified in the Request for Proposal must be submitted and received by the
Department of Public Works on or before 4:00 PM, December 8, 2023.
The successful applicant will be required to execute an Agreement for Special Services
with Merced County.
Should you have any questions, please contact Alvaro Buenrostro, Supervising Engineer
via email at abuenrostro@countyofmerced.com.
R:\WP\RFP and RFQ\FILES\2023\On-Call Pothole Repair Services\Pothole Repair Services (On Call).docx
STRIVING FOR EXCELLENCE
NOTICE TO CONTRACTORS
PROPOSALS will be received until 4:00 PM, Friday, December 8, 2023, at the
Department of Public Works located at 345 West 7th Street, Building A, Merced, California
95341 for Contractors to perform Pothole Repair Services on roads located within Merced
County.
Proposals shall be made and submitted in accordance with the requirements and
conditions set forth in the Request for Proposals dated November 27, 2023, and any such
Addenda thereto as may be issued prior to the submittal date, in order to receive
consideration. Partial or contingent proposals may be rejected at the discretion of the
County.
The proposal of any contractor who has previously violated the terms of Federal
Labor Laws, and who has not been cleared of such violations, will not be considered.
Also, any sub-contractor under him under the same circumstances will not be accepted
for consideration.
The Department of Public Works hereby notifies all applicants that it will
affirmatively ensure that in any contract entered into pursuant to this advertisement,
minority business enterprises will be afforded full opportunity to submit proposals in
response to this invitation and will not be discriminated against on the grounds of race,
color, or national origin in consideration for an award.
To receive a more in-depth description and requirements for this project, contact
the County of Merced Department of Public Works for a copy of the formal Request for
Proposal.
All correspondence or communications in reference to the project and the Request
for Proposal must be submitted in writing to:
Alvaro Buenrostro, Supervising Engineer
Merced County – Department of Public Works
E-mail: abuenrostro@countyofmerced.com
The Board of Supervisors of Merced County reserves the right to reject any or all
Proposals and to waive any informalities or irregularities.
By order of the Board of Supervisors, County of Merced, Merced, California.
__________________________________
Dana S. Hertfelder, Director
Department of Public Works
REQUEST FOR PROPOSAL
NOVEMBER 21, 2023
SUBJECT: REQUEST FOR PROPOSAL FOR ON-CALL POTHOLE REPAIR
SERVICES FOR MERCED COUNTY DEPARTMENT OF PUBLIC
WORKS – ROAD DIVISION.
A) SCOPE OF SERVICES:
Acting upon instructions from Merced County Board of Supervisors, the Department
of Public Works – Road Division has developed this Request for Proposals for the
purpose of obtaining competitive bids from qualified applicants interested in providing
Merced County with Pothole Repair Services. Therefore, Merced County is soliciting
Requests for Proposals (RFP) from reputable contractors to provide pothole repair
services on roads located within unincorporated areas of Merced County. The
successful applicant will be required to enter into an AGREEMENT FOR SPECIAL
SERVICES (Agreement) for Pothole Repair Services. Said Agreement shall include
all labor, material, equipment, supervision, delivery, insurance, traffic control, safety
items, and all other related expenses. Merced County does not guarantee any
minimum amount of work with respect to the agreement. The services will only be
required on an as-needed basis and shall be provided as delegated by Merced County
Road Department’s management staff. The County of Merced will supply the cold
mix asphalt material to the contractor at no cost to the contractor.
B) BACKGROUND INFORMATION:
The County of Merced is located in the Central Valley of California in between
Stanislaus County and Fresno County. Merced County has approximately 1,700 miles
of paved roads.
C) DESCRIPTION OF SERVICES & QUALIFICATIONS:
At the time of bid submission, and throughout the term of the agreement, the
Contractor shall possess a valid Class A. The successful bidder will be required to
obtain a Merced County Business License before execution of the contract at their
own expense. Bids must be on an hourly rate for a 2-person crew, truck, tools
and all equipment necessary to perform the work.
The successful bidder shall provide pothole repair services on an as-needed basis
as assigned by authorized County of Merced personnel and in accordance with the
terms and conditions stated herein. Contractor’s services are limited to the following:
1. Contractor must provide services within two (2) weeks after being notified that
pothole patching services are needed.
2. Contractor must be able to provide a truck with a minimum of 5 tons of asphalt
hauling capacity.
3. Contractors shall provide all tools and equipment necessary to patch potholes
including, but not limited to, shovels, rakes, leaf blowers, brooms, and hand
RFP: Pothole Repair Services
PAGE 1
tamps. The County of Merced Road Division will provide the cold mix asphalt
material which shall be picked up at either one of its corporation yards. The
Merced yard is located at 880 Thornton Road in Merced, and the Los Banos
Yard is located at 20925 West Pioneer Road in Los Banos. The Contractor will
be required to pick up and haul the cold mix material from the location closest
to the job site.
4. The Contractor shall conduct these road repair operations in a manner that
causes minimum obstruction and inconvenience to the public. The Contractor’s
traffic control shall be in compliance with the latest edition of the California
Manual on Uniform Traffic Control Device (CA MUTCD) guidelines.
5. All of the contractor’s vehicles used for this work shall be equipped and will
utilize a safety beacon(s) that must be visible at 360 degrees.
6. The Contractor shall remove all loose material from the pothole prior to
patching the potholes. The pothole areas shall be shaped evenly with sloping
sides to the depth of the patch.
7. The Contractor shall compact the material using a hand tamper, vibra-plate or
other County approved method and ensure finished patch has a minimum of
1/4-inch crown for anticipated settlement and to reduce the chances of water
ponding.
8. The Contractor shall keep a daily log of the patching operations including
personnel names, dates and hours worked at each location, location of
patching (street names and cross streets) and the quantity of asphalt material
used. This information shall be provided to the County on a daily basis. The
contractor shall also provide the name and phone number of a supervisor who
can be reached at any time by the County. The contractor's supervisor will be
responsible for the completion of the daily log. Merced County will monitor the
progress and perform daily inspections. Work will be evaluated for quality and
consistency. Any work not meeting the above-mentioned standards and
specifications will be corrected at the contractor’s expense.
9. The Contractor shall abide by all applicable local, state and federal laws and
regulations for working in the road right of way and shall also comply with all
related Cal/OSHA safety regulations and requirements.
D) SELECTION PROCEDURE:
All Proposals received will be reviewed by the Department of Public Works – Road
Division on an immediate basis. The contract will be awarded to the lowest
responsible bidder.
E) AGREEMENT FOR SERVICES:
The successful applicant will be required to enter into an AGREEMENT FOR
SPECIAL SERVICES with Merced County. A sample copy of the Agreement is
attached in Exhibit B of this RFP in order to fully inform the applicant of the conditions
of these agreements. Each applicant agrees that the Contractor will be willing to enter
into an Agreement with the County.
RFP: Pothole Repair Services
PAGE 2
F) INSURANCE REQUIREMENTS:
Refer to the sample copy of the Agreement for Special Services included in this RFP
for a listing of the insurance requirements.
G) CONTENT OF PROPOSAL:
The proposal shall include all of the following:
1) Bidder shall provide a brief history of your company’s background and services
and include printed copy of their contractor license information from the CSLB
website at: http://www.cslb.ca.gov, per the directions in the Description of
Services & Qualifications outlined in this RFP.
2) Bidder shall provide an hourly rate for the services. Price must include all costs
for material, labor, tool, equipment, compaction, and incidentals related to
providing the service, as no additional compensation shall be endorsed
throughout the duration of the awarded contract.
3) Bidder shall also provide a minimum of two (2) references for which they have
provided services similar to the Scope of Work outlined in this RFP. Each
reference must include the contact’s name and title, the contact’s phone
number or email address, and a description of the similar service provided.
H) UNIT PRICE FOR SERVICES:
Exhibit A shall be completed with the Contractor’s unit prices for the required
service.
I) SUBMITTAL AND ADDITIONAL INFORMATION:
1) All correspondence, communication and responses to this Request for
Proposal shall be directed to the County’s Contract Manager for this project:
Alvaro Buenrostro, Supervising Engineer
Merced County - Department of Public Works
345 West 7th Street
Merced, CA 95341
E-mail: abuenrostro@countyofmerced.com
2) Proposers are required to submit two (2) copies of their proposal in a sealed
envelope.
3) Costs of preparation of proposals will be borne by the proposer and the
proposals received shall become the property of the County, whether accepted
or rejected.
4) Selection of qualified proposers will be by County procedure, consistent with
applicable laws and as previously described under Selection Procedures.
5) This Request for Proposal does not constitute an offer of employment nor a
contract for services. The County reserves the right to reject any and all
Proposals and to waive any informality, technical defect or clerical errors in any
proposal as the interest of the County may require.
RFP: Pothole Repair Services
PAGE 3
