RFP - Asphaltic Cement and Concrete Saw Cutting Services

REQUEST FOR PROPOSAL (RFP)
No. ESS 0626
for Asphaltic Cement and Concrete
Saw Cutting Services
ADDENDA
Prospective bidders are responsible for reviewing any
published addenda regarding this bid at
ebmud.com/business-center
CONTACT
Andrew Elkin, Construction & Maintenance Scheduler
(510) 287-0827
andrew.elkin@ebmud.com
RESPONSE DUE
(email) May 15, 2026
4:00 p.m. PST
SUBMIT ELECTRONICALLY TO*
andrew.elkin@ebmud.com, steven.callahan@ebmud.com
*Hardcopy proposals will not be accepted
375 ELEVENTH STREET . OAKLAND . CA 94607-4240 . WWW.EBMUD.COM/BUSINESS-CENTER/

EAST BAY MUNICIPAL UTILITY DISTRICT
RFP for Asphaltic Cement and Concrete Saw cutting Services ESS 0626
TABLE OF CONTENTS
I. STATEMENT OF WORK
A. SCOPE
B. PROPOSER QUALIFICATIONS
C. SPECIFIC REQUIREMENTS
D. DELIVERABLES / REPORTS
E. TAGS
F. SUPPLIER PERFORMANCE EXPECTATIONS AND PROGRESS
II. CALENDAR OF EVENTS
III. DISTRICT PROCEDURES, TERMS, AND CONDITIONS
A. RFP ACCEPTANCE AND AWARD
B. PRICING
C. INVOICING
IV. RFP RESPONSE SUBMITTAL INSTRUCTIONS AND INFORMATION
A. DISTRICT CONTACTS
B. SUBMITTAL OF RFP RESPONSE
C. RESPONSE FORMAT
ATTACHMENTS
EXHIBIT A - RFP RESPONSE PACKET
EXHIBIT B - INSURANCE REQUIREMENTS
EXHIBIT C - GENERAL REQUIREMENTS
EXHIBIT D - EBMUD GUIDELINES FOR ASPHALTIC CEMENT/CONCRETE SAW CUTTING SERVICES
EXHIBIT E - ASPHALTIC CEMENT/CONCRETE SAW CUTTING RATE SHEET
EXHIBIT F - ADDITIONAL INFORMATION TO BE PROVIDED TO THE DISTRICT
* PREVAILING WAGE AGREEMENT
* STATEMENT OF RESPONSIBILITY
* CERTIFICATE OF LIABILITY INSURANCE
* CERTIFICATE OF WORKER'S COMPENSATION
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Asphaltic Cement and Concrete Saw Cutting Services, RFP No. ESS 0626
I. STATEMENT OF WORK
A. SCOPE
The East Bay Municipal Utility District (District) invites all qualified asphaltic cement and
concrete saw cutting services contractors to provide their services throughout the
District service area.
It is the intent of these specifications, terms, and conditions to use asphaltic cement and
saw cutting services primarily to augment District forces during the repair or
replacement of the District infrastructure when District resources are not available.
East Bay Municipal Utility District (District) intends to award a three-year contract, with
two options to renew for additional one-year terms at the sole discretion of the District,
to the Proposer(s) who best meets the District's requirements.
B. PROPOSER QUALIFICATIONS
1. Proposer Minimum Qualifications
a) Proposer, Proposer's principal, or Proposer's staff shall have been
regularly engaged in the business of providing asphaltic cement and
concrete saw cutting services for a minimum of at least three (3) years.
b) Proposer will be responsible for maintenance of equipment and providing
scheduled service as needed to ensure equipment is in good operating
condition.
c) Proposer shall possess all permits, licenses, and professional credentials
necessary to perform services as specified under this RFP. The District
reserves the right, at any time during the term of this RFP, to request any
of the required documentation.
d) Proposer shall be registered with DIR if applicable.
C. SPECIFIC REQUIREMENTS
Specific requirements are outlined in the following paragraphs. All contractors
submitting responses to this RFP must review these sections carefully and take actions
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Asphaltic Cement and Concrete Saw Cutting Services, RFP No. ESS 0626
as noted. Please be sure all required documents are included in the submission
packages:
1. An agreement regarding payment of prevailing wages which must be signed and
returned.
2. Statement of responsibility related to work performed for the District to be
signed and returned.
3. Register your company on-line at www.ebmud.com(if you are not registered).
4. Register with the Department of Industrial Relations (DIR) and provide your DIR
number on the List of Equipment in Exhibit E., pursuant to Section 1725.5 of the
Labor Code.
5. All orders for asphaltic cement and concrete saw cutting MUST only be ordered
from Equipment Support Org. 755.
D. DELIVERABLES / REPORTS
At the conclusion of the RFP response evaluation process, all entities who
submitted a proposal package will be notified in writing by e-mail or USPS mail
with the name of the Proposer being recommended for contract award. The
document providing this notification is the Notice of Intent to Award.
Protests must be in writing and must be received no later than seven (7)
workdays after the District issues the Notice of Intent to Award. The District
will reject the protest as untimely if it is received after this specified time
frame. Protests will be accepted from proposers or potential proposers only.
If the protest is mailed and not received by the District, the protesting party
bears the burden of proof to submit evidence (e.g., certified mail receipt) that
the protest was sent in a timely manner so that it would be received by the
District within the RFP protest period.
Proposal protests must contain a detailed and complete written statement
describing the reason(s) for protest. The protest must include the name and/or
number of the proposal, the name of the firm protesting, and include a name,
telephone number, email address and physical address of the protester. If a
firm is representing the protester, they shall include their contact information
in addition to that of the protesting firm.
Protests must be mailed, hand delivered, or emailed to the Manager of
Purchasing, Mailstop 102, East Bay Municipal Utility District, 1010 Franklin St.,
Oakland, CA 94607 or P.O. Box 24055, Oakland, California 94623. Facsimile and
electronic mail protests must be followed by a mailed or hand delivered
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Asphaltic Cement and Concrete Saw Cutting Services, RFP No. ESS 0626
identical copy of the protest and must arrive within the seven workday time
limit. Any proposal protest filed with any other District office shall be
forwarded immediately to the Manager of Purchasing.
In the event that the protest is denied, the protester can appeal the
determination to the requesting organization's Department Director. The
appeal must be submitted to the Department Director no later than five
workdays from the date which the protest determination was transmitted by
the District, to the protesting party. The appeal shall focus on the points raised
in the original protest, and no new points shall be raised in the appeal.
Such an appeal must be made in writing and must include all grounds for the
appeal and copies of the original protest and the District's response. The
proposal protester must also send the Purchasing Division a copy of all
materials sent to the Department Director.
The Department Director will make a determination of the appeal and respond
to the protester by certified mail in a timely manner. If the appeal is denied,
the letter will include the date, time, and location of the Board of Directors
meeting at which staff will make a recommendation for award and inform the
protester it may request to address the Board of Directors at that meeting.
The District may transmit copies of the protest and any attached
documentation to all other parties who may be affected by the outcome of the
protest. The decision of the District as to the validity of any protest is final. This
District's final decision will be transmitted to all affected parties in a timely
manner.
E. TAGS
"Tags", (also known by other names such as material tags, timesheets, receipts, Bill of
Lading, etc), for the services that has been done or materials that have been delivered
each day, should be given only to the supervisor onsite (foreman, GPS, etc.) of the
crew the driver is assigned to that day before being released for the day. The tags
must include the following information:
a. Vendor name
b. Program or project job number
c. Date
d. Jobsite address
e. District ORG number
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Asphaltic Cement and Concrete Saw Cutting Services, RFP No. ESS 0626
f. First and last name of EBMUD onsite supervisor accepting tag
g. Employee ID of EBMUD onsite supervisor accepting tag
h. Quantity and description of materials delivered and/or quantity and description
of hours worked, rounded to the nearest half hour (30 minutes).
F. SUPPLIER PERFORMANCE EXPECTATIONS AND PROGRESS
In order to maintain safety and service level expectations, all District service
providers are expected to follow stated general guidelines as well as service/RFP
specific guidelines and any stated additional guidelines. Depending upon the
severity of the deviation from District requirements as stated in the RFQ/RFP the
District may move forward with one or more of the following:
a. Formalized verbal warning by site manager to supplier's site staff and
written documentation to supplier/contractor's supervisory
management, EBMUD Purchasing and Contract Equity.
b. District Purchasing and project staff meeting with
supplier/contractors' management resulting in mutually accepted
written agreement on resolution, and next actions if applicable.
c. Final opportunity to cure issued by District requiring the
supplier/contractor supervisory management to provide a formalized
final plan to correct performance issues. This plan will include specific
steps to ensure that no further deviations occur.
II. CALENDAR OF EVENTS
EVENT DATE
RFP Issued May 1, 2026
Response Due May 15, 2026, by 4:00 p.m.
Anticipated Contract Start June 24, 2026
Date
Note: All dates are subject to change by District.
Proposers are responsible for reviewing https://www.ebmud.com/business-
center/requests-proposal-rfps/ for any published addenda. Hard copies of addenda
will not be mailed out.
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Asphaltic Cement and Concrete Saw Cutting Services, RFP No. ESS 0626
III. DISTRICT PROCEDURES, TERMS, AND CONDITIONS
A. RFP ACCEPTANCE AND AWARD
1. RFP responses will be evaluated by the Selection Committee and will be
determined if vendors meet the minimum requirements and in accordance with
the RFP section entitled "Evaluation Criteria/Selection Committee".
2. The Selection Committee will recommend award to the Proposer(s) who, in its
opinion, has submitted the RFP response that best serves the overall interests of
the District. Award may not necessarily be made to the Proposer with the lowest
overall cost.
3. The District reserves the right to award to a single or to multiple General or
Professional Service Providers, dependent upon what is in the best interest of the
District.
4. The District has the right to decline to award this contract or any part of it for any
reason.
5. Any specifications, terms, or conditions issued by the District, or those included in
the Proposer's submission, in relation to this RFP, may be incorporated into any
purchase order or contract that may be awarded as a result of this RFP.
6. Award of contract. The District reserves the right to reject any or all proposals, to
accept one part of a proposal and reject the other, unless the proposer stipulates
to the contrary, and to waive minor technical defects and administrative errors,
as the interest of the District may require. Awards will be made, or proposals
rejected by the District as soon as possible after proposals have been opened.
7. It is also understood by the proposer that this RFP is the governing document,
and it supersedes any and all executed rental contracts and service tickets
provided by the proposer.
B. PRICING
Contractors are required to use the attached Asphaltic Rates Sheet (Exhibit E) for
pricing when submitting itemized invoices.
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Asphaltic Cement and Concrete Saw Cutting Services, RFP No. ESS 0626
Hourly pay rate will be considered for adjustment in years two and four of the
agreement.
1. Prevailing Wages:
All Contractors bidding on a public works project and all Subcontractors of any
tier shall be registered with the State Department of Industrial Relations
pursuant to Section 1725.5 of the Labor Code.
The Contractor shall post a copy of the general prevailing rate of per diem
wages at the jobsite pursuant to Section 1773.2 of the Labor Code of the State
of California.
Pursuant to the provisions of Division 2, Part 7, Chapter 1, Article 2, and any
amendments thereof of the Labor Code of the State of California, the
Contractor and any Subcontractor shall pay not less than the specified
prevailing rate of wages to all workers employed in the execution of the
contract.
The Contractor shall, as a penalty to the State or the District, forfeit Forty
($40.00) and not more than Two Hundred ($200.00) Dollars for each calendar
day, or portion thereof, for each worker paid less than the stipulated prevailing
rates for any work or craft in which such worker is employed under the contract
by the Contractor or by any Subcontractor. The difference between such
stipulated prevailing wage rates and the amount paid to such worker for each
calendar day or portion thereof for which each worker was paid less than the
stipulated prevailing wage rate shall be paid to each worker by the Contractor.
The provisions of Section 1776 of the Labor Code of the State of California
shall be complied by the Contractor. For all classes of work not specified
herein, the minimum wage shall be that specified for general laborer.
The specified wage rates are minimum rates only and the District will not
consider and shall not be liable for any claims for additional compensation
made by the Contractor because of payment by Contractor of any wage rate in
excess of the general prevailing rates. All disputes in regard to the payment of
wages in excess of those specified herein shall be adjusted by the Contractor at
his own expense.
The holidays upon which such rates shall be paid shall be all holidays
recognized in the collective bargaining agreement applicable to the particular
craft, classification, or type of worker employed on the project.
Certified payroll shall be submitted to the District upon request.
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Asphaltic Cement and Concrete Saw Cutting Services, RFP No. ESS 0626
C. INVOICING
1. Following the Districts acceptance of product(s) meeting all specified
requirements, and/or the complete and satisfactory performance of services, the
District will render payment within thirty (30) days of receipt of a correct invoice.
2. The District will notify the General or Professional Service Provider of any invoice
adjustments required.
3. Invoices shall contain, at a minimum, District purchase order number, invoice
number, Org/ BU number, task ID#, or job number, site contact name and phone
number, remit to address, and itemized services description.
4. The District will pay General Service Provider in an amount not to exceed the
negotiated amount(s) which will be referenced in the agreement signed by both
parties.
IV. RFP RESPONSE SUBMITTAL INSTRUCTIONS AND INFORMATION
A. DISTRICT CONTACTS
All contact during the competitive process is to be through the contact listed on the first
page of this RFP. The following persons are to be contacted only for the purposes
specified below:
FOR INFORMATION REGARDING TECHNICAL SPECIFICATIONS:
Attn: Andrew Elkin, Construction & Maintenance Scheduler
EBMUD-Equipment Support
E-Mail: andrew.elkin@ebmud.com
PHONE: 510-287-0827
FOR INFORMATION ON THE CONTRACT EQUITY PROGRAM:
Attn: Contract Equity Office
PHONE: (510) 287-0114
AFTER AWARD:
Attn: Andrew Elkin, Construction & Maintenance Scheduler
EBMUD-Equipment Support
E-Mail: andrew.elkin@ebmud.com
PHONE: (510) 287-0827
B. SUBMITTAL OF RFP RESPONSE
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Asphaltic Cement and Concrete Saw Cutting Services, RFP No. ESS 0626
1. At this time, no hardcopy proposals will be accepted. Upload your RFP
response in pdf format and prior to the bid due date/time RFP submittals, in
their entirety, shall be emailed to andrew.elkin@ebmud.com. The District's
email has limitations on attachment size. Make sure your response is less
than 25 megabytes. If the file exceeds the limit, you will need to send multiple
emails. Proposers are solely responsible for ensuring timely delivery of the
proposals. The District shall not be responsible for any issues related to
transfer of files through email. You may email andrew.elkin@ebmud.com to
check receipt of the proposal.
2. Late responses will not be accepted.
3. Proposers are to submit (1) electronic copy of the RFP response (Exhibit A-E RFP
Response Packet, including Contract Equity Program forms and all additional
documentation stated in the "Required Documentation and Submittals" section
of Exhibit A), all with original ink signatures.
4. All costs required for the preparation and submission of an RFP response shall be
borne by the Proposer.
5. California Government Code Section 4552: In submitting an RFP response to a
public purchasing body, the Proposer offers and agrees that if the RFP response is
accepted, it will assign to the purchasing body all rights, title, and interest in and
to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C.
Sec. 15) or under the Cartwright Act (Chapter 2, commencing with Section 16700,
of Part 2 of Division 7 of the Business and Professions Code), arising from
purchases of goods, materials, or services by the Proposer for sale to the
purchasing body pursuant to the RFP response. Such assignment shall be made
and become effective at the time the purchasing body tenders final payment to
the Proposer.
6. Proposer expressly acknowledges that it is aware that if a false claim is knowingly
submitted (as the terms "claim" and "knowingly" are defined in the California
False Claims Act, Cal. Gov. Code, 12650 et seq.), the District will be entitled to
civil remedies set forth in the California False Claim Act.
7. The RFP response shall remain open to acceptance and is irrevocable for a period
of one hundred eighty (180) days, unless otherwise specified in the RFP
documents.
8. It is understood that the District reserves the right to reject any or all RFP
responses.
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