CITY OF MENIFEE
SUBJECT: Bid Award and Agreement with Haitbrink Asphalt Paving, Inc. for Construction Services for the Mapes Road Resurfacing Project
MEETING DATE: October 7, 2026
TO: Mayor and City Council
PREPARED BY: Rex Caballero, Project Manager
REVIEWED BY: Nick Fidler, Public Works Director
APPROVED BY: Armando G. Villa, City Manager
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RECOMMENDED ACTION
1. Award the bid and authorize the City Manager to execute a Contract Services Agreement with Haitbrink Asphalt Paving, Inc. for construction services for the Mapes Road Resurfacing Project, Capital Improvement Program (CIP) Project No. 24-20, in a total not-to-exceed amount of $299,936.40.
DISCUSSION
The Mapes Road Resurfacing Project, CIP Project No. 24-20 (Project), is located along Mapes Road from Sherman Road to Dawson Road. The Project would reconstruct the existing pavement and include minor shoulder widening to reestablish the roadway edge. The Project would improve pavement conditions, roadway safety, and mobility along the Project corridor. Completion of the improvements would also support the City’s ongoing efforts to maintain and rehabilitate its local roadway system.
On September 8, 2026, the City conducted an electronic bid opening following the administration of a formal competitive bid process for Project construction services. The City received nine bid submissions as summarized in Table 1 on the following page.
City of Menifee Staff Report
CIP 24-20 Haitbrink Asphalt Paving, Inc. Agreement
October 7, 2026
TABLE 1 – BID RESULTS SUMMARY
Staff reviewed the lowest responsive bid submission and determined that Haitbrink Asphalt Paving, Inc. (Contractor) met the requirements for recommendation as the lowest responsive and responsible bidder. The total cost of the proposed construction services provided by the Contractor is $299,936.40. As part of the bidding process, certain required documents must be submitted within 24 hours of the electronic bid submittal deadline. The bidder identified as “Nonresponsive” in Table 1 did not submit the required documents within the specified timeframe.
Construction management and inspection services would be provided by City staff and ancillary services, such as labor compliance and materials testing services, would be procured separately, as necessary.
If approved by the City Council, the tentative Project schedule would be as follows:
Projected Construction Start: October 2026
Projected Construction End: November 2026
Anticipated City Council acceptance: March 2027
The schedule above assumes no delays resulting from weather or unforeseen conditions.
Environmental Impact
The proposed Project has been determined to be Categorically Exempt under the California Environmental Quality Act (CEQA) and CEQA Guidelines, Section 15301, Existing Facilities.
Class 1 consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. Class 1 includes the following example of a Project that would be exempt under this section: (c) [minor alterations to Existing highways and streets, (this includes road grading for the purpose of public safety), and other similar alterations. The Project is for the minor alteration of an existing paved road for public safety, all within the existing City right-of-way (ROW). The existing eastbound lane will be repaved for this Project. The proposed Project is to replace the existing deteriorated asphalt pavement for full-depth AC pavement improvement from Sherman Road to Dawson Road. This falls under the Firm Name Total Base Bid
Amount
Lowest Responsive
and Responsible
Bidder
Engineer’s Estimate $770,625.00
Hardy & Harper, Inc. $298,000.00 Non-responsive
Haitbrink Asphalt Paving, Inc. $299,936.40 X
Eagle Paving, LLC $330,000.00
Roadway Engineering & Construction Corp. $330,000.00
Hillcrest Contracting, Inc. $389,619.80
Copp Contracting, Inc. $390,295.69
LC Paving & Sealing, Inc. $570,070.00
Onyx Paving Company, Inc. $595,000.00
All American Asphalt $598,427.00
City of Menifee Staff Report
CIP 24-20 Haitbrink Asphalt Paving, Inc. Agreement
October 7, 2026
minor alteration of an existing public facility (City Street) involving a negligible expansion of the existing use. The Project is exempt per Section 15301.
Approval of the proposed Contract Services Agreement (Agreement) would allow the Project to proceed into the construction phase, further supporting the City’s Strategic Plan goals of enhancing vehicle and Pedestrian safety and improving accessibility within the Project area.
The amount of the proposed Agreement with the Contractor exceeds the City Manager’s signing authority. Pursuant to Resolution No. 25-1569 and Menifee Municipal Code §3.12.060, any contract amount that exceeds the City Manager’s signing authority shall be approved by the City Council.
STRATEGIC PLAN OBJECTIVE
Connectivity and Mobility
FISCAL IMPACT
The fiscal impact of the proposed Agreement with Haitbrink Asphalt Paving, Inc. is a total not-toexceed amount of $299,936.40. The total anticipated fiscal impact for the construction phase of the Project is $382,930.04, which includes the cost of construction services, equipment, ancillary services, and labor compliance, as well as unforeseen costs that may arise during construction.
Funding for the proposed Agreement is available in the approved Fiscal Year 2026/2027 budget within the Capital Projects Fund and is funded by the SB 1 Road Maintenance and Rehabilitation Account (RMRA) as shown in Table 2 below.
TABLE 2 –CAPITAL PROJECTS BUDGET
Funding Project String No. Available
Budget
Anticipated
Cost
SB1 Road
Maintenance and
Rehabilitation
Account (RMRA)
(4320-55-PWD-CIPS-908-02201-690000)
CIP24-20.2201.CON.CAE $571,404.00 $299,936.40
TOTAL $571,404.00 $299,936.40
No additional budget appropriation action(s) is required.
ATTACHMENTS
1. Project Location Map
2. Agreement