Sealcoating vs. overlay — which do we need?

Sealcoating protects asphalt that's still sound; it doesn't fix cracks, potholes, or base failure. Failed areas need patching or mill-and-overlay first. Have bidders price each area by treatment on the same plan.

How do I compare parking lot bids?

Mark the plan once and make every bidder price the same areas and quantities. Then compare unit prices and the leveled total, not just the lump sum.

Do we have to restripe ADA spaces?

When you restripe or resurface, accessible spaces need to meet current requirements. Make it an explicit line so it isn't left out.

Parking lot paving & sealcoating RFP template

What should a parking lot paving RFP include?

A parking lot RFP should include a site plan with areas marked for each treatment — full-depth patching, mill and overlay, crack sealing, sealcoating — plus the asphalt thickness and mix, striping and ADA requirements, phasing to keep the lot usable, resident and tenant notices, and a pricing schedule by square foot, ton, or linear foot so bids compare on the same quantities.

Download the parking lot paving & sealcoating RFP

Editable Word document (.docx) — opens in Word, Google Docs, or Pages. Free, no email required.

Download Word (.docx)

What's in this RFP

Every section is pre-written for parking lot paving & sealcoating — edit the [bracketed] fields for your property and send it to at least three contractors.

Cover sheet — property, site walk, question and proposal deadlines, contact.
Scope of work — 8 parking lot paving & sealcoating items, written so every bidder prices the same job.
Contract term & schedule.
Pricing schedule — 7 line items with units, so the bids come back itemized and comparable.
Qualifications — license, insurance, references, plus 3 parking lot paving & sealcoating-specific asks.
Exclusions, submission checklist, and evaluation criteria.

Scope of work

Full-depth asphalt patching in areas marked on the attached plan; remove failed asphalt and base, compact, and repave
Mill [1.5–2] inches and overlay with [compacted thickness] of [mix type] in marked areas
Crack cleaning and hot-pour crack sealing of cracks [¼ inch] and wider
Sealcoat [number] coats of [product type] on all remaining asphalt
Restripe stalls, fire lanes, and arrows to match the existing layout or attached plan
ADA-compliant accessible spaces, signage, and access aisles per current requirements
Phase work so [X]% of parking stays available; post notices [72] hours before each phase
Barricades, traffic control, and cleanup

Pricing schedule

Bids that come back as one lump sum can't be compared or held to the scope. The template asks every contractor to price these lines:

Line item	Priced
Full-depth patching	per square foot
Mill and overlay	per square yard or per ton
Crack sealing	per linear foot
Sealcoating (2 coats)	per square foot
Striping	per stall / per linear foot
ADA space with sign	each
Mobilization / traffic control	lump sum

Qualifications to require

Active contractor license(s) for the work in this jurisdiction (copy attached)
Certificate of insurance: general liability [$1,000,000 per occurrence / $2,000,000 aggregate — confirm with your insurance agent], auto liability, and workers' compensation, naming [Association/Owner] as additional insured
Three references from similar properties in the last three years, with contact names
Years in business and the name of the on-site supervisor or account manager
Asphalt mix and compacted thickness stated in the bid
Equipment and crew plan for phasing an occupied lot
References for commercial or multifamily lots of similar size

What a complete parking lot paving & sealcoating bid includes

Quantities for each treatment that match the marked plan
Unit prices by square foot, square yard, ton, or linear foot
The mix type and compacted thickness for paving
Striping and ADA items priced separately

Red flags when the bids come back

Sealcoating over failed asphalt without patching first
Overlay with no thickness stated
Lump-sum bids with no quantities
ADA items missing from a restriping bid

How the bids will be evaluated

The RFP tells bidders up front how they'll be judged — which discourages lowballing by leaving work out:

Total cost on the pricing schedule, compared on full scope (nothing excluded)
Completeness — every scope item priced, with no allowances, 'TBD', or 'by others'
Qualifications, references, and experience with similar properties
Schedule, staffing, and responsiveness
Warranty and contract terms

When the proposals arrive, line them up in the free bid comparison template and check each one with the 20-point bid review checklist. Rather not write the RFP at all? Bid Builder drafts one from your photos and notes and collects the bids for you.

This template is general information, not legal advice. Have your association counsel review contract terms and your insurance agent confirm coverage requirements before use.

More free RFP templates

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Common questions

Sealcoating vs. overlay — which do we need?: Sealcoating protects asphalt that's still sound; it doesn't fix cracks, potholes, or base failure. Failed areas need patching or mill-and-overlay first. Have bidders price each area by treatment on the same plan.
How do I compare parking lot bids?: Mark the plan once and make every bidder price the same areas and quantities. Then compare unit prices and the leveled total, not just the lump sum.
Do we have to restripe ADA spaces?: When you restripe or resurface, accessible spaces need to meet current requirements. Make it an explicit line so it isn't left out.