Driveway Request for Proposal Template: RFP for Contractors

Why a Driveway Request for Proposal Template Saves You Time & Money

Shopping for a new driveway can feel like comparing apples to spaceships. Every contractor quotes differently, uses different materials, and lists different timelines. A Driveway Request for Proposal Template (RFP) puts you in the driver’s seat by forcing every bidder to answer the same questions—in the same format—so you can line up estimates side-by-side and spot the best value fast.

Below you’ll find a plug-and-play RFP template plus field-tested tips to attract qualified driveway pros, weed out low-ball bids, and protect your budget.

Driveway RFP Basics: What It Is & When to Use It

An RFP is a one-page (sometimes 3–5-page) document that tells contractors exactly what you want, when you want it, and how you’ll decide who wins the job. Use it for:

• New concrete, asphalt, paver, or gravel driveways
• Complete tear-out and replacement
• Major repairs & resurfacing over 300 sq ft
• Add-ons such as heating cables, borders, or drainage

If your project is under $2,500 or you already have a trusted contractor, a simple quote may suffice. Otherwise, an RFP keeps everyone honest.

Free Driveway Request for Proposal Template

Copy-and-paste the text below into a new Word or Google Doc. Replace bracketed items with your details. Send the final PDF to at least three licensed driveway contractors.

1. Project Overview

“I am seeking bids to [install a new/replace an existing] driveway at the single-family home located at [123 Your Street, City, State, ZIP]. The approximate area is [__] sq ft. The goal is a durable, low-maintenance surface that complements the home’s exterior.”

2. Scope of Work

1. Verify local permit requirements and pull all necessary permits.
2. Remove and dispose of existing [asphalt/concrete/gravel] to a depth of [__] inches.
3. Grade sub-base to ensure positive drainage away from garage (min. 1% slope).
4. Install [__] inches of compacted [crushed concrete/road base/recycled asphalt].
5. Install [__] inches of [asphalt/concrete/pavers] per manufacturer specs.
6. Add [decorative stamped border/exposed aggregate finish] if listed in options.
7. Seal joints or surface as recommended.
8. Clean job site and haul away debris daily.

3. Material Specifications

• Asphalt: Minimum 9.5 mm ID-2 wearing course, 300°F lay-down temp
• Concrete: 4,000 psi, 6% air entrainment, #4 rebar 18-in. on center
• Pavers: 60 mm thick, interlocking, ASTM C936, color [____]

4. Project Schedule

Work may begin on or after [earliest date] and must be substantially complete by [latest date]. Include start and finish dates in your bid. No work on Sundays.

5. Bid Format & Required Documents

Each bid must include:

• Itemized price broken down by labor, materials, permits, and disposal
• Proof of liability insurance & workers’ comp (min. $1 M)
• Copy of state contractor license and any specialty certifications
• 3 local references with phone numbers and project photos
• 5-year written warranty on workmanship and materials

6. Evaluation Criteria

Lowest price is not the sole factor. Homeowner will weigh:

1. Price (30%)
2. Schedule compatibility (20%)
3. Warranty & after-sale service (20%)
4. References & past work quality (20%)
5. Professional communication (10%)

7. Terms & Conditions

• Payment schedule: 10% down, 50% at 50% completion, 40% on final walk-through
• Retainage of 10% for 30 days to ensure no defects appear
• Change orders must be in writing and signed by both parties

8. Submission Instructions

Email PDF bids to [your.email@domain.com] by 5 p.m. on [deadline]. Subject line: “Driveway Bid – 123 Your Street.” Questions? Call [your phone].”

How to Send Your RFP for Maximum Response

Target the Right Contractors

Use these sources in order of reliability:

1. State licensing board “license lookup” filtered to driveway/paving category
2. Local concrete & asphalt supplier referral boards
3. Nextdoor or neighborhood Facebook groups with project photos
4. Angi, HomeAdvisor, or Thumbtack (filter for 4.5+ stars, 20+ reviews)

Personalize the Opening Line

Swap generic “Dear Contractor” for “Hi, I’m replacing 1,200 sq ft of cracked asphalt in the Ashwood subdivision and liked your recent work on Maple Drive.” Response rates jump 40% when contractors sense a real homeowner, not spam.

Follow Up in 3 Days

Send a short text or email: “Just checking you received the RFP. I’ll be awarding the job on [date]. Happy to answer any quick questions.” Bids often trickle in after a polite nudge.

Comparing Apples to Apples: Bid Evaluation Matrix

Create a simple spreadsheet with rows for each contractor and columns for price, start date, warranty length, references score (1–5), and notes. Use conditional formatting to highlight the top two performers. Red-flag any bid more than 30% below the average—material costs are too similar for huge savings without shortcuts.

Negotiating Without Alienating the Best Bidder

Once you pick a front-runner, ask for two small concessions:

• Upgrade to a wider edge restraint or an extra ½-in. of base at no charge
• Lock in the posted price for 60 days in case weather delays your start

Most pros will oblige if you sign within a week—equipment scheduling is easier when jobs are locked.

Permits, HOAs & Utility Marks—Who Handles What?

Spell it out in your RFP:

• Permit: Usually the contractor pulls it; verify fee is in the bid
• HOA approval: Homeowner submits architectural form first—start early
• 811 utility locate: Contractor calls 811, but homeowner marks sprinkler heads

Include a line that work can’t start until all three boxes are checked.

Red Flags That Should Cancel a Bid

• Requires 50% or more up-front cash
• Uses only a cell phone & PO Box—no physical business address
• Cannot produce a certificate of insurance on the spot
• Bid is handwritten on scrap paper
• Pressures you to sign today for a “huge discount”

Politely thank them and move on—reliable driveway contractors are busy enough to wait for your decision.

Quick Homeowner Checklist Before Work Starts

1. Verify license number on state website—status must be “Active”
2. Print and file the insurance certificate; call agent to confirm policy dates
3. Take date-stamped photos of existing driveway, sidewalks, and nearby landscaping
4. Move vehicles and sprinklers out of work zone
5. Notify neighbors of start date and possible noise

Frequently Asked Questions