HomeMy WebLinkAboutStaff Report 2304-123632.Approval of a Blanket Purchase Order with Graniterock Company for the purchase of
Sand, Rock, and Cutback-Cold Mix Asphalt Materials for the Public Works and Utilities
Departments for a three-year term ending June 30, 2026; CEQA – Not a Project
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: June 19, 2023
Report #:2304-1236
TITLE
Approval of a Blanket Purchase Order with Graniterock Company for the purchase of Sand,
Rock, and Cutback-Cold Mix Asphalt Materials for the Public Works and Utilities Departments
for a three-year term ending June 30, 2026; CEQA – Not a Project
RECOMMENDATION
Staff recommends that Council authorize the City Manager or their designee to execute a
blanket purchase order with Graniterock Company for Sand, Rock, and Cutback-Cold Mix
Asphalt Materials in the not-to-exceed amount of $315,075 for Fiscal Year 2024, $327,575 for
Fiscal Year 2025 and $340,075 for Fiscal Year 2026, for a total not-to-exceed amount of
$982,725 over a three-year term from July 1, 2023 to June 30, 2026.
BACKGROUND
Both the Public Works and Utilities Departments use Sand, Rock and Cutback-Cold Mix Asphalt
regularly. Public Works uses for these materials include installing new sidewalks and/or
replacing damaged sidewalks, patching potholes, and creating temporary ramps around metal
plates located within the roadway. Utilities uses for these materials include pipe bedding and
backfill of wastewater, gas, and water infrastructure. Utilities typically uses Cold Mix-Cut Back
for temporarily backfilling trenches and ramping up metal plates. Hot Mix Asphalt, which is
supplied through a separate blanket purchase order, is typically used for permanent trench
restoration and roadway resurfacing.
ANALYSIS
Sand, Rock and Asphalt are essential for the Utilities and Public Works Departments to perform
their day-to-day operations and enhancement projects. Without the use of these materials
neither department would be able to fulfill the Public Works and Utilities Standards
requirements (WGW-02, WGW-02B, PW Standards 4040 and 405) to replace sidewalks, bed
pipes, and backfill various utility infrastructures.
A Request for Quotation (RFQ) for Sand, Rock, and Cutback-Cold Mix Asphalt was sent to three
potential vendors and posted on Planet Bids. Quotes were received from Graniterock Company
(Graniterock) and two other bidders. One of the bidders was deemed non-responsive because
they were unable to provide all the materials requested in the Scope of Work. Graniterock met
all the requirements and was the lowest responsible bidder.
Table 1: Summary of Bid Process:
Bid Name/Number Sand, Rock and Cutback-Cold Mix Asphalt
Materials RFQ #185983
Proposed Length of Project Three years
Total Days to Respond to Bid 30
Pre-Bid Meeting No
Number of Bids Received: 3
Base Bid Price Range $598,320 to $1,225,045
Link to Bid https://pbsystem.planetbids.com/portal/25569/bo/
bo-detail/102160#bidInformation
Under the recommended blanket purchase order, the cost of materials has increased by
approximately 28% compared to the rates for Fiscal Year 2023. This price increase is attributed
to inflation and the overall rise of cost in commodities. Table 2 displays the existing pricing for
Fiscal Year 2023 in comparison to the bid price for Fiscal Year 2024.
Table 2: Pricing Comparison for Fiscal Years 2023 and 2024
Approx.
Qty (Tons)Description
FY23
Unit Price
FY23
Total Price
FY24
Unit Price
FY24
Total Price
2,000 Clean Sand, Salt Free and
Clay-Free
$40.35 $80,700 $60.75 $121,500
500 Class 3 Permeable ½”
Crushed Rock
$60.18 $30,090 $85.20 $42,600
3,500 Class 2 Aggregate Base
Rock
$19.64 $68,740 $18.00 $63,000
500 Cutback Asphalt, 3/8”
Cold Mix
$122.12 $66,060 $175.95 $87,975
TOTAL $245,590 $315,075
Staff recommends that Council approve and authorize the blanket purchase order for materials
with Graniterock as the primary supplier. The City has had previous blanket purchase orders
with Graniterock, and staff has consistently received product that met both the State of
California and the City’s standards.
FISCAL/RESOURCE IMPACT
Staff recommends that Council approve the not-to-exceed amount of $315,075 for Fiscal Year
2024; however, actual spending is dictated entirely by need and will be controlled by each
department. Funding for the first year of this contract is included in the Fiscal Year 2024
budget, and execution of the recommended blanket purchase order is contingent on Council
approval and adoption of the Fiscal Year 2024 budget. The bid table1 that Graniterock
submitted represents a menu of available products with unit pricing that are required to install
and repair sidewalks, pipe bedding, and backfill of wastewater, gas, and water infrastructure.
The Public Works and Utilities Departments estimate an annual need of $50,000 and $260,000,
respectively. Staffing levels and planned work deferments may impact those estimates and will
be considered before expending the funds. Funding for contract years two and three is
contingent upon Council approval of each department’s budget for each subsequent year.
STAKEHOLDER ENGAGEMENT
Stakeholder engagement for the recommended blanket order was limited to the procurement
process for reaching out to prospective bidders.
ENVIRONMENTAL REVIEW
Approval of the recommended blanket purchase order is not a project under the California
Environmental Quality Act.
ATTACHMENTS
Attachment A: Bid from Granite Rock Company, RFQ185983
APPROVED BY:
Brad Eggleston, Director Public Works/City Engineer
1 Bid Table RFQ185983 Granite Rock Company, March 8, 2023
https://www.cityofpaloalto.org/files/assets/public/public-works/public-services/attachment-a-bid-rfq185983-
granite-rock-company_1.pdf
(Fill in name on each page) (Date on Each Page)
CITY OF PALO ALTO – RFQ185983
Form Revised: October 29, 2020
Page 1 of 15
BIDDER (Company Name): Date:
SECTION I – REQUEST FOR QUOTATION (RFQ) AND BIDDER REQUIRED INFORMATION
PROJECT TITLE:
AS-NEEDED MATERIAL PURCHASE FOR SAND, ROCK AND CUTBACK
ASPHALT
REQUEST FOR QUOTATION (RFQ) NUMBER:
185983
REBID RFQ DUE:
WEDNESDAY, MARCH 8, 2023 by 3:00 P.M.
February 8, 2023
Project Overview:
The City of Palo Alto’s Public Works Public Services Department and Utilities Department are jointly requesting
bids for an up to 3-year contract for the purchase of sand, rock, and cutback asphalt. The City intends to issue a
Blanket Purchase Order for the purchase of material on an as-needed basis. The annual contract amount is not
to exceed $175K per year. The material will be used to support construction activities performed by City crews.
Actual material quantities, based on operational needs, will significantly differ from the bid quantities.
Visit City of Palo Alto: www.cityofpaloalto.org
Vendor Portal to PlanetBids: https://www.planetbids.com/portal/portal.cfm?CompanyID=25569
Buyer: Philip Mai
Philip.Mai@CityofPaloAlto.org
(650) 329-2178
Table of Contents
SECTION I Request for Quotation and Bidder Required Information* ...............................1-4
Bidder Representation* …...… ............................................................................6
Bidder Information* ...........................................................................................7-8
SECTION II Terms & Conditions of Purchase Order Agreement ......................................... 9-11
SECTION III Specifications and Bidder’s Bid Pages* ..............................................................12-15
The items identified with an asterisk (*) must be filled out, signed by the appropriate representative of the
company and returned with submittal. Failure to complete and/or submit these forms may cause rejection
of your Bid.
(Fill in name on each page) (Date on Each Page)
CITY OF PALO ALTO – RFQ185983
Form Revised: October 29, 2020
Page 2 of 15
BIDDER (Company Name): Date:
February 8, 2023
In response to this Request for Quotation (RFQ), the undersigned, as Bidder, declares that the only persons
or parties interested in this Bid as principals are those named herein; that this Bid is made without collusion
with any other person, firm or corporation; that the Bidder has carefully examined the specifications herein
referred to; and the Bidder proposes and agrees, if this Bid is accepted, that the Bidder will contract with the
City of Palo Alto (City), to provide all necessary materials, and furnish the specified requirements in this RFQ,
in the manner herein prescribed and at the prices stated in the Bid.
Project Title
As-Needed Materials Purchase for Sand, Rock and Cutback Asphalt
City of Palo Alto Request for Quotation (RFQ) number:
185983
Quotation Due Date
Quotation acceptance period closes at 3:00 PM, Wednesday, March 8, 2023. Your quotation/bids must be
received by Purchasing and Contract Administration by this due date/time.
Questions and or Clarifications Due Date
Deadline for all questions and or clarification inquiries on this RFQ form must be submitted via Planetbids
platform, which due date will close at 1:00 pm, Wednesday, February 22, 2023.
Buyer
Philip Mai
Philip.Mai@CityofPaloAlto.org
(650) 329-2178
Material Specifications:
Material specifications shall be submitted with the bid and comply with the following standards:
Sand (initial backfill material for Utility trench backfill)
Sand shall conform with Section 19-3.02E(2) of the latest edition of the Caltrans State Standard Specifications
and shall be imported clean natural sand, free from clay, salt, sea shells, or organic material, suitable for the
purpose intended and shall conform to the following gradation:
No. 4 sieve…………….90% - 100%
No. 200 sieve…………0% - 5%
Dredged sand from San Francisco Bay is NOT acceptable.
Class 3 Permeable 1/2" Crushed Rock (initial backfill material for wastewater pipe)
1/2" crushed rock will be designated by nominal size and shall conform to the following gradation when tested
in accordance with sections 6 and 68-2.02F(4) of the latest edition of the Caltrans State Standard Specifications
Class 3 permeable base:
Passing a 1-1/2” sieve………….................100%
(Fill in name on each page) (Date on Each Page)
CITY OF PALO ALTO – RFQ185983
Form Revised: October 29, 2020
Page 3 of 15
BIDDER (Company Name): Date:
Passing a 1” sieve…………………….………….88% - 100%
Passing a 3/4” sieve……………………..........52% - 85%
Passing a 3/8" sieve...............................15% - 38%
Passing a No. 4 sieve..............................0% - 16%
Passing a No. 8 sieve..............................0% - 6%
This material shall contain at least 75% of the particles having one or more fractured faces. Not over 25% shall
be particles showing no such faces.
Crushed rock shall meet the test grading requirements of ASTM C 131 test grading B.
Class 2 Aggregate Base (3/4”) (subsequent backfill material for all pipes)
Class 2 (3/4") will be designated by nominal size, shall conform to the following gradation, and shall meet the
requirements of Sections 6 and 26-1.02B of the latest edition of the Caltrans State Standard Specifications:
Passing a 1” sieve………………………...........100%
Passing a 3/4" sieve................................87% - 100%
Passing a No. 4 sieve...............................30% - 65%
Passing a No. 30 sieve.............................5% - 35%
Passing a No. 200 sieve...........................0% - 12%
Asphalt Cutback (3/8”) (Cold/Mix (45CLDMIX))
Asphalt Cutbacks (3/8”) shall meet the requirements found in the latest edition of Caltrans State Standard
Specification of Section 93, referred to as “Liquid Asphalts”.
Terms of Agreement
Intends to issue a pricing agreement for a period up to three (3) years term to purchase Sand, Rock and Asphalt
as-needed by the Utilities and Public Works Department. A Blanket Order will be issued annually for the
purchase and delivery of Sand, Rock and Asphalt. A City of Palo Alto representative will issue release orders for
goods on an as-requested and authorized basis. Based on historical usage the annual expenditures are estimated
to be $175,000 per year. The not to exceed amount per year of this agreement as specified is approximate and
may increase or decrease during the contract term, and no guarantee is implied that the exact amount will be
available for the term of the agreement. The term of the pricing agreement shall be from the date of its full
execution by City, and shall expire three (years) from the commencement date, subject to:
• Firm fixed price for the initial term of the pricing agreement;
• City Council’s approval of each fiscal year budget and appropriation of funds;
• The Vendor’s compliance with the terms and conditions as established by this RFQ;
• The Vendor’s satisfactory performance, and timely compliance with the requirements of this RFQ;
• Firm fixed pricing for the entire term, as set forth herein;
• The Vendor’s ability to deliver within a maximum of 5 Days following City’s request;
• Payment terms are Net 30 or greater; and
• Notwithstanding the foregoing, City may terminate the agreement, with or without cause, by providing
ten (10) days written notice.
(Fill in name on each page) (Date on Each Page)
CITY OF PALO ALTO – RFQ185983
Form Revised: October 29, 2020
Page 4 of 15
BIDDER (Company Name): Date:
Contract Award
The contract, if awarded, shall be awarded to the lowest responsive and responsible bidder. The lowest bid shall
be the lowest total of the bid price quoted on the Bid Schedule. The total price is being used for the purpose of
determining the lowest responsible bidder. The City requires a complete quote to be submitted which includes
all line items. Purchaser reserves the right to make “no award” and delete from consideration for award any
item or part of any item contained in this RFQ.
Pursuant to Palo Alto Municipal Code Section 2.30.440(c), a responsible bidder is a Bidder determined by the
awarding authority:
(1) To have demonstrated the attribute of trustworthiness, and to have the quality, fitness, capacity,
experience, and skill to satisfactorily perform the work, or provide the goods and/or services called for
in the invitation for bids;
(2) To have the ability to perform the contract within the time specified;
(3) To have the equipment, facilities and resources of such capacity and location to enable the Bidder to
perform the contract;
(4) To have the ability to provide, as required, future maintenance, repair, parts and service for the use of
goods purchased;
(5) To have a record of satisfactory or better performance under prior contracts with the city or others;
and
(6) To have complied with applicable laws, regulations, policies (including city policies), guidelines and
orders governing prior or existing contracts performed by the Bidder.
Submittal of Documents
All bids shall be submitted electronically through the City’s electronic procurement system, (Planet Bids) at:
https://www.planetbids.com/portal/portal.cfm?CompanyID=25569.
Bids must be received no later than 3:00 pm, Wednesday, March 8, 2023. The e-procurement system will not
accept any bids after the specified close time.
Complete, sign, and submit the RFQ/Bidder Information and Bidder Bid Pages with your quotation/bid. Failure
to complete and/or submit these forms may cause rejection of your quotation/bid. All quotations/bids must be
submitted on these forms.
Bid Submittals
Bids must be submitted though the City’s electronic procurement system. Bidder must complete line items
information, Section 1: Bidder required information form. Section III: Bidder Bid pages, completed in full and
signed. In addition, the Bidder shall attach (i.e. upload) the completed and signed Bidder required information
form, bidder bid pages and all other documents required in this RFQ (collectively, the “Bidder’s Documents”).
The Bidder will ensure that the information the Bidder inputs into the electronic procurement system matches
the information on the Bidder’s Documents it uploads to the electronic procurement system. Any conflict or
discrepancy will be resolved as provided below (Requirements and Order of Precedence) in this Bid Submittals
Section.
Requirements and Order of Precedence: In the event of any conflict or discrepancy between any requirements
provided in this RFQ (including but not limited to bid submittal requirements) and any requirements that may
be stated in the City’s electronic procurement system, the requirements of this RFQ will control. In the event
of any conflict or discrepancy between information included on (or omitted from) the Bidder Bid Pages or
Bidder’s Documents uploaded to the City’s electronic procurement system and any information inputted into
the City’s electronic procurement system, the information included on (or omitted from) the uploaded Bidder
(Fill in name on each page) (Date on Each Page)
CITY OF PALO ALTO – RFQ185983
Form Revised: October 29, 2020
Page 5 of 15
BIDDER (Company Name): Date:
Bid Pages or Bidder’s Documents will control. For clarity, the Bidder’s Documents uploaded into the electronic
procurement system constitute a Bidder’s Bid, whereas the information a Bidder inputs into the electronic
procurement system is for administrative convenience and will not control over the uploaded Bidder’s
Documents in event of a conflict or discrepancy.
Addenda/Clarifications
Should discrepancies be found in this RFQ or should there be a need to clarify this RFQ, questions or comments
regarding this RFQ must be submitted to the City no later than 1:00 p.m., Wednesday, February 22, 2023.
Correspondence shall be communicated through the City’s e-procurement system Q&A tab. Responses from the City
will be communicated through the City’s e-procurement system to all recipients of this RFQ via addendum. Inquiries
received after the date and time stated may not be accepted. All addenda shall become a part of this RFQ and shall
be acknowledged on the Bidder’s information form. The City shall not be responsible for nor be bound by any oral
instructions, interpretations or explanations issued by the City or its representatives.
Delivery Requirements
When delivery time is requested in the quote or bid documents, time shall be of the essence; therefore, the quote or
bid shall include the delivery date. In some instances, the City may specify only a maximum number of hours/days
for delivery requirement as part the criteria to determine the award. The purchase order to be awarded is for a
specific quantity purchased at one time. See Section III - Specifications and Bidder pages for the delivery
requirements.
In the event, that the City receives materials that do not meet the specification outlined in “Section B. Material
Specifications”, the City may reject the load/delivery. The rejection of the delivery shall not result in any
additional fees to the City.
Decision to Reject
The City reserves the right to reject any or all quotations (bids), to waive any informalities contained therein,
and to select quotations on an item-by-item basis. The City reserves the right to award more than one contract
from this solicitation. No quotation may be withdrawn for a period of sixty (60) days following the date of bid
opening. The terms and conditions (the provisions) that shall govern any resulting agreement between City and
the Lowest Responsible Bidder are contained in this RFQ. No charges of any kind will be allowed unless
specifically made part of your quotation and are specified in your response.
Rights of the City of Palo Alto
This RFQ does not commit the City to enter into a contract, nor does it obligate the City to pay for any costs
incurred in preparation and submission of quotation or in anticipation of a contract.
Exceptions
To the specifications or requirements issued must be itemized and justified in writing and included with
proposals or quotations submitted.
Documentation
Manuals, when applicable, shall be furnished by the Vendor with the shipment or under separate cover.
Taxes
Quotations shall include all applicable federal, state and local taxes, import duties, commissions or other
charges.
(Refer to Bidder’s Representation Next Page)
BIDDER (Company Name):
Graniterock Company
Date:
03/08/2023
BIDDER REPRESENTATION:
(Fill in name on each page)
(Date on Each Page)
The Bidder represents that it has not retained a person to solicit or secure a City contract (upon an agreement
or understanding for a commission, percentage, brokerage, or contingent fee) except for retention of bona
fide employee or bona fide established commercial selling agencies for the purpose of securing business.
During the Quotation (bid) process there may be changes to the Quotation documents, which would require
an issuance of an addendum or addenda. City disclaims any and all liability for loss, or damage to any Bidder
who does not receive any addendum issued by City in connection with this RFQ. Any Bidder in submitting a
Quotation is deemed to waive any and all claims and demands Bidder may have against City on account of
the failure of delivery of any such addendum to Bidder. Any and all addenda issued by City shall be deemed
included in this RFQ, and the provisions and instructions therein contained shall be incorporated to any
Quotation submitted by Bidder.
To assure that all Bidders have received each addendum, the acknowledgment and sign -off is required via
the City's eProcurement system. Failure to acknowledge receipt of addendum/addenda may be considered
an irregularity in the Quotation.
The firm and individuals listed below, certify that: they do not and in the performance of this contract they
will not discriminate in employment of any person because of race, skin color, gender, age, religion, disability,
national origin, ancestry, sexual orientation, housing status, marital status, familial status, weight or height
of such person; and further certify that they are in compliance with all Federal, State and local directives and
executive orders regarding nondiscrimination in employment.
Signature must be the s •'me signature as appears in Bidder Bid Pages:
Rich Sacher
Or,
or Corporation in California)
(Printed name of signatory)
EVP- Construction Materials
(Title of signatory)
The undersigned certifies that the Bidder is not a corporation and is not subject to the requirements of
California Corporations code, and hereby agrees to, and accepts the terms and conditions of this RFQ.
Officer (Partnership or Corporation)
(Signature)
(Printed name of signatory)
(Title of signatory)
CITY OF PALO ALTO — RFQ185983 Page 6 of 15
Form Revised: October 29, 2020
(Fill in name on each page) (Date on Each Page)
CITY OF PALO ALTO – RFQ185983
Form Revised: October 29, 2020
Page 7 of 15
BIDDER (Company Name): Date:
BIDDER INFORMATION:
Provide the information requested below or indicate “not applicable”, if appropriate:
A. Primary Contact Information:
B. Bidder’s Company is established as a:
Sole Proprietorship Joint Venture Partnership Corporation
Date Incorporated:
State Incorporated:
Date Authorized to do business in California:
Other (explain):
List Names and Titles of Officers or Partners, if applicable:
Name Title
C. Have you (or your firm) previously worked for the City of Palo Alto?
If “Yes”, provide information below:
Yes No
Position Title Department Dates (From/To) FT/PT/Consulting/Other
D. The Bidder represents that it has not retained a person to solicit or secure a City contract (upon an
agreement or understanding for a commission, percentage, brokerage, or contingent fee) except for
retention of bona fide employee or bona fide established commercial selling agencies for the purpose of
securing business.
E. The firm and individuals listed below, certify that: they do not and in the performance of this contract
they will not discriminate in employment of any person because of race, skin color, gender, age, religion,
disability, national origin, ancestry, sexual orientation, housing status, marital status, familial status,
weight or height of such person; and further certify that they are in compliance with all Federal, State
and local directives and executive orders regarding nondiscrimination in employment
Company Name:
Address:
Remit to Address, if different
Website:
Contact Person Name:
Email:
Phone:
BIDDER (Company Name):
Graniterock Company
Date:
03/08/2023
(Fill in name on each page)
(Date on Each Page)
F. During the Quotation/Bid process there may be changes to the Quotation/Bid documents, which would
require an issuance of an addendum or addenda. City disclaims any and all liability for loss, or damage to
any Bidder who does not receive any addendum issued by City in connection with this RFQ. Any Bidder
in submitting a Quotation/Bid is deemed to waive any and all claims and demands Bidder may have against
City on account of the failure of delivery of any such addendum to Bidder. Any and all addenda issued by
City shall be deemed included in this RFQ, and the provisions and instructions therein contained shall be
incorporated to any Quotation/Bid submitted by Bidder.
ADDENDA:
To assure that all Proposers have received each addendum, check the appropriate box(s) below, Failure
to acknowledge receipt of an addendum/addenda may be considered an irregularity in the Request for
Quotation/Bid:
Addendum number(s) ❑ 1; ❑ 2; ❑ 3; ❑ 4; ❑ 5; ❑ 6;
received:
Or, ❑ No Addendum/Addenda were received (check and initial)
Signature must be the
Or,
(Signature
Rich Sacher
me signature as appears in Bidder Bid Pages:
or Corporation in California)
(Printed name of signatory)
EVP- Construction Materials
(Title of signatory)
The undersigned certifies that the Bidder is not a corporation and is not subject to the requirements of
California Corporations code, and hereby agrees to, and accepts the terms and conditions of this RFQ.
Officer (Partnership or Corporation)
(Signature)
(Printed name of signatory)
(Title of signatory)
CITY OF PALO ALTO — RFQ185983 Page 8 of 15
Form Revised: October 29, 2020
(Fill in name on each page) (Date on Each Page)
CITY OF PALO ALTO – RFQ185983
Form Revised: October 29, 2020
Page 12 of 15
BIDDER (Company Name): Date:
SECTION III – SPECIFICATIONS AND BIDDER’S BID PAGES
SPECIFICATIONS
A. Project Overview:
The City of Palo Alto Utilities Department requests bids for an up to 3-year contract for purchase of sand,
rock, and cutback asphalt. The City intends to issue a Blanket Purchase Order for the purchase of material
on an as-needed basis. The annual contract amount is not to exceed $175K per year. The material will be
used to support construction activities performed by City crews. Actual material quantities, based on
operational needs, will significantly differ from the bid quantities.
B. Material Specifications:
Material specifications shall be submitted with the bid and comply with the following standards:
1. Sand (initial backfill material for water and gas pipes)
Sand shall conform with Section 19-3.02E(2) of the latest edition of the Caltrans State Standard
Specifications and shall be imported clean natural sand, free from clay, salt, sea shells, or organic material,
suitable for the purpose intended and shall conform to the following gradation:
No. 4 sieve…………… 90% - 100%
No. 200 sieve………… 0% - 5%
Dredged sand from San Francisco Bay is NOT acceptable.
2. Class 3 Permeable 1/2" Crushed Rock (initial backfill material for wastewater pipe)
1/2" crushed rock will be designated by nominal size and shall conform to the following gradation when
tested in accordance with sections 6 and 68-2.02F(4) of the latest edition of the Caltrans State Standard
Specifications
Class 3 permeable base:
Passing a 1-1/2” sieve………….............................................. 100%
Passing a 1” sieve…………………….……………………………………… 88% - 100%
Passing a 3/4” sieve……………………...................................... 52% - 85%
Passing a 3/8" sieve............................................................ 15% - 38%
Passing a No. 4 sieve........................................................... 0% - 16%
Passing a No. 8 sieve........................................................... 0% - 6%
This material shall contain at least 75% of the particles having one or more fractured faces. Not over 25%
shall be particles showing no such faces.
Crushed rock shall meet the test grading requirements of ASTM C 131 test grading B.
(Fill in name on each page) (Date on Each Page)
CITY OF PALO ALTO – RFQ185983
Form Revised: October 29, 2020
Page 13 of 15
BIDDER (Company Name): Date:
3. Class 2 Aggregate Base (3/4”) (subsequent backfill material for all pipes)
Class 2 (3/4") will be designated by nominal size, shall conform to the following gradation, and shall meet
the requirements of Sections 6 and 26-1.02B of the latest edition of the Caltrans State Standard
Specifications:
Passing a 1” sieve……………………….......................................100%
Passing a 3/4" sieve.............................................................87% - 100%
Passing a No. 4 sieve............................................................30% - 65%
Passing a No. 30 sieve..........................................................5% - 35%
Passing a No. 200 sieve........................................................0% - 12%
4. Asphalt Cutback (3/8”) (Cold/Mix (45CLDMIX)
Asphalt Cutbacks (3/8”) shall meet the requirements found in the latest edition of Caltrans State Standard
Specification of Section 93, referred to as “Liquid Asphalts”.
C. Delivery:
All material shall be delivered to the City of Palo Alto Municipal Service Center bunkers within five (5)
business days of each work request. Prices quoted for deliveries shall remain firm for each period listed
and shall include all applicable fees, transportation, delivery charges, and all other incidentals as necessary
to perform the requirements of this RFQ. Pricing shall also include an allowance for fuel price increase
during the contract. Requests for price adjustment during the contract period will not be allowed.
In the event, that the City receives materials that do not meet the specification outlined in “Section B.
Material Specifications”, the City may reject the load/delivery. The rejection of the delivery shall not result
in any additional fees to the City.
Delivery point:
City of Palo Alto
Municipal Service Center (MSC)
3201 E. Bayshore Road
Palo Alto, CA 94303
D. Progress Payment:
City of Palo Alto’s Payment terms for this contract will be Net 30. The supplier shall submit monthly invoices
for actual quantities purchased.
(Refer to Bidder’s Bid Pages Next Page)
(Fill in name on each page) (Date on Each Page)
CITY OF PALO ALTO – RFQ185983
Form Revised: October 29, 2020
Page 14 of 15
BIDDER (Company Name): Date:
BIDDER’S BID PAGES
Bidder’s Response and Acceptance
In response to this Request for Quotations (RFQ), the undersigned, as Bidder, declares that the only persons or
parties interested in this Bid as principals are those named herein; that this Bid is made without collusion with any
other person, firm or corporation; that the Bidder has carefully examined the specifications herein referred to;
and the Bidder proposes and agrees, if this Bid is accepted, that the Bidder will contract with the City of Palo Alto
(City), to provide all necessary materials, and furnish the specified requirements in this RFQ, in the manner herein
prescribed and at the prices stated.
Project Title: As-Needed Material Purchase for Sand, Rock and Asphalt
Request for Quotations (RFQ) No. 185983
Quotation Due Date: 3:00 P.M., WEDNESDAY, MARCH 8, 2023
BID SCHEDULE:
A: Base Bid – Year 1:
BID
ITEM
APPROXQ
TY. UNIT
DESCRIPTION, WITH UNIT PRICE IN WORDS
(EACH BID ITEM SHALL INCLUDE ALL APPLICABLE TAXES, PROFIT, INSURANCE,
BONDS, AND OTHER OVERHEAD)
UNIT PRICE TOTAL ITEM
PRICE
1 2,000 Ton Clean Sand, Salt-Free and Clay-Free (Felton*)
(*Utility Trench sand from Quail Hollow is acceptable) $ $
2 500 Ton Class 3 Permeable 1/2" Crushed Rock $ $
3 3,500 Ton Class 2 Aggregate Base Rock $ $
4 500 Ton Cutback Asphalt, 3/8” Cold/Mix (45CLDMIX) $ $
Base Bid - Year 1 Total (items 1 through 4)
(Total in words:__________________________________________________)
$
B: Additive Alternate Bid – Year 2:
BID
ITEM
APPROXQ
TY. UNIT
DESCRIPTION, WITH UNIT PRICE IN WORDS
(EACH BID ITEM SHALL INCLUDE ALL APPLICABLE TAXES, PROFIT, INSURANCE,
BONDS, AND OTHER OVERHEAD)
UNIT PRICE TOTAL ITEM
PRICE
5 2,000 Ton Clean Sand, Salt-Free and Clay-Free (Felton*)
(*Utility Trench sand from Quail Hollow is acceptable) $ $
6 500 Ton Class 3 Permeable 1/2" Crushed Rock $ $
7 3,500 Ton Class 2 Aggregate Base Rock $ $
8 500 Ton Cutback Asphalt, 3/8” Cold/Mix (45CLDMIX) $ $
Additive Alternate Bid - Year 2 Total (items 5 through 8)
(Total in words:__________________________________________________)
$
(Fill in name on each page) (Date on Each Page)
CITY OF PALO ALTO – RFQ185983
Form Revised: October 29, 2020
Page 15 of 15
BIDDER (Company Name): Date:
C: Additive Alternate Bid – Year 3:
BID
ITEM
APPROXQ
TY. UNIT
DESCRIPTION, WITH UNIT PRICE IN WORDS
(EACH BID ITEM SHALL INCLUDE ALL APPLICABLE TAXES, PROFIT, INSURANCE,
BONDS, AND OTHER OVERHEAD)
UNIT PRICE TOTAL ITEM
PRICE
9 2,000 Ton Clean Sand, Salt-Free and Clay-Free (Felton*)
(*Utility Trench sand from Quail Hollow is acceptable) $ $
10 500 Ton Class 3 Permeable 1/2" Crushed Rock $ $
11 3,500 Ton Class 2 Aggregate Base Rock $ $
12 500 Ton Cutback Asphalt, 3/8” Cold/Mix (45CLDMIX) $ $
Additive Alternate Bid - Year 3 Total (items 9 through 12)
(Total in words:__________________________________________________)
$
Base Bid – Year 1 Total (items 1 through 4)………………………………………. $____________________
A. Additive Alternate Bid – Year 2 Total (items 5 through 8)…………….. $____________________
B. Additive Alternate Bid – Year 3 Total (items 9 through 12)…………… $____________________
GRAND TOTAL (items 1 through 12)………………………………………………. $____________________
LOWEST RESPONSIBLE BIDDER
The lowest bid shall be the lowest Grand Total of the bid prices on the entire contract. This total is being used for
the purpose of determining the lowest responsible bidder.
QUANTITIES: Material quantities as specified are approximate and no guarantee is implied that the exact amount
will be purchased.
CONTRACTOR LICENSE NUMBER: ____________________________
DIR NUMBER: __________________________
Signature must be the same as signature(s) in Section I – Request for Quotation and Bidder Required Information.
Signature:
_______________________________________________
(Signature)
_______________________________________________
(Print name)