On-Call_Saw_Cutting_and_Core_Drilling_(Addendum_#1_Revision).pdf

UTILITIES DEPARTMENT

PROJECT TITLE: ON-CALL SAW CUTTING AND CORE DRILLING

INVITATION FOR BIDS (IFB) NUMBER: IFB197897

IFB DUE DATE: August 6, 2026, BEFORE 3:00 pm

IFB AVAILABLE AT: https://procurement.opengov.com/portal/palo-alto-ca

FOR CONTRACT DOCUMENTS AND INFORMATION CONTACT:

PURCHASING AND CONTRACT ADMINISTRATION AT (650) 329-2271

https://procurement.opengov.com/portal/palo-alto-ca

Invitation for Bids (IFB) #IFB197897 1 On-Call Saw Cutting and Core Drilling

TABLE OF CONTENTS

Part 1 Introduction

Part 2 Invitation For Bid

Part 3 Instructions to Bidders

Part 4 Description of Work

Part 5 General Conditions

Part 6 Special Provisions

Part 7 Technical Specifications

Part 8 Appendices

Part 9 Project Drawings

Part 10 Bid Form

Part 11 Bidder Questionnaire

Attachments:

A - CONTACT TEMPLATE Task Order Construction Contract Template clean

B - Payment Bond

C - Performance Bond

D - Bid Bond Form

Invitation for Bids (IFB) #IFB197897 2

1. INTRODUCTION

1.1. Summary

The City of Palo Alto Utilities Department, Water Gas Wastewater Operations Division requests bids for a 5-year contract for on-call saw cutting pavement and core drilling services. The City intends to issue a Blanket Purchase

Order for the purchase of services on an as-needed basis. The annual contract amount is not to exceed $400K per year. The service will be used to support construction activities (such as installation of new utility services and abandonment of existing utility services) performed by Utilities Operations. Actual work quantities, based on operational needs, will significantly differ from the bid quantities.

The Contractor shall provide labor, equipment, and materials required to saw cut pavement or core drill at various locations within the City. Measurement for payment will be made per linear foot (L.F.) of pavement saw-cut or per each core drill performed. The price will be full compensation for the work, inclusive of labor, equipment, materials, traffic control, cleaning, traveling to and from each job site, transportation, fuel, invoicing, and all other incidentals required to complete the saw cutting or core drilling work in accordance with all requirements.

1.2. Background

WGW Operations is responsible for maintaining water, gas, and wastewater infrastructure which includes but is not limited to repairs, replacements, cleaning, and inspecting. WGW Operations has contracted on-call saw cutting and core drilling services for many years as it has proven to be very beneficial. Depending on the job site, a 2–5-person crew might be necessary to complete a saw cutting job which can be a very time-consuming task. On-call saw cutting contracts allow the

Department to focus more on maintaining the City’s infrastructure rather than prepping the job site via saw cutting. Contracting these services has proven to be very efficient and allows the WGW

Operations crew to do more specialized tasks in the field.

1.3. Contact Information

Ann Marie Romero

Contracts Administrator

Email: annmarie.romero@paloalto.gov

Phone: (650) 329-2271

Department:

Utilities

1.4. Timeline

Bid Post Date July 8, 2026

Question and Clarifications Due Date and

Time

July 16, 2026, 1:00pm

Bid Due Date and Time August 6, 2026, 3:00pm

2. INVITATION FOR BID

mailto:annmarie.romero@paloalto.gov tel:(650)329-2271

Invitation for Bids (IFB) #IFB197897 3

Wednesday, July 8, 2026

The City of Palo Alto, Purchasing and Contract Administration, requests a Bid on behalf of the Utilities

Department, WGW Utilities and Engineering Division for On-Call Saw Cutting and Core Drilling.

This Invitation for Bids Summary is not intended to be exclusive and the entire Invitation for Bids (IFB)

Package must be reviewed prior to submitting a Bid.

2.1. Bid Submittal Information

Bids shall be submitted electronically through the City’s electronic procurement system at:

https://procurement.opengov.com/portal/palo-alto-ca

Bids must be received by no later than 3:00 pm on Thursday, August 6, 2026. All bids received after that time will be returned to the Bidder, as they will be deemed disqualified.

The City hereby provides notice of California Labor Code section 1771.1(a), which reads:

“A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5. It is not a violation of this section for an unregistered contractor to submit a bid that is authorized by Section 7029.1 of the Business and Professions Code or by Section

10164 or 20103.5 of the Public Contract Code, provided the contractor is registered to perform public work pursuant to Section 1725.5 at the time the contract is awarded.”

Please note:

If the City is unable to confirm that the bidder/contractor’s DIR registration is current, the City may disqualify the bidder in accordance with applicable law including but not limited to Labor Code section

1725.5.

2.2. Verification of Contractor's License

The City will verify the status of the contractor’s license by checking the Contractor’ State License Board

(www.cslb.ca.gov). The contractor's license and business must match. This verification includes information on any outstanding Board disciplinary action pending against the contractor.

2.3. Contract Documents

Contract Documents are available through the City of Palo Alto’s Purchasing and Contract

Administration bid portal at: https://procurement.opengov.com/portal/palo-alto-ca

2.4. ADA Information

Persons with Disabilities who require auxiliary aids or other services in using City facilities, services or programs; or who require this document be provided in other accessible formats; or who would like information on City's compliance with Americans with Disabilities Act (ADA) of 1990 should contact: ADA

Coordinator, City of Palo Alto, 650-329-2550 (Voice) or by email at ada@Cityofpaloalto.org

2.5. Project Schedule

It is anticipated that Work on the Project will be required to commence on or about 11/01/2026.

The anticipated time of completion is no later than end of the 5-year period .

https://procurement.opengov.com/portal/palo-alto-ca https://www.cslb.ca.gov/ mailto:ada@Cityofpaloalto.org

Invitation for Bids (IFB) #IFB197897 4

Nothing in this provision is intended to bind the City to require commencement of the Work by the preceding time.

2.6. Contractor's License Type

The prime contractor for this work shall possess a valid State of California Contractor’s License in the following category or categories:

• Class A Contractors & C-61 Limited Specialty

2.7. Posting of Bid Security

For all Bids greater than $25,000, Bidders shall submit a Bid security in the amount of not less than ten percent (10%) of the aggregate amount of the Bid including all Bid Alternates. Bid security shall be submitted on or before the Bid due date, in accordance with the Bid Security section of this IFB.

3. INSTRUCTIONS TO BIDDERS

The below instructions to Bidders includes requirements for submitting a Bid for this Project.

3.1. Solicitation of Bids

Bids shall be submitted through the City’s electronic procurement system (OpenGov) in accordance with the "Bid Submittals" section below. Any Bid which is attempted to be delivered or which is received after the stated time shall be deemed non-responsive and rejected. The Bidder shall have the sole and exclusive responsibility for ensuring that a Bid is received by the time stated herein. Any Bid that is incomplete, unclear, or that fails to fully comply with the applicable requirements set forth herein, including, but not limited to, use of the forms provided by the City, may be rejected as nonresponsive.

3.2. Responsibility of Bidder

A Bid shall be submitted at the sole cost and expense of the Bidder and, in submitting such Bid to the

City, the Bidder waives any claim or demand against the City which the Bidder may have for any direct or indirect cost or expense of preparing and submitting such Bid.

3.3. Bid Security

For all bids in excess of $25,000, Bid security in the amount of not less than ten percent (10%) of the aggregate amount of the Bid, including all Bid Alternates, is required. Bid security shall be submitted as either surety bond substantially in the form attached to this IFB, or delivered separately on or before the

Bid due date in the form of a certified check or cashier's check with reference to this Bid number and project name. The Bid Security of Bidders who do not qualify as the lowest responsible bidder shall be returned to such Bidders no later than sixty (60) days from the date of award of contract unless extended by written agreement.

3.4. Bid Submittals

Bid Form and Bidder’s Documents

Bids must be submitted though the City’s electronic procurement system. Bidder must complete all required items in full. In addition, the Bidder shall attach (i.e. upload) completed versions of all supplied documents or documents and information noted as required including all other documents required in

Invitation for Bids (IFB) #IFB197897 5 this IFB (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 in the below subsection called "Requirements and Order of Precedence".

Bidder’s Questionnaire

Each Bid must be accompanied by a completed, executed Bidder’s Questionnaire using the form provided in these Contract Documents. Submission of a Bidder’s Questionnaire containing false or incomplete information may be grounds for rejection of the Bid as non-responsive and/or disqualification of the Bidder as not responsible.

Requirements and Order of Precedence

In the event of any conflict or discrepancy between any requirements provided in this IFB (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 IFB will control. In the event of any conflict or discrepancy between information included on (or omitted from) the Bid Form 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 Bid Form 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.

3.5. Bid Authorization

Any person logging into the electronic procurement system to execute an e-Bid or any other e-document required by the City must be authorized, either in a personal or representative capacity, to access and submit such bid documents. If the person does business under his or her own name, that person shall login under his or her own login as authorized by the City’s electronic procurement system provider. If the person does business under a fictitious business name, that person shall login under his or her own login as authorized by the electronic procurement system provider. If the person logs in for and on behalf of a partnership, the person shall do so with his or her authority to sign/login under his or her own login as authorized by the electronic procurement system provider.

3.6. Alternate Bids

No alternate Bid shall be accepted or considered by the City, unless the City solicits an alternate Bid.

3.7. Add Alternates

All solicited alternate Bids shall be bid, whether additive or deductive. If the Bidder proposes no change in the base Bid, then the Bidder shall state "NO CHANGE" in the space provided.

3.8. Withdrawal of Bid

Prior to the date and time set for the opening of Bids, a Bidder who has submitted a bid and accepted the terms and conditions in the City’s electronic procurement system, may withdraw its bid by clicking

“Unsubmit” at any time before the deadline for the receipt of Bids as specified in the IFB. No Bidder may withdraw its Bid for a period of ninety (90) days after the date set for the opening of Bids or until the

City returns the Bid Security, subject to applicable California Law and Palo Alto Municipal Code Section

2.30.460(c), whichever occurs first.

Invitation for Bids (IFB) #IFB197897 6

3.9. Request(s) for Clarification

Any Bidder may submit to the Contract Administrator for this IFB a written request for the clarification of any aspect of the Project Specifications or any other related information, or part thereof, which is a part of the IFB. Such request shall be submitted electronically via the City’s electronic procurement system's Q&A function. Such requests shall no longer be submitted as of 1:00 pm on Thursday, July 16, 2026. The City shall electronically respond using the online procurement system at least three (3)

Business Days prior to the opening of Bids. The City reserves the right to issue an addendum or addenda per the "Addenda" section of these Instructions to Bidders within this IFB.

3.10. Interest in More Than One Bid

Unless the City provides otherwise, no person shall be permitted to submit or be interested in more than one Bid for the same public works project. A person may submit a price to more than one Bidder as a subcontractor or materials supplier without violating this prohibition.

3.11. Addenda

The City reserves the right to issue a written Addendum or Addenda to the electronic solicitation prior to the bid closing date and time. During the Bid process there may be changes to the Contract

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 IFB. Any Bidder by submitting a Bid waives 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 IFB, and the provisions and instructions therein contained shall be incorporated into any Bid submitted by Bidder.

3.12. Specifications

The Plans, Specifications and Scope of Work have been prepared to describe the standard of quality, performance, and other characteristics needed to meet City requirements. In accordance with Public

Contract Code Section 3400, unless otherwise specified, the City will accept alternate proposals of a designated material, product, thing, service, "or equal", and will determine if such alternate proposals are satisfactory in meeting a mandatory requirement or specification and if the proposed alternate meets the intent of the original mandatory requirement. The City reserves the right in its sole discretion to reject any alternate proposals that do not meet the specifications.

3.13. Prevailing Wages

This Project is subject to prevailing wages and related requirements as a “public works” under

California Labor Code Sections 1720 et seq. and related regulations. Contractor is required to pay general prevailing wages as defined in California Labor Code Section 1773.1 and Subchapter 3, Title 8 of the California Code of Regulations Section 16000 et seq., as amended from time to time. Pursuant to

Labor Code Section 1773, the City has obtained the general prevailing rate of per diem wages and the general rate for holiday and overtime work in this locality for each craft, classification, or type of worker needed to execute the contract for this Project from the State of California Department of Industrial

Relations (“DIR”). Copies of these rates may be obtained at the City’s Purchasing Department office. The general prevailing wage rates are also available at the DIR, Division of Labor Statistics and Research, website (see e.g. http://www.dir.ca.gov/DLSR/PWD/index.htm) as amended from time to time.

Contractor shall post a copy of the general prevailing wage rates at all Project job sites and shall pay the http://www.dir.ca.gov/DLSR/PWD/index.htm

Invitation for Bids (IFB) #IFB197897 7 adopted prevailing wage rates as a minimum. Contractor shall comply with all applicable provisions of

Division 2, Part 7, Chapter 1 of the California Labor Code (Labor Code Section 1720 et seq.), including, but not limited to, Sections 1720, 1725.5, 1771, 1771.1, 1771.4, 1773.2, 1774, 1775, 1776, 1777.5, 1782, 1810, 1813 and 1815, and all applicable implementing regulations, including but not limited to

Subchapter 3, Title 8 of the California Code of Regulations Section 16000 et seq. (8 CCR Section 16000 et seq.), as amended from time to time.

3.14. General Notice to Contractor

City requires Contractor and its Subcontractors to comply with all applicable requirements of the

California Labor Code including but not limited to Labor Code Sections 1720 through 1861, and all applicable related regulations, including but not limited to Subchapter 3, Title 8 of the California Code of

Regulations Section 16000 et seq., as amended from time to time. Additional information regarding public works and prevailing wage requirements is available on the DIR website (see e.g.

http://www.dir.ca.gov) as amended from time to time.

3.15. Labor Code Section 1771.1(a)

City provides notice to Contractor of the requirements of California Labor Code section 1771.1(a), which reads:

“A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5. It is not a violation of this section for an unregistered contractor to submit a bid that is authorized by Section 7029.1 of the Business and Professions Code or Section 10164 or 20103.5 of the Public Contract Code, provided the contactor is registered to perform public work pursuant to Section 1725.5 at the time the contract is awarded.”

3.16. DIR Registration Required

City will not accept a bid proposal from or enter into this Construction Contract with Contractor without proof that Contractor and its Subcontractors are registered with the California Department of Industrial

Relations (“DIR”) to perform public work, subject to limited exceptions.

3.17. Posting of Job Site Notices and Compliance Monitoring

City gives notice to Contractor and its Subcontractors that Contractor is required to post all job site notices prescribed by law or regulation and Contractor is subject to compliance monitoring and enforcement by DIR.

3.18. Certified Payroll

Contractor shall furnish certified payroll records directly to the Labor Commissioner (DIR) in accordance with Subchapter 3, Title 8 of the California Code of Regulations Section 16461 (8 CCR Section 16461).

City requires Contractor and its Subcontractors to comply with the requirements of Labor Code section

1776, including but not limited to:

A. Keep accurate payroll records, showing the name, address, social security number, work classification, straight time and overtime hours worked each day and week, and the actual per http://www.dir.ca.gov/

Invitation for Bids (IFB) #IFB197897 8 diem wages paid to each journeyman, apprentice, worker, or other employee employed by, respectively, Contractor and its Subcontractors, in connection with the Project.

B. The payroll records shall be verified as true and correct and shall be certified and made available for inspection at all reasonable hours at the principal office of Contractor and its Subcontractors, respectively.

C. At the request of City, acting by its Project Manager, Contractor and its Subcontractors shall make the certified payroll records available for inspection or furnished upon request to the

City’s Project Manager within ten (10) days of receipt of City’s request.

D. If the certified payroll records are not provided as required within the 10-day period, then

Contractor and its Subcontractors shall be subject to a penalty of one hundred dollars ($100.00) per calendar day, or portion thereof, for each worker, and City shall withhold the sum total of penalties from the progress payment(s) then due and payable to Contractor. This provision supplements the provisions of Section 15 hereof.

E. Inform the City’s Project Manager of the location of Contractor’s and its Subcontractors’ payroll records (street address, city and county) at the commencement of the Project, and also provide notice to the City’s Project Manager within five (5) business days of any change of location of those payroll records.

3.19. Employment of Apprentices

Contractor shall comply with the statutory requirements regarding employment of apprentices including without limitation Labor Code Section 1777.5. The statutory provisions will be enforced for penalties for failure to pay prevailing wages and for failure to comply with wage and hour laws.

3.20. Pre-Bid Conference and Site Walk

Attendance. The Invitation for Bids informs the Bidders whether a pre-Bid Conference and/or site walk will be held and whether attendance is mandatory. A BID SUBMITTED BY A BIDDER WHO FAILS TO

ATTEND A MANDATORY PRE-BID CONFERENCE OR SITE WALK MAY BE DEEMED NON-RESPONSIVE

AND RETURNED TO THE BIDDER.

3.21. Pre-Bid Investigation

General. Each Bidder is solely responsible at its sole expense for diligent and thorough review of the

Contract Documents, examination of the Project site, and reasonable and prudent inquiry concerning known and potential site and area conditions prior to submitting a Bid proposal. Each Bidder is responsible for knowledge of conditions and requirements which reasonable review and investigation would have disclosed. However, except for any areas that are open to the public at large, Bidders may not enter property owned or leased by the City or the Project site without prior written authorization from City.

Document Review. Each Bidder is responsible for review of the Contract Documents and any informational documents provided for reference only, e.g., as-builts, technical reports, test data, and the like. A Bidder is responsible for notifying City of any errors, omissions, inconsistencies, or conflicts it discovers in the Contract Documents, acting solely in its capacity as a contractor and subject to the

Invitation for Bids (IFB) #IFB197897 9 limitations of Public Contract Code § 1104. Notification of any such errors, omissions, inconsistencies, or conflicts must be submitted in writing to the City no later than the date and time noted for the deadline to submit questions (See Section entitled “Requests for Clarification,” of these Instructions to Bidders of this IFB). City expressly disclaims responsibility for assumptions a Bidder might draw from the presence or absence of information provided by City.

Project Site. Questions regarding the availability of soil test data, water table elevations, and the like should be submitted to the City in writing, as specified in the Section entitled “Requests for

Clarification” of these Instructions to Bidders of this IFB. Any subsurface exploration at the Project site must be done at the Bidder’s expense, but only with prior written authorization from City. All soil data and analyses available for inspection or provided in the Contract Documents apply only to the test hole locations. Any water table elevation indicated by a soil test report existed on the date the test hole was drilled. The Bidder is responsible for determining and allowing for any differing soil or water table conditions during construction. Because groundwater levels may fluctuate, difference(s) in elevation between ground water shown in soil boring logs and ground water actually encountered during Project construction will not be considered changed Project site conditions. Actual locations and depths must be determined by Bidder’s field investigation. If the Bidder’s performance of the work may require disturbing or interacting with subsurface facilities, Bidder shall request access to underlying or background information on the Project site in City’s possession that is necessary for the Bidder to form its own conclusions, including, if available, record drawings or other documents indicating the location of subsurface lines, utilities, or other structures.

Utility Company Standards. The Project must be completed in a manner that satisfies all applicable City of Palo Alto Utilities Department’s utility standards and requirements, as well as those of any other affected utility companies or agencies (collectively, “utility owners”). The successful Bidder may be required by the City of Palo Alto Utilities and/or any other affected utility owner(s) to provide detailed plans prepared by a California registered civil engineer showing the necessary temporary support of the utilities during coordinated construction work. Bidders are directed to contact the City of Palo Alto

Utilities Department and any other affected utility owner(s) about their requirements before submitting a Bid proposal as specified in the Section entitled “Requests for Clarification” of these Instructions to

Bidders of this IFB.

3.22. Opening of Bids

Electronic Opening. All Bidders and members of the public may view bid results in the electronic procurement system after bid closing. The City reserves the right to change the originally scheduled Bid date and time to a later date and time by issuing an electronic Addendum to that effect. Any and all Bids received by the City on or before the deadline shall be accepted by the electronic procurement system on the date scheduled for the opening of Bids, with the apparent bid results posted upon completion of compiling bids by the electronic procurement system, subject to Section entitled "Requirements and

Order of Precedence" of these Instructions to Bidders of this IFB.

Announcements. The public reading of Bids received by the City shall include the announcement of the name of each Bidder and the total amount of each Bidder's Bid, and any other information as the City may deem appropriate. The City may note any Bid irregularity at the time of announcement.

Invitation for Bids (IFB) #IFB197897 10

3.23. Criteria for Determination of Lowest Responsible Bidder

Subject to the conditions of this IFB, the City will award the contract, if an award is made, to the lowest responsive and responsible Bidder. In determining whether the Bidder is responsible, the City will use the criteria set forth in Palo Alto Municipal Code Section 2.30.440, as set forth below:

• The bidder must have the ability, capacity, experience and skill to perform the work, or provide the goods and/or services in accordance with the bid specifications

• The bidder must have the ability to perform the contract within the time specified

• The bidder must have the equipment, facilities and resources of such capacity and location to enable the bidder to perform the contract

• The bidder must have the ability to provide, as required, future maintenance, repair, parts and service for the use of goods purchased

• The bidder must have a record of satisfactory or better performance under prior contracts with the city or others

• The bidder must have complied with applicable laws, regulations, policies (including city council policies), guidelines and orders governing prior or existing contracts performed by the bidder

The City may make any investigations it deems necessary to determine if a bidder is responsive and responsible. The City will afford a bidder determined not to be responsible an opportunity to appeal the determination in accordance with the Protest Procedure in the City of Palo Alto Purchasing Manual and the requirements of state law.

3.24. Determination of Lowest Bid

(1) Supplemental Unit Pricing: "Supplemental Unit Pricing” means binding unit pricing provided for supplemental work that may or may not be required depending on circumstances that may arise following award of the Contract, as further specified in the Contract Documents, including the Bid Form and the Special Provisions. If Supplemental Unit Pricing is required for this Bid, as further specified in the

Bid Form, the lowest Bid shall be the lowest total of the Base Bid and the total Supplemental Unit Pricing

(regardless of whether the Supplemental Unit Pricing scope is ever used for the Project), solely for purposes of determining the lowest Bid. If the Project includes Bid Alternates as well, the Supplemental

Unit Pricing will be added to the Base Bid amount solely for determining the low Bid pursuant to subsection (2) below. The Supplemental Unit Pricing will not be included in the Contract Sum when the

Contract is awarded.

(2) Bid Alternates: If additive or deductive Alternates are included in the Bid, pursuant to Public

Contract Code Section 20103.8, the following method will be used to determine the lowest Bid:

• The lowest bid shall be the lowest Base Bid without consideration of the prices on the Additive and Deductive Alternate items.

Regardless of the method for determining the lowest price, the City can add to or deduct from the contract any of the additive or deductive items after the lowest Bid has been determined.

Invitation for Bids (IFB) #IFB197897 11

3.25. Waiver of Minor Irregularities

The City may exercise its discretion to waive minor irregularities, defects or informalities in the Bids, so long as the waiver would not affect the amount of the Bid or give the Bidder an advantage over others.

3.26. Bid Discrepancies

In the case of a discrepancy between an item price and the corresponding unit price multiplied by the corresponding estimated quantity, the unit price multiplied by the estimated quantity shall govern. In the case of discrepancy between the actual arithmetic total of all items and the total stated by the

Bidder, the actual arithmetic total shall govern.

3.27. Bid Protest Process

Any bid protests shall be governed by the Protest Procedure in the City of Palo Alto Purchasing Manual on file in the Purchasing Division.

3.28. Decision to Award

A Contract may be awarded to the Bidder who is determined to be the lowest responsible Bidder, provided, however, as a condition precedent to the obligation of the City to perform under the Contract, the lowest responsible Bidder shall furnish the necessary Bid Security, proof of valid contractor’s license, such additional information as may be required by these documents or requested by the City's representatives. The City reserves the right to award more than one Contract with respect to the

Project. For purposes of this section, the City’s decision to award shall be deemed made on the date the

City sends the Notice of Award.

3.29. Decision to Reject

The City reserves the unfettered right to reject all Bids for any reason or for no reason, to re-advertise a

Bid, or to cancel a Bid listing and elect to perform the Project and Work with its own forces. The City reserves the right to reject as non-responsive any Bid which is incomplete, modified, unsigned, or illegible or which is not otherwise submitted in accordance with the requirements of this Invitation for

Bids.

3.30. Execution of Contract

If the lowest responsible Bidder fails to execute the Contract(s) and to submit all required documentation, including, without limitation, all bonds and evidence of insurance within ten (10) business days of the date of issuance of the Notice of Award, the City may award the Contract to the next lowest responsible Bidder, if any, in accordance with all applicable laws. Subject to applicable laws, the City shall be entitled to retain the Bid Security Bond of the lowest responsible Bidder in the event that the lowest responsible Bidder fails to timely execute the Contract or submit the required bonds and evidence of insurance as required herein.

3.31. Payment of Retention into Escrow Account

The Contractor may substitute investment securities for any moneys withheld as retention by the City.

At the request and expense of the Contractor, securities equivalent to the amount withheld shall be deposited with the City, or with a state or federally chartered bank in California as the escrow agent, who will then pay those moneys to the Contractor. Alternatively, the Contractor may request and the

City shall pay retention earned directly to the escrow agent at the Contractor's expense. Upon the

Invitation for Bids (IFB) #IFB197897 12 satisfactory completion of the construction contract, the Contractor shall receive the securities and interest earned on the investments. The escrow agreement shall take the form specified by Public

Contract Code Section 22300(e). Licensed persons with whom retention of funds are deposited may act as escrow agents at the sole discretion of the City.

3.32. Time of Completion

Time is of the essence. Work hereunder shall begin on the date specified on the City’s Notice to Proceed and shall be completed within the time specified in the Section entitled "Project Schedule" of this IFB.

3.33. Contractor's License Requirements

Subject to verification of good standing, Bidder shall submit a copy of its current contractor’s license as issued by the State of California under Chapter 9 of Division III of the California Business and Professions

Code (Sections 7000 et seq). Applicable license type and any specialty license(s) required as specified in a previous Section of this IFB entitled "Contractor's License Type" shall be supplied using the appropriate input section of the Bidder’s Questionnaire for this project on OpenGov.

3.34. Performance, Payment (Labor and Materials) Surety Bonds

Within ten (10) business days of issuance of the Notice of Award, the selected Bidder shall furnish City a

Performance Surety Bond, and Payment Surety Bond. Both bonds shall be in the amount of 100% of the

Contract Sum, and in accordance with requirements contained in the General Conditions of this IFB.

3.35. Liquidated Damages

Pursuant to Public Contract Code Section 7203, if Contractor fails to achieve Final Completion of the entire Work within the Contract Time, including any approved extensions thereto, City may assess liquidated damages on a daily basis for each day of Unexcused Delay in achieving Final Completion, based on the amount of five hundred dollars ($500) per day, or as otherwise specified in the Special

Provisions. Liquidated damages may also be separately assessed for failure to meet milestones specified elsewhere in the Contract Documents, regardless of impact on the time for achieving Final Completion.

The assessment of liquidated damages is not a penalty but considered to be a reasonable estimate of the amount of damages City will suffer by delay in completion of the Work. The City is entitled to setoff the amount of liquidated damages assessed against any payments otherwise due to Contractor, including, but not limited to, setoff against release of retention. If the total amount of liquidated damages assessed exceeds the amount of unreleased retention, City is entitled to recover the balance from Contractor or its sureties. Occupancy or use of the Project in whole or in part prior to Final

Completion, shall not operate as a waiver of City’s right to assess liquidated damages.

3.36. Certification of Non-Descrimination

By submitting a Bid, the Bidder certifies that: in the performance of the Contract, if awarded, it shall not discriminate in the employment of any person due to the race, skin color, gender, gender identity, age, religion, disability, national origin, ancestry, sexual orientation, pregnancy, genetic information or condition, housing status, marital status, familial status, weight or height of such person; and further certifies that it is in compliance with all Federal, State and local laws, regulations, rules, directives and executive orders regarding nondiscrimination in employment.

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3.37. Subcontractor Disqualification

Any Subcontractor who is ineligible to perform work on a public works project pursuant to Labor Code

Sections 1777.1 or 1777.7 is prohibited from performing work on this Project.

3.38. Insurance Requirements

The Bidder awarded the Contract must, for the term of the Contract obtain and maintain insurance with the coverage specified in Article 11 of the General Conditions, or as modified in the Special Provisions, provided by companies with AM Best’s key rating of A-:VII, or higher, which are licensed or authorized to transact insurance business in the state of California.

3.39. Subsurface Conditions

This Section "Subsurface Conditions" applies to any project involving trenching, pipe-bursting, directional drilling or other such subsurface work.

Subsurface soils characterized as “stiff to hard” cohesive soils and “medium dense to very dense” granular soils have frequently been encountered during excavation and subsurface work performed in the City. Based upon reports from past City projects, soil hardness and density can vary on a block-to-block basis. Bidders are advised that subsurface soil conditions for this Project may vary from point to point depending on depth, soil type, dryness, and other factors. Bidders may assume that “hard and very dense” soil will be encountered in this Project, and that the subsurface conditions will affect the rate of progress for excavating/potholing, open cut trenching, pipe-bursting, directional drilling, impact moling, and/or other trenchless operations. The successful Bidder will be required to provide adequate equipment, sufficient staffing, and the capacity to deploy alternate methods necessary to complete the

Project within the specified Contract Time, given these known soil density and hardness issues. (Refer to

Section 2200 of the City’s Water Gas & Wastewater Utility Standards regarding applicable requirements.)

3.40. Pre-Bursting Operations

This Section "Pipe-Bursting Operations" applies to any project that involves pipe bursting.

All Bidders are advised to carefully review Section 2735.1.04 of the City’s Water Gas & Wastewater

Utility Standards regarding pipe-bursting. Bidders are advised to include the cost to use the “pre-burst” or “double-pull” method, if deemed necessary to successfully replace the sewer main and meet all applicable requirements within the specified Contract Time, including the requirement to entirely replace sections of main between two manholes within 500 linear feet, within a single working day, without unnecessary electrofusion or mechanical couplings.

4. DESCRIPTION OF WORK

4.1. ON-CALL SAW CUTTING PAVEMENT AND CORE DRILLING SERVICES

(5-Year Contract)

A. Project Overview:

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The City of Palo Alto Utilities Department, Water Gas Wastewater Operations Division requests bids for a 5-year contract for on-call saw cutting pavement and core drilling services. The City intends to issue a Blanket Purchase

Order for the purchase of services on an as-needed basis. The annual contract amount is not to exceed $400K per year. The service will be used to support construction activities (such as installation of new utility services and abandonment of existing utility services) performed by Utilities Operations. Actual work quantities, based on operational needs, will significantly differ from the bid quantities.

The Contractor shall provide labor, equipment, and materials required to saw cut pavement or core drill at various locations within the City. Measurement for payment will be made per linear foot (L.F.) of pavement saw-cut or per each core drill performed. The price will be full compensation for the work, inclusive of labor, equipment, materials, traffic control, cleaning, traveling to and from each job site, transportation, fuel, invoicing, and all other incidentals required to complete the saw cutting or core drilling work in accordance with all requirements.

Each work request will include a minimum of 100 linear feet of saw-cutting work to be performed at one or more job sites, ranging from 12 to 200 linear feet per job site. Work should be performed during normal work hours

(Monday through Friday between 8 AM and 6 PM) unless otherwise authorized. The unit price for saw cut Bid shall include all costs necessary to saw cut through the full pavement thickness. Pavement types include AC (asphalt concrete), PCC (Portland cement concrete), and AC overlaying PCC. Please note that pavement thicknesses of 6-inch asphalt concrete (AC) overlaying 6-inch Portland cement concrete (PCC) shall be used when you submit the per LF unit price for saw-cutting. Allowance factors will be applied to compensate for the difference between the actual pavement thicknesses and the bid pavement thicknesses saw-cut. The allowance factor ACaf is for asphaltic concrete (AC) and the allowance factor PCCaf is for Portland cement concrete (PCC). These two allowance factors in dollars per inch thickness per linear foot saw-cut ($/inch/L.F.) will either be added to or deducted from the Bid Unit

Price, based on the difference between the actual and bid pavement thicknesses.

Formula for calculating the actual unit price for billing purpose:

AUP = BUP + [ACaf x (actual AC thickness - bid AC thickness)] + [PCCaf x (actual PCC thickness - bid PCC thickness)]

Where AUP ($/L.F.) = Actual Unit Price for billing purpose

BUP ($/L.F.) = Bid Unit Price for bidding purpose ACaf ($/inch/L.F.) = AC Allowance Factor PCCaf ($/inch/L.F.) = PCC Allowance Factor

Example:

Actual saw-cut pavement thicknesses: 10-inch AC overlaying 3-inch PCC Bid saw-cut pavement thicknesses: 6-inch AC overlaying 6-inch PCC Actual saw-cut length: 25 LF Bid Unit Price for saw-cutting (BUP): $7.00/LF AC Allowance Factor (ACaf): $0.50/inch/LF PCC Allowance Factor (PCCaf): $0.25/inch/LF

In this example, the Actual Unit Price for saw-cutting is calculated to be:

AUP = BUP + [ACaf x (actual AC thickness - bid AC thickness)] + [PCCaf x (actual PCC thickness - bid PCC thickness)] = 7 + [0.50 x (10 - 6)] + [0.25 x (3 - 6)] = 7 + 2 – 0.75 = 8.25 ($/LF)

Therefore, the billing amount for this location is $8.25/LF x 25 LF = $206.25

B. Schedule and Timeline:

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The Contractor shall provide the services within 5 working days of each call out and/or written work request. Each work request may include single or multiple job sites at various locations to be saw-cut or core-drilled.

C. Requirements and Conditions:

A. The Contractor shall only bill for actual pavement thickness and actual linear footage saw-cut.

B. If any saw-cutting/core-drilling work cannot be performed due to a parked vehicle within the marked area, the contractor shall notify the City and postpone the work to be performed with the next work request.

Upon contractor’s notification, the City will arrange for “no parking” signs to be posted at the subject location prior to the next work request. No additional compensation will be made for unexpected delays due to parked cars or other temporary obstructers blocking the access. If there are any issues on site, Contractor must call City Inspector to discuss.

C. The Contractor shall be solely responsible and shall supply all necessary labor and traffic control devices in accordance with the City's "Traffic Control Requirement" in Section 750. Cost for traffic control shall be included in the unit prices for various bid items.

D. Areas in which saw-cutting/core-drilling is performed shall be wet vacuum cleaned to remove the cutting residual, inclusive of the saw-cutting fluid. Saw cut slurry shall not be permitted to enter storm drains. Areas in which saw-cutting is performed shall be cleaned to remove the cutting residual, inclusive of the saw-cutting fluid, at the end of each workday or more often as required by the WGW supervisor or

Inspector. NOTE: Water for construction and clean-up is available from City hydrants by obtaining a meter from the Utilities Business Office.

Where the trench is to be located in a Portland cement concrete or asphaltic-concrete paved street, lines shall be marked along each side of the trench and the pavement cut along these lines with a concrete saw to the full thickness of the concrete. Only concrete saws for PCC-based pavement shall be used to remove PCC pavement.

E. Use of a rock wheel is unacceptable without prior approval of the City.

F. Work on arterial and collector streets (refer to Section 750) shall only be performed during the hours of 9

A.M. to 4 P.M., Monday through Friday.

G. Work performed during non-normal working hours, weekends, or holidays must receive prior written approval from the City.

H. The Contractor shall comply with the City's "Noise Ordinance" in Section 840.

I. Although rare, some underground subsurface installation may be very shallow and can be potentially damaged during the saw cutting/core drilling process. It is the responsibility of the Contractor to coordinate with the owners of the underground subsurface installation to verify depth and ensure that no damage is done to the underground subsurface installation.

J. For utilities emergency, contact (650) 329-2579.

D. Progress Payment:

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The contractor should submit monthly invoices for completed work only. Discrepancies found related to pavement thickness and/or length sawcut will be adjusted in the subsequent progress payment.

5. GENERAL CONDITIONS

Please see uploaded General Conditions pertaining to City of Palo Alto IFB#IFB197897 for On-Call Saw

Cutting and Core Drilling.

6. SPECIAL PROVISIONS

Not Applicable

7. TECHNICAL SPECIFICATIONS

Not Applicable

8. APPENDICES

Not Applicable

9. PROJECT DRAWINGS

Not Applicable

10. BID FORM

Note: All of the approximate quantities provided by City on this Bid Form are estimated amounts for bidding purposes only. Actual quantities may be greater or less than the estimated amount depending on circumstances encountered during construction of the Project, and the resulting Contract Sum will be subject to adjustment for actual quantities pursuant to Section 7.2.9 of the General Conditions.

YEAR 1

Please pay special attention: The actual unit price used for billing purpose should be calculated based on the actual pavement thicknesses saw-cut, using the formula listed below: Formula for calculating the actual unit price for billing purpose: AUP = BUP + [ACaf x (actual AC thickness - bid AC thickness)] +

[PCCaf x (actual PCC thickness - bid PCC thickness)] Where AUP ($/L.F.) = Actual Unit Price for billing purpose BUP ($/L.F.) = Bid Unit Price for bidding purpose ACaf ($/inch/L.F.) = Bid AC Allowance Factor

PCCaf ($/inch/L.F.) = Bid PCC Allowance Factor

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Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Saw-cut pavement with 6-inch AC overlaying 6-inch PCC during normal working hours (BUP)

5,000 L.F.

2 4-inch diameter core drill during normal work hours 20 Each

3 6-inch diameter core drill during normal work hours 10 Each

4 8-inch diameter core drill during normal work hours 5 Each

5 Saw-cut pavement with 6-inch AC overlaying 6-inch PCC during non-normal working hours (BUPOT)

200 L.F.

6 4-inch diameter core drill during non-normal work hours 1 Each

7 6-inch diameter core drill during non-normal work hours 1 Each

8 8-inch diameter core drill during non-normal work hours 1 Each

9 AC Allowance Factor (ACaf) for saw-cutting during normal and non-normal work hours

20,000 Inch/L.F.

10 PCC Allowance Factor (PCCaf) for saw-cutting during normal and non-normal work hours

20,000 Inch/L.F.

TOTAL

YEAR 2

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Saw-cut pavement with 6-inch AC overlaying 6-inch PCC during normal working hours (BUP)

5,000 L.F.

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Line Item Description Quantity Unit of

Measure Unit Cost Total

2 4-inch diameter core drill during normal work hours 20 Each

3 6-inch diameter core drill during normal work hours 10 Each

4 8-inch diameter core drill during normal work hours 5 Each

5 Saw-cut pavement with 6-inch AC overlaying 6-inch PCC during non-normal working hours (BUPOT)

200 L.F.

6 4-inch diameter core drill during non-normal work hours 1 Each

7 6-inch diameter core drill during non-normal work hours 1 Each

8 8-inch diameter core drill during non-normal work hours 1 Each

9 AC Allowance Factor (ACaf) for saw-cutting during normal and non-normal work hours

20,000 Inch/L.F.

10 PCC Allowance Factor (PCCaf) for saw-cutting during normal and non-normal work hours

YEAR 3

Measure Unit Cost Total

1 Saw-cut pavement with 6-inch AC overlaying 6-inch PCC during normal working hours (BUP)

5,000 L.F.

2 4-inch diameter core drill during normal work hours 20 Each

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Line Item Description Quantity Unit of

Measure Unit Cost Total

3 6-inch diameter core drill during normal work hours 10 Each

4 8-inch diameter core drill during normal work hours 5 Each

5 Saw-cut pavement with 6-inch AC overlaying 6-inch PCC during non-normal working hours (BUPOT)

200 L.F.

6 4-inch diameter core drill during non-normal work hours 1 Each

7 6-inch diameter core drill during non-normal work hours 1 Each

8 8-inch diameter core drill during non-normal work hours 1 Each

9 AC Allowance Factor (ACaf) for saw-cutting during normal and non-normal work hours

20,000 Inch/L.F.

10 PCC Allowance Factor (PCCaf) for saw-cutting during normal and non-normal work hours

YEAR 4

Measure Unit Cost Total

1 Saw-cut pavement with 6-inch AC overlaying 6-inch PCC during normal working hours (BUP)

5,000 L.F.

2 4-inch diameter core drill during normal work hours 20 Each

3 6-inch diameter core drill during

10 Each

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Line Item Description Quantity Unit of

Measure Unit Cost Total

4 8-inch diameter core drill during normal work hours 5 Each

5 Saw-cut pavement with 6-inch AC overlaying 6-inch PCC during non-normal working hours (BUPOT)

200 L.F.

6 4-inch diameter core drill during non-normal work hours 1 Each

7…