Sewer_Main_Root_Foaming_Project_for_a_3_year_Period.pdf

PURCHASING AND CONTRACT ADMINISTRATION DEPARTMENT

REQUEST FOR QUOTES (SERVICES )# RFQ194173

SEWER MAIN ROOT FOAMING PROJECT FOR A 3 YEAR PERIOD

SERVICES DUE DATE: Tuesday, July 1, 2025 BEFORE 3:00 pm

TABLE OF CONTENTS

Section 1 Request for Quotes Summary

Section 2 Instruction to Bidders

Section 3 Specifications/Scope of Work

Section 4 Bid Form

Section 5 Bidder's Questionnaire

Attachments:

A - Sample General_Services Agreement

B - Insurance Requirements

C - Sample Payment Bond

D - Sample Performance Bond

E - Project Location Map

F - Sample Contractor Worklog will be required for work performed

Request for Quotes (RFQ) #RFQ194173 2 Sewer Main Root Foaming Project for a 3 year Period

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1. REQUEST FOR QUOTES SUMMARY

1.1. Quote Submittal Information

Bids shall be submitted electronically through the City’s OpenGov portal at:

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

RFQ Date: June 3, 2025

Quote Submission Deadline: July 1, 2025, 3:00pm

1.2. Addenda/Clarifications/Questions

Should discrepancies be found in this RFQ or should there be a need to clarify this RFQ, Questions/Clarifications must be received by no later than NO VALUE on TBD.

Correspondence shall be communicated through the City’s OpenGov portal within the Q&A tab.

Responses from the City will be communicated through the City’s OpenGov portal to all recipients of this

RFQ via addendum. Inquiries received after the date and time stated may not be accepted. All addenda shall become part of this RFQ and acknowledged through the City’s OpenGov portal. The City shall not be responsible for nor be bound by any oral instructions, interpretations or explanations issued by the

City or its representatives.

“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.

1.3. 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.

1.4. Pre-Bid Conference

A Pre-Bid Conference is not scheduled.

1.5. 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:

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

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Class: D-61 or D-64

2. INSTRUCTION TO BIDDERS

The below Instructions to Bidders includes requirements for submitting a Bid for this request for quotes.

2.1. Submittal

Quotes shall be submitted through the City’s electronic procurement system. A Quote 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 quote is received by the time stated herein. Any Quote 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.

2.2. Responsibility of Bidder

A Quote shall be submitted at the sole cost and expense of the Bidder and, in submitting such quote 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 Quote.

2.3. Bid Submittals

Bid Form and Bidder’s Documents: Bids must be submitted though the City’s OpenGov portal. Bidder must complete all required items in full and provide signed versions of any 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 in below in "Requirements and Order of Precedence", below, of this Section ("Bid Submittals").

Bidder’s Questionnaire: Each Bid must be accompanied by a completed Bidder’s Questionnaire as provided in this RFQ. 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 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 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 information 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.

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2.4. Bid Authorization

Any person logging into the electronic procurement system to submit a Bid or any other electronic document required by the City must be authorized by the company or entity being represented, 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 OpenGov portal. If the person does business under a fictitious business name, that person shall login under his or her own login as authorized by the City's OpenGov portal. If the person logins 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 OpenGov.

2.5. 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 selecting

“Unsubmit Bid” at any time before the deadline for the receipt of Bids as specified in the RFQ Summary.

No Bidder may withdraw its Bid for a period of ninety (90) days after the date set for the opening of, subject to applicable California Law and Palo Alto Municipal Code Section 2.30.460(c), whichever occurs first.

2.6. Request(s) for Clarification

Any Bidder may submit a Question or Inquiry to the Question & Answer section of this RFQ for the clarification of any aspect of the Specifications or any other related information, or part thereof, which is a part of the RFQ. Such request shall be submitted electronically via the City’s electronic procurement system Q&A function. Such requests shall be submitted before NO VALUE on TBD. All responses will be made available on the City's OpenGov portal at least three (3) Business Days prior to the opening of

Quotes. The City reserves the right to issue an addendum or addenda per the "Addenda" Section of the

Instructions to Bidders of the RFQ.

2.7. 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 RFQ. 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 RFQ, and the provisions and instructions therein contained shall be incorporated into any Bid submitted by Bidder.

2.8. Specifications

The specifications included have been prepared to describe the standard quality, and other characteristics needed to meet City requirements. The City has standardized its requirements for

Sanitary Sewer Root Foaming and will not accept alternate quotation of a designed material, product, thing, service, “or equal other that specified in the "Specifications/Scope of Work" Section of this RFQ.

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2.9. 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 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.

2.10. DIR Registration and Other Requirements

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.

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.”

DIR Registration Required http://www.dir.ca.gov/DLSR/PWD/index.htm) http://www.dir.ca.gov/

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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.

Posting of Job Site Notices; 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.

2.11. 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:

i. 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 diem wages paid to each journeyman, apprentice, worker, or other employee employed by, respectively, Contractor and its Subcontractors, in connection with the Project.

ii. 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.

iii. 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.

iv. 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.

v. 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.

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2.12. 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.

2.13. 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 Quotes received by the City on or before the deadline shall be accepted by the electronic procurement system on the date scheduled for the due date.

2.14. Contract Award

Subject to the conditions of this RFQ, 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:

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 request for quotes;

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.

2.15. Determination of Lowest Bid

The lowest Bid shall be the lowest total of the Base Bid prices for Year 1 (Table A) ,Year 2 (Table B) and

Year 3 (Table C) and Bid Tables ADD Alternates Tables # D, E and F.

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2.16. Waiver of Minor Irregularities

The City may exercise its discretion to waive minor irregularities, defects or informalities in the

Bids/Quotes, so long as the waiver would not affect the amount of the Bid or give the Bidder an advantage over others.

2.17. Bid Discrepancies

In the case of a discrepancy between a written amount and the corresponding figures, the written amount shall govern. 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.

2.18. Award of Contract and Rejection of Bids

Decision to Award

A contract may be awarded to the lowest responsible bidder. The City reserves the right to award more than one Contract with respect to the RFQ.

Decision to Reject

The City reserves the unfettered right to reject all Quotations for any reason or for no reason, to re-advertise an RFQ, or to cancel an RFQ. The City reserves the right to reject as non-responsive any

Quotation which is incomplete, modified, unsigned, or illegible or which is not otherwise submitted in accordance with the requirements of this RFQ.

2.19. Certification of Nondiscrimination

By submitting a quotation, 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.

2.20. Exceptions

To the specifications, scope of work, General Services Agreement or requirements issued must be itemized and justified in writing and included with proposals or quotations submitted.

2.21. Performance, Payment 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 RFQ.

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2.22. 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.

2.23. Insurance Requirements

The Bidder awarded the Contract must, for the term of the Contract obtain and maintain insurance with the coverage specified the attachment regarding Insurance Requirements , 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. SPECIFICATIONS/SCOPE OF WORK

3.1. SANITARY SEWER ROOT FOAMING

Scope of Work

Contractor Qualifications

The Contractor must demonstrate a minimum of 3 years direct experience in applying chemical sewer root control of the type specified herein. The Contractor must have performed similar jobs in size and scope to the work specified herein and have treated in excess of 250,000 linear feet of sanitary sewer with its own personnel. Any work performed by subcontractors for the Contractor will not be allowed.

The Contractor must be licensed as a pesticide application business with the California Department of

Pesticide Regulation prior to submitting a bid. The Contractor must employ a State Certified pesticide applicator on the job site at all times.

Certified Pesticide Applicators licensed with the California Department of Pesticide Regulation shall perform all work. Certified Pesticide Applicators shall have a minimum of three years’ experience in performing the type of work specified.

The Contractor shall comply with all Federal, State and Local Laws, with special attention to those laws

Request for Quotes (RFQ) #RFQ194173 11 that pertain to the handling, transportation, and use of any hazardous materials, and disposal of all pesticide containers.

Wastewater Treatment Plant Protection

The Contractor shall take all steps necessary and appropriate to prevent adverse effects on the Palo Alto

Regional Water Pollution Control Plant (RWPCP). Introduction of any materials into the RWPCP must be with the approval of the RWPCP operator. The Contractor shall provide the date and time of all intended work, and the name and telephone number of the Contractor’s onsite supervisor.

The Contractor shall maintain daily communication with the City’s wastewater collection system supervisor/project coordinator and the RWPCP operator to assure that no adverse effects on RWPCP operations results from Contractor’s work.

The Contractor shall be financially responsible for any adverse effect on RWPCP processes directly or indirectly caused by chemical application, including but not limited to damages to plant processes or equipment, clean-up and restoration costs, fines imposed by State or Federal agencies, pollution of receiving waters, and civil suits. The Contractor shall further indemnify and hold harmless the City, and the operator of the wastewater treatment plant, against all costs, including legal expenses, relating to treatment plant failure or other damages or pollution caused, directly or indirectly, by the applications of chemicals by the Contractor.

Chemical Applications

Application of the chemical root control agent shall be by foaming in accordance with the best recommended practice for conditions present in the line under treatment. All foaming procedures shall be in strict accordance with the instructions on the container label.

A foam discharge hose shall be inserted throughout the entire length of the sewer section to be treated.

Acceptable methods of conveying the foam discharge hose through the sewer section are: 1) manually or mechanically inserting or shoving the foam discharge hose through the section, or 2) floating a rope through the sewer section and using the rope to pull the foam discharge hose into the section.

The foam shall be pumped under sufficient pressure to assure that the entire sewer section is completely filled with foam, and to assure that the foam passes into each lateral pipe to a distance of 5 feet from the main line. Sewer service to homeowners shall not be interrupted nor shall chemical agents reach the home or business. The Contractor must beware that excessive discharge pressure, and/or excessive quantities of material may cause foam to enter houses, or travel up forward clean-outs onto lawns.

Hose retrieval rates must be timed to evenly distribute the full quantity of foam throughout the entire area of treatment.

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When required to enter or work within a manhole, the Contractor’s employees and subcontractors shall in addition to abiding by the confined space regulations/requirements of OSHA shall also abide by any requirements spelled out by either the container label or the specimen/chemical control root agent’s manufacturers requirements. This would include meeting the minimum protective clothing requirements and/or wearing supplied air breathing apparatus.

Surcharging Sewer Lines

Sewer pipe cannot be treated effectively when surcharging flow conditions exist. If a surcharging condition exists on a sewer to be treated (i.e., flow rate is greater than 30% of the pipe diameter), the

Contractor will return to treat that portion of the sewer line when the flow is normalized. The

Contractor is responsible for monitoring weather to ensure that lines are not treated when the possibility of surcharging due to inflow and infiltration exist. If a sewer surcharges within a 12-hour period after a treatment has been made, the Contractor is required to retreat that section of sewer at the Contractor's expense if the surcharging is a result of Contractor activities or inflow and infiltration resulting from wet weather.

Contractor Responsibilities.

Contractor shall be responsible for the following:

a) Contractor must provide proof of CERTIFICATION and TRAINING by the herbicide manufacturer.

b) Only CERTIFIED CREWS shall be used for application of the herbicide systems of control herein described.

c) Contractor must possess a valid Qualified Applicator Certificate (QAC) to apply "RESTRICTED

USE" chemicals in sewer lines as described under Title 3 of California Code of Regulations [3 CCR], Code section 6000)

d) Contractor shall submit with his proposal package illustrative brochures or technical data, including a Material Safety Data Sheet (MSDS), and a specimen label of the product to be used for sewer root control.

e) Executing all work in a manner such that injury or damage to any person, animal, structure, service, property, crop or vegetation shall be avoided.

f) Avoiding using compounds containing copper and/or other known priority pollutants, as defined by the Federal EPA. Any products containing the active ingredient(s) metam-sodium or copper sulfate will not be allowed.

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g) Providing all necessary equipment and barricades to prevent pets, children, and unauthorized persons from gaining access to the site of the work. Provide adequate protection for his/her employees engaged in the handling, mixing, and distribution of the chemicals and ensure all the employees correctly wear such protection.

h) Should any chemical root control agent spill on the ground, the chemical and affected soil shall be removed and safely disposed of in accordance with the State and Federal regulations pertaining thereto. The Contractor shall handle all spills in accordance with the appropriate

Material Safety Data (M.S.D.) sheets and shall have on site materials and equipment to contain and handle spills. The area shall be restored to a condition equal to or better than before the spill.

i) Preventing all chemical agents from reaching homes and businesses along the sewers cleaning route. The Contractor shall also be accountable for any damage or death to trees, shrubs, lawns, crops and gardens that is attributable to the chemicals used in the process. Should the

Contractor, or his employees or agents cause any damage to public or private property, the

Contractor will be required to make repairs immediately.

j) Respecting the rights of property owners, and inform the private property owner before entering the property.

k) Placing proper traffic warning devices to protect the specific job site, and to prevent accidents or personal injury to the public.

l) Keeping complete, accurate records of each day's operation. Records shall show date of treatment, sections of line treated, pipe size and distance, amounts of chemicals placed in the lines, and any other pertinent information. Log sheets must be available to the City staff upon their request and a copy shall be submitted with the invoice.

m) Ensuring that chemicals are handled in accordance with manufacture’s recommendations, standard practices and appropriate statutory requirements, and that all precautions are then taken to avoid spillages.

n) Compiling with all guidelines for working within Open Space land per the procedures that have been provided with this contract.

Access to manholes

Some of the manholes to be used on this project may not be directly accessible by trucks or other vehicles. The Contractor shall be responsible for determining which manholes are not accessible to their vehicular equipment and shall plan their root foaming operations accordingly. No additional

Request for Quotes (RFQ) #RFQ194173 14 compensation will be allowed for pipe sections without direct vehicular access. In the event a specific pipe section is inaccessible to the extent beyond specified hose lengths for root foaming, the City will consider deleting this pipe section from the contract.

Notification

The Contractor shall provide 48-hour notices to the City’s wastewater collection system supervisor/project coordinator prior to starting work on any portion of the contract. In the event that a problem arises with the root foaming operations, or there is a problem with any of the existing sewer lines, the Contractor shall notify the City immediately and report the problem.

Project Documentation

Upon completion of the project and accompanying the final invoice, or whenever requested to by the

City, the Contractor shall submit log sheets and reports which show, as a minimum, the following information:

- The report date

- The date each given sewer line was treated

- Street name for each given sewer line

- A description (manhole numbers, house numbers, cross streets, etc.), which will enable the

-City Engineer to accurately identify the exact location of each sewer line

- The pipe size for each given sewer line

- The length (manhole to manhole) for each given sewer line

- Quantity of chemicals used on each sewer line

- Special conditions found by the Contractor's crew; and

- The date for each sewer line when the guarantee expires.

At the completion of the job the Contractor will submit a complete set of reports sorted by location based on Location Tables per the Project Location Map.

Treatment Guarantee

For each sewer section (manhole-to-manhole) that is treated under the Contract, the Contractor shall guarantee the work as follows. At the option of the Owner, the Contractor shall, at his own expense, retreat a sewer section, or refund 100% of the payment received to treat that section, in the event that: (1) live roots are found in the section within six months after the application; or, (2) the section plugs up and floods due to tree root obstructions within a period of two years, beginning on the date of treatment, and ending two years after the date of treatment. Re-treatments, performed at no charge in honor of the guarantee, do not extend the expiration date of the guarantee.

The guarantee applies to sewer stoppages caused by live tree roots. It does not apply to stoppages

Request for Quotes (RFQ) #RFQ194173 15 caused by grease or other foreign matter; flat, collapsed or deformed pipe; or flooding caused by a surcharged or plugged sewer section downstream from a guaranteed sewer section. This guarantee applies to main line sewers only.

Inert Ingredients

The root control material shall be formulated with foaming agents and surfactants sufficient to produce a stable, small bubble, dense foam capable of sustaining its shape and thus remaining on the treated roots. The foaming surfactants shall strip grease that typically clings to sewer root masses.

Root Killing Agent

The active component for destroying intruding roots in sanitary sewer lines shall be a potent, non-systemic toxin which kills contacted roots at low concentrations but which will not permanently affect parts of the plant distant from the treated roots. The active ingredient must be spontaneously detoxified by a natural chemical or biochemical process in a relatively short interval following its use.

Root Re-Growth Inhibitor

The active ingredient for inhibiting re-growth of root intrusions in sanitary sewer lines shall inhibit root cell growth on contact, but shall not be transported so as to damage other portions of the parent plant.

The material shall bind firmly to the soil in the vicinity of openings in pipe joints so as to form a persistent chemical barrier suppressing the growth of root tips. The material shall be sufficiently stable under the conditions of use to provide protection for twelve months or longer, but shall be subject to decomposition in wastewater treatment plants without disturbing the treatment plant processes. A specimen product label(s) and Material Safety Data Sheets shall be submitted.

Measurements & Payments

Payment for Root Foaming

Quantities listed in the bid schedule are estimates only. Payment will be made based upon the actual lengths that are chemically treated. Sewer line root foaming shall be paid for at the unit price bid per linear foot for each pipe size. Measurement of the actual number of feet treated shall be made from field measurements of the center of the manholes at each location that is treated. Payment shall be made for all pipe sections satisfactorily treated.

The unit price paid per linear foot for sewer root foaming shall include full compensation for furnishing all labor, materials, water, tools, equipment, supervision, documentation, traffic control and doing all the work involved in chemically treating the sewers as specified herein. No additional compensation shall be made in variations of depth or locations of sewer mains.

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Time of Completion

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 30 Working Days.

Additional Required Submittals

Contractor Submittals - Required 10 calendar days after issuance of the Notice to Proceed:

In addition to all other documents that may be required by the City’s Purchasing Department, the following documents must be submitted to the City’s Wastewater Operation.

a) Contractor will specify the source of water to be used for mixing chemicals. If City water is being used, the Contractor shall use a reduced-pressure backflow prevention device or air gap whenever accessing fresh water for mixing chemical.

b) Specimen/Chemical Root Control Agent labels with Material Safety Data Sheets.

c) Letter of approval from Palo Alto Regional Water Quality Control Plant

d) Pollution Liability Insurance Certificate.

e) Contractor qualifications including all related pesticide licenses and certifications.

f) Contractor's Federal DOT number.

g) Evidence that the Contractor and all his subcontractors have obtained pollution liability coverage.

h) Confined space-training certification for the employees and sub- contractors.

i) Traffic Control Plan including shop drawings and signage.

j) List of references, (minimum of 3 all from different jobs).

4. BID FORM

Request for Quotes (RFQ) #RFQ194173 17

Complete the following line items as part of your electronic submittal. All quotations must be submitted for each line item identified on this form.

QUANTITIES

Quantities as specified are approximate and no guarantee is implied that the exact amount will be purchased.

DELIVERY:

Delivery terms shall be F.O.B. Palo Alto, Freight Prepaid in accordance with the supplied "Terms and

Conditions of Purchase".

YEAR 1: A. BASE BID YEAR ONE - 2025

Provide all labor, equipment, material, transportation, applicable taxes, profit, insurance, bonds, and other overhead to perform the Work in accordance with the Project Plans and Technical Specifications, herein:

Line Item Description Quantity Unit of

Measure Unit Cost Total

A01 Apply chemical root control foam designed to kill root growth in 4.9-inch sanitary sewer mains.

172 Linear Feet

A02 Apply chemical root control foam designed to kill root growth in 5.4-inch sanitary sewer mains.

60 Linear Feet

A03 Apply chemical root control foam designed to kill root growth in 6-inch sanitary sewer mains.

19,743 Linear Feet

A04 Apply chemical root control foam designed to kill root growth in 8-inch sanitary sewer mains.

12,202 Linear Feet

A05 Apply chemical root control foam designed to kill root growth in 10-inch sanitary sewer mains.

575 Linear Feet

A06 Apply chemical root control foam designed to kill root growth in 12-inch sanitary sewer mains.

1,842 Linear Feet

A07 Apply chemical root control foam designed to kill root growth in 15-inch sanitary sewer mains.

3,258 Linear Feet

TOTAL

YEAR 2: B. BASE BID YEAR TWO - 2026

Request for Quotes (RFQ) #RFQ194173 18

Provide all labor, equipment, material, transportation, applicable taxes, profit, insurance, bonds, and other overhead to perform the Work in accordance with the Project Plans and Technical Specifications, herein:

Line Item Description Quantity Unit of

Measure Unit Cost Total

B01 Apply chemical root control foam designed to kill root growth in 4.9-inch sanitary sewer mains.

172 Linear Feet

B02 Apply chemical root control foam designed to kill root growth in 5.4-inch sanitary sewer mains.

60 Linear Feet

B03 Apply chemical root control foam designed to kill root growth in 6-inch sanitary sewer mains.

19,743 Linear Feet

B04 Apply chemical root control foam designed to kill root growth in 8-inch sanitary sewer mains.

12,202 Linear Feet

B05 Apply chemical root control foam designed to kill root growth in 10-inch sanitary sewer mains.

575 Linear Feet

B06 Apply chemical root control foam designed to kill root growth in 12-inch sanitary sewer mains.

1,842 Linear Feet

B07 Apply chemical root control foam designed to kill root growth in 15-inch sanitary sewer mains.

YEAR 3: C. BASE BID YEAR THREE - 2027

Provide all labor, equipment, material, transportation, applicable taxes, profit, insurance, bonds, and other overhead to perform the Work in accordance with the Project Plans and Technical Specifications, herein:

Line Item Description Quantity Unit of

Measure Unit Cost Total

C01 Apply chemical root control foam designed to kill root growth in 4.9-inch sanitary sewer mains.

172 Linear Feet

Request for Quotes (RFQ) #RFQ194173 19

Line Item Description Quantity Unit of

Measure Unit Cost Total

C02 Apply chemical root control foam designed to kill root growth in 5.4-inch sanitary sewer mains.

60 Linear Feet

C03 Apply chemical root control foam designed to kill root growth in 6-inch sanitary sewer mains.

19,743 Linear Feet

C04 Apply chemical root control foam designed to kill root growth in 8-inch sanitary sewer mains.

12,202 Linear Feet

C05 Apply chemical root control foam designed to kill root growth in 10-inch sanitary sewer mains.

575 Linear Feet

C06 Apply chemical root control foam designed to kill root growth in 12-inch sanitary sewer mains.

1,842 Linear Feet

C07 Apply chemical root control foam designed to kill root growth in 15-inch sanitary sewer mains.

YEAR 1: D. ADD ALTERNATE BID: 7/1/2025 TO 6/30/2026

Provide all labor, equipment, material, transportation, applicable taxes, profit, insurance, bonds, and other overhead to perform the Work in accordance with the Project Plans and Technical Specifications, herein:

Line Item Description Quantity Unit of

Measure Unit Cost Total

D01 Apply chemical root control foam designed to kill root growth in 18-inch sanitary sewer mains.

1,211 Linear Feet

YEAR 2: E. ADD ALTERNATE BID: 7/1/2026 TO 6/30/2027

Provide all labor, equipment, material, transportation, applicable taxes, profit, insurance, bonds, and other overhead to perform the Work in accordance with the Project Plans and Technical Specifications, herein:

Request for Quotes (RFQ) #RFQ194173 20

Line Item Description Quantity Unit of

Measure Unit Cost Total

E01 Apply chemical root control foam designed to kill root growth in 18-inch sanitary sewer mains.

YEAR 3 : F. ADD ALTERNATE BID: 7/1/2027 TO 6/30/2028

Provide all labor, equipment, material, transportation, applicable taxes, profit, insurance, bonds, and other overhead to perform the Work in accordance with the Project Plans and Technical Specifications, herein:

Line Item Description Quantity Unit of

Measure Unit Cost Total

F01 Apply chemical root control foam designed to kill root growth in 18-inch sanitary sewer mains.

5. BIDDER'S QUESTIONNAIRE

5.1. Company Type*

Please indicate that which most closely reflects the type for your company.

☐ California Corporation

☐ Corporation Organized under the laws of a State other than California (Provide the name of the State, location of head offices and locations of all offices in California)

☐ Limited Liability Company (Provide list of names of general partners and state which partner or partners are managing partner(s) in "Additional Information" section of Bidder's Questionnaire)

☐ Sole Proprietorship

☐ Partnership

☐ Limited Liability Partnership (Provide list of names of general partners and state which partner or partners are managing partner(s) in "Additional Information" section of Bidder's Questionnaire)

☐ Other (Attach applicable information in "Additional Information" section of Bidder's Questionnaire)

*Response required

5.2. Head Office Location*

Please specify where your head office is located.

*Response required

Request for Quotes (RFQ) #RFQ194173 21

5.3. California Offices*

Please specify, if there are any, where your California offices are located.

*Response required

5.4. Years of Experience Under Current Business Name*

How many years have you (or your company) done business under the name being used to submit?

*Response required

5.5. Years of Similar Experience*

How many years of experience similar to work or services covered in this RFQ?

*Response required

5.6. References*

Please provide relevant references of similar projects satisfactorily completed in the last three (3) years.

For each reference, please provide the following:

• Company Name

• Company Address

• Contact Individual Name

• Contact Phone Number

• Contact Email Address

• Date of Completion of Project or Service

• Contract Amount

*Response required

5.7. Previous Work for City of Palo Alto*

Have you (or your company) previously worked for the City of Palo Alto?

☐ Yes

☐ No

*Response required

When equals "Yes"

5.7.1. Previous Work for City of Palo Alto (continued)*

You have indicated that you (or your company) have previously worked for the City of Palo Alto.

Please provide the Position Title you held, the Department in which you worked, Start and End Dates and indicate if you were Full Time or Part Time or worked as a Consultant or indicate some other type of business relationship that applied.

Request for Quotes (RFQ) #RFQ194173 22

*Response required

5.8. Plants, Facilities, and Equipment*

Please provide a list of the plant(s), and/or facilities, and equipment owned by the Bidder which are available for use in connection with the proposed work as may be required herein.

For each item item on the list, please provide the following:

• Quantity

• Name, Type, Model, Capacity of Item, Facility or Equipment

• Condition

• Location

*Response required

5.9. Management Staff*

Please provide a list of the Bidder's management staff who will manage the proposed work or service.

For each staff member, please be sure to provide the following:

• Full Name

• Field of Expertise

• Capabilities

• Relevant Experience

*Response required

5.10. California Contractor's License*

Please enter the California Contractor's License Number for your company.

*Response required

5.11. DIR Registration*

Enter your California Department of Industrial Relations (DIR) Contractor Registration Number.

Please Note:If the City is unable to confirm that the bidder/contractor’s DIR registration is current, the

City must disqualify the bidder, as required by Labor Code section 1725.5.”

*Response required

5.12. Additional Information

This file upload is for any sections or questions or responses of yours that indicated to provide additional information. Please provide all information by uploading a file here with all required information or your bid may be deemed incomplete and as such non-responsive.

Request for Quotes (RFQ) #RFQ194173 23

5.13. Bidder Acknowledgement*

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.

☐ Please confirm

*Response required

5.14. Confirmation of Information*

The undersigned certifies under penalty of perjury under the laws of the State of California that all of the answers and responses to all questions and requested information within the Bidder's Questionnaire are true and correct.

*The individual confirming represents and warrants that he or she has the legal capacity and authority to bind the bidder/party submitting the Bid.

☐ Please confirm

*Response required

Request for Quotes (RFQ) #RFQ194173 24

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