SOW_Spec_-_RFQ197216_FINAL.pdf

This Scope of Work document outlines specifications for the City of Palo Alto's Request for Quotation #197216 regarding the purchase and delivery of bulk chemical solutions to Rinconada Pools located at 777 Embarcadero Road. The City requires two primary deliverables: approximately 22,000 to 26,000 gallons annually of 12.5% Sodium Hypochlorite Solution for delivery to a 1,000-gallon tank in the mechanical room, and approximately 6,000 to 8,000 gallons annually of 14.5% Muriatic Acid Solution for delivery to a 350-gallon tank outside the mechanical room. The selected vendor must establish a delivery schedule ensuring tanks remain adequately stocked at all times, with same-day emergency delivery response required on weekends and holidays at no additional cost to the City. Deliveries are restricted to 8:00 a.m. to 5:00 p.m. due to truck route limitations and community noise ordinances. The quotation submission deadline is April 9, 2026, at 3:00 p.m., with contract award anticipated for June 30, 2026. The contract term spans three years from July 1, 2026, through June 30, 2029, with two optional 12-month renewal periods available. Vendor site inspection prior to bid submission is strongly encouraged due to limited truck access, and vendors must contact the Facilities Help Line at (650) 496-6900 prior to each delivery to access locked tank areas.

Pricing shall be quoted on a per-gallon basis and must be all-inclusive of regulatory compliance, fuel surcharges, delivery charges, California mill tax, California pesticide assessment fees, and applicable taxes, excluding sales tax. Separate pricing is required for each of the three contract years. The City has estimated the total project value at approximately $240,000 over the three-year period, with award made to the lowest responsive and responsible bidder based on grand total pricing for all three years. Vendor qualifications must include comprehensive insurance coverage with minimum limits of $1,000,000 for general liability and automobile liability, compliance with the City's Environmentally Preferred Purchasing Requirements including hazardous waste take-back and zero waste standards, and adherence to safe work practices. No incumbent contractor is identified in the available documentation. The procurement is open to all responsive and responsible bidders with no set-aside designations specified. Prevailing wage requirements do not apply, and no federal, state, or grant funding has been designated for this procurement. The City reserves the right to terminate the agreement with or without cause upon ten days' written notice.