Hot Mix Asphalt and Coldmix Cutback Material

The City of Palo Alto Utilities Department issued a Request for Quotes (RFQ) for a Primary and Secondary supplier of hot mix asphalt (HMA) and coldmix cutback material to be procured on a blanket purchase order basis for as-needed purchases over a three-year contract period. The procurement encompasses seven line items including 3/4" medium asphalt concrete (1,010 tons annually), 1/2" fine asphalt concrete (2,200 tons annually), 3/8" fine asphalt concrete (1,010 tons annually), 1/4" fine asphalt concrete (505 tons annually), sheet asphalt concrete (560 tons annually), tack coat SS-1H (1,400 gallons annually), and cutback asphalt 3/8" cold mix (200 tons annually), with all materials required to comply with current Caltrans Standard Specifications. The primary supplier must operate a batch plant located within eleven miles of the Palo Alto Municipal Services Center at 3201 E. Bayshore Road, while the secondary supplier must be located within twenty miles and may operate a drum plant. Pricing shall be F.O.B. Destination, Freight Prepaid, with all applicable transportation, delivery, fuel, and environmental fees included in quoted prices with no additional charges permitted, with firm fixed pricing for the initial year and subsequent years' pricing determined by an escalation ladder. The RFQ was posted on March 17, 2026, with a deadline of April 8, 2026, at 3:00 p.m. for electronic submission through the City's OpenGov portal, and questions were accepted through March 25, 2026, at 1:00 p.m. Award will be made to the lowest responsive and responsible bidder based on the lowest total bid price combining Year 1, Year 2, and Year 3 bid tables, with payment terms of Net 30 or greater.

The procurement documents do not specify set-aside designations or restrictions limiting responses to particular business categories or disadvantaged enterprises, indicating that bidding is open to all qualified vendors meeting the location and operational requirements. Prospective vendors must maintain comprehensive insurance coverage including workers' compensation at statutory limits, employer's liability at statutory limits, general liability with minimum limits of $1,000,000 per occurrence and aggregate, automobile liability with minimum limits of $1,000,000 per occurrence and aggregate, and professional liability with minimum limits of $1,000,000, with all policies issued by companies holding an AM Best's Key Rating of A-:VII or higher and licensed to conduct business in California. Environmental compliance requirements include hazardous waste take-back, zero waste and pollution prevention measures, use of recycled content paper with minimum 30% post-consumer content, FSC-certified paper packaging, and prohibition of expanded foam plastics in packaging, with specified liquidated damages for non-compliance. The City reserves the right to award more than one contract, reject all quotations, or cancel the RFQ entirely, and to terminate agreements with ten days' written notice. No incumbent vendors or specific budget ranges are identified in the posted materials; actual material quantities may significantly differ from bid estimates based on the City's operational needs.