Runway sand, silica

The City of Philadelphia is soliciting quotes for runway sand and silica through a micro purchase, with quotes due November 13, 2026 on the PHLContracts platform. The award will go as a whole to the lowest responsive and responsible bidder and will result in a Requirements contract. The procurement carries no set-aside or preference, as the Local Business Entity Program does not apply to small order purchases. Vendors must answer the LBE certification question to proceed.

Quotes must be submitted electronically by an authorized company representative with a signed Consent and Authorization Agreement, either on file in the vendor profile or attached to the submission before bid closing. Quotes without this form will not be considered. Sellers may not be party to more than one quote for the same products or services. The City may reject any or all quotes and accept quotes from multiple sellers. Sellers must not deliver until notified by the department.

Pricing is entered as unit costs for each listed item on an all-inclusive basis, with freight incorporated into item costs. Quotes must be net of taxes, as the City is exempt from federal excise, transportation, and Pennsylvania sales and use taxes. A silica specification sheet sets the technical and quality standards the sand must meet. Sellers must certify they are not indebted to the City for delinquent taxes and must comply with Philadelphia business tax requirements.

The total contract value cannot exceed $45,000, adjusted annually by the percentage increase in the CPI-U from January 1, 2020, to the most recently published CPI-U and rounded to the nearest $1,000. The contract term is 365 days from the effective date, which begins upon issuance of a Purchase Order. Quotes remain valid for 60 days from submission, and no modifications are permitted after bid opening. Sellers must maintain workers' compensation insurance at statutory limits, general liability insurance of $500,000 per occurrence, and automobile liability insurance of $300,000 per occurrence. Payment is made by electronic deposit after delivery and City approval, and invoices must reflect the entity name on the purchase order. The contract is governed by Pennsylvania law, with venue in the Court of Common Pleas of Philadelphia County.

Questions go to Procurement Customer Service at PHLContracts@phila.gov or 215-686-4755, 215-686-4720, or 215-686-4721.