Sand and Rock Material as needed for Parks

The City of Palo Alto is requesting quotations for sand, compost, top dressing mix, baseball infield mix, and decomposed granite on an as-needed basis for parks, with quotations due October 22, 2026 at 3:00 p.m. through OpenGov. The City intends to award a blanket purchase order to the lowest responsive and responsible bidder for an initial one-year term with two optional one-year renewal periods (maximum three years total). Material quantities are estimated and may significantly differ from bid quantities.

The scope includes delivery to the Palo Alto Municipal Service Center within five business days of each work request. Estimated quantities are 100 tons of baseball infield mix, 400 cubic yards each of two types of top dressing mix, 200 tons of decomposed granite, 200 cubic yards of organic compost, and USGA TD-360 sand. Pricing must be F.O.B. Destination Freight Prepaid and include all transportation, delivery, freight, fuel charges, environmental fees, and incidentals — no additional fees are permitted. Initial pricing is firm for the contract term; proposed pricing for optional renewal years two and three must be submitted at bid. The City may consider annual price adjustments not exceeding 5%, subject to manufacturer-provided written justification submitted at least 120 days prior to contract term expiration.

Vendors must maintain comprehensive insurance coverage including workers' compensation, general liability with $1,000,000 per occurrence and aggregate limits, automobile liability with equivalent limits, and professional liability with $1,000,000 in all damages coverage. Insurance carriers must maintain an AM Best's Key Rating of A-:VII or higher and be licensed in California. The City must be named as an additional insured on all policies except workers' compensation, employer's liability, and professional insurance. Contractors must provide 30 days' written notice of policy cancellation (or 10 days if due to non-payment).

Bidders must comply with environmentally preferred purchasing requirements, including 30% post-consumer recycled content paper, Forest Stewardship Council-certified packaging, and reusable pallet return programs. Failure to comply results in liquidated damages ranging from $30 to $262 per occurrence. Payment terms are Net 30 or greater. Questions are due October 9, 2026 at 1:00 p.m.; City responses are due October 14, 2026. The City reserves the right to terminate with or without cause upon ten days' written notice. City Council approval is required for each fiscal year's budget appropriation.