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6.18 Page 13 CITY OF REDWOOD CITY 2008/2009 - ASPHALT CONCRETE MATERIALS CITY OF REDWOOD CITY, CALIFORNIA INSTRUCTIONS TO BIDDERS AND GENERAL CONDITIONS 1. GENERAL. All bids shall be governed by the provisions of the Notice to bidders and general conditions, specifications, and the provisions of the bid form collectively referred to as the bidding document. Bids shall be subject to the provisions of Chapter 2, Article VII of the Redwood City Code, relating to purchasing. In the event of any inconsistency, the terms of the specifications shall control over any provisions of these instructions and general conditions, bid form or the notice. 2. EXECUTION OF BID. Bids must be made upon the bid form provided by the City. If the bidder is an individual, the form shall be signed by the individual bidder; if a partnership, the bid form shall be signed by a partner authorized to execute bids; if a corporation, the bid form shall be signed by the president and secretary of the corporation or an agent of the corporation authorized to execute bids of that type for and on behalf of the corporation. Evidence of such authority should accompany the bid. 3. TRANSMITTAL OF BID. The signed proposal form accompanied by the required bid security, sealed in an envelope, marked with the bid document title, shall be delivered to the City Clerk at 1017 Middlefield Road, Redwood City, California, 94063, prior to the time set for the opening of bids. 4. OPENING OF BIDS: The bids will be opened publicly in the office of the City Hall on the date and at or shortly after the time set for the opening of bids. 5. BID EVALUATION: The Asphalt Concrete Materials bid allows the options of delivery of materials by the vendor or the City to pick up the materials at the vendor's plant. There is a cost to the City that is not shown in the bid prices and shall be included in determining the lowest responsible bid. The City's costs to pick up the materials will be factored into determining the successful low bidder in the following manner: The Round Trip Time will be calculated by using the total round trip distance in miles (calculated using MapQuest) from the Municipal Services Center to the asphalt plant and back, and dividing by the posted speed limit (mph) along the route resulting in a round trip time in hours. The Hourly Rate for labor and equipment has been calculated using the Pubic Works Services Department billable cost recovery formula for the Streets and Parking Lots Maintenance section. The Hourly Rate that will be used is $130.35 11