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6.18 Page 14 The Cost Per Load will be calculated by multiplying the Round Trip Time by the City's Hourly Rate. The Total Number of Loads (round trips needed to transport the materials in the bid proposal) will be calculated by dividing the total amount of tons in the bid proposal (3,340) by the maximum ton load the City's vehicles carry (7). The Total Number of Loads is 477. The Total Pick up Cost - the factor to be added to the total bid price submittal is the calculation of the Total Pick Up Cost calculated by the Cost per Load multiplied by the Total Number of Loads, which determines the total cost for bid calculation purposes for the City to pick up the materials. The total bid price on the bid submittal form on page 9 will be added to the Total Pick Up Cost to determine the total bid amount. This is the figure that will be compared to decide the lowest responsible bid. 6. AWARD OF BID: The bid will be acted on by the City Council within thirty (30) calendar days from the date set for the opening of bids unless otherwise stated in this bid document. No bidder may withdraw their bid during such period. The City Council will award the bid to the lowest and most responsible bidder complying with the bid document, whose offer in the opinion of the City Council best responds in quality, fitness, capacity, suitability and adaptability to the particular needs and requirements of the City of Redwood City for the goods, wares, apparatus, material, or services called for by this bid document. The City Council reserves the discretionary power to determine, independent of price, which bidder is the best and most responsible bidder in accordance with the above mentioned Article VII of Chapter 2 of the Redwood City Code. The City may choose to make multiple bid awards with no designation of primary, secondary or backup supplier to provide an opportunity for City staff to select the supplier of a required product on a case-by-case basis. The criteria used in this case-by-case supplier selection shall include, but not be limited to pricing, proximity of plant site and product availability. 7. REJECTION-DISCREPANCIES: The Council ofthe City of Redwood City reserves the right to reject or accept any proposal or bid or any part or portion thereof or any combination of bid items or bids, and further reserves the right to waive any informality or patent clerical error in any bid. In the event of discrepancy between item prices and total prices, item prices shall control. Notwithstanding the foregoing, such discrepancies shall constitute grounds for rejection of all or portion of any bid. 8. ADDITIONS AND ALTERATIONS: All bids shall be made on the bid form furnished by the City. No additions, alterations, exceptions or conditions other than specified herein will be permitted. Letters of transmittal cannot be considered part of the bid, 12