Cold Patch, Hot Patch, Asphalt Emulsion, and Concrete

TOWN OF WESTERLY/WESTERLY PUBLIC SCHOOLS
REQUEST FOR QUOTATION
COLD PATCH, HOT PATCH, ASPHALT EMULSION, AND CONCRETE
RFQ Number: 27-06
April 14, 2026
The Town of Westerly/Westerly Schools (Town), Westerly, RI, acting through its Purchasing
Agent, is hereby soliciting sealed bids for the above referenced RFQ and you are hereby
invited to submit Unit Prices for the Scope of Work described in this Request for Quotation,
in strict accordance with the Bid Documents.
TERMS AND CONDITIONS
Bids shall be based on the Terms and Conditions as referenced in this Request for
Quotation.
BID DUE DATE/SUBMITTING INSTRUCTIONS
BIDS ARE DUE and MUST BE SUBMITTED on the attached BID FORM, Attachments B, NO LATER THAN
02:00 p.m., May 5, 2026. A Bid submitted on other than the attached BID BREAKDOWN FORM may
be rejected. Envelopes containing bids must be sealed and addressed to the undersigned, at the
Purchasing Department, Westerly Town Hall, 45 Broad St., Westerly, RI 02891 and must be clearly
marked with the Name and Address of Bidder, Bid Due Date and Time, and RFQ Number and Title.
Bidders must include one original and a Digital (soft) copy on a flash drive of the Bid as defined
in the Instruction to Bidders.
BIDDER'S QUESTIONS
Questions regarding this solicitation must be emailed and received by the Purchasing
Agent at ecardillo@westerlyri.gov no later than 12:00 p.m. on April 27, 2026, in a Microsoft
Word attachment with the corresponding solicitation number. Questions, if any, and
responses will be posted on the Town of Westerly website at www.westerlyri.gov as an
addendum to this solicitation. Bidders are responsible for checking the Town's website for
all addenda distributed in response to questions and requests for additional information.
SPECIAL INSTRUCTIONS TO BIDDERS
1. Bidder shall base the Proposal on providing all materials and equipment, FOB jobsite.
2. Quotes must be firm for a minimum of 120 days from date of submission.
3. Bid Completeness - Pricing submitted on this project must be an all-inclusive price.
The intent of an all-inclusive Price is such that no Adds or Change Orders will be
necessary.
4. If the Bidder submits a supporting/additional document with their bid, that document
must include page numbers.
5. This project is Tax exempt for Rhode Island Sales Tax and Federal Excise Taxes.
RFQ BID DOCUMENTS
Attachment A - Scope of Work/ Project Schedule, Pages 3 - 4
Attachment B - Bid Form Pages 5 - 6
Attachment C - Instruction to Bidders Pages 7 - 12
APPENDIX A - Bidder Certification Pages 13 - 17
1

TOWN OF WESTERLY/WESTERLY PUBLIC SCHOOLS
BIDDER CERTIFICATION and DISCLOSURE FORM: Bidders must include,
complete, sign and submit a Bidder Certification Form with each bid proposal. See
APPENDIX A.
This solicitation is available at www.westerlyri.gov.
The Town of Westerly/Westerly Schools reserves the right to reject any/all bids, waive any
informalities in the bids received and to accept and award the bid to the lowest qualified bid deemed
most favorable to the interest of the Town/School.
The Town/School does not discriminate based on age, color, gender, national origin, race, religion,
sexual orientation, or disability in accordance with applicable laws and regulations
Regards,
Eileen Cardillo
Purchasing Agent
Town of Westerly/ Westerly Public Schools
45 Broad Street
Westerly, RI 02891
Tel: (401) 348-2599
Email: ecardillo@westerlyri.gov
www.WesterlyRI.gov
CC: MS
2

TOWN OF WESTERLY/WESTERLY PUBLIC SCHOOLS
ATTACHMENT "A"
SCOPE OF WORK
(& General Requirements)
COLD PATCH, HOT PATCH, ASPHALT EMULSION, AND CONCRETE
RFQ 27-06
TECHNICAL SPECIFICATIONS FOR
COLD PATCH, HOT PATCH,
ASPHALT EMULSION, and CONCRETE
The Town of Westerly requires hot patch, cold patch, asphalt emulsion, and concrete for
road and sidewalk repairs. The availability of hot patch within a reasonable distance from
Westerly is critical since the Town does not own heated vehicles.
COLD PATCH:
Cold Patch shall conform to Rhode Island Department of Transportation standard specifications
M.03.04 for High Performance Cold Patching Material.
Material shall be plant mixed, high performance cold patching material composed of mineral
aggregates, a modified bituminous material and capable of storage in a stockpile for a minimum of
one year. The material shall be capable of being placed in all conditions, including wet snow
conditions, with no pothole preparation and a minimum of labor including the shoveling of the
material into the pothole and compacting with a truck tire.
Cold patch shall be delivered to the Public Works Department, 35 Larry Hirsch Lane, Westerly, RI
02891 or the Department of Utilities, 68 White Rock Rd., Westerly, RI 02891.
The successful bidder shall supply cold patch on a 24-hour notice. Delivery shall be a minimum of
15 tons.
HOT PATCH:
Hot patch shall be Plant Mix Macadam and conform to Type 1 - 1 Section M.03 of the State of
Rhode Island Department of Transportation standard specifications.
Hot Patch shall be picked-up by the Public Works Department or by the Department of Utilities at
the vendor's plant.
ASPHALT EMULSION:
Emulsified Asphalt shall conform to the State of Rhode Island Department of Transportation
standard specifications M.03.03.4 and the AASHTO M140 standards.
Emulsion shall be picked-up by the Public Works Department or by the Department of Utilities at
the vendor's plant or delivered by the awarded bidder.
CONCRETE: (a typical order is for 1-2 yards)
Water/Utility Dept.: 3,500 & 4,000 PSI mix with 34" stone.
DPW: 3,000 PSI; 3,500 PSI; 4,000 PSI 34" stone.
3

TOWN OF WESTERLY/WESTERLY PUBLIC SCHOOLS
GENERAL REQUIREMENTS/CONTRACT PERIOD:
Blanket requirements and bid prices for cold patch, hot patch, asphalt emulsion, and concrete shall
be held for following time period: July 1, 2026 - June 30, 2027.
The Public Works Department and/or Utilities will order the products on an as-needed basis,
against Town-issued purchase orders.
Prompt availability/delivery is essential and if the awarded bidder cannot supply the specified
product in the time stated in the Technical Specifications, the Town will purchase the product from
the next lowest bidder and the Town will charge the awarded bidder for the extra cost of the
materials.
The bids will be evaluated and awarded based on the most cost-effective proposal in the best
interest of the Town.
The Town reserves the right to extend this contract upon agreement to the same by the vendor(s).
Nothing herein shall obligate the Town to any such extension. All bid prices contained within the
accepted proposal must be held for the original and extended contract term or terms, should said
agreement to extend the term or terms take effect.
4

TOWN OF WESTERLY/WESTERLY PUBLIC SCHOOLS
ATTACHMENT "B"
Bid Form
"THIS FORM MUST BE COMPLETED AND SUBMITTED WITH BID"
RFQ NUMBER: 27-06
RFQ NAME: COLD PATCH, HOT PATCH, ASPHALT EMULSION, AND CONCRETE
The Bidder stated below agrees to provide all labor, materials, equipment,
supervision and all activities required to provide a complete scope of work as
defined in the Unit Prices below. PROVIDE DELIVERED PRICES, FOB WESTERLY, RI
UNIT PRICES
1. COLD PATCH
Estimated quantities: 100 tons annually
Unit Price, Delivered: ________________/ton
Unit Price, Picked-Up: ________________/ton
2. HOT PATCH
Estimated quantities: 500 tons annually
Unit Price, Picked-Up: ________________/ton
Provide location of plant for hot patch to be picked up:
______________________________________________________________________________
3. ASPHALT EMULSION
Estimated quantities: 20 gallons annually
Unit Price, Delivered: ________________/5-gallon pail
Unit Price, Picked-Up: ________________/5-gallon pail
4. CONCRETE
Estimated quantities: 30 cubic yards annually (A typical order is 1-2 yards).
Unit Price, Delivered: _______________/yard
Did you completed and submit Appendix A: YES______ NO ______?
First Delivery will be made: _____________ calendar days after receipt of order.
The above Unit Prices shall include all costs such as profit, overhead, insurance, shipping,
etc., associated with the Work of this Bid Package.
5

TOWN OF WESTERLY/WESTERLY PUBLIC SCHOOLS
The below stated Bidder agrees to provide all labor, materials, equipment, supervision, shipping and
all activities required to provide a complete scope of work as defined in this Request for Quotation,
including, but not limited to, agree to all terms and conditions, all as shown or by reference, unless
as excluded below:
EXCLUSIONS:
Did you deviate from the specifications in any way: YES____ NO ____?
(If yes, you must explain below and submit a detailed description of all deviations so that your
product or service can be properly evaluated.)
_______________________________________________________________________________________
_______________________________________________________________________________________
____________________________________________________________
The above price includes all stipulations and requirements of Addendum No.
, which have been received and accepted by the
undersigned.
This Request for Quotation, together with all documents, specifications and documents / attach-
ments / Addendums, are included and constitute the entire proposal from the bidder. There are no
terms, conditions, or provisions, either oral or written, between the parties hereto, other than those
contained herein. The Request for Quotation supersedes all written representation, inducements, or
understandings of any kind or nature between the parties hereto, relating to the project involved
herein. Payment Terms are net 30 days, for this scope of work.
The unit prices above exclude applicable sales and or use taxes; includes all insurance premiums;
and includes all shipping/transportation costs. Quotes must be firm for a minimum of 120 days
from date of submission.
Company Representative
Print Name: _________________________________
Authorized Signature: ______________________________________
______________________________________ ________________________________________
Telephone Street City State Zip
Email: ______________________________________________
Date: __________
Company Name: _______________________________________________
6

TOWN OF WESTERLY/WESTERLY PUBLIC SCHOOLS
ATTACHMENT "C"
INSTRUCTIONS TO BIDDERS
PURCHASING DEPARTMENT
1. Submission of Bids
a. Envelopes containing bids must be sealed and addressed as indicated on the Invitation to Bid and
must be marked with the name and address of bidder, date and bid due time, and name of bid, along
with RFQ number.
b. The Purchasing Agent will decide when and if the specified time has arrived to open bids, and no
bid received thereafter will be considered. The Purchasing Agent reserves the right to waive any
informality in the bidding process.
c. Any bidder may withdraw his/her bid by written request at any time prior to the advertised time for
opening. Telephonic bids, amendments, or withdrawals will not be accepted.
d. Negligence on the part of the bidder in preparing the bid confers no rights for the withdrawal of the
bid after it has been opened.
e. Proposals received prior to the time of opening will be securely kept unopened. No responsibility
will attach to an officer or person for the premature opening of a proposal not properly addressed and
identified.
f. Any deviation from the Specifications must be noted in writing and attached as part of the bid
proposal. The Bidder shall indicate the item or part with the deviation and indicate how the bid will
deviate from Specifications.
2. Prices
Bidders shall state the proposed price in the manner as designated in the Bid Proposal Form. If there
is a discrepancy between the unit prices and the extended totals, the unit prices shall govern. In the
event, there is a discrepancy between the price written in words and written in figures, the prices
written in words shall govern.
3. Terms
Cash discounts offered will be considered in determining awards. The discount period shall be
computed from the date of delivery or from the correct invoice as received by Town Treasurer,
whichever date is later. The date of delivery shall be construed to mean the date on which bid item is
determined to meet the specifications and is therefore acceptable. Discounts for a period less than
thirty (30) days may not be considered. Payment terms are net 30.
4. Qualification of Bidders
The Town/School's may make such investigations as it deems necessary to determine the ability of
the bidder to perform the work. The bidder shall furnish the town with all such information and data
for the purpose as may be requested.
5. Addenda and Interpretations
No interpretation on the meaning of the Plans, Specifications or any other Contract Document will be
made to any bidder orally. Every request for such interpretations must be in writing.
7

TOWN OF WESTERLY/WESTERLY PUBLIC SCHOOLS
All questions pertaining to the specifications or proposal procedure should be first directed to the
Purchasing Agent. Where information from the Purchasing Agent differs from information from any
other source, the information from the Purchasing Agent prevails. The Town/School is not responsible
for information obtained from any other source. It is the responsibility of the Bidder to check the
website for any and all information regarding the request to bid.
6. "Or Equal" Bidding
When the name of a manufacturer, a brand name, or manufacturer's catalogue number is issued as
the bid standard in describing an item followed by "Or Equal" this description is used to indicate quality,
performance and other essential characteristics of the article required.
If bidding on other than the make, model, brand or sample specified, but equal thereto, bidder must
so state by giving the manufacturer's name, catalogue number and any other information necessary
to prove that the intended substitution of a commodity is equal in all essential respects to the bid
standard. Bidder must prove to the satisfaction of the Town of Westerly/Westerly Schools or by person
or persons designated by him, that his/her designated substitute is equal to the bid standard:
otherwise, his/her bid will be declared "No Bid" insofar as the item in question is concerned.
7. Award and Contract
Unless otherwise specified, the Town of Westerly/Westerly Schools reserves the right to make award
by item or items, or by total, as may be in the best interest of the Town; accept a proposal based on
considerations other than costs; and waive and modify any provisions of the request for proposal.
A written award (or acceptance of Bid) mailed (or otherwise furnished) to the successful bidder
followed by an authorized Purchase Order shall, unless otherwise specified, be deemed to result in a
binding contract without further action by either party. The Bidder is responsible for all costs and
expenses to develop and submit a proposal in response to the solicitation.
8. Equal Employment Opportunity Policy Statement
For the purposes of this Policy, the term "vendor" shall mean any and all individuals, companies,
corporations, and business entities that provide goods or services to the Town of Westerly/Westerly
Schools pursuant to any and all relevant and appropriate Federal, State, and local purchasing rules,
regulations, and procedures.
The Town of Westerly/Westerly Schools is committed to the general policy and principle of Equal
Employment Opportunity in terms of retaining vendors to provide the Town/Schools with goods and
services necessary for routine and emergency operations. The Town of Westerly/Westerly Schools
will not discriminate against vendors as entities, or individual employees thereof on any legally-
recognized basis included, but not limited to, race, age, color, religion, sex, marital status, national
origin, physical or mental disability, Veteran's status, pregnancy, sexual orientation, genetic
conditions, predisposition to certain diseases, or ancestry, except where a bona fide occupational
qualification exists.
9. Standard Insurance and Indemnification Requirements (for Construction/Labor Services)
General Conditions: Within ten (10) business days of the award or notice, or prior to the start of work,
whichever comes first, the contractor will provide, pay for, and maintain in full force and affect the
insurance outlined here for coverage's at not less than the prescribed minimum limits of liability. Such
coverage is to remain in force during the life of the contract and for such additional time as may be
required, and will cover the contractor's activities, those of any and all subcontractors, or anyone
directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable.
A. Certificates of Insurance: The contractor will give the owner a certificate of insurance completed by a
duly authorized representative of their insurer certifying that at least the minimum coverage's required
here are in effect and specifying that the liability coverage's are written on an occurrence form and
that the coverage's will not be canceled, non-renewed, or materially changed by endorsement or
through issuance of other policy(ies) of insurance without thirty (30) days advance written notice to:
Town of Westerly, 45 Broad Street, Westerly, Rhode Island, 02891 Attn: Purchasing Agent. Failure
8

TOWN OF WESTERLY/WESTERLY PUBLIC SCHOOLS
of the owner to demand such certificate or other evidence of full compliance with these insurance
requirements or failure of the owner to identify a deficiency from evidence provided will not be
construed as a waiver of the contractor's obligation to maintain such insurance.
B. Insurer Qualification: All insurance will be provided through companies authorized to do business in
the State of Rhode Island and considered acceptable by the owner, with an A.M. Best Rating of A-
/VIII.
C. Additional Insured: To the extent commercially available at no additional cost, the policy or policies
providing insurance as required, with the exception of professional liability and workers'
compensation, will defend and include the owner and owner's architects, directors, officers,
representatives, agents, and employees as additional insureds on a primary basis for work performed
under or incidental to this contract.
D. Retroactive Date and Extended Reporting Period: If any insurance required here is to be issued or
renewed on a claims-made form as opposed to the occurrence form, the retroactive date for coverage
will be no later than the commencement date of the project and will state that in the event of
cancellation or nonrenewal, the discovery period for insurance claims (tail coverage) will be at least
36 months.
E. Subcontractors' Insurance: The contractor will cause each subcontractor employed by contractor to
purchase and maintain insurance of the types specified below. When requested by the owner, the
contractor will furnish copies of certificates of insurance evidencing coverage for each subcontractor.
F. Waiver of Subrogation: The contractor will require all insurance policies in any way related to the work
and secured and maintained by the contractor to include clauses stating each underwriter will waive
all rights of recovery, under subrogation and otherwise, against owner, architect, and all tiers of
contractors or consultants engaged by them. The contractor will require of subcontractors, by
appropriate written agreements, similar waivers each in favor of all parties enumerated in this section.
G. Indemnification/Hold Harmless: The contractor shall indemnify, defend, and hold harmless the owner
and, if applicable, the engineer and their agents and employees from and against all claims, damages,
losses and expenses, including attorney's fees of counsel selected by the owner, arising out of or
resulting from the performance of the work and /or the supplying of materials, provided that any such
claim, damage, loss or expense (a) is attributable to bodily injury, sickness, disease or death, or to
injury to or destruction of tangible property including the loss of use resulting therefrom, and (b) is
caused in whole or in part by any negligent act or omission of the contractor, any subcontractor,
anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be
liable, regardless of whether or not they are caused in part by a party indemnified hereunder.
II. Insurance Limits and Coverage:
A. To the extent applicable, the amounts and types of insurance will conform to the minimum terms,
conditions and coverages of Insurance Services Office (ISO) policies, forms, and endorsements.
B. If the contractor has self-insured retention's or deductibles under any of the following minimum
required coverage's, the contractor must identify on the certificate of insurance the nature and amount
of such self-insured retention's or deductibles and provide satisfactory evidence of financial
responsibility for such obligations. All self-insured retention's or deductibles will be the contractor's
sole responsibility.
C. Commercial General Liability: The contractor will maintain commercial general liability insurance
covering all operations by or on behalf of the contractor on an occurrence basis against claims for
personal injury (including bodily injury and death) and property damage (including loss of use). Such
insurance will have these minimum limits:
Minimum Limits: $1,000,000 each occurrence
$2,000,000 each occurrence if blasting is required
$2,000,000 general aggregate with dedicated limits per project site
$2,000,000 products and completed operations aggregate
9

TOWN OF WESTERLY/WESTERLY PUBLIC SCHOOLS
$1,000,000 personal and advertising injury
Should blasting be required, all necessary permits for the use of explosives shall be obtained by the
contractor or insured from the Fire Marshall.
Special hazards shall be covered if needed by endorsement to the Commercial Liability policy/policies
as follows:
1) Property damage liability arising out of the collapse of or structural injury to any building
or structure due to excavation (including burrowing, filling or backfilling in connection
therewith), tunneling, pile driving, cofferdam work or caisson work; or to moving, shoring,
underpinning, razing or demolition of any building or structure, or removal or rebuilding of
any structural support thereof.
2) Property damage liability for injury to or destruction of property arising, directly or
indirectly, from blasting or explosions however caused, other than explosions of air or
steam vessels, piping under pressure, prime movers, machinery or power transmitting
equipment.
3) Property damage liability for injury to or destruction of wires, conduits, pipes, mains,
sewers or other similar property, or any apparatus in connection therewith, below the
surface of the ground, arising from and during the sue of mechanical equipment for the
purpose of excavating or drilling within project limits; injury to or destruction of property at
any time resulting therefrom.
D. Automobile Liability: The contractor will maintain business auto liability coverage for liability arising
out of any auto, including owned, hired, and non-owned autos.
Minimum Limits: $1,000,000 combined single limit each accident
E. Workers' Compensation: The contractor will maintain workers' compensation and employer's liability
insurance. Waiver of subrogation in favor of the Town of Westerly shall apply.
Minimum Limits: Workers' Compensation: statutory limit
Employer's Liability: $500,000 bodily injury for each accident
$500,000 bodily injury by disease for each employee
$500,000 bodily injury disease aggregate
F. Umbrella/Excess Liability: The contractor will maintain coverage applying over the underlying
Commercial General Liability, Automobile Liability, Pollution Liability (where applicable), and
Employer Liability section of the Workers Compensation coverage. The Town of Westerly shall
have the sole discretion in increasing or reducing the Umbrella/Excess Liability coverage
requirements depending on the scope and/or size of the work to be performed by
Contractor/Bidder.
Minimum Limits: $5,000,000 per occurrence/$5,000,000 annual aggregate
Coverage applies over the underlying Commercial General Liability, Automobile Liability, pollution
liability (where applicable), and Employer Liability section of the Workers Compensation Coverage.
G. Professional Liability (for consultants, engineers, and other individuals/businesses providing
professional services)
Each Claim/Wrongful Act: $1,000,000
Annual Aggregate $1,000,000
Town of Westerly/Westerly Schools reserves the right to amend amounts of coverage required and
type of coverages provided based on work or service to be performed.
10