RFQ 2604 - Backfill Materials RFQ 2604 - Addendum No. 1 RFQ 2604 - Addendum No. 2 RFQ 2604 - Addendum No. 3

EAST BAY MUNICIPAL UTILITY DISTRICT
REQUEST FOR QUOTATION (RFQ) NO. 2604
for
BACKFILL MATERIALS
Contact Person: Mel Go
Phone Number: 510.287.2017
E-mail Address: mel.go@ebmud.com
For complete information regarding this project, see RFQ posted at
https://www.ebmud.com/business-center/materials-and-supplies-bids/current-requests-
quotation-rfqs/ or contact the EBMUD representative listed above. Please note that prospective
bidders are responsible for reviewing this site during the RFQ process, for any published addenda
regarding this RFQ.
Bids Due
by
2:00 p.m.
on
April 22, 2026
All bid submissions hand delivered or mailed (USPS, FedEx, UPS, etc.) to the address or
PO Box noted below and must be received no later than 2:00 p.m. on the bid due date.
RESPONSE DELIVERED BY SERVICE RESPONSE DELIVERED BY MAIL RESPONSE HAND-DELIVERED
(UPS, FedEx, DHL, etc., during (U.S. Postal Service) to: (during business hours: 8:00
business hours: 8:00 AM - 3:30 AM - 4:00 PM only)
PM only) to:
EBMUD-Purchasing Division
EBMUD-Purchasing Division EBMUD-Purchasing Division RFQ 2604 - Backfill Materials
RFQ 2604 - Backfill Materials RFQ 2604 - Backfill Materials Purchasing Office
375 11th Street P.O. Box 24055 375-11TH Street, 1st Floor
Oakland, CA 94607 Oakland, CA 94623 Oakland, CA 94607
REV: 9/23/25

EAST BAY MUNICIPAL UTILITY DISTRICT
RFQ No. 2604
for
Backfill Materials
TABLE OF CONTENTS
I. STATEMENT OF WORK ........................................................................................................... 3
A. SCOPE................................................................................................................................... 3
B. BIDDER QUALIFICATIONS .................................................................................................... 3
C. SPECIFIC REQUIREMENTS .................................................................................................... 3
D. TESTING AND INSPECTION .................................................................................................. 8
E. FAILURE TO MEET SPECIFICATIONS ..................................................................................... 8
II. CALENDAR OF EVENTS ........................................................................................................... 9
III. DISTRICT PROCEDURES, TERMS, AND CONDITIONS ................................................................ 9
A. RFQ ACCEPTANCE AND AWARD .......................................................................................... 9
B. BRAND NAMES, APPROVED EQUIVALENTS, DEVIATIONS, AND EXCEPTIONS .................. 10
C. PRICING .............................................................................................................................. 10
D. PRICE ADJUSTMENTS ......................................................................................................... 10
E. NOTICE OF INTENT TO AWARD AND PROTESTS ................................................................ 11
F. METHOD OF ORDERING .................................................................................................... 12
G. TERM / TERMINATION / RENEWAL ................................................................................... 12
H. INVOICING ......................................................................................................................... 13
IV. RFQ RESPONSE SUBMITTAL INSTRUCTIONS AND INFORMATION ......................................... 13
A. DISTRICT CONTACTS .......................................................................................................... 13
B. SUBMITTAL OF RFQ RESPONSE ......................................................................................... 13
ATTACHMENTS
EXHIBIT A - RFQ RESPONSE PACKET
EXHIBIT B - INSURANCE REQUIREMENTS
EXHIBIT C - GENERAL REQUIREMENTS
EXHIBIT D - IRAN CONTRACTING ACT CERTIFICATION
EXHIBIT E - GENERAL AREA MAP
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BACKFILL MATERIALS
I. STATEMENT OF WORK
A. SCOPE
It is the intent of these specifications, terms, and conditions to describe the Class I
backfill and Class II aggregate base material, sand, and/or drain rock, required by the
East Bay Municipal Utility District (District) to renew the District vendor pool. The scope
of this project is to supply approximately 300,000 tons of various backfill materials
during the annual term of this contract. The materials are typically delivered to
designated District bins or jobsite locations.
East Bay Municipal Utility District (District) intends to award a one (1) year contract with
four (4) options to renew for one-year period(s), for a total of five (5) years and awarded
to a pool of top ranked lowest cost bidder(s) whose response conforms to the RFQ and
meets the District's requirements.
B. BIDDER QUALIFICATIONS
1. Bidder Minimum Qualifications
a. Bidder, bidder's principal, or bidder's staff shall have been regularly
engaged in the business of providing backfill materials in a quantity and
manner similar to that described in this RFQ for at least five (5) years.
b. Bidder shall possess all permits, licenses, and professional credentials
necessary to supply product and perform services as specified under this
RFQ.
C. SPECIFIC REQUIREMENTS
1. DESCRIPTION
a. Furnish backfill materials as specified herein. It is required that backfill
materials be furnished f.o.b. Bidder's Supply Point and/or f.o.b. to various
destinations in accordance with this RFQ.
b. "Bidder's supply point" as used herein means the quarry from which the
bidder proposes to supply backfill materials. Each item on the Bidding
Sheet requires a supply point.
2. MATERIALS
a. Recycled material must be free of glass, clay pipe, asbestos, and other
debris.
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b. Class I Backfill or Sand: This is the pipe bedding and cover material used in
placing District water mains. The acceptance specifications for Class I backfill
are as follows:
i. Shall be clean, sound, and durable natural or crushed sand, free from
organic material and other deleterious substances
ii. Shall not originate from salt water environments
iii. Measured resistivity of material passing the No. 4 sieve, using a soil
resistivity box in accordance with ASTM G57*, shall not be less than
5000 ohm-cm.
iv. Soil pH shall be measured in accordance with ASTM G51* and shall
not be less than 6.5.
v. The sand equivalent value as determined by California Test 217* shall
not be less than 30.
vi. PG&E Sand may also be ordered and must meet PG&E Spec
standards.
vii. Shall conform to the following grading when tested in accordance
with ASTM C136:
Sieve Size Percent Passing
19.00mm (3/4") 100
4.75mm (No. 4) 70-100
2.36mm (No. 8) 30-100
0.075mm (No. 200) 0-5
c. Class II Aggregate Base:
i. Shall be 3/4" maximum, conforming to CSS Section 26
ii. MUST ONLY be sourced from the Cemex Clayton Quary, Clayton,
California 94517
iii. If origin or supply point of material will be sourced from another
location other than the above section (ii), Contractor must notify the
District prior to accepting the order, and request approval to source
from another location.
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iv. Orders sourced from other locations and inconsistent with section (ii)
above that were not approved by the District will not be accepted or
paid by the District.
3. TIME OF DELIVERY AND QUANTITIES
a. Individual orders for jobsite delivery of material and their required time of
arrival at the respective jobsites will be placed as the day to day job
requirements become known. Whenever possible, the contractor will be
given one day's prior notice of delivery requirements and arrival times.
Deliveries may often be required on the same day that notification is
given. In this event, two (2) to four (4) hours' advance notification will be
given to the Contractor, and the quantities ordered in this instance will not
exceed the hauling capabilities of two trucks to any one jobsite or a total
of four trucks to all jobsites.
b. If the Contractor is unable to deliver the material as required under the 2
to 4 hour notification conditions, Contractor shall notify the originator of
the order within 15 minutes after the order is placed. District may then
seek to place the order with another vendor. Since time is of the essence,
in the event Contractor makes 4 such declinations or "non-response" in
any continuous 4-week period, the District may suspend future orders and
only resume at the discretion of the District when deficiencies have been
satisfactorily addressed. Continuing failure to deliver as requested may
result in cancellation of the contract.
c. Contractor must have the capability to deliver 600 tons of material on any
given day for each region awarded to the contractor pursuant to this
agreement. The contractor is not required to deliver more than 600 tons
per day for each region awarded to the contractor pursuant to this
agreement. If, for example, a contractor is awarded two regions, their
daily minimum delivery expectation will be 1,200 tons (600 tons X 2) per
day; 3 regions equal 1,800 tons, etc.
d. Contractors are encouraged to bid on one or all regions. If a contractor is
unable to meet the delivery requirements or do not deliver to the location,
indicate N/A.
e. If a contractor is bidding on multiple regions, the contractor shall
indicate/designate the number of regions they are capable and expected
to satisfy should they submit the lowest responsible bid for multiple areas.
For example, bidder submits bids for all five regions but only has the
capacity to supply 1,200 tons per day. The bidder shall indicate to the
District in their bid that they will not accept the award of more than two
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BACKFILL MATERIALS
areas. The District will make the decisions as to which geographic regions
are awarded based on the lowest overall ranked cost to the District.
f. Orders for delivery will be placed for full truckloads only to single jobsites.
There may be occasions wherein a truck will be required to discharge a
portion of its load at more than one location at the same jobsite. These
locations normally will be within the same block but could be a few blocks
apart.
g. Deliveries will be required at any time from 7:00 a.m. to 3:30 p.m.,
Monday through Friday, excluding holidays. No deliveries will be required
nor permitted on any holiday of the District.
4. MAIN AREA CENTERS OF USE:
a. Briones Watershed
1611 Bear Creek Road, Orinda
b. Construction Maintenance Center (CMS)
2144 Poplar Street, Oakland
c. East Area "A"
Intersection of N. Main Street and San Luis Rd, Walnut Creek
d. East Area "B"
Intersection of Greenbrook Drive and Greenbrook Court between Danville
and San Ramon
e. Oakport Storage
5885 Oakport Street, Oakland
f. North Area
Intersection of Research Drive and Hilltop Road, Richmond
g. South Area
Intersection of E. Lewelling Blvd and Wickman, San Lorenzo Miller Road
22323 Redwood Road, Castro Valley
Example of ranked assignment and potential award of regions, see below:
Low bid is examined. If bidding a location, all lines in each area location must be filled,
otherwise, it will be deemed incomplete and will not be ranked.
For simplicity, ranked award(s) for each location will be assigned based on averaged rate
of all items bid for the specified location/region and ranked among competing vendors
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against the lowest bid. If a line item for a region/location has no bid, it will not be
calculated in the average.
EXAMPLE SCENARIO (Averaged Rate Per Ton):
NORTH NORTH SOUTH SOUTH CONSTRUCTION CONSTRUCTION
BIDDER AREA AREA AREA AREA MAINT SERV MAINT SERV
SCHEDULE SCHEDULE SCHEDULE SCHEDULE II SCHEDULE SCHEDULE
I II I I II
VENDOR A 30.00 20.00 No Bid 32.00 30.00 32.00
VENDOR B 34.00 24.00 27.00 31.00 29.00 24.00
VENDOR C 33.00 28.00 34.00 28.00 34.00 30.00
VENDOR D 31.00 29.00 31.00 29.00 31.00 29.00
NORTH NORTH SOUTH SOUTH CONSTRUCTION CONSTRUCTION
RANKING AREA AREA AREA AREA MAINT SERV MAINT SERV
SCHEDULE SCHEDULE SCHEDULE I SCHEDULE II SCHEDULE SCHEDULE
I II I II
RANK 1 Vendor A Vendor A Vendor B Vendor C Vendor B Vendor B
RANK 2 Vendor D Vendor B Vendor D Vendor D Vendor A Vendor D
RANK 3 Vendor C Vendor C Vendor C Vendor B Vendor D Vendor C
RANK 4 Vendor B Vendor D - Vendor A Vendor C Vendor A
5. STANDBY
a. Standby time billing requires prior District approval. Any standby time
prior to unloading in excess of sixteen (16) minutes per load will be paid
for at the prevailing Public Utilities Commission rate. If no such rate exists,
standby time will be paid at the rate on the Bidding Summary Sheet.
b. It will be the Contractor's responsibility to acquire access to District rock
sites at Briones and Upper San Leandro. Standby time will not be paid
while waiting for District personnel to open the gates.
6. PLANT CLOSURES
a. In the event that a Contractor is unable to deliver material or its primary
supply point is closed due to inclement weather or other reasons,
Contractor shall use a backup quarry. The District must be notified if this
occurs. Orders sourced from locations unapproved by the District will not
be accepted or paid by the District. Material shall be supplied at contract
price, and must meet all contract specifications.
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7. INVOICING AND WEIGHT TAGS
a. All invoices must clearly identify the weight and material tag number,
name of person placing order, purchase order number, budget unit
number, appropriate delivery location and the use area, and shall list the
Contractor's supply point, type, quantity, and cost of individual items.
Material cost and delivery cost shall be consolidated in accordance with
the bid and shall appear as a single entry. Weight and material tags
covering every item on the invoice and a copy of the invoice shall be sent
to the specific budget unit placing the order (addresses to be provided),
unless otherwise instructed by the District. The original invoice shall be
sent to Accounts Payable. Tags not having job numbers will be returned to
the Contractor for completion. Failure to comply with these requirements
will cause a delay in payment.
b. Each invoice shall have a unique number. A new invoice will not be
processed if the District has processed an invoice with the same number in
the past.
D. TESTING AND INSPECTION
1. Testing
a. Bidders must submit with their bid analysis sheets or a written statement
from the production plant certifying compliance of the material (both virgin
and recycled) proposed to be delivered to the District.
b. The District reserves the right, during the life of the contract, to require the
successful Contractor(s), every 60 days if necessary, to submit samples to the
District for testing. Failure to submit samples that achieve satisfactory
laboratory test results may result in the cancellation of the contract. In
addition, the District may perform testing of material at delivery locations to
verify that delivered materials meet specification standards. Contractors who
fail three District sample tests within a 12 month period may have their
contract terminated for default.
c. If, during the life of the contract, Contractor elects to utilize a quarry site(s)
not originally identified on the bid sheet, Contractor must notify the District
prior to use of the suggested quarry and the materials from that quarry will be
subject to immediate analysis.
E. FAILURE TO MEET SPECIFICATIONS
In the event any shipment or shipments of a Contractor's product do not meet the
specification or delivery requirements, the District may reject the shipment or
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shipments and, at its option, may purchase this material from any supplier on the open
market who can meet the District's specification requirements, or the District may
demand immediate replacement by Contractor of the non-conforming product. Any
costs over and above the original contract price will be charged back to the Contractor.
In addition, Contractor shall bear the costs of removal and disposition for any delivery
which fails to conform to the specifications.
II. CALENDAR OF EVENTS
EVENT DATE/LOCATION
RFQ Issued April 9, 2026
Deadline For Submission April 13, 2026
of Questions
Response Due April 22, 2026 by 2:00 p.m.
At this time all bids will be opened publicly in the EBMUD
Board Room at 375 Eleventh St.,
Oakland, CA 94607*
Anticipated Contract Start May 26, 2026
Date
Note: All dates are subject to change by District.
Bidders are responsible for reviewing https://www.ebmud.com/business-
center/materials-and-supplies-bids/current-requests-quotation-rfqs/ for any
published addenda. Hard copies of addenda will not be mailed out.
III. DISTRICT PROCEDURES, TERMS, AND CONDITIONS
A. RFQ ACCEPTANCE AND AWARD
1. RFQ responses will be evaluated to determine that they are responsive,
responsible, and that they meet the specifications as stated in this RFQ.
2. The District reserves the right to award to a single or to multiple Contractors,
dependent upon what provides the lowest overall cost to the District.
3. The District has the right to decline to award this contract or any part of it for any
reason.
4. Any specifications, terms, or conditions, issued by the District, or those included
in the bidder's submission, in relation to this RFQ, may be incorporated into any
purchase order or contract that may be awarded as a result of this RFQ.
5. Award of contract. The District reserves the right to reject or rebid any or all
proposals, to accept one part of a proposal and reject the other, unless the
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bidder stipulates to the contrary, and to waive minor technical defects and
administrative errors, as the interest of the District may require. Award will be
made, or proposals rejected by the District as soon as possible after bids have
been opened.
B. BRAND NAMES, APPROVED EQUIVALENTS, DEVIATIONS, AND EXCEPTIONS
Any references to manufacturers, trade names, brand names, and/or catalog numbers
are intended to be descriptive, but not restrictive, unless otherwise stated, and are
intended to indicate the quality level desired. Bidders may offer an equivalent product
that meets or exceeds the specifications.
The District reserves the right to be the sole judge of what shall be considered equal
and/or acceptable and may require the bidder to provide additional information and/or
samples. If the bidder does not specify otherwise, it is understood that the brand and/or
product referenced in this RFQ will be supplied.
Taking exception to the RFQ, or failure on the part of the bidder to comply with all
requirements and conditions of this RFQ, may subject the RFQ response to rejection. If
no deviations are shown, the bidder will be required to furnish the material exactly as
specified. The burden of proof of compliance with the specifications will be the
responsibility of the bidder.
This RFQ is subject to acceptance only on the terms and conditions stated in this RFQ.
Any additional or different terms and conditions proposed by the bidder are hereby
rejected and shall be of no force or effect unless expressly assented to in writing by the
District.
C. PRICING
1. All prices are to be F.O.B. destination. Any freight/delivery charges are to be
included.
2. All prices quoted shall be in United States dollars.
3. Price quotes shall include any and all payment incentives available to the District.
4. Bidders are advised that in the evaluation of cost, if applicable, it will be assumed
that the unit price quoted is correct in the case of a discrepancy between the unit
price and extended price.
D. PRICE ADJUSTMENTS
Prices shall be firm for the initial one-year term of the contract. Thereafter, prices may
be adjusted to reflect changes in raw material costs and state or federally mandated
fees. Price adjustment requests must be submitted to the District for review and
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