26-015 Processed Gravel, Crushed Stone, Screened Loam, High Performance Cold Patch and Hot Patch Asphalt Mix

CITY OF PAWTUCKET
and
PAWTUCKET WATER SUPPLY BOARD
REQUEST FOR SEALED BIDS
BID No. 26-015
Processed Gravel, Crushed Stone, Screened Loam,
High Performance Cold Patch and Hot Patch
Asphalt Mix (FY 2026 - 2028)

Contents:
1.0 Bid/Solicitation Information
2.0 Instructions and Notifications to Bidders
3.0 Overview
4.0 Scope of Work
5.0 Insurance
6.0 Acknowledgement of Risk and Hold Harmless Agreement
7.0 Additional Insurance Requirements
8.0 Proposal Content and Organization
9.0 Evaluation Criteria
10.0 Miscellaneous
11.0 Bid Form and Specifications
Appendix A Anti-Kickback Acknowledgement
Appendix B City of Pawtucket Purchasing Rules and Regulations and Terms and
Conditions of Purchase
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1.0 - Bid/Solicitation Information
Schedule
Pre-Bid/Proposal Conference: No Yes
Requests for Further Information Prior to:
April 15, 2026
Requests for information or clarification must be made electronically to the attention of:
Russell Houde - Assistant Chief Engineer
E-mail: rhoude@pwsb.org
Please reference the Sealed Bid number on all correspondence. Answers to questions received, if any,
will be posted on the internet as an addendum to this bid solicitation.
Sealed Bid Submission Deadline:
April 23, 2026 at 12:00 PM
Late submittals will not be considered.
Sealed proposals will be opened on April 23, 2026 at 4:00 PM at a scheduled Purchasing Board Meeting
at 100 Freight Street, Pawtucket, RI
Sealed Bids must be mailed or hand-delivered in a sealed envelope marked with the Sealed Bid # and
Project Name to:
Pawtucket City Hall - Purchasing Office
137 Roosevelt Avenue
Pawtucket, RI 02860
Bonds/Surety Required
Surety Bond: No Yes
Bidder is required to provide a bid surety in the form of a bid bond or certified check payable to the City
of Pawtucket in an amount not less than ten percent (10%) of the bid price.
Fidelity Bond: No Yes
Performance Bond and Labor and Material Bond: No Yes
The successful bidder will be required to furnish all insurance documentation as outlined in the
specifications document.
Miscellaneous
The bid process and resulting contract are subject to the Rules and Regulations and General Terms and
Conditions of Purchase. Submission of a bid in response to this solicitation is acknowledgement and
acceptance of these Rules and Regulations and General Terms and Conditions of Purchase.
The City of Pawtucket reserves the right to award on the basis of cost alone, accept or reject any or all
bids, and to act in its best interest including, but not limited to, directly negotiating with any vendor who
submits a proposal in response to this Sealed Bid and to award a contract based upon the results of
those negotiations alone. Proposals found to be technically or substantially non-responsive at any point
in the evaluation process will be rejected and not considered further. The City of Pawtucket may, at its
sole option, elect to require presentations(s) by bidders clearly in consideration for award.
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2.0 - Instructions and Notifications to Bidders
* The words "City of Pawtucket" when used, shall also mean the Pawtucket Water Supply Board
acting through its Chairman.
* It is the vendor's responsibility to examine all specifications and conditions thoroughly, and comply
fully with specifications and all attached terms and conditions. Vendors must comply with all
Federal, State, and City laws, ordinances and regulations, and meet any and all registration
requirements where required for contractors as set forth by the State of Rhode Island. Failure to
make a complete submission as described herein may result in a rejection of the proposal.
* All costs associated with developing or submitting a proposal in response to this Request, or to
provide oral or written clarification of its content shall be borne by the bidder. The City of Pawtucket
assumes no responsibility for these costs.
* A submittal may be withdrawn by written request to the Purchasing Agent by the proposer prior to
the stated Sealed Bid deadline.
* Prior to the proposal deadline established for this Sealed Bid, changes may be made to a proposal
already received by the City if that vendor makes a request to the Purchasing Agent, in writing, to
do so. No changes to a proposal shall be made after the Sealed Bid deadline.
* Proposals are considered to be irrevocable for a period of not less than ninety (90) days following
the opening date, and may not be withdrawn, except with the express written permission of the
Purchasing Agent. Should any vendor object to this condition, the vendor must provide objection
through a question and/or complaint to the Purchasing Agent prior to the proposal deadline.
* All pricing submitted will be considered to be firm and fixed unless otherwise indicated herein.
* The vendor has full responsibility to ensure that the proposal arrives at the Purchasing Division
Office prior to the deadline set out herein. The City assumes no responsibility for delays caused
by the U.S. Postal Service or any other delivery service. Postmarking by the due date will not
substitute for actual receipt of response by the due date. Proposals arriving after the deadline may
be returned, unopened, to the vendor, or may simply be declared non-responsive and not subject
to evaluation, at the sole discretion of the Purchasing Agent. For the purposes of this
requirement, the official time and date shall be that of the time clock in the City of
Pawtucket's Purchasing Office.
* It is intended that an award pursuant to this Sealed Bid will be made to a prime contractor, who
will assume responsibility for all aspects of the work. Joint venture and cooperative proposals will
not be considered, but subcontracts are permitted, provided that their use is clearly indicated in
the bidder's proposal, and the subcontractor(s) proposed to be used are identified in the proposal.
* Bidders are advised that all materials submitted to the City of Pawtucket for consideration in
response to this Sealed Bid shall be considered to be public records as defined in Title 38 Chapter
2 of the Rhode Island General Laws, without exception, and may be released for inspection
immediately upon request once an award has been made.
* Vendors are responsible for errors and omissions in their proposals. No such error or omission
shall diminish the vendor's obligations to the City.
* The City reserves the right to reject any or all proposals, or portions thereof, at any time, with no
penalty. The City also has the right to waive immaterial defects and minor irregularities in any
submitted proposal at its sole discretion. All material submitted in response to this Sealed Bid
shall become the property of the City of Pawtucket upon delivery to the Purchasing Agent.
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3.0 - Overview
The City of Pawtucket desires to seek sealed bids for the furnishing of construction materials for the
Pawtucket Water Supply Board (PWSB). This is a two year annual material contract that commences
on July 1, 2026.
4.0 - Scope of Work
This contract consists of the following five material classifications:
1 - Processed Gravel (Delivered - Minimum Delivery approximately Twenty-Three (23) Tons)
2 - Crushed Stone (Delivered - Minimum Delivery approximately Twenty-Three (23) Tons)
3 - Screened Loam (Pick-up by PWSB)
4 - High Performance Cold Patch (Pick-up by PWSB)
5 - Hot Patch Asphalt Mix (Pick-up by PWSB)
6 - "Winter Mix" Hot Patch Asphalt Mix (Pick-up by PWSB)
5.0 - Insurance
The vendor shall maintain and keep in force such comprehensive general liability insurance as shall
protect them from claims which may arise from operations under any contract entered into with the City
of Pawtucket and the PWSB, whether such operations be by themselves or by anyone directly or
indirectly employed by them.
The amounts of insurance shall be not less than $1,000,000.00 combined single limit for any one
occurrence covering both bodily injury and property damage, including accidental death.
The City of Pawtucket and the PWSB shall be named as additional insured on the vendor's General
Liability Policy.
The vendor shall maintain and keep in force such Workers' compensation insurance limits as required
by the statutes of the State of Rhode Island, and Employer's Liability with limits no less than $500,000.
6.0 - Acknowledgement of Risk & Hold Harmless Agreement
In addition to the indemnity provisions in the City of Pawtucket's Terms and Conditions of Purchase and
to the fullest extent permitted by law, the selected vendor, its officers, agents, servants, employees,
parents, subsidiaries, partners, officers, directors, attorneys, insurers, and/or affiliates (Releasors) agree
to release, waive, discharge and covenant not to sue the City of Pawtucket and the PWSB, its officers,
agents, servants or employees (Releasees) from any and all liability, claims, cross-claims, rights in law
or in equity, agreements, promises demands, actions and causes of action whatsoever arising out of or
related to any loss, damage, expenses (including without limitation, all legal fees, expenses, interest and
penalties) or injury (including death), of any type, kind or nature whatsoever, whether based in contract,
tort, warranty, or other legal, statutory, or equitable theory of recovery, which relate to or arise out of the
Releasors use of or presence in and/or on City of Pawtucket property. The Releasors agree to defend,
indemnify and hold harmless the Releasees from (a) any and all claims, loss, liability, damages or costs
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by any person, firm, corporation or other entity claiming by, through or under Releasors in any capacity
whatsoever, including all subrogation claims and/or claims for reimbursement, including any court costs
and attorneys fees, that may incur due to Releasors use of or presence in and on City of Pawtucket
property; and (b) any and all legal actions, including third-party actions, cross-actions, and/or claims for
contribution and/or indemnity with respect to any claims by any other persons, entities, parties, which
relate to or arise out of Releasors use of or presence in and on City of Pawtucket property.
The Releasors acknowledge the risks that may be involved and hazards connected with use of or
presence in and on City of Pawtucket property but elect to provide services under any contract with the
City of Pawtucket and the PWSB with full knowledge of such risks. Releasors also acknowledge that
any loss, damage, and/or injury sustained by Releasors is not covered by Releasees insurance.
Releasors agree to become fully aware of any safety risks involved with the performance of services
under any contract with the City of Pawtucket and the PWSB and any safety precautions that need to be
followed and agree to take all such precautions.
The duty to indemnify and/or hold harmless the City of Pawtucket and the PWSB shall not be limited by
the insurance required under the City of Pawtucket Terms and Conditions of Purchase.
7.0 - Additional Insurance Requirements
In addition to the insurance provisions in the City of Pawtucket Terms and Conditions of Purchase, the
liability insurance coverage, except Professional Liability, Errors and Omissions or Workers'
Compensation insurance required for performance of a contract with the City of Pawtucket and the PWSB
shall include the City of Pawtucket and the PWSB, its divisions, officers and employees as Additional
Insureds but only with respect to the selected vendor's activities under the contract. The insurance
required through a policy or endorsement shall include:
A. A Waiver of Subrogation waiving any right to recovery the insurance company may have against
the City of Pawtucket and the PWSB; and
B. A provision that the selected vendor's insurance coverage shall be primary with respect to any
insurance, self insurance or self retention maintained by the City of Pawtucket and the PWSB and
that any insurance, self insurance or self retention maintained by the City of Pawtucket and the
PWSB shall be in excess of the selected vendor's insurance and shall not contribute.
There shall be no cancellation, material change, potential exhaustion of aggregate limits or non-renewal
without thirty (30) days written notice from the selected vendor or its insurer(s) to the City of Pawtucket's
Purchasing Agent. Any failure to comply with the reporting provision of this clause shall be grounds for
immediate termination of the contract with the City of Pawtucket and the PWSB.
Insurance coverage required under the contract shall be obtained from insurance companies acceptable
to the City of Pawtucket and the PWSB. The selected vendor shall pay for all deductibles, self insured
retentions and/or self insurance included hereunder.
The City of Pawtucket's Purchasing Agent reserves the right to consider and accept alternative forms
and plans of insurance or to require additional or more extensive coverage for any individual requirement.
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8.0 - Proposal Content and Organization
Pricing must include all costs as specified in this solicitation. Pricing for this proposal must be indicated
on the Bid Form in Section 11.0 and must be submitted in a separate, sealed envelope marked with the
Sealed Bid Number and Project Name.
All Bid Forms must be signed.
Two (2) copies of your proposal, one (1) original and one (1) digital copy (flash or USB Drive), must be
submitted at the time of submission. Proposals must be comprised of the following:
Bid Form
Anti-Kickback Acknowledgment
Please state any and all additions, deletions, and exceptions, if any, that you are taking to any portion of
this proposal. If not addressed specifically, the City of Pawtucket assumes that the vendor will adhere to
all terms and conditions listed in this Sealed Bid.
Submission of a proposal is acknowledgement and acceptance of the City of Pawtucket's Purchasing
Rules and Regulations and General Terms and Conditions of Purchase.
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9.0 - Evaluation Criteria
The evaluation of proposals will be conducted in a time frame convenient to the City.
The City of Pawtucket reserves the right to award on the basis of cost alone, accept or reject any or all
proposals, and to otherwise act in its best interest including, but not limited to, directly negotiating with
any Supplier who submits a proposal in response to this Sealed Bid and to award a contract based upon
the results of those negotiations alone. Further, the City reserves the right to waive irregularities it may
deem minor in its consideration of proposals.
Proposals found to be technically or substantially non-responsive at any point in the evaluation process
will be rejected and not considered further. The City of Pawtucket may elect to require presentations(s)
by vendors in consideration for award.
Proposals will be evaluated in two (2) phases:
1. The first phase is an initial review to determine if the proposal, as submitted, is complete. To be
complete, a proposal must meet all the requirements of this Sealed Bid.
2. The second phase is an in-depth analysis and review based on award to the lowest qualified
bidder for each of the particular Bid Items.
3. For purposes of Bid evaluation, PWSB will determine the lowest responsive Bid Proposal for
each of the individual Bid items. Bidders may be awarded one or more of the Bid Items based
on Bid Proposal evaluation.
In the event that the City requires further information and/or a demonstration of any equipment or process
offered in any proposal, all vendors asked for same will do so at no cost to the City.
10.0 - Miscellaneous
Vendors shall at all times comply with all federal, state, and local laws, ordinances and regulations and
shall defend, indemnify and save harmless the City of Pawtucket against any claims arising from the
violation of any such laws, ordinances and regulations, including but not limited to challenges as to the
legality of any and all vendor installations.
The City is exempt from the payment of the Rhode Island State Sales Tax under the 1956 General Laws
of the State of Rhode Island, 44-18-30, Paragraph 1, as amended. Further, the City is also exempt from
the payment of any excise or federal transportation taxes. The proposal prices submitted must be
exclusive of same, and will be so construed.
The City of Pawtucket reserves the right to cancel an agreement with the Vendor with thirty (30) days
written notice and to award the contract to the next highest evaluated bidder.
The City of Pawtucket reserves the right to renegotiate the terms of this contract with the Vendor for
subsequent years provided the Vendor agrees to the contract terms for the renewal period.
The payment and performance of any obligations under this contract for years beyond the first fiscal year
are subject to the availability of funds.
The words "City of Pawtucket" when used, shall also mean the Pawtucket Water Supply Board acting
through its Chairman.
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11.0 - Bid Form and Specifications
The Pawtucket Water Supply Board (PWSB) is soliciting bids for the furnishing of construction
materials. These materials will be ordered from the selected supplier(s) at times and in quantities
as determined by the Pawtucket Water Supply Board. Bid proposals of one specified item or a
combination of specified items shall be permitted.
All processed gravel and crushed stone shall be delivered to the PWSB at 239 Grotto Avenue, Pawtucket,
RI. The minimum material quantity requested by the PWSB for each ordered delivery shall be
approximately 23 ton for processed gravel and crushed stone. PWSB shall pick up screened loam, high
performance cold patch, hot patch asphalt mix and "winter mix" - hot patch asphalt mix directly from the
vendor. All hot patch asphalt mix shall be picked up by PWSB crews at the supplier's asphalt
plant which must be located within a 10 mile roadway "Pick-Up Route" from 239 Grotto Avenue,
Pawtucket, Rhode Island.
Timely Delivery - All material shall be delivered within 24 hours of PWSB's material request by email /
phone notification, excluding Saturdays, Sundays, and Holidays, year round. If the supplier shall fail to
meet the requirements of this section of the specification, the PWSB may obtain the material at any other
source and shall give to the supplier or mail to him at his business address stated in his proposal a notice
signed by the Chief Engineer that the supplier has failed to carry out the contract to the satisfaction of
the PWSB and at his discretion and without further notice may cancel the contract.
The contract quantities as listed in the proposal are estimates only and the actual quantities as requested
by the PWSB prior to June 30, 2028 may vary from the stated quantities. Certain items may not be
requested at all.
The term of this contract shall commence on July 1, 2026 and shall extend until June 30, 2028. It is
agreed that the unit prices stated in the bid will remain in force during the term of the contract. This
contract may upon mutual agreement of both parties be extended for not more than one additional year
at the same terms and with no change in unit prices.
All materials to be provided in this contract shall meet the following requirements:
Screened Loam:
Loam shall be clean, screened, loose, friable, fine sandy loam, free of any undesirable material and other
materials that are larger than 12 - Inch in any dimension and shall conform to the applicable requirements
of Section M.18, titled "Landscaping Materials" as specified by the latest revision of the "Standard
Specifications for Road and Bridge Construction" of the State of Rhode Island.
High Performance Cold Patch:
High performance cold patch shall be a 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. This material shall be capable of being placed in all conditions, including wet snow
conditions, with a minimum of labor including the shoveling of the material into the trench excavation and
normal compacting. It shall conform to the applicable requirements of Section M.03.04, titled "High
Performance Cold Patching Material" as specified by the latest revision of the "Standard Specifications
for Road and Bridge Construction" of the State of Rhode Island. The mix, including the determination of
the optimum bituminous material content, shall be designed in accordance with the recommendations of
the manufacturer of the bituminous material.
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Only bituminous materials that are listed on the RIDOT "Approved Materials List", latest edition, shall be
acceptable for use. These approved bituminous materials shall be Optimix Liquid Asphalt Blend, QPR
2000, S-K Mod Liquid Asphalt, Styrelf MC-400P, Sylcrete, Tuff-Patch, UPM Liquid Asphalt Blend or
Wespro Permanent Asphalt Repair.
Processed Gravel and Crushed Stone:
All processed gravel and crushed (filter) stone shall consist of clean, hard and durable stone, and shall
be free from clay, organic matter and other objectionable material.
It shall, in general, be as specified by the latest revision of the "Standard Specifications for Road and
Bridge Construction" of the State of Rhode Island, Article M.0l.09, titled "Gradation of Aggregates" and
shall conform to the following gradation limits:
Percentage Passing by Weight
U.S. Standard
Sieve Size Processed Gravel Crushed (Filter) Stone
3 inch 100
1-1/2 inch 70-100
1 inch 100
3/4 inch 70-85
1/2 inch 50-85 10-40
3/8 inch 45-80 0-20
No. 4 40-75 0-5
No. 40 0-45
No. 200 0-10
All gravel and crushed (filter) stone shall be plant processed, crushed or screened and washed.
Hot Patch Asphalt Mix:
Hot patch asphalt mix shall be as specified by the "Standard Specifications for Road and Bridge
Construction" of the State of Rhode Island, Section 401 - Dense Graded Bituminous Concrete Pavement
- Surface Course; Class I-1.
"Winter Mix" - Hot Patch Asphalt Mix:
Winter Mix - Hot patch asphalt mix shall be as specified by the "Standard Specifications for Road and
Bridge Construction" of the State of Rhode Island, Section 401 - Dense Graded Bituminous Concrete
Pavement - Surface Course; Class I-1.
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