Request for Bids
To:
From:
Date:
Re:
Manufacturers and Distributors of Sand, Salt, Liquid Deicer, and/or Treated Salt
Aaron Budris, Regional Planner - GIS Specialist
September 19, 2014
Request for Bids - Materials for Snow and Ice Control
The Council of Governments of the Central Naugatuck Valley (COGCNV) is distributing this request for
bids to engage a vendor / vendors to deliver sand, rock salt, liquid deicer, and/ or treated rock salt to
three municipalities in the Central Naugatuck Valley Region. Your company may be interested in bidding
for this work.
If you wish to submit a bid, we must receive your bid by 4:00 p.m. on October 10. Four copies of your
bid are requested. This bid opening will take place at 4:00 p.m. on October 10 at the COGCNV office at
49 Leavenworth Street, Suite 303 in Waterbury, CT 06702.
Questions should be directed in writing to Aaron Budris, COGCNV, 49 Leavenworth Street, Suite 303
Waterbury, CT 06702 or abudris@cogcnv.org at least seven days prior to the bid opening date.
Anonymous questions and answers will be posted to http://cogcnv.org/content/vendors.
Thank you for your consideration.
BEACON FALLS • BETHLEHEM • CHESHIRE • MIDDLEBURY • NAUGATUCK • OXFORD • PROSPECT • SOUTHBURY • THOMASTON • WATERBURY • WATERTOWN • WOLCOTT • WOODBURY
REQUEST FOR BIDS
MATERIALS FOR SNOW & ICE CONTROL
Introduction:
The Council of Governments of the Central Naugatuck Valley (COGCNV) is the regional planning
organization serving the Central Naugatuck Valley Region. The membership consists of the Mayors and
First Selectmen from the 13-municipality area.
Participating municipalities are interested in establishing a more organized and cost-effective program
for purchasing ice and snow mitigation materials for winter operations. Towards that end, this Request
for Bids is being released.
The program goal is to present each of the participating municipality with the opportunity to purchase
the estimated quantities of traction and ice melting products (sand, rock salt, liquid deicer and treated
rock salt) identified in Attachments A, B, C, and D, and to have the orders delivered to the specified
municipal drop-off locations. The participating municipalities may request delivery of the entire
estimated amount at one time, or prefer periodic deliveries during the course of the winter season
consisting of a minimum one truck load quantity of 20-tons or equivalent liquid load. All deliveries are to
be made to the addresses indicated.
The actual tonnage or volume of material to be delivered to the participating municipalities may be
higher or lower than the estimates listed in the attachments, depending on the municipal demand for
the product. The quantities shown in the Attachments are only an estimate, given for bidding purposes,
and are not to be viewed as a guarantee of the quantities that will be ordered. In addition, it should be
recognized that not all member municipalities may elect to participate in the program after the costs for
the materials are determined. Individual agreements will be made between the successful vendor/
vendors and any participating municipalities based upon the awarded vendor’s bid price. Invoices are to
be rendered by the awarded vendor/ vendors directly to the participating municipality.
COGCNV is issuing this bid request for materials for snow and ice control for the period of October 15,
2014 through June 30, 2015. However, the participating municipalities and selected vendor/ vendors
may extend the agreement if deemed appropriate by the municipalities and this extension is acceptable
to the selected vendor.
Bid Specifications
Estimated quantities to be delivered to the participating municipalities are listed on the following
attachments, the Bid Response Forms. Actual purchase quantities will be stated on municipal purchase
orders. Attachments A, B, C and D, the Bid Response Forms for Sand, Rock Salt, Liquid Deicer, and
Treated Rock Salt , respectively, should be completed and submitted with the bid response with a per
ton (gallon for liquid products) cost estimate for each participating municipality.
In addition to completed attachments, all bids should include general information about the company,
literature and test results demonstrating the efficacy of each product, and references from previous
clients.
All materials shall be subject to laboratory testing, and materials certificates must be included with each
shipment. Should any material, when received, prove to be different from what was bid in any way, the
bidder shall agree to the return the deficient material and to supply the correct material per bid
specifications at the bidder’s expense. At the option of the participating municipalities, specific
provisions are presented below for price deductions for non-complying product.
Bid Prices
Bidders shall submit net unit prices, DELIVERED, as specified in Attachments A , B, C and D. No additional
charges are to be included for processing or delivery. All transportation and delivery charges are to be
fully prepaid by the Contractor, F.O.B. Destination for both the initial delivery and any subsequent
deliveries. Bid prices shall remain firm for the contract period.
Delivery Dates
The initial order for the treated salt by participating municipalities shall be delivered to the specified
municipal location no later than two weeks after the order is placed. Subsequent orders for treated salt
by individual municipalities shall be delivered within 48 hours of the order. The vendor shall agree that
when delivery is not made within these established delivery dates, one percent (1%) per day will be
deducted from the vendor’s invoice for each day the vendor fails to meet the delivery date.
Basis of Award
At the discretion of the participating municipalities, municipal contracts shall be awarded to the lowest
responsive and responsible bidder. However, the participating municipalities reserve the right to
contract with an alternate bidder for this service if it is deemed in the best interests of the participating
municipalities to do so.
The COGCNV and participating municipalities reserve the right to accept or reject any or all bids or any
part thereof, and to waive any informalities in the bidding, if deemed to be in the best interests of the
municipality or region.
The COGCNV and participating municipalities do not discriminate on the basis of sex, race, age, physical
disability, religion, or national origin. The successful bidder shall also comply with all laws, specifications,
and requirements of the State of Connecticut and the Federal government including all equal
opportunity/affirmative action requirements.
Insurance
Minimum insurance coverages and required certificates of insurance shall be defined in any individual
municipal agreements with the awarded vendor. The successful bidder shall indemnify and hold
harmless the COGCNV, its agents, and employees from any and all liability arising out of the successful
bidders’ operations, functions, and/or supplied items.
Material Specifications
Each municipality included in this bidding process has different needs and requirements, and are
requesting bids on different materials. Bids are being accepted for the following:
 Sand – screened and washed sand for traction
 Rock Salt – Untreated Sodium Chloride (Halite)
 Liquid Deicer - Calcium Chloride, Magnesium Chloride or similar liquid melting agents.
 Treated Rock Salt – Sodium Chloride (Halite) Treated with liquid deicer.
The bidder must provide specifications for all materials for which bids are being submitted. If the bidder
offers more than one product in each category, they may submit bids for each product provided that
specifications are also submitted for each.
Questions
Questions should be directed in writing to Aaron Budris, COGCNV, 49 Leavenworth St, Suite 303,
Waterbury, CT, 06702 or abudris@cogcnv.org at least seven days prior to the bid opening date.
Questions submitted will be posted anonymously, along with answers, at:
http://cogcnv.org/content/vendors.
Bid Opening
Sealed bids for the treated salt will be received in the office of the Council of Governments of the Central
Naugatuck Valley, 49 Leavenworth St, Suite 303, Waterbury, CT, 06702 until 4:00 p.m. on October 10 at
which time they will be publicly opened and read. All sealed bids should be clearly marked on the
outside of the envelope: “COGCNV Salt and Sand Bid -2014”. Bids received after the above stated date
and time may not be considered.
Attachment A
Sand Bid Response Form
Description of Material (please include supplier and specifications):
C Material Specifications Sheet Attached
Municipality
Naugatuck
Woodbury
Estimated
Quantity
Tons*
500 tons
3000 tons
Municipal Drop-off Location and
Contact Person
211 Spring St.
Naugatuck, CT 06770
James R. Stewart
Director of Public Works
PH 203-720-7071
jstewart @naugatuck-ct.gov
82 White Deer Rock Road
Woodbury, CT 06798
Rich Lamothe
Director of Public Works
PH 203-263-3633
pworks@woodburyct.org
Bid Price Per Ton in
Words
Bid Price
Per Ton In
Figures
_____________dollars
and
______________cents
_____________dollars
and
______________cents
*Minimum tonnage per delivery = 20 tons
What is your normal delivery time after receipt of a municipal order for sand? _____________hrs.
In an emergency situation, would you be willing to provide a municipal delivery of treated salt within a 24 hour
period of time? ___Yes ___No
Attachment B
Rock Salt Bid Response Form
Description of Material (please include supplier and specifications):
C Material Specifications Sheet Attached
Municipality
Naugatuck
Woodbury
Estimated
Quantity
Tons*
2,200 tons
900 tons
Municipal Drop-off Location and
Contact Person
211 Spring St.
Naugatuck, CT 06770
James R. Stewart
Director of Public Works
PH 203-720-7071
jstewart @naugatuck-ct.gov
82 White Deer Rock Road
Woodbury, CT 06798
Rich Lamothe
Director of Public Works
PH 203-263-3633
pworks@woodburyct.org
Bid Price Per Ton in
Words
Bid Price
Per Ton In
Figures
_____________dollars
and
______________cents
_____________dollars
and
______________cents
*Minimum tonnage per delivery = 20 tons
What is your normal delivery time after receipt of a municipal order for rock salt? _____________hrs.
In an emergency situation, would you be willing to provide a municipal delivery of rock salt within a 24 hour
period of time? ___Yes ___No
Attachment C
Liquid Deicer Bid Response Form
Description of Material (please include supplier, specifications, and trade name if applicable):
C Material Specifications Sheet Attached
Municipality
Woodbury
Estimated
Quantity
Gallons*
12,000
gallons
Municipal Drop-off Location and
Contact Person
82 White Deer Rock Road
Woodbury, CT 06798
Rich Lamothe
Director of Public Works
PH 203-263-3633
pworks@woodburyct.org
Bid Price Per Gallon in
Words
Bid Price
Per Gallon
In Figures
_____________dollars
and
______________cents
*Minimum gallons per delivery =___________
What is your normal delivery time after receipt of a municipal order for liquid deicer? _____________hrs.
In an emergency situation, would you be willing to provide a municipal delivery of liquid deicer within a 24 hour
period of time? ___Yes ___No
Attachment D
Treated Rock Salt Bid Response Form
Description of Material (please include supplier, specifications, and trade name if applicable):
C Material Specifications Sheet Attached
Municipality
Middlebury
Naugatuck
Woodbury
Estimated
Quantity
Tons*
2,100
300 tons
900 tons
Municipal Drop-off Location and
Contact Person
1 Service Rd.
Middlebury, CT 06762
Daniel Norton
Director of Public Works
PH 203-577-4170
dnorton@middlebury-ct.org
211 Spring St.
Naugatuck, CT 06770
James R. Stewart
Director of Public Works
PH 203-720-7071
jstewart @naugatuck-ct.gov
82 White Deer Rock Road
Woodbury, CT 06798
Rich Lamothe
Director of Public Works
PH 203-263-3633
pworks@woodburyct.org
Bid Price Per Ton in
Words
Bid Price
Per Ton In
Figures
_____________dollars
and
______________cents
_____________dollars
and
______________cents
_____________dollars
and
______________cents
*Minimum tonnage per delivery = 20 tons
What is your normal delivery time after receipt of a municipal order for treated rock salt? _____________hrs.
In an emergency situation, would you be willing to provide a municipal delivery of treated salt within a 24 hour
period of time? ___Yes ___No
The undersigned is familiar with the conditions surrounding this call for bids, is aware that the COGCNV
and participating municipalities listed above reserve the right to reject any and all bids, and is submitting
this bid without collusion with any other person, individual, or corporation.
___________________________________________
Bidder Firm or Corporation
By: ________________________________________
(Duly Authorized)
___________________________________________
Printed Name
___________________________________________
Street Address
___________________________________________
City, State, Zip Code
___________________________________________
Telephone
___________________________________________
Date
T:\Projects\Salt Bid\COGCNV-RFB-Salt-Sand-14-15.docx