1-IFB4330 - Sodium Chloride 2025-2026.pdf

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CITY OF JEFFERSON

JEFFERSON CITY, MISSOURI

REQUEST FOR BIDS

Bid No.: IFB43330

Subject: Sodium Chloride 2025-2026

Closing Date: Bids must be received no later than 1:30 p.m. on August 26, 2025. Bids should be submitted electronically. Hard-copy bids will also be accepted at the following address with the bid number and subject indicated on the envelope:

Office of the Purchasing Agent City of Jefferson 320 E McCarty St, Room 202 Jefferson City, MO 65101

Bids will be publicly opened at 1:30 p.m. on August 26, 2025 in the City Council Chambers.

Interim Purchasing Agent: Megan Stephenson Mstephenson@jeffersoncitymo.gov 573-634-6324 mailto:Mstephenson@jeffersoncitymo.gov

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BID INFORMATION AND REGULATIONS

1. Bid to be submitted F.O. B. Jefferson City, Missouri 65101.

2. Items to be shipped as specified in the request for bid.

3. All bids must be submitted on the attached forms and be signed by the bidder with his name and address.

4. Bidders may withdraw their bid after depositing with the Purchasing Agent at any time prior to the stipulated time for opening of such bids. No bid may be withdrawn within thirty (30) days after the opening thereof, unless obvious errors are apparent.

5. RIGHT TO ACCEPT OR REJECT BIDS. The right is hereby reserved to accept or reject all or part of any bid, to waive informalities and to request new bids as the interest of the City may require.

6. DELIVERY MAY BE MADE A BASIS FOR AWARD. The award may be based upon delivery as well as price; whichever serves the best interest of the city.

7. Bidders should submit complete descriptive literature, a detailed specification of the brand/item bid and detailed instructions on how each piece of equipment is to operate.

8. Payment will be made upon receipt and acceptance of items requested. Invoices must be sent to Public Works Department, 320 E. McCarty St., Jefferson City, MO 65101. Partial payment will be made for partial receipt of goods or services.

9. The City of Jefferson is tax exempt by law. Do not include tax in bidding. A federal tax-exempt certificate will be furnished when requested.

10. COOPERATIVE PROCUREMENT. The City of Jefferson and Cole County and the City of Jefferson and the Jefferson City Housing Authority have entered into cooperative purchasing agreements. Cole County and/or the Jefferson City Housing Authority may or may not request an unknown quantity of goods or service under this bid during the bid period or resulting agreement period at the same prices, terms and conditions stated herein.

It is understood and agreed that each participating political subdivision will make its own separate contract with the successful bidder, that each participating political subdivision shall only be liable to the successful bidder for materials or supplies contracted for by such political subdivision without any liability for purchases contracted for by any other participating political subdivision, and each successful bidder shall be required to bill each participating political subdivision directly for the materials or supplies purchased by it.

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11. RESTRICTIVE CLAUSE. Bidders must contact the Office of the Purchasing Agent at least five (5) days prior to the bid opening if any of the specifications contains restrictive language or requirements that render him unable to bid.

12. PROPRIETARY PRODUCTS. Any piece of equipment described herein that is a proprietary product, or the use of a manufacturers or vendor’s brand name, is referenced with the intent to indicate a standard of design desired by the buyer and shall not be construed to exclude other manufacturer’s products of comparable quality. The buyer reserves the right to determine the quality of the equipment offered.

13. PREFERENCE FOR U. S. MANUFACTURED GOODS. On purchases in excess of

$25,000, the city shall select products manufactured, assembled or produced in the United States, if quantity, quality, and price are equal. Every contract for public works construction or maintenance in excess of $25,000 shall contain a provision requesting the contractor to use American products in the performance of the contract.

14. Individuals should contact the ADA Coordinator at (573) 634-6570 to request accommodations or alternative formats as required under the Americans with Disabilities Act. Please allow three business days to process the request.

15. INDEMNIFICATION AND INSURANCE REQUIREMENT/CONTRACT

The contractor agrees to indemnify and hold harmless the City from all claims and suits for loss of or damage to property, including loss of all judgements recovered therefore, and from all expense in defending said claims, or suites, including court costs, attorney fees and other expense caused by and any act or omission of the contractor and/or his subcontractors, their respective agents, servants, or employees.

16. CHANGES TO BID DOCUMENTS

Changes to contract documents prior to bidding will be by addendum issued by the City.

Perspective bidders shall acknowledge receipt of all addenda on bid forms.

17. TERMINATION

The City reserves the right to terminate the contract at any time, for the convenience of the City, without penalty or recourse, by giving written notice to the contractor at least 30 calendar days prior to the effective date of such termination. The contractor shall be entitled to receive compensation for services and/or supplies delivered to and accepted by the City pursuant to the effective date of such termination.

18. COMPLIANCE WITH LOCALE, STATE, AND FEDERAL LAWS

The contractor shall comply with all applicable local, state, and federal laws and regulations related to the performance of the scope of work. In addition, the bidders’ attention is directed to City Code, Chapter 17 – Licenses, Taxation and Miscellaneous Business Regulations.

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SPECIFICATIONS - SODIUM CHLORIDE

SCOPE

Specifications cover sodium chloride for use as a de-icer for maintenance purposes. This bid includes the requirements of the City of Jefferson, County of Cole, and the City of Holts Summit, Missouri. Each entity will make its own award, place its own orders, and make its own payments. Please refer to Information for Bidders, item 10.

CLASSIFICATION

Specification covers sodium chloride obtained from natural deposits (rock salt) or produced by man (evaporated, solar, other).

CHEMICAL REQUIREMENTS

Sodium Chloride shall conform to the following requirements as to chemical composition when tested in accordance with Missouri State Highway Department Test Method T32-1-74.

Sodium Chloride (NaC1), min. percent 95.

GRADING

Gradation of sodium chloride, when tested by means of laboratory sieves, shall conform to the following requirements:

SIEVE SIZE % PASSING (BY WEIGHT)

½ inch 100

3/8 inch 95-100 No. 4 15-95 No. 8 5-65

No. 30 0-15

The sodium chloride shall arrive at the purchaser’s delivery point in a free flowing and usable condition. A lot shall be that quantity of sodium chloride delivered to the location at one time.

Not less than three containers shall be selected at random from the lot. Each container shall be sampled by scraping aside the top layer to a depth of at least one (1) inch and taking one-pound samples using sampling thief or other method to ensure a sample that is representative of a cross section of material in the container to a depth of at least six (6) inches. In bulk shipments at least three (3) samples shall be thoroughly mixed to form a representative composite sample of the material.

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INSPECTION

The material will be inspected at the delivery site.

REJECTION AND REHEARING

Sodium chloride shall be rejected if it fails to conform to any requirements of the specification.

In the case of failure to meet requirements based on an initial sample of a lot represented, two additional samples shall be taken from the lot and tested. If both additional samples meet the requirement, the lot shall be accepted.

LIQUIDATED DAMAGES

Failure to adhere to delivery schedules may cause liquidated damages to apply. For each day that delivery of sodium chloride is late, the City of Jefferson, County of Cole, or City of Holts Summit may assess liquidated damages in the amount of $100.00 per day until delivery is received. Liquidated damages, if applied, shall be deducted from the contractor’s invoices. It is further provided that the contractor shall not be charged with liquidated damages because of delays in delivery due to unforeseeable causes beyond the contractor’s control and without fault or negligence on contractor’s part or the part of its agents.

PACKAGING AND MARKING

Sodium chloride shall be delivered in bulk lots.

Supplier shall furnish delivery agent adequate documentation to allow review of materials by City personnel prior to unloading. Documentation must provide the following: type of material, purchase order number, if applicable, carrier number, weights, destination, name and location of source, and a certification statement. The certification shall be substantially as follows:

This certifies that the sodium chloride in this shipment complies with all entities specifications and the weights shown hereon were obtained on scales approved by and/or certified by the State of Missouri and are correct within the specified scale requirements.

The certification statement must be signed by an authorized representative of the supplier. The department will not accept loads which exceed the legal weights.

MOISTURE

The moisture content at the delivery point shall not exceed 2.0 percent based on dry weight.

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FOREIGN MATERIAL

Sodium chloride shall be relatively free from any foreign material at the delivery point. Residue from truck beds such as coke, grain, or other materials not germane to sodium chloride will be cause for rejection. Any oversize foreign material will result in immediate rejection.

SPECIAL CONDITIONS

All sodium chloride must meet specifications as set forth herein and all Standard Specifications of the Missouri State Highway Department.

Determination of purity of the sodium chloride shall meet the standards as set forth by the Missouri State Highway Department Test Method T32.

DELIVERY AND ESTIMATED QUANTITIES

The Capital Area Rail Terminal is a new transload facility in Jefferson City that is available for bulk delivery of sodium chloride. The facility is owned by the County of Cole and operated by Capital Logistics. Contact information can be found at https://capitalmo.com/capital-area-rail-terminal/.

City of Jefferson

Delivery of the estimated quantity to the City of Jefferson shall be during the 2025-2026 winter season. Delivery will be made as requested by the using department and shall be made Monday through Friday between the hours of 6:30 a.m. and 4:30 p.m. Initial delivery for each order to be received within three days ARO with delivery of complete order shall be received within 10 calendar days ARO. Delivery is on an as-needed basis at the request of the City of Jefferson only. Delivery will be to the following locations:

Central Maintenance Jefferson City Collection Systems Maintenance

800-900 block of East Miller Street 2320 Hyde Park Road Jefferson City, MO 65101 Jefferson City, MO 65109

The City of Jefferson estimates they will utilize 3,500 tons of sodium chloride throughout the 2025-2026 season. Orders will be placed on an as-needed basis. All quantities listed are estimated only. The City of Jefferson reserves the right to increase or decrease the estimated quantity by 1000 (+/-) tons at the specified cost.

County of Cole

Delivery to the County of Cole shall be a base bid of 2,500 tons to be delivered between December 15, 2025 and May 15, 2026 at the request of the County. Delivery shall commence within three (3) working days after notification of order and shall be completed within ten (10) https://capitalmo.com/capital-area-rail-terminal/ https://capitalmo.com/capital-area-rail-terminal/

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Cole County Public Works Department 5505 Monticello Road Jefferson City, MO 65101

The County of Cole estimates they will utilize 2,500 tons of sodium chloride throughout the 2025-2026 season. Orders will be placed on an as-needed basis. All quantities listed are estimated only. The County of Cole reserves the right to increase or decrease the estimated quantity by 1000 (+/-) tons at the specified cost. In addition, it is to be noted that the Cole County Public Works Department further reserves the right to reject any and all bids.

City of Holts Summit

Delivery to the City of Holts Summit shall be during the 2025-2026 winter season. Delivery will be made as requested by the using department and shall be made Monday through Friday between the hours of 6:30 a.m. and 4:30 p.m. Delivery to be within three (3) days. Delivery is on an as-needed basis at the request of the City of Holts Summit only. Delivery will be to the following location:

City of Holts Summit Salt Storage Facility Intersection of Karen and Franklin Streets Holts Summit, MO

The City of Holts Summit estimates they will utilize 150 tons of sodium chloride throughout the 2025-2026 season. Orders will be placed on an as-needed basis. Reorders may be required. The City of Holt Summit reserves the right to place additional order(s) as required during the eight months following award of the bid.

BID SUBMITTAL INFORMATON

Bids should be submitted electronically through Bonfire, the City’s free electronic procurement system: https://jeffersoncitymo.bonfirehub.com.

Bids may also be submitted hard-copy with the bid number (IFB4330) indicated on the outside of the envelope and must be submitted to the following address:

Purchasing Agent 320 E McCarty Street Jefferson City, MO 65101

Bids must be received no later than 1:30 p.m. on August 26, 2025.

https://jeffersoncitymo.bonfirehub.com/

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Bids will be publicly opened at 1:30 p.m. on August 26, 2025 in City Council Chambers at 320 E McCarty St, Jefferson City, MO.

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BID SHEET

All bids must be as specified or equal. Any deviation from specifications must be clearly stated and fully described. All bids must be FOB Jefferson City or Holts Summit, Missouri. Bidder must complete, sign, and return this document with their bid information. The offeror shall state a fixed price for the total number of days that he has made his price firm. All quantities listed are estimates only.

Item Number

Entity

Est Quantity

Unit Price/Ton

Total Price

1. Sodium Chloride

3,500 Tons

2. Sodium Chloride

County of Cole

2,500 Tons

3. Sodium Chloride

City of Holts Summit

150 Tons

Contact information for placing orders:

NAME_________________________________________________________________

TELEPHONE NUMBER__________________________________________________

AFTER HOURS TELEPHONE NO._________________________________________

EMAIL________________________________________________________________

Discount for prompt payment on invoices only _______%______days. Discount will not be evaluated on bid.

Are the prices bid firm for a one-year period beginning at the date of award? YES____NO____ List period you have made your prices firm___________________________________________ Is the item bid manufactured, produced, or assembled in the United States? YES_____NO_____

I/We the undersigned do herby certify that the information presented in this bid is true and accurate and agree to provide the specified products and services at the price and time in accordance with the terms and specifications stated herein if awarded the bid.

NAME OF COMPANY

AGENT & TITLE

ADDRESS

EMAIL ADDRESS

TELEPHONE NUMBER

SIGNATURE

DATE

Form of Business: __ Sole Proprietorship __ Partnership __Corporation __ LLC