1-MCCC 2026-2027 Salt Bid - RFP.pdf

Montgomery County Consortium of Communities

2026 – 2027 Rock Salt Contract

Joint Request for Proposals (RFP)

Road Salt (Sodium Chloride) Supply for Winter Season 2026–2027

Notice and Invitation to Proposers

The undersigned municipalities and school districts invite qualified vendors to submit proposals to furnish both delivered and non-delivered road salt (sodium chloride, the specifications of which are set forth below) for roadway deicing for the 2026–2027 winter season. This is a joint solicitation to select one supplier by the participating Townships, Boroughs, School Districts and other local agencies (defined below as “Participating Local Agencies”). Following award, each Participating Local Agency will enter into its own separate contract with the selected supplier for its purchases (the form of which is attached hereto as Attachment A, with the Consortium having certain rights thereunder to guarantee overall compliance. There is no joint and several liability among the local agencies; each local agency is responsible for its own orders, deliveries/pick ups, and payments. No minimum purchase quantities are guaranteed, and any quantities stated are good-faith estimates only.

Background and Participating Local Agencies

The Participating Local Agencies seek to ensure the delivery and availability of reliable winter maintenance necessary for their respective operations. The municipalities anticipate ordering as needed to maintain safe roadway conditions during the winter season.

The participating local agencies (“Participating Local Agencies”) are as follows:

Abington School District, Abington Township, Ambler Borough, Bridgeport Borough, Cheltenham Township, Collegeville Borough, East Norriton Township, Franconia Township, Hatboro Borough, Hatfield Borough, Hatfield Township, Horsham Township, Jenkintown Borough, Lansdale Borough, Lower Frederick Township, Lower Gwynedd Township, Lower Merion Township, Lower Moreland Township, Lower Providence Township, Lower Salford Township, Marlborough Township, Methacton School District, Montgomery Township, Narberth Borough, New Hanover Township, Norristown, North Penn School District, North Wales Borough, Pottstown Borough, Plymouth Township, Rockledge Borough, Skippack Township, Souderton Borough, Springfield School District (Montgomery County), Springfield Township (Montgomery County), Towamencin Township, Trappe Borough, Upper Dublin School District, Upper Dublin Township, Upper Frederick Township, Upper Gwynedd Township, Upper Hanover Township, Upper Merion Township, Upper Moreland Township, West Conshohocken Borough, West Norriton Township, West Pottsgrove Township, Whitpain Township, Worcester Township. The contact information, delivery addresses and estimated tonnage of rock salt is attached to this RFP as Attachment A.

RFP Schedule

a. RFP Issuance Date: August 26, 2026

b. Deadline for Bidder Questions (via PennBid): September 2, 2026

c. Addenda Issued (if any) on or before: September 4, 2026

d. Proposal Due Date and Time: September 10, 2026 at 2:00 PM EST

(late proposals will not be accepted).

e. Anticipated Award/Notice of Intent to Award: October 9, 2026

The schedule is subject to change by the Consortium.

Attachments

A Participating Local Agency Contact & Order Information & Delivery Addresses

B Questionnaire and Pricing Form

C Form of Guaranty

D Non-Collusion Affidavit

E Instructions for Non-Collusion Affidavit

F Public Works Employment Verification Form and Signature Page

G Form of Agreement

H Bid Bond

Scope of Bid and Instructions to Bidders

A. Scope of Local Agency Road Salt Procurement

1) Technical Specifications

Bids are being sought to supply the Participating Local Agencies with bulk Sodium Chloride Roadway De-icer suitable for roadway deicing, meeting the applicable specifications identified below for use on the local agency roads and properties.

All Sodium Chloride delivered under the awarded contract shall be in accordance with PennDOT specification of March 2003, or latest amendment, and shall conform to the following minimum specifications:

a. Sodium Chloride shall conform to the requirement of ASTM D632-94, Type 1, Grade 1.

b. Moisture content shall not exceed 2.0% by weight for mined rock salt.

c. Sodium Chloride shall be proper consistency to allow for spreading with automatic spreading equipment.

d. All sodium chloride shall be uniformly treated with yellow Prussiate of Soda-Sodium Ferro Cyanide or Prussian Blue-Ferris Ferro Cyanide.

e. The anti-caking compound shall be introduced uniformly throughout the sodium chloride at such a rate that a minimum of 20-PPM of anti-caking compound is present.

f. Any sodium chloride that is not free flowing and in useable condition upon delivery at its destination will be rejected.

g. Physical Requirements:

1. Mined Rock Salt Chemical Composition: Total chloride expressed as NaCL a minimum of 95.0%.

2. Mined rock salt grading: The sodium chloride shall conform to the following particle size distribution specifications as determined by laboratory sieves:

PASSING A ½ “ SIEVE (12.50MM) 100%

PASSING A 3/8” SIEVE (9.50MM) 95.0% - 100%

PASSING A NO.4 SIEVE (4.75MM) 20.0% - 90.0%

PASSING A NO.8 SIEVE (2.36MM) 10.0% - 60.0%

PASSING A NO. 30 SIEVE (0.60MM) 0.0% - 15.0%

3. Permissible variation in the case of sodium chloride samples after delivery to the purchaser – Tolerance from the foregoing specified value allowed for gradation not to exceed 5.0 percentage points on each sieve size except the 12.5 MM (1/2” and 9.5 MM (3/8”)

2) Quantities

Estimated quantities by each Participating Local Agency are provided for planning purposes only, as reflected in Attachment A. No minimum purchase amounts are guaranteed, and the Participating Local Agencies have no obligation to purchase any specific quantity. Each Participating Local Agency reserves the right to increase or decrease the quantities purchased as may be deemed reasonably necessary for the Participating Local Agency roadway and property de-icing, subject to the Successful Bidder explicitly identifying in its bid submission any minimum truck load per delivery or other limitations on its capabilities. Increases or decreases in the amount ultimately purchased by a Participating Local Agency shall not be a basis on which to adjust the per unit price for the same.

3) Deliveries

Unless a Participating Local Agency elects to pick up its own quantities, deliveries shall be made F.O.B. destination to the facilities designated by each Participating Local Agency as set forth in Attachment A ( Participating Local Agency Contact & Order Information & Delivery Addresses). Delivery locations may include stockpile/yard deliveries and direct-to-route deliveries as requested.

a. Standard Deliveries: Deliveries shall occur Monday through Friday between 7:00 AM and 3:30 PM, subject to modification in the individual contract with each Participating Local Agency, with a normal lead time not to exceed 72 hours from order.

b. Peak/Winter Event Periods: Prior to anticipated snow/ice events and after declared emergencies, the Successful Bidder shall prioritize the Participating Local Agencies and provide accelerated lead times, subject to safe transport conditions.

c. Emergency Deliveries: The Successful Bidder shall provide 24/7 emergency delivery capability with a response time not to exceed 8 hours.

The Successful Bidder shall provide an emergency contact number and escalation process for deliveries referenced above.

All deliveries shall conform to the specifications in Section 1) above, and be free from deleterious materials, oversized aggregates, stones, and foreign matter. Participating Local Agencies reserve the right to sample and test delivered product. Loads may be rejected by a Participating Local Agency for failing to meet the above specifications, and, if delivered loads are determined to not conform to the same, the Successful Bidder shall take all actions to assist in the Participating Local Agency’s timely procurement of the same, failing which it shall be subject to Section 4 below. The receipt or acceptance of delivery by a Participating Local Agency of a load shall not constitute a waiver of the obligation that the delivered material satisfying the specifications set forth herein.

All loads shall be properly covered and secured. The Successful Bidder is responsible for preventing, cleaning up, and remediating any spillage during transit and at delivery sites.

Each delivery shall be accompanied by a legible delivery ticket and certified weight slip stating the name of the Participating Local Agency taking delivery, the delivery site, date/time, truck identification, gross/tare/net weights, product type.

4) Time, Quantities and Materials of the Essence

Since the availability of Rock Salt is critical to the health, safety and welfare of the

Participating Local Agencies, a failure of the Successful Bidder to deliver salt within 72 hours of a request for delivery will result in the individual Participating Local Agency having the option to purchase salt from a third party. In these cases, the Successful Bidder will be required to pay or credit the Participating Local Agency the difference in price between the contracted price and that charged by the third party. To the extent that the Participating Local Agency is able to secure salt from another Participating Local Agency, the Successful Bidder shall be responsible for 125% of all cost associated with the transportation and conveyance of the same.

5) Pricing and Payment

a. All Road Salt provided under the Bid shall be priced at the Unit Price set forth by the Successful Bidder, FOB delivery.

b. Fuel/Transportation Surcharges are not permitted, except upon approval of the Participating Municipalities.

c. Taxes. Prices shall exclude taxes from which such Participating Local Agencies are exempt. Exemption certificates will be provided upon request.

All applicable fees, charges and taxes shall be clearly stated.

d. Invoicing and Payment. The Successful Bidder shall invoice the ordering Participating Local Agency only after delivery and acceptance. Each invoice shall reference the Participating Local Agency’s order, delivery site, delivery date(s), product type, quantities with certified weights, and unit price. Payment terms are Net 30 days from receipt of a proper invoice unless otherwise specified by the Participating Local Agency.

6) Term

The contract term for orders placed under this RFP will commence on October 1, 2026, and continue through April 1, 2027 for the 2026–2027 winter season.

B. Instructions to Bidders

1) Sealed bids shall be submitted online via PennBid. The online electronic Bid Form can be found by clicking on the “Prepare my Submission” table in PennBid, until _2:00___ PM on September 10, 2026, at which time they will be opened via PennBid and results will be posted by end of day. The contract documents are available online, at no cost, at PennBID – https://pennbid/bonfirehub.com.

2) Bidders shall submit the following (defined herein as the “Bid Documents”):

a) Line item bid prices, per ton for Rock Salt. To the extent that the Bidder requires any minimum truck load per delivery or any other charges, the same shall be explicitly identified. The FOB delivered per unit price on the estimated total quantity will be used to determine the lowest bidder.

b) Answers to all of the questions listed on the 2026-2027 Questionnaire for Rock Salt Bidders, attached hereto in Attachment B. Such information shall include a capacity and supply assurance plan, detailing production sources, storage capacity, transportation fleet capacity, contingency plans for severe winters, and priority protocols for emergency events.

c) A certified check or bid bond in the amount of 10% of the total bid, issued to the Consortium. Bonds are to be issued by a surety licensed to do business as such in the Commonwealth of Pennsylvania. An electronic copy of the bid security shall be submitted as part of a Bidder’s bid, subject to the Bidder submitting an original of the same to the Consortium representative identified in Section 14 below, within three (3) business days.

Such guaranty be a guaranty that the Bidder, upon being declared the lowest responsible bidder and awarded the contract, will, within seven (7) calendar days after receipt of the Agreement, execute the Agreement and furnish the required contract bond. The said agreement and contract bond shall be on the standard form as prescribed by the Consortium. If a Bidder to whom the award has been made shall fail to execute the Agreement and to furnish the required satisfactory contract bonds within the time frame specified above or extended by the Consortium in its discretion, the award shall thereupon be void at the option of the Consortium, in which case the proceeds of the bid guaranty shall become immediately payable to the Consortium as liquidated damages, and the contract may be awarded by the Consortium to the next lowest responsible bidder, in the Consortium’s discretion.

d) Executed Non-Collusion Affidavit. Such sworn statement, submitted on behalf of each person, partnership, joint venture, corporation or other legal entity submitting the Bid, shall certify that the foregoing have not, either directly or indirectly, entered into an agreement, participated in any collusion or otherwise taken any action in restraint of the free, competitive bidding in connection with this RFP.

e) Public Works Employment Verification Form and Signature Page.

3) All Bidders shall take all action necessary to: thoroughly review, understand and be familiar with the Bid documents; adhere to the conditions, times and terms of the Bid; and certify that it has the ability to fully carry out the terms of the Bid and Contract without exception. By making its Bid, each Bidder understands, represents and warrants that it will provide the items in the Bid without exception; the prices and amounts set forth in the Bid have been arrived at independently and without consultation, communication or agreement with any other prospective contractor, bidder or potential bidder; no attempt has been made or will be made to induce any firm or person to refrain from bidding or to submit a bid higher than Bidder’s bid, or to submit any intentionally high or noncompetitive bid or other form of complementary bid; and that the bid is made in good faith.

4) A Bid shall not be considered “accepted” if it is not based on the specifications set forth herein or if it does not contain all of the Bid Documents set forth above.

5) Bidders shall present satisfactory evidence that they have been engaged in the work of supplying bulk salt delivery of the same general character and scope as set forth in the Bid Documents, and that they are fully prepared, with the necessary existing capacity, to promptly and carry out the services set forth herein. A Bidder may attach additional documentation with its submission. Bidders and any subcontractors shall hold all required licenses and permits and comply with all applicable federal, state, and local laws, regulations, and transportation requirements, associated with their compliance with the Bid. Additional evidence of the foregoing may also be requested by the Consortium following the bid opening.

6) The submission of a Bid will constitute an incontrovertible offer by the Bidder that Bidder has complied with every requirement of these Bid Instructions and to perform under the project. Bidders shall not be permitted to assign any or all of its rights or interest in a Bid or Bid award, without the prior written consent of the Consortium.

7) All questions about the meaning, interpretation, implementation or intent of the Bid Documents are to be directed to Consortium Contact set forth below, in writing, at least seven (7) days prior to the bid opening. Interpretations or clarifications considered necessary by the Consortium Contact in response to such questions will be issued by Addenda in writing delivered by email to all Bidders through PennBid.

Oral and other interpretations or clarifications will be without legal effect.

8) Addenda may also be issued to modify the Bid Documents as deemed advisable by the Consortium Contact.

9) Prior to the bid opening, Bids may be modified or withdrawn by an appropriate document duly executed (in the manner that a Bid must be executed) and delivered to the place where Bids are to be submitted at any time prior to the opening of Bids.

Bids may not be modified, withdrawn or canceled within a period of sixty (60) days following the date of the bid opening unless the Bidder obtains the prior written consent of Consortium, in writing.

10) The Consortium reserves the right to reject any and all Bids, to waive any and all informalities not involving price, time or changes in the Bid and to negotiate contract terms with the Successful Bidder in the discretion of the Consortium, and the right to disregard all nonconforming, nonresponsive, unbalanced or conditional Bids. The Consortium reserves the right to reject the Bid of any Bidder if the

Consortium believes that it would not be in the best interest of the Consortium to make an award to that Bidder, whether because the Bid is not responsive or the Bidder is unqualified or of doubtful financial ability or fails to meet any other pertinent standard or criteria established by the Consortium.

11) No actions by the Consortium shall be construed to waive, modify or abrogate any of the Successful Bidder’s obligations under the Contract(s), and the failure or omission on any part of the Consortium to condemn or reject defective or inferior work shall not imply acceptance of the materials or release the Successful Bidder from its obligation to comply with the Contract and address replacement of the same at once at its sole costs and expense, notwithstanding that prior payment for the same may have been made.

12) Insurance Certificates evidencing current coverage meeting the stated requirements, or a letter from carrier confirming ability to meet requirements upon award. The awarded Bidder shall provide and maintain, at its sole expense: the following insurance, with the Montgomery County Consortium of Communities, Participating Local Agencies listed, and Van Cleef Engineering as additional insureds:

a. Workers’ Compensation Insurance. The selected Bidder must maintain during the life of the Agreement Workers’ Compensation Insurance for its employees. Coverage must be in accordance with statutory requirements of the Commonwealth. Coverage must include Employer’s Liability Protection with minimum limits of:

Bodily Injury by Accident $100,000 per accident

Bodily Injury by Disease $100,000 per person

Bodily Injury by Disease $500,000 policy limit

b. Commercial General Liability. The selected Bidder must maintain during the life of this Agreement Public Liability Insurance to protect it, its subcontractors, and the Participating Local Agencies for injury or damage caused directly by the selected Bidder or its employees for the following limits:

General Aggregate $2,000,000

Per Occurrence $1,000,000

Products and Completed Operations $1,000,000

Personal and Advertising Injury $1,000,000

c. Automobile Insurance. The selected Bidder must maintain during the life of the Agreement Automobile Liability for all vehicles (owned, non-owned and hired) operating in furtherance of this Agreement for the following limits:

Combined Single Limit $1,000,000

13) The successful Bidder shall be required to post a performance bond, in form and substance acceptable to the Consortium, at least equal to 100% of the of the bid amount, which shall continue in place during the term of the agreement for the complete and faithful performance of the project and compliance with the provisions of this Bid, all of the foregoing of which as provided by law. In the event of a default or notice of violation, the surety shall, after fourteen (14) days’ notice, take the successful Bidder’s place in all respects in the performance of the Agreement and reimbursement/penalty provisions set forth herein. To the extent that the surety does not elect to do so, the Participating Local Agencies shall have the full authority to take all actions necessary to provide such services, the full costs and expenses of which shall be the obligation of the successful Bidder and the surety.

14) All questions, requests for information or other communications related to the Bid, prior to award of the same, shall be submitted via PennBid. No other communications with any official or representative of a Participating Local Agency or consultant engineer related to the Bid, prior to Bid opening shall be permitted, and, at the discretion of the Consortium, may be the basis for disqualification of a bid submission.

15) Each bidder shall acknowledge that the selected bid submission is subject to disclosure under the Pennsylvania Right to Know Act. Bidders shall clearly mark confidential trade secrets as permitted by law, and, to the extent that a Right to Know Act request is made for the same, the Bidder will be notified such that it can take action to assert its designation contra any disclosure of the same.

16) Prevailing Wages. To the maximum extent applicable, successful Bidders shall comply with all provisions of the Pennsylvania Prevailing Wage Act and the regulations associated with the same issued by the Pennsylvania Department of Labor and Industry. The successful Bidder shall defend, indemnify and hold harmless the Participating Local Agencies for any claims, fines, penalties or damages asserted to the extent that the successful Bidder does not comply with the same. The successful Bidder shall also supply the Consortium with all necessary records to establish compliance with the Act.

17) Nondiscrimination. The successful Bidder shall not discriminate against, intimidate or permit the same, in any manner on the basis of race, color, religion, sex, national origin, disability, age or other protected status, and shall otherwise comply with all applicable equal opportunity employment laws. The successful Bidder shall supply all policies has established and maintained, in compliance with the same, inclusive of written sexual harassment policy.

18) Americans with Disabilities Act. The successful Bidder shall fully comply with the Americans with Disabilities Act, 28 C.F.R. 35.101 et seq., and, to the extent that any claim, losses, damages, fines, expenses, demands or suits are raised against the Consortium or Participating Local Agencies, the successful Bidder agrees to defend, indemnify and hold harmless the foregoing.

19) Default. To the extent that the successful Bidder fails to fully comply, defaults with the provisions of the Bid and this document, or becomes insolvent, the Consortium and the Participating Local Agencies shall, individually or collectively, have the right to declare the successful Bidder in default, pursue remedies and damages associated with the same, and terminate the Agreement. The Consortium and Participating Local Agencies shall endeavor to provide the successful Bidder with fourteen (14) days’ written notice of the same, with an opportunity to cure the default within that period. This time for the cure allowance may be eliminated or reduced, in the judgment of the Consortium or Participating Local Agency asserting the same, due to exigent circumstances of the Participating Local Agencies. The termination or declaration of default shall not impact the remaining Participating Local Agencies, but the Consortium may issue a notice of default and declaration of the termination of the agreement as to all or some Participating Local Agencies, in which circumstances the same apply to each. Any declaration of default shall not impact the Performance Bond obligations of the successful Bidder (or the draw down thereunder), the obligation to cure and address past violations, or the obligation to compensate the Participating Local Agencies for all additional costs and expenses derived therefrom (including any future increases in such Participating Local Agencies to acquire salt for the remainder of the 2026/2027 winter season. Understanding the difficulty in predicting the financial impact of a default as outlined above, the Parties recognize and agree that, in addition to any other remedies available under this Bid or by law, the successful Bidder shall be responsible for 125% of the per ton unit price for the road salt.

This provision shall be construed to be in addition to those rights of the Consortium or Participating Local Agencies to address individual delivery failures pursuant to Section A(4) above.

20) Hinderances and Delays. Given the nature of the services being provided, the inherent risks and uncertainties of complying with the Bid are part of its contract and shall not be a basis for avoiding, voiding or modifying the provisions herein.

This provision shall not apply to the extent that a Participating Local Agency has directed in writing that the work be stopped. The successful Bidder, except as specified in the contract, shall bear all loss and damage from hinderance or delays from any cause during the provision of the services. The successful Bidder shall notify the Consortium and Participating Local Agencies of any grounds for delays in it carrying out its obligations under the Bid.

21) Dispute Resolution and Jurisdiction. The jurisdiction for any claims, causes of action or disputes arising out of the Bid or the provision of services shall rest with the Court of Common Pleas of Montgomery County. If the successful Bidder shall claim any compensation for alleged damages or breach on the part of a Participating Local Agency, it shall, within six (6) months after incurring such alleged damage or injury, notify the Consortium and Participating Local Agency of the nature of the alleged injury, the date of any occurrence, an itemization of the details and amount of such damage, and provide all documentation supporting the same. The parties may meet, discuss, and mediate such dispute within such period. Any claims, disputes or causes of action raised by the successful Bidder shall be filed within six (6) months of the date of such submission.