25-27 SolidDe-IcingCompound,SodiumFormate,090325.pdf

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INVITATION TO BID

INVITATION TO BID #25-27

BID DESCRIPTION: Solid De-Icing Compound, Sodium Formate

ISSUE DATE: September 5, 2025

BID OPENING DATE: September 17, 2025

BID OPENING TIME: 9:00 AM

BID RESPONSES MUST BE RECEIVED NO LATER THAN THE PUBLIC BID OPENING DATE

AND TIME (LOCAL TIME) SPECIFIED ABOVE. BIDS WILL BE OPENED AND READ ALOUD

AT THAT TIME. LATE BIDS WILL NOT BE CONSIDERED.

TO ALL PROSPECTIVE CONTRACTORS/BIDDERS:

You are hereby invited to submit your bid for the item(s) to be furnished and delivered, shipped f.o.b. to the address specified herein.

All bids are subject to staff analysis and Board approval. The Greater Rockford Airport

Authority (Authority) reserves the right to accept or reject any and all bids received and waive any and all technicalities.

Bids must be delivered prior to the public bid opening date and time to:

Greater Rockford Airport Authority

60 Airport Drive

Rockford, IL 61109-2902

Direct any and all inquiries about this bid to rfp@flyrfd.com .

mailto:rfp@flyrfd.com

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Instructions to Bidders

1.1 Proposal Preparation

Proposals may be submitted, in duplicate, on the blank Proposal Form furnished with these contract documents and shall conform to the terms and conditions set forth in the “Instructions to Bidders,” “General Terms and Conditions” and “Special Terms and Conditions” of the contract. Proposals may also be submitted through the BidNet electronic system on the Flyrfd.com web site. Proposals may be modified or withdrawn prior to the time specified for the opening of bids. Proposals shall be filled out legibly with all erasures, strikeovers and corrections initialed in ink by the person signing the proposal.

1.2 Proposal Execution

If the Bidder is a corporation, the President shall execute the proposal. In the event that the proposal is executed by other than the President, a certified copy of that section of the corporate by-laws or other authorization by the corporation, which permits the person to execute the proposal for the corporation, shall be submitted. If the Bidder is a partnership, all partners shall execute the bid, unless one partner has been authorized to sign for the partnership, in which case, evidence of such authority satisfactory to the Deputy Director/Finance & Administration shall be submitted. If the Bidder is a sole proprietor, the owner shall execute the document. A “Partnership” or “Sole

Proprietor” operating under an Assumed Name shall be registered with the Illinois County in which located, as provided in the Illinois Compiled Statutes, 805/ILCS 405/1.

1.3 Proposal Submission

The Greater Rockford Airport Authority must receive all proposals by the specified opening time of the proposal.

Proposals arriving after the specified time will not be accepted and will be returned unopened. All proposals may be submitted manually or in BidNet. Manual submittals must be in sealed envelopes with the following information explicitly shown (centered both vertically and horizontally on the envelope): name and address of bidder and proposal number. Further, the sealed envelope must be clearly marked “SEALED BID.” The Bidder shall be responsible for the delivery of the proposal before the date and hour set forth for the opening of proposals.

1.4 Electronic Proposal Submission

We are using BidNet as an electronic method to distribute and collect information pertaining to our proposals.

Registration may be done free of charge online, following instructions on Flyrfd.com, Administration, Bids. The electronic bid must contain all information related to the RFP as documents attached to the Proposal. Use the QR on the right to access the BidNet site.

1.5 Error in Proposal

Bidders are cautioned to verify their proposals before submission. Negligence on the part of the Bidder in preparing the document confers no right for withdrawal or modifications of the proposal after it has been opened. In case of error in the extension of prices in the bid, the unit price will prevail.

1.6 Variances and Deviations

Variances and deviations shall be described fully on the Proposal Form. In the absence of such statement, the proposal shall be considered as if submitted in strict compliance with all terms, conditions, and specifications; the Contractor shall be held liable. Contractors are cautioned to avoid making variances and deviations to the specifications, which may result in rejection of their proposal.

1.7 Reserved Rights

Greater Rockford Airport Authority reserves the right at any time and for any reason to cancel this Invitation to Bid, accept or reject any or all proposals or any portion thereof, or to accept an alternate proposal. The Authority reserves the right to waive any immaterial defects or irregularities in any proposal. The Authority may seek clarification from any Bidder at any time and failure to respond promptly is cause for rejection. The Authority has sixty (60) days to accept the ITB.

1.8 Interpretation or Correction of Bidding Documents

Bidders shall promptly notify the Authority no later than seven (7) days before proposal opening of any ambiguity, inconsistency or error, which they may discover upon examination of the documents. Interpretations, corrections and changes will be made by written addendum. Each bidder shall ascertain prior to submitting a bid that all addenda have been received and acknowledged in the proposal. Oral explanations will not be binding.

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Instructions to Bidders

1.9 Incurred Costs

The Authority will not be liable for any costs incurred by Bidders in replying to this Invitation to Bid.

1.10 No Bid Response

If your firm declines to bid on this request, but desires to remain on the Authority’s Bidders’ List for future invitations, please submit in a letter stating your desire to be included in future opportunities.

1.11 Basis of Award

It is the intent of the Authority to award a contract to the most appropriate supplier meeting specifications. Further, the

Authority reserves the right to determine the most appropriate supplier in any way determined to be in the best interests of the Authority. . Award will be based on the following factors (where applicable): (a) adherence to all conditions and requirements of the bid specifications; (b) price; (c) qualifications of the bidder, including past performance, financial responsibility, general reputation, experience, service capabilities, and facilities; (d) delivery or completion date; (e) product appearance, workmanship, finish, taste, feel, overall quality, and results of product testing; (f) maintenance costs and warranty provisions; and (g) repurchase or residual value.

1.12 Pre-Bid Conference

There will be no pre-bid conference for this request.

1.13

End of Instructions to Bidders

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General Terms and Conditions

2.1 Non-Discrimination

Contractor shall comply with the Illinois Human Rights Act, 775, ILCS 5/1-101 et seq., as amended and any rules and regulations promulgated in accordance therewith, including, but not limited to the Equal Opportunity Clause, Illinois Administrative Code, Title 44, Part 750 (Appendix A), which is incorporated herein by reference.

Furthermore, the Contractor shall comply with the Public Works Employment Discrimination Act, 775 ILCS

10/0.01 et seq., as amended.

During the performance of this Contract, the Contractor agrees that it shall not discriminate against any worker, employee or applicant, or any member of the public, on the basis of race, color, religion, sex, national origin, ancestry, age, marital status, physical or mental handicap, or sexual orientation. Upon request of the Authority, the

Contractor also agrees to submit in writing an affirmative action plan demonstrating compliance with equal employment opportunity laws and policies. Contractor further agrees that this clause will be incorporated by the

Contractor in all contracts entered into with suppliers or materials or services, sub-contractors and all labor organizations furnishing skilled, unskilled and craft union skilled labor, or any other person or organization performing services in connection with this Contract.

2.2 Title VI Solicitation Notice

The Greater Rockford Airport Authority, in accordance with the provisions of Title VI of the Civil Rights Act of

1964 (78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders or offerors that it will affirmatively ensure that for any contract entered into pursuant to this advertisement, all disadvantaged business enterprises or airport concession disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and no businesses will be discriminated against on the grounds of race, color, national origin (including limited English proficiency), creed, sex (including sexual orientation and gender identity), age, or disability in consideration for an award.

2.3 Drug-Free Workplace

The Contractor agrees to provide a drug free workplace as provided for in the Drug Free Workplace Act, 30 ILCS

580/1, et seq.

2.4 Tax Exemption

The Greater Rockford Airport Authority is not subject to Federal Excise Tax. Per Illinois Compiled Statutes, 35

ILCS 120/2-5, the Greater Rockford Airport Authority is exempt from state and local taxes. Our exempt number is

E9992-3521-05.

2.5 Warranties

Contractor warrants that all services furnished hereunder will conform in all respects to the terms of this solicitation, In addition, Contractor warrants that said services are suitable for, and will perform in accordance with, the purposes for which they are purchased, fabricated, manufactured and designed or for such other purposes as are expressly specified in this solicitation. The Authority may bring to the attention of the Contractor any nonconforming or defective performance and require correction of the service at the time the defect is discovered, all at the

Contractor’s risk and expense. Acceptance shall not relieve the Contractor of its responsibility.

2.6 Indemnification

Contractor agrees to indemnify, save harmless and defend the Greater Rockford Airport Authority, its agents, servants, Commissioners, and employees, and each of them against and hold it and them harmless from any and all lawsuits, claims, demands, liabilities, losses or expenses, including court costs and attorneys’ fees, for or on account of any injury to any person, or any death at any time resulting from such injury, or any damage to any property, which may arise or which may be alleged to have arisen, in whole or in part, out of or in connection with the work covered by this contract. The foregoing indemnity shall apply except if such injury, death or damage is caused directly and solely by the negligence or other fault of the Greater Rockford Airport Authority, its agents, servants, Commissioners, or employees or any other person indemnified hereunder. This indemnification obligation is not limited by, but is in addition to the insurance obligations, which may be contained in this contract. The provision of this paragraph shall not be waived.

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2.7 Termination and Default

If delivery of acceptable rendering of services is not completed by the time promised, the Authority reserves the right, without liability, in addition to its other rights and remedies, to terminate the contract by notice effective when received by Contractor, as to stated services not yet rendered and to purchase services elsewhere and charge the

Contractor with any or all losses incurred. The Authority shall be entitled to recover its attorney’s fees and expenses in any successful action by the Authority to enforce this contract. Either party shall reserve the right to terminate the contract at no fault in writing with 60 days notice.

2.8 Royalties and Patents

Contractor shall pay all royalties and license fees. Contractor shall defend all suits or claims for infringement of any patent, copyright or trademark rights and shall hold the Authority harmless from loss on account thereof.

2.9 Regulatory Compliance

Contractor represents and warrants that the goods or services furnished hereunder (including all labels, packages and containers for said goods) comply with all applicable standards, rules and regulations in effect under the requirements of all Federal, State and local laws, rules and regulations as applicable, including the Occupational

Safety and Health Act as amended, with respect to design, construction, manufacture or use for their intended purpose of said goods or services.

Pursuant to Illinois Municipal Code 65 ILCS 5/11-42.1-1, by signing this bid the Contractor certifies that it is not delinquent in the payment of any tax administered by the Department of Revenue.

All contractor and subcontractors, by signing this bid, agree that all individuals assigned to the project(s) concerning this bid are in compliance with: (a) providing health and welfare and retirement benefits, (b) correctly classifying employees, and (c) meeting the minimum workers’ compensation requirements.

The Contractor certifies that they are not barred from bidding on this contract as a result of engaging in or being convicted of: (a) bid-rigging in violation of Section 3; or (b) bid-rotating in violation of Section 4, of the Illinois

Criminal Code of 1961, as amended [720 ILCS 5/33E-3 and 4].

2.10 Discounts

Prices quoted must be net after deducting all trade and quantity discounts. Where cash discounts for prompt payment are offered, the discount period shall begin with the date of receipt of a correct invoice or receipt or final acceptance of goods, whichever is later. The Authority is a member of Sourcewell, HGAC Buy, and OMNIA buying groups and welcomes any independent contract pricing.

2.11 Inspections

The Authority shall have the right to inspect any materials, components, equipment, supplies, services, or completed work specified herein. Any of said items not complying with these specifications are subject to rejection at the option of the Authority. Any items rejected shall be removed from the premises of the Authority and/or replaced at the entire expense of the Contractor.

2.12 References

To allow the Authority to evaluate the experience of the Contractor, as it relates to this purchase, the Contractor must submit a minimum of three (3) references of organizations that have purchased similar items. Failure to include references may result in bid disqualification. References must be submitted on the Bid Form.

2.13 Law Governing

This contract shall be governed by and construed according to the laws of the State of Illinois.

2.14 Conflict of Interest

Each bidder affirms, by submission of a response to this bid or Invitation to Bids, it has no interest and will not acquire any interest in any enterprise, project, or contract that would conflict in any manner of degree with the performance of the work, services, or goods to be provided hereunder. Bidder further affirms that no person having such an interest will be employed to perform any wo0rk or services under the contract, and that no employee of the

GRAA is directly or indirectly interested in the bid or proposal for any reason of personal gain.

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End of General Terms and Conditions

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Special Terms and Conditions

3.1 Pricing

The price quoted for each item is the full purchase price, including delivery to destination, and includes all transportation and handling charges, premiums on bonds, material or service costs, patent royalties and all other overhead charges of every kind and nature. Unless otherwise specified, prices shall remain firm for the contract period.

3.2 Contract Period

The contract period will be for twelve (12) months beginning October 1, 2025 through September 30, 2026.

3.3 Specifications

Bulk supply of airside prilled deicing/anti-icing solid compound as set forth in the latest edition FAA-approved specification SAE AMS 1431 (“The Product”).

Requirements are, but not limited to the following:

i. The Product shall not contain more than 1% corrosion inhibitors; and

ii. The Product shall be spherical in shape.

Note: Agricultural granular urea meeting FAA-approved specification SAE AMS 1431 is NOT acceptable for this bid. See ITB 25-26.

3.4 Transportation

FOB Rockford-Greater Rockford Airport Authority storage facility located at 5751 Falcon Rd, Rockford, IL 61109.

3.5 Delivery Requirements

Delivery to be made and quoted per Supersack quantity.

3.6 Other Requirements

The vendor shall provide the following:

i. A comprehensive technical bulletin covering at minimum The Product’s environmental impact, SDS, handling, storage and application guidelines;

ii. A report of The Product’s biological oxygen demand and toxicity; and

iii. A copy of independent laboratory certification of The Product to the latest edition AMS 1431, dated within thirty-six (36) months of bid submittal.

The Authority recognizes the value of ISO international quality standards and, at its sole discretion, reserves the right to give preference to vendors who document The Product’s production using ISO 9002 certified processes.

Documentation must be provided with bid.

Every effort will be made by the Authority to order The Product judiciously for the last delivery of the season.

However, in the event that there is leftover Product the vendor shall be responsible for buying back The Product from the Authority at the same cost as purchased.

3.7 Invoicing and Payment

The goal of the Authority is to pay properly submitted Contractor invoices within thirty (30) days of receipt, providing goods have been delivered and/or services have been performed, approved and accepted by the Greater

Rockford Airport Authority. Original invoices must be presented for payment in accordance with instructions contained on the Purchase Order including reference to Purchase Order number and submitted to correct address for processing.

3.8 Training

The vendor shall provide comprehensive, on-site training to Greater Rockford Airport Authority staff. This will include written product application rates.

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Special Terms and Conditions

3.9 Miscellaneous

The Greater Rockford Airport Authority used 20 tons of this material during the winter of 2024-25; 20 tons during the winter of 2024-25; none of this material during the winters of 2023-24 and 2022-23, 10 tons of this product during the winter of 2022-23. This is not to be construed as any type of commitment on the Authority’s behalf and shall have the flexibility of ordering more or less of the quantities stated above.

3.10 Insurance

The successful bidder shall maintain at all times a minimum commercial liability insurance policy in the amount of

$1,000,000.00 and must name the Greater Rockford Airport Authority as additionally insured on contractor’s policy.

Proof of adequate insurance in the form of a Certificate of Insurance must be provided to the Authority.

End of Special Terms and Conditions

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Bid Form

Full Name of Bidder: _______________________________________________

Business Address: _______________________________________________

City, State, Zip: _______________________________________________

Telephone Number: _____________________ FAX: ____________________

Email: ________________________________________________

Contact Person: ________________________________________________

FEIN: ________________________________________________

The undersigned, being duly sworn, certifies that he/she is:

❑ The Owner/ ❑ a Member of the ❑ an Officer of the ❑ a Member of the

Sole Proprietor Partnership Corporation Joint Venture

Further, the Contractor declares that the only person or parties interested in this bid as principals are those named herein.

Further, the undersigned hereby certifies that they have read and understand the contents of this bid and agree to furnish at the prices shown any or all of the items above, subject to all instructions, conditions, specifications, warranties and attachments, including Addenda No. _N/A___ , and _N/A____ issued thereto, except only to the extent that the

Contractor has taken express written exception in this bid, hereto. Failure to have read all the provisions of this bid shall not be cause to alter any resulting contract or request additional compensations.

Further, by signing this bid document, the bidder hereby certifies that they are not barred from bidding on this contract as a result of a violation of either Section 33E-3 or 33E-4 of the Illinois Criminal Code of 1961, as amended.

Further, by signing this bid document, the Contractor hereby certifies that pursuant to Illinois Compiled Statutes, 65

ILCS 5/11-42-1, the Contractor is not delinquent in the payment of any tax administered by the Department of Revenue.

Our State of Illinois Certification Number under the Fair Employment Practices Law is _____________.

❑ (check if applicable) We do not have a State Pre-Qualification Statement. In lieu thereof, we will make an application at 312.814.2432 within thirty (30) days from the date of this bid opening.

Further, the Contractor agrees to provide a drug free workplace as provided for in the Drug Free Workplace Act, 30

ILCS 580.1 et seq.

Authorized Signature: ________________________________

Typed/Printed Name: ________________________________

Title: _________________________________

Date: _________________________________

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Bidder’s Company

Name_________________________________________________________

Price $__________________________/ton

Prompt Payment Discount __________________

Manufacturer name and/or model number __________________________________________

Delivery or Completion Time ____________________________________________________

Warranty ___________________________________________________________________

The vendor shall be responsible for buying back The Product from the Authority at the same cost as purchase at the end of the season.

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Variances and Deviations

Variance 1.: _________________________________________________________________________________

Variance 2.: _________________________________________________________________________________

Variance 3.: _________________________________________________________________________________

Variance 4.:

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References

Company Name: ______________________________

Address: ______________________________

Contact Person: _______________________________

Telephone #: _______________________________

Email ______________________________