5-Scope of Work - Bulk Rock Salt Purchase.pdf

Invitation to Bid (ITB) for

Bulk Rock Salt Purchase

Project Number: 3047

City of Little Rock, Arkansas

City of Little Rock, 500 W. Markham St., Little Rock Arkansas 72201 (501) 371-4510

City of Little Rock ITB – Bulk Rock Salt Purchase

This bid solicitation was issued by the City of Little Rock Procurement Division.

Project Number 3047 Product or Service Bulk Rock Salt Purchase

Department Department of Public Works, Operations Division Release to Prospective Contractors 8/26/2025 Time 9:00 AM

Proposal Due Date 9/16/2025 Time 11:00 AM

Deadline for Prospective Vendor Questions

9/11/2025 Time 5:00 PM

Bid Opening Teams Meeting Join the meeting

Procurement Website Little Rock Business Portal | City of Little Rock

The City of Little Rock has issued this Invitation To Bid (ITB) to businesses authorized in the State of Arkansas and qualified to provide the requested service(s) outlined in this bid document.

Bidders must submit responses to this request online at LRProcure on or before the designated due date and time. Any responses received after this deadline will be considered late and returned to the Bidder without further review.

Responses should comply with all requirements stated in this bid request. If a conflict is found to apply to a key term (for example, quantity or type of work to be done) of this bid, the Bidder's response shall be disqualified at the City of Little Rock's sole discretion.

The City reserves the right to revise the ITB before the proposal submission deadline. If the City needs to make changes or revisions, an addendum will be posted on the Organization Portal. Only questions and answers in an addendum shall be considered part of the ITB.

The City has worked hard to make sure this request is correct, but it is up to you to check everything carefully because the City and its team are not responsible if there are mistakes or missing information. The responsibility for determining the full extent of the exposure to risk and verifying all information herein shall rest solely on those parties’ making proposals. The City, its representatives, and its agents shall not be responsible for any error or omission in this ITB, nor shall they be responsible for any Bidders or representatives' failure to verify the information herein and to determine the full extent of that exposure.

1. Background – City of Little Rock

Little Rock is the State Capital and the largest city in Arkansas. It was chartered in 1835 and is in the central part of the state, approximately 135 miles west of Memphis, Tennessee. The city has a population of 202,591 according to the 2020 census certified by the Arkansas State Treasurer. The 2025 operating budget revenues as approved by Ordinance No. 22079 are $338,231,579 including the General Fund revenue budget of $263,108,099.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTZjYWNhZWEtODU1Mi00MDljLWI3NzItMjRlNTExN2NiMjNj%40thread.v2/0?context=%7b%22Tid%22%3a%2284d336e2-3cb3-4ee8-91ca-5e4f107776ce%22%2c%22Oid%22%3a%226ff61f34-d5b1-4b7a-83d7-c7f2b2835611%22%7d https://www.littlerock.gov/business/little-rock-business-portal/ https://account.bonfirehub.com/login?flow=d07483ac-ae06-48ec-b504-3bf624cf49ef

2. Definitions

The City has made every effort to use industry-accepted terminology in this solicitation.

a) The words “must” and “shall” signify a requirement of this solicitation and that vendor’s agreement to and compliance with that item is mandatory.

b) “Prospective Vendor” means a person who submits a bid in response to this solicitation.

c) “Vendor” means a person who sells or contracts to sell commodities and/or services.

d) “Responsive bid” means a bid submitted in response to this solicitation that conforms in all material respects to this ITB.

e) “Bid Submission Requirement” means a task a Prospective Vendor must complete when submitting a bid response. These requirements will be distinguished by using the term “shall” or “must” in the requirement.

f) “Requirement” means a specification that a vendor’s product and/or service must perform during the term of the contract. These specifications will be distinguished by using the term “shall” or “must” in the requirement.

g) “City” means the City of Little Rock, Arkansas. When the term “City” is used herein to reference any obligation of the City under a contract that results from this solicitation.

h) “Change Order” means a written order to the City authorizing an addition, deletion or revision of the work within the general scope of the contract documents or authorizing an adjustment in the contract price or contract time.

i) “Agreement” - Contract between the City and contractor regarding the project.

j) “Addenda” - Written or graphic instruments issued prior to the time of opening the bids which modify or interpret the contract documents, drawings and specifications, by additions, deletions, clarifications, or corrections.

k) “Bonds” - Bid, Performance, and Payment Bonds, and other instruments of security, furnished by the contractor and their surety in accordance with the contract documents.

l) “Notice of Award” - The written notice of the acceptance of the bid from the City to the successful vendor.

m) “Notice to Proceed” - Written communication issued by the City to the contractor authorizing them to proceed with the work and establishing the date of commencement of the work.

n) “Net 30” is a payment term on an invoice which indicates payment will occur thirty (30) days from the invoice date.

o) “Specifications" - A part of the contract documents consisting of written descriptions of a technical nature of materials, equipment, construction systems, standards, and workmanship.

p) “Supplementary Conditions” - Modifications to adapt the specific requirements of the project and that may be imposed by applicable federal, state, and local laws.

q) “Work” - All labor necessary to produce the construction required by the contract documents, and all materials and equipment incorporated or to be incorporated in the project. The contractor shall, if required, furnish satisfactory evidence as to the kind and quality of materials.

r) “Written Notice” - Any notice to any party relative to any part of this Agreement shall be in writing and considered delivered and the service thereof completed, when posted by certified or registered mail to the said party or his authorized representative.

s) “ITB” stands for Invitation to Bid, which is an invitation to contractors or equipment suppliers, through a bidding process, to submit a proposal on a specific project to be realized, or a product or service to be furnished.

3. Desired Outcome

A. To purchase on an as-needed basis, bulk rock salt and pretreated bulk rock salt that meet specifications.

B. Bulk Rock Salt and Bulk Rock Salt Pretreated will be delivered to the City of Little Rock at 3313 JE Davis Drive (Public Works Maintenance facility) or 11900 Ironton Cut-Off Road (Public Works Salt Storage Facility) as directed.

4. Scope of Services

4.1 Goal

A. The goal of this as-needed purchase is to enhance roadway safety during inclement weather by melting snow and ice from city streets to help improve traffic flow and reduce accidents.

4.2 Term of Award

A. This bid solicitation shall result in pricing for the period of October 1, 2025, through September 30, 2026.

B. The City of Little Rock reserves the right to make multiple awards and may purchase on an as-needed basis from any qualified bidders who meet all specified requirements.

C. The vendor must have a business license to operate in the State of Arkansas.

D. The City reserves the right to reject any and all bids and to waive any informality or irregularity in any bid.

E. The City of Little Rock Treasury Management Division will determine validity of all business licenses.

F. Bidder must provide a signed copy of the Combined Certification for Contracting with the City of Little Rock form prior to contract award.

4.3 Minimum Qualifications

A. The Vendor must have a minimum of 3 years of experience supplying bulk rock salt to municipalities, state agencies, or large commercial clients.

4.4 General Requirements

A. Bulk Rock Salt and Bulk Rock Salt Pretreated shall be measured for payment by the ton delivered to the City of Little Rock at 3313 JE Davis Drive (Public Works Maintenance facility) or 11900 Ironton Cut-Off Road (Public Works Salt Storage Facility) as directed.

B. Bulk rock salt must meet ARDOT specifications for size, purity, and chemical composition.

4.5 Insurance and Warranties

The vendor shall carry the following insurances throughout the term of the contract and any extension thereof. Prior to award of a resulting contract, the vendor must provide a Certificate of Insurance.

Workmen’s Compensation (statutory requirements) Comprehensive General Liability – one million dollars ($1,000,000) Personal Injury – one million dollars ($1,000,000) Property Damage and other liabilities – one million dollars ($1,000,000)

4.6 Payment Structure

A. The City has standard Net 30 term. The vendor shall submit all invoicing resulting from contract purchase order to Little Rock Public Works Department, Operations Division. All requests for payment shall be made on the form as provided or approved by the department.

B. The contract price may be changed only by a Change Order. The value of any work covered by a Change Order or of any claim for increase or decrease in the contract price shall be determined by one or more of the following methods in the order of precedence listed below:

1. Unit prices previously approved.

2. An agreed lump sum.

4.7 Pricing

A. Any cost not identified by the successful vendor but subsequently incurred in order to achieve successful operation shall be borne by the vendor.

B. The prices shall be valid for the period of October 1, 2025, through September 30, 2026.

C. Pricing shall include all associated costs. The City shall not be obligated to pay any costs that are not included in the vendor’s price proposal even though such cost is subsequently incurred by the vendor to provide the contracted services or equipment or to achieve the required quality of service unless agreed to in writing by the City.

D. The City should receive any discounts offered by, or available to the vendor. For term contracts the beginning date for computing discounts will be the date of invoice or the date of delivery and acceptance, whichever is later.

E. Prices quoted are to be net prices. If the vendor makes an error in extending total prices, the City may accept the lesser amount whether reflected by extension or by the correct multiple of the unit price.

F. The prices in the response have been arrived at without collusion.

G. All bid pricing shall be in United States dollars and cents.

5. Performance Metrics and Contract Management

5.1 The City seeks to collaborate with the Vendor and other stakeholders to enhance accountability and contract management, improve results, and adjust the delivery of products and/or services based on learning what works.

Metric Data Source Data Frequency Responsibility Review Cadence

1. For the duration of the project, what percentage of the time was the contractor available to receive and respond to routine phone calls?

Department Records

Completion of Project

City of Little Rock Public Works Department

Completion of Project

2. For the duration of the project, what percentage of the time was the contractor available to receive and respond to emergency calls?

Department Records

Completion of Project

City of Little Rock Public Works Department

Completion of Project

3. On a scale from 1 to 10, how satisfactory was the vendor’s work upon completion of the project?

Department Records

Completion of Project

City of Little Rock Public Works Department

Completion of Project

4. Vendor Performance Report (Ad-hoc)

Vendor Performance Review Form

As Needed – At Least Once Per

Contract

City of Little Rock Procurement

Division

Completion of Project

5. Vendor Performance Review Bonfire

Annually City of Little Rock Procurement

Division

Annually

5.2 Contract Management

A. Communication Plan

1. To manage this contract and the goals outlined in sections herein, the City will collect performance data and regularly discuss with the selected vendors the performance metrics.

2. The monthly update meeting shall occur at an agreed-upon time and date each month.

Upon mutual agreement, the parties may move this meeting if necessary to avoid scheduling conflicts, holidays, or similar occurrences. Any changes or cancellations to a meeting shall be communicated at least twenty-four (24) hours in advance.

5.3 Joint Ventures

A. A joint proposal submitted by two or more vendors is acceptable.

1. In the event of a joint venture, documentation must be submitted with the proposals identifying all participating business entities.

2. Prior to award, a binding agreement between the participants must be provided. The City will recognize both companies as one entity.

3. The City shall have a single point of operational contact with the entity that is formed pursuant to this provision.

4. Two companies with the same physical address or with a single point of operational contact will be considered one entity.

5. In efforts to meet the Mayor’s Initiative to increase spend, it is highly recommended that any joint ventures include small, minority and/or women-owned businesses.

6. Contract

6.1 Issuance of Contract.

A. Any resultant contract of this bid solicitation is subject to City approval processes which may include board review.

6.2 Cooperative Use

A. The City of Little Rock, as the issuing office for this solicitation, shall be the lead agency for this contract. Other governmental entities may participate in any contract resulting from this solicitation that falls under its scope of work throughout the life of the contract.

B. The vendor shall agree to offer the same pricing, terms, and conditions to participating governmental entities as outlined in this solicitation.

C. There is no obligation for any agency to purchase from the awarded contractor, nor does it guarantee any additional orders will result. However, it does allow entities at their discretion, to make use of the City of Little Rock’s competitive procurement process directly from the awarded contractor. All purchases made shall be understood to be transactions between that entity and the awarded vendor.

6.3 The City of Little Rock shall not assume liability or obligation on behalf of any other governmental entity that may use any contract resulting from this solicitation. All purchases and payment transactions shall be made directly between the vendor and the requesting entity.

7. Inquiries and Submission Instructions

7.1 The responsive bid must be submitted through online bidding at LRProcure .

7.2 For any system-related questions, technical errors or help, please contact Bonfire Technical

Support or using the Help Button or at support@gobonfire.com Mon-Fri 8:00am-8:00pm EST. For all other assistance, staff is available at (501) 371-4560. Bidder acknowledges that support may not be readily available the day of or the hours/minutes prior to a bid closing date/time.

7.3 All responses will be open virtually on the following location & time:

Opening Bid Webex Meeting link:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTZjYWNhZWEtODU1Mi00MDljLWI3NzItMjRlNTExN2NiMjNj%40thread.v2/0?c ontext=%7b%22Tid%22%3a%2284d336e2-3cb3-4ee8-91ca- 5e4f107776ce%22%2c%22Oid%22%3a%226ff61f34-d5b1-4b7a-83d7-c7f2b2835611%22%7d

Meeting ID: 251 152 347 130 9 Passcode: Sz9KK33V

Dial in by phone +1 972-371-0918,,546572401# United States, Dallas Find a local number Phone conference ID: 546 572 401# http://www.littlerock.gov/LRProcure mailto:support@gobonfire.com https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTZjYWNhZWEtODU1Mi00MDljLWI3NzItMjRlNTExN2NiMjNj%40thread.v2/0?context=%7b%22Tid%22%3a%2284d336e2-3cb3-4ee8-91ca-5e4f107776ce%22%2c%22Oid%22%3a%226ff61f34-d5b1-4b7a-83d7-c7f2b2835611%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTZjYWNhZWEtODU1Mi00MDljLWI3NzItMjRlNTExN2NiMjNj%40thread.v2/0?context=%7b%22Tid%22%3a%2284d336e2-3cb3-4ee8-91ca-5e4f107776ce%22%2c%22Oid%22%3a%226ff61f34-d5b1-4b7a-83d7-c7f2b2835611%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTZjYWNhZWEtODU1Mi00MDljLWI3NzItMjRlNTExN2NiMjNj%40thread.v2/0?context=%7b%22Tid%22%3a%2284d336e2-3cb3-4ee8-91ca-5e4f107776ce%22%2c%22Oid%22%3a%226ff61f34-d5b1-4b7a-83d7-c7f2b2835611%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTZjYWNhZWEtODU1Mi00MDljLWI3NzItMjRlNTExN2NiMjNj%40thread.v2/0?context=%7b%22Tid%22%3a%2284d336e2-3cb3-4ee8-91ca-5e4f107776ce%22%2c%22Oid%22%3a%226ff61f34-d5b1-4b7a-83d7-c7f2b2835611%22%7d tel:+19723710918,,546572401 https://dialin.teams.microsoft.com/1a6ac4e8-f9a4-41db-a3bc-04bc7023d282?id=546572401

At the above-noted date and time, Bidders that have submitted proposals will have their names read aloud publicly during a virtual bid meeting and those names will become public information.

8. Terms and Conditions

All prospective Vendors who submit a proposal agree to be bound by the City of Little Rock CLR_Standard_Terms_and_Conditions and the online Bonfire Terms & Conditions.

https://littlerock.bonfirehub.com/documents/view/8017055 https://www.bonfire.com/terms-and-conditions/

INVITATION TO BID - PRICE SHEET

Quote Submitted By:

Vendor Signature Date

Printed Name

Company Name

Company Phone Number

The City of Little Rock reserves the right to make multiple awards and may purchase on an as needed basis from any qualified bidders who meet all specified requirements.

Item Number Material Unit Price Per Unit

1 Rock Salt - Bulk Pretreated Bulk Rock Salt shall be delivered pretreated with BEET 55-C, or equivalent, (specification attached) by end dump truck or auger (if necessary), placed in storage buildings or on the ground as directed. Bottom dump truck delivery will not be accepted.

TON

2 Rock Salt - Bulk Bulk Rock Salt shall be delivered by end dump truck or auger (if necessary), placed in storage buildings or on the ground as directed. Bottom dump truck delivery will not be accepted.

TON

Vendor's minimum truck load order is ________ tons.