Attachment_A_-_Purpose_and_Scope.pdf

Attachment A

OMES Central Purchasing | October 2025 Attachment A: Statewide Contract | Page 1 of 5

SOLICITATION NO. EV00000954

STATEWIDE CONTRACT NO. SW0502M

This solicitation is a contract document and is a request for proposal in connection with the contract awarded by the Office of Management and Enterprise Services as more particularly described below. Any defined term used herein but not defined herein shall have the meaning ascribed in the General Terms or other contract document.

I. PURPOSE

The Office of Management and Enterprise Services (OMES) Central Purchasing division is seeking responses from potential suppliers to provide a contract for the purchase of bulk road salt (sodium chloride) and related deicing materials. State agencies and affiliates may also utilize this contract on an as-needed basis.

The contract is awarded as a statewide contract on behalf of the State of Oklahoma’s Office of Management and Enterprise Services (OMES). All state agencies and state affiliates may avail themselves of this contract.

1. Contract Term and Renewal Options.

1.1 The initial contract term, which begins on the execution date of this service agreement through to

12/31/2027, may be extended for up to four one-year options to renew the contract, with the final agreement end date being 12/31/2031.

1.2 Statewide contracts are moving to an annual autorenewal format, instead of manual renewals. No annual renewal notices will be supplied by the state. This does not change any substantive terms and conditions of the executed contract or any previously executed amendments. Should either party decline to renew the contract, a written termination notice shall be sent at least 30 days prior to the end of the contract term.

2. Contract Specifications. Certain contract requirements and terms are attached hereto as Attachment A and incorporated herein.

3. Solicitation Criterion.

3.1 The bid will be evaluated using a best-value criterion, based on the following:

3.1.1 Exhibit 1 – Executive Summary

3.1.2 Exhibit 2 – Technical Response

3.1.3 Exhibit 3 – Pricing

3.2 Scope and description. Questions should be concise, identify the relevant document, include specific section references and avoid use of tables or special formatting (use simple lists).

3.2.1 The bid response must reflect for each requirement on Exhibit 2 whether the requirement is met by an out-of-the-box solution or whether it necessitates customization to the bidder’s proposed solution.

3.2.2 The bid response shall show the ability of the bidder to meet or exceed the following mandatory specifications:

3.2.3 Pricing shall be proposed using Exhibit 3, titled “Pricing.”

3.2.4 Pricing shall be proposed as follows:

3.2.4.1 Deliverable-based pricing with proposed milestones and associated payments.

3.2.4.2 Hourly rates and roles for additional professional services in connection with the project, including, without limitation, maintenance and support services and enhancement services to the extent not included in a mutually agreed Statement of Work.

3.2.4.3 Subscription and/or other pricing for post-warranty ongoing maintenance and support.

3.2.5 Pricing shall be proposed as a total firm, fixed cost and include all information concerning fees, other costs and any other information relevant to the total cost.

3.2.6 Pricing shall be proposed as a detailed hourly breakdown showing the supplier staffing roles necessary to complete the work, the number of hours to be worked by each role, the hourly rate for each role and the total hours to be spent on the project.

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3.2.7 Value-added products and/or services within scope of the acquisition may be included in the bid.

3.3 Executive Summary and company information. Located in Exhibit 1: Executive Summary.

3.4 All technical responses. Located in Exhibit 2: Technical Response.

3.5 The response to pricing shall be proposed using Exhibit 3: Pricing.

3.6 Value-added products and/or services within scope of the acquisition are to be included in

Exhibit 3: Pricing.

3.7 Business references are to be included in Exhibit 4: Bidder Reference Worksheet.

3.8 Third-party vendor information is included in Exhibit 5: Third-Party Supplier Information.

4. Mandatory Specifications – Road Salt / Deicing Materials

4.1 Scope of Contract

The Contractor shall provide bulk road salt (sodium chloride) and related deicing materials for use in winter roadway maintenance operations for the State of Oklahoma and participating entities.

Materials supplied under this contract shall be suitable for snow and ice control on roadways, highways, bridges, parking lots, and other paved surfaces.

The Contractor shall furnish all materials, labor, transportation, equipment, and supervision necessary to supply and deliver the product in accordance with these specifications.

4.2 Product Composition Requirements

4.2.1 The primary product shall consist of sodium chloride (NaCl) suitable for roadway deicing.

4.2.2 Sodium chloride content shall be not less than 95% purity by weight, unless otherwise approved by the State.

4.2.3 The product shall be free of foreign materials, debris, organic contaminants, and hazardous substances.

4.2.4 The material shall be suitable for use with standard highway salt spreading equipment

4.2.5 Salt shall not contain additives or contaminants that could cause damage to roadways, equipment, or infrastructure.

4.2.6 If treated salt is offered, the treatment chemical(s) must be clearly identified and documented.

4.2.7 Contractors shall provide documentation verifying chemical composition and product specifications.

4.3 Gradation (Particle Size)

Salt shall meet the following gradation requirements to ensure proper spreading and melting performance.

Typical acceptable gradation:

Sieve Size Percent Passing 3/8 Inch 100%

No. 4 20-90% No. 8 10-60%

No. 30 0-15% No. 50 0-5%

4.3.1 Material shall contain minimal fines or dust.

4.3.2 Excessive fines that interfere with spreader operation are not acceptable.

4.3.3 Gradation shall allow consistent application using standard spreaders.

4.4 Moisture Content

4.4.1 Moisture content shall not exceed 3.0% by weight at the time of delivery.

4.4.2 Salt shall be free flowing and suitable for mechanical spreading.

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4.4.3 Salt shall not arrive frozen, clumped, or hardened.

4.4.4 Product shall contain anti-caking agents if necessary to maintain flowability.

4.5 Quality Control and Testing

The Contractor shall maintain a quality control program to ensure compliance with these specifications.

Requirements Include:

4.5.1 Routine sampling and testing of product.

4.5.2 Documentation verifying chemical composition and purity.

4.5.3 Gradation testing performed at the production facility.

4.5.4 Moisture testing prior to shipment.

4.5.5 Test records must be available upon request.

4.5.6 The state reserves the right to:

4.5.6.1 Sample product at delivery.

4.5.6.2 Conduct independent laboratory testing

4.5.6.3 Reject shipments that do not meet specifications

4.6 Packing and Product Form

The Contractor shall offer the following product forms:

4.6.1 Bulk Salt:

4.6.1.1 Delivered by truck or rail.

4.6.1.2 Suitable for stockpile storage

4.6.2 Optional Packaged Salt (if offered):

4.6.2.1 Super sacks or bulk bags.

4.6.2.2 Typical sizes: 1–2 ton bags

4.6.2.3 Bags must be suitable for outdoor storage when covered

4.6.3 All packaging must be clearly labeled with:

4.6.3.1 Product name.

4.6.3.2 Supplier identification

4.6.3.3 Safety information

4.7 Packing and Product Form

The Contractor shall provide reliable and timely delivery during winter operations.

Minimum requirements:

4.7.1 Delivery shall be available statewide within Oklahoma.

4.7.2 Deliveries shall be made to state agency facilities, county yards, or other authorized locations.

4.7.3 Contractor must provide delivery within 72 hours of order during normal winter demand, unless otherwise approved.

4.7.4 During declared winter storm emergencies, the contractor shall make best efforts to expedite delivery.

4.7.5 Minimum and maximum shipment quantities must be identified in the proposal.

4.7.6 The Contractor shall provide:

4.7.6.1 Delivery scheduling procedures.

4.7.6.2 Contact information for logistics coordination

4.7.6.3 Shipment tracking when available

4.8 Storage and Handling Requirements

Salt delivered must be suitable for long-term outdoor stockpile storage.

The product shall:

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4.8.1 Maintain flowability when stored in covered stockpiles.

4.8.2 Resist excessive clumping or caking.

4.8.3 Be suitable for loading with front-end loaders and similar equipment

4.8.4 The Contractor shall provide recommended storage practices, including.

4.8.4.1 Stockpile covering recommendations.

4.8.4.2 Drainage requirements

4.8.4.3 Handling guidance

4.9 Environmental and Regulatory Compliance

The Contractor shall comply with all applicable federal, state, and local environmental regulations.

The Contractor shall provide:

4.9.1 Safety Data Sheets (SDS) for all materials supplied.

4.9.2 Documentation regarding environmental characteristics of the product.

4.9.3 Identification of any additives or treatment chemicals used.

4.9.4 Information on potential environmental impacts associated with the product.

4.9.5 All materials must comply with applicable regulations including:

4.9.5.1 OSHA safety requirements.

4.9.5.2 Environmental protection regulations

4.9.5.3 Transportation safety requirements

4.10 Supplier Production Capacity

The Contractor must demonstrate the ability to supply sufficient quantities to support statewide demand.

The proposal shall identify:

4.10.1 Production facility locations.

4.10.2 Source of the salt (mine, solar evaporation, etc.).

4.10.3 Annual production capacity.

4.10.4 Inventory levels maintained prior to winter season.

4.10.5 Backup supply sources.

The Contractor must maintain sufficient capacity to support increased demand during severe winter weather events

4.11 Transportation and Logistics

The Contractor shall provide transportation capable of meeting delivery requirements.

Acceptable delivery methods may include:

4.11.1 Truck delivery.

4.11.2 Rail delivery.

4.11.3 Other methods approved by the State.

The contractor shall identify:

4.11.4 Transportation partners.

4.11.5 Available fleet capacity.

4.11.6 Nearest distribution points serving Oklahoma.

4.12 Emergency Supply Capability

The Contractor must demonstrate the ability to support high demand during winter storms.

Requirements include:

4.12.1 Priority service for State of Oklahoma orders.

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4.12.2 Ability to increase shipments during peak demand periods.

4.12.3 Communication protocols during winter weather emergencies.

4.12.4 Availability of logistics coordination personnel.

4.13 Documentation Requirements

The Contractor shall provide the following documentation with their proposal:

4.13.1 Product specifications.

4.13.2 Chemical composition analysis.

4.13.3 Gradation test results.

4.13.4 Safety Data Sheets (SDS).

4.13.5 Environmental documentation

4.13.6 Quality control procedures

4.14 Product Rejection

The State reserves the right to reject any shipment that:

4.14.1 Does not meet required chemical composition.

4.14.2 Does not meet gradation specifications.

4.14.3 Contains excessive moisture.

4.14.4 Is contaminated or contains foreign materials.

4.14.5 Is frozen or unsuitable for spreading

4.15 Warranty

The Contractor warrants that all materials supplied:

4.15.1 Meet the specifications defined in this document.

4.15.2 Are free from defects in material and workmanship.

4.15.3 Are suitable for roadway deicing operations.

The Contractor shall replace any product found to be non-compliant at no cost to the State.