biddoc.pdf

26-R003 Dust Control Page 1 of 9

Las Animas County IFB No. 26-R003

WATER SAVER MAGNESIUM CHLORIDE DUST CONTROL PRODUCT SUPPLY AND APPLICATION

BID SOLICITATION, OFFER & AWARD

County Road 20.8

County Road 40.0

County Road 42.0

County Road 67.4 & 69.8

County Road 71.1

County Road 75.0

And Pinon Canyon Maneuver Site (PCMS) Roads, to Be Determined

County Contacts: Keith Woodring – Las Animas County Road and Bridge Supervisor

Brandi Bowman – Las Animas County Road & Bridge

Phil Dorenkamp – Las Animas County Admin

(719)846-2931 – R & B

(719)846-4766 – R & B

(719)845-2562 – Admin lasanimascounty@gmail.com

ARTICLE I - PROPOSAL

1.1 Procuring Agency and Contracting Entity

Procuring Agency: Las Animas County

Address: Las Animas County Road and Bridge

2000 North Linden Ave.

Trinidad, Colorado 81082 lasanimascounty@gmail.com

1.2 Scope

Las Animas County is seeking sealed Bids from qualified bidders for the supply and application of approximately 121,520 gallons of Water Saver Magnesium Chloride dust control product

(Product) to be applied after September 1, 2026, but before 3:30 p.m. October 22, 2026.

County crews will prepare County and PCMS road surfaces. Bid award shall be predicated on the offer of the lowest, responsible lump sum bid within the limits of County funds available and to best serve the County’s interests.

1.3 Solicitation Schedule

The County will accept sealed bids until 3:00 p.m. MST August 27, 2026, after which bids will be opened and evaluated. Submitted bids will be presented to the Board of County

Commissioners for award or rejection at their regularly scheduled meeting on September 1, 2026.

mailto:lasanimascounty@gmail.com mailto:lasanimascounty@gmail.com

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1.4 Bid Preparation

Bidders must utilize the “BID SCHEDULE” (included with this solicitation package or per instructions within that schedule) and complete it in its entirety when submitting its bid to the

County. Bids may be delivered to Las Animas County by any of the following two (2) methods:

1. Email. Email bids lasanimascounty@gmail.com. The Bidder must include the following statement on the email: “I hereby waive my right to a sealed bid”. The subject line shall include “IFB 26-R003”.

2. Mail or Hand Delivery. Mailed (or hand-delivered) bids should be sent in a sealed envelope with the bid number “IFB 26-R003” on it addressed to: Las Animas County Road and

Bridge, 2000 N. Linden Ave., Trinidad, CO. 81082.

Any deviances from the requirements established in this solicitation may be cause for bid rejection.

1.5 Bid Withdrawal

Any submitted bid, acknowledged and held by the County, cannot be withdrawn after the established bid opening. However, prior to bid opening, a submitted bid can be modified by the submitting bidder through written correspondence (notifying the County of the wish to make changes to the original bid submission) accompanied by a new sealed bid prepared and submitted in accordance with these solicitation requirements.

1.6 Bid Opening

The County will publicly open bids received at the location, date and time established within this solicitation. All bid information will be made available to the public and competing Bidders.

1.7 Qualification for Award

Bid award will be predicated on the lowest, responsible lump sum bid that will accomplish the supply and application of dust control product. The County reserves the right to conduct a pre-award survey of any one, each or all Bidders.

1.8 Bid Rejection

The Board of County Commissioners reserves the right to waive any minor informality or irregularity in bids received which, in the Board’s opinion, do not affect the general intent of the bid nor prejudice other Bidders. In addition, the Board can reject, for good and compelling reasons, any and all bids received. Conditional bids, or those which take exception to bid specifications detailed herein, may be rejected

1.9 Award Procedure

The determination of the successful bid rests solely with the Board of County Commissioners and the bid award will be made in an open, public meeting on the date hereinabove established.

Bid approval will be recorded in official meeting minutes. The successful Bidder shall consider the date of the Board’s acceptance of the bid as the official onset date (notice to proceed) of the performance deadline and bond requirements.

1.10 Bid Award to Constitute a Contractual Agreement Between Parties

By and through bid submission, Bidder affirms that it understands and agrees that the Board of Commissioners’ execution of the “26-R003 WATER SAVER MAGNESIUM

CHLORIDE DUST CONTROL PRODUCT SUPPLY AND APPLICATION”

constitutes a contractual agreement between the Bidder and Las Animas County and thereby binds the Bidder to all the performance requirements established within this solicitation.

1.11 Changes in Work

The County may at any time, as the need arises, order changes in the quantity of materials desired without invalidating the agreement. If such changes increase or decrease the amount due or in the time required for the supply and delivery of materials, the contractor shall supply and deliver mailto:lasanimascounty@gmail.com.

26-R003 Dust Control Page 3 of 10 the same material at the unit price or a prorated lump sum indicated in the bid. Changes may occur to a maximum of twenty-five (25%) of the awarded price. After exceeding twenty-five percent (25%) the applicable unit price or lump sum may be negotiated and an equitable adjustment shall be authorized by a change order.

1.12 Familiarization with Work to be Performed/Delivery Sites

Before the submission of a bid, each prospective bidder shall familiarize himself/herself with the scope of work including all local, state and federal laws, ordinances, rules, regulations and any other factors affecting the supply and application of dust control product. The submission of a bid shall constitute an offer by the bidder in which he/she has complied with each and every requirement of this solicitation.

1.13 Fees

The successful bidder shall be responsible for all costs of any applicable licenses and/or permits that may be required by any governmental entity, including inspections, required by such public authorities for the supply and application of dust control product.

1.14 Award Procedure

Upon its determination of the lowest responsible lump sum Bid, the Las Animas County

Board of County Commissioners shall sign the “26-R003 WATER SAVER MAGNESIUM

CHLORIDE DUST CONTROL PRODUCT SUPPLY AND APPLICATION” submitted by the successful Bidder.

ARTICLE II - SPECIFICATIONS

2.1 Specifications

Las Animas County plans to utilize water saver magnesium chloride (product). Vendors should submit specifications for this product. Product will be applied on all County Roads at a rate of .2 gallons per square yard. Product will be applied on PCMS Roads at a rate of .5 gallons per square yard.

County Road 20.8 is located toward the southern edge of Trinidad. The project is the entire length of 20.8 and is app 3.09 miles in length.

County Road 40.0 is located on the west side of I-25 at Exit 23. The project is from a cattle guard south southwest of Exit 23 westerly until the end of the road approximately 3.83 miles

County Road 42.0 is located on the east side of I-25 at Exit 23. The project is from a cattle guard just east of Exit 23 on CR 42.0 extending easterly app 7.2 miles to the commencing of CR 42.0’s surface turning into an asphalt surface.

County Roads 69.8 and 67.4 are located toward the north edge of Trinidad. County road 67.4 is a continuation of CR 69.8 and are app 2.31 miles in length.

County Road 71.1 (North Linden Ave.) is toward the northern edge of Trinidad (north of the

Fairgrounds). This segment length is app 1.6 miles.

County Road 75.0 is located north of Trinidad/El Moro. The project start point is at the end of existing asphalt and ends at its intersection with CR 42.0. This segment length is app 4.75 miles.

PCMS Roads have yet to be determined.

All distributor trucks shall be equipped to accurately apply products at specified rates to the hundredth (0.00) of a gallon per square yard.

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Vendor must guarantee an adequate supply of product and availability of distributors for the period September 1, 2026, thru October 22, 2026, as described in this solicitation. Vendor should indicate lead time necessary for application of products. Lead time and availability of application equipment will be considered in the bid evaluation process.

The manufacturer and the vendor shall certify that the product supplied is non-toxic and not injurious to the environment when used according to the manufacturer's instructions. Vendors shall supply contact information for persons able to render technical assistance.

Las Animas County reserves the right to refuse materials suspected of contamination, or that do not meet specifications. Las Animas County may conduct random product testing at the discretion of County staff.

Las Animas County estimates a total of 121,520 gallons of product will be purchased and applied during this project. Vendors should submit a unit cost per gallon for the supply and application of the product.

2.2 Base Product Specifications

MAGNESIUM CHLORIDE

MgCl2 30.00 (% by weight, + or - .05%)

Mg 7.61 (% by weight, + or - .15%)

SO4 2.50 (% by weight, + or - 1.00%)

K .05

Na .05

H2O 65.00 (% by weight, + or - 5.00%)

Specific Gravity: 1.290 to 1.340

Weight per Gallon: 10.0 to 10.9 lbs.

2.3 Quantities

Material quantity listed within this solicitation is approximate only and is for the purpose of bid comparison. Payment shall be based on verified weigh scale ticket or some other document proving quantities delivered and applied.

ARTICLE III TERMS OF AGREEMENT

3.1 General

By submitting a bid, bidder understands that approval and Las Animas County Commissioners' signature upon the “26-R003 WATER SAVER MAGNESIUM CHLORIDE DUST

CONTROL PRODUCT SUPPLY AND APPLICATION” signature sheet creates a contractual agreement between the County and the successful bidder. Bidder agrees to regard the terms and conditions set forth in this solicitation as contractual terms and conditions.

3.2 Work Hours/Complete Delivery Deadline

Deliveries shall be accepted at specified County road segments between the hours of 6:30 a.m.

and 5:30 p.m., Monday through Friday, and shall be carefully coordinated with the County. No work shall be performed at night, holidays or weekends. In the event the County deems the aforementioned time frame not as efficient as other alternatives, the County may consider those alternatives.

The successful Bidder must accomplish the complete supply and delivery of approximately

121,520 gallons of water saver magnesium chloride after September 1, 2026, but before 3:30 p.m. October 22, 2026.

3.3 Payment

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Extended totals are for the purpose of determining the lowest lump sum bid price. Payment will be made based upon the quantity of verified materials delivered and applied to County and PCMS

Roads in accordance with awarded unit prices. The awarded unit prices shall be full compensation for all labor, materials, supplies, equipment, tools and all other things necessary to supply and apply dust control product as required by this solicitation. Payment to the successful Bidder shall be calculated from a delivery ticket or some other document proving quantities delivered and applied.

3.4 Late Completion Penalty

For each and every calendar day work remains incomplete and for which a time extension has not been authorized by the County, the successful Bidder shall be subject to a late completion penalty of three hundred dollars ($300.00) per day for each day that supply and application of dust control product remains incomplete.

ARTICLE IV – CONTRACTOR RESPONSIBILITIES/INSURANCE REQUIREMENTS

4.1 Insurance

Contractor shall, at its sole cost and expense, maintain the following insurance coverage in the limits required by this solicitation throughout the performance of this agreement:

A. Commercial General Liability insurance with personal injury and property damage limits at a combined limit of no less than $600,000.00 per occurrence and $1,000,000.00 general aggregate.

B. Worker’s Compensation insurance for the Contractor and all employees or subcontractors of the Contractor working under the Contract. If the company is a sole proprietorship, the owner may submit a waiver of any and all claims against the

County and State should any personal injury or damage to public property occur.

C. Comprehensive Automobile Liability Insurance for all automotive equipment used in the performance of the Contract, both on and off the project site, and must include non-ownership and hired cars coverage. This insurance shall be written with personal injury and property damage limits at a combined single limit of not less than $600,000.00 per accident. This insurance shall include uninsured/underinsured motorist coverage. Blanket contractual liability must be included. This insurance coverage must extend to all Subcontractors or proof of Subcontractor insurance must be provided.

PROOF OF COVERAGE MUST BE SUBMITTED WITH THIS BID FORM OR

PRIOR TO BID OPENING

4.2 Bonds

Successful Bidder shall, at its sole cost and expense, furnish the following bonds 10 days prior to the commencement of the project. No work shall be performed until the bonds have been received and reviewed by the County.

In the event that the compensation to be paid Bidder, as set forth in the Bid Schedule section hereof, exceeds $50,000, the Bidder shall deliver properly executed and issued payment and performance bonds meeting the requirements of C.R.S. § 38-26-105 and C.R.S. § 38-26-106 in the penal sum equaling the full amount of the compensation to be paid pursuant to the Payment section.

4.3 Safety and Accident Prevention

The successful bidder shall take all reasonable precautions during the performance of work to protect from all hazards to life and property and shall comply with all health, safety and fire

26-R003 Dust Control Page 6 of 10 protection regulations and requirements.

Construction Notes:

For the product offered, vendors should submit the following:

• Product description, specifications and SDS form as per the “BID SCHEDULE” below.

• Cost per gallon supplied and applied by the vendor as per the “BID SCHEDULE” below.

• Successful bidder will apply product at the rates established in this solicitation. Once a road’s surface is fully saturated, any balance of product will be applied on the next road segment.

Any final product balance will be applied on County or PCMS Roads selected by County and bidder.

• Product will be applied on all County Roads at a rate of .2 gallons per square yard. Product will be applied on PCMS Roads at a rate of .5 gallons per square yard.

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LAS ANIMAS COUNTY IFB No.26-R003

BID PROPOSAL, OFFER & AWARD

The undersigned Bidder, having examined and being fully aware of the requirements of IFB No.26-

R003, hereby proposes to supply and deliver water saver magnesium chloride dust control product as specified at the unit/extended total costs indicated below:

BID SCHEDULE

For the product offered, vendors should submit the following:

• Company name submitting the “product offer”

• Product description, specifications and SDS form

• Cost per gallon of the product supplied and applied by the vendor

• Total cost of the product supplied and applied by the vendor

• Printed name and signature of Company’s individual authorized to offer product costs/bid

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26-R003 WATER SAVER MAGNESIUM CHLORIDE DUST CONTROL PRODUCT SUPPLY AND

APPLICATION

OFFEROR:

Company Name

Street Address

City, State, Zip

Telephone Number

Authorized Signature

Authorized Printed Name

The Las Animas County Board of County Commissioners hereby accepts the Offer indicated above effective as of the date below:

Felix M. Lopez, Commissioner Date

Tony C. Hass, Commissioner

Robert A. Lucero, Commissioner

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PCMS Cantonment. Roads will include those in the Cantonment Vicinity and those to be determined.