chicago rockford international airport 26-15SolidDe-IcingCompound_SodiumFormate_071726.pdf

INVITATION TO BID (IFB) #26-15

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Request Description: Solid De-Icing Compound, Sodium Formate

Issue Date: Thursday, July 23, 2026

Proposals Due: Tuesday, August 11 , 2026, 10:30AM CDT

RESPONSES MUST BE RECEIVED NO LATER THAN THE PUBLIC OPENING DATE AND TIME (LOCAL TIME) SPECIFIED ABOVE. RESPONSES WILL BE OPENED AND PUBLISHED AT THAT TIME. LATE RESPONSES WILL

NOT BE CONSIDERED.

TO ALL PROSPECTIVE CONTRACTORS:

You are hereby invited to submit your qualifications to be furnished and delivered to the address specified herein.

All RFP submissions must be received by the due date, either in hard copy delivered to Chip Geiger, 60 Airport Drive, Rockford IL 61109, or electronically via BidNetDirect.com.

All submissions are subject to staff analysis and Board approval. The Greater Rockford Airport Authority (Authority) reserves the right to accept or reject any and all submissions received and waive any and all technicalities.

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

Mandatory Pre-bid Meeting N

Performance Bond Required N

Prevailing Wage Required N

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INVITATION TO BID #26-15

Solid De-Icing Compound, Sodium Formate

1. Notice of Request for Proposals The Greater Rockford Airport Authority (GRAA) seeks proposals from qualified suppliers to deliver product upon demand to the SRE facility at 5751 Falcon Road, Rockford IL 61109 per the specifications noted in this document.

Contract Term

The anticipated contract term is one (1) year from time of award. A blanket Purchase Order will be placed to be used during the winter season of 2026-2027.

2. 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 Executive Order dated March 26, 2026

In connection with the performance of work under this contract, the contractor agrees as follows:

1. The contractor will not engage in any racially discriminatory DEI activities, as defined in section 2 of the Executive Order of March 26, 2026 (Addressing DEI Discrimination by Federal Contractors);

2. The contractor will furnish all information and reports, including providing access to books, records, and accounts, as required by the contracting agency pursuant to the Executive Order of March 26, 2026 (Addressing DEI Discrimination by Federal Contractors), for purposes of ascertaining compliance with this clause;

3. In the event of the contractor’s or a subcontractor’s noncompliance with this clause, this contract may be canceled, terminated, or suspended in whole or in part, and the contractor or subcontractor may be declared ineligible for further Government contracts;

4. The contractor will report any subcontractor’s known or reasonably knowable conduct that may violate this clause to the contracting department or agency and take any appropriate remedial actions directed by the contracting department or agency;

5. The contractor will inform the contracting department or agency if a subcontractor sues the contractor and the suit puts at issue, in any way, the validity of this clause; and

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6. The contractor recognizes that compliance with the requirements of this clause are material to the Government’s payment decisions for purposes of section 3729(b)(4) of title 31, United States Code (False Claims Act).”

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 Statuses, 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 goods and services furnished hereunder will conform in all respects to the terms of this solicitation, including any drawings, specifications or standards incorporated herein, and that they will be free from latent and patent defects in materials, workmanship and title, and will be free from such defects in design. In addition, Contractor warrants that said goods and 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 return any nonconforming or defective items to the Contractor or require correction or replacement of the item at the time the defect is discovered, all at the Contractor’s risk and expense. Acceptance shall not relieve the Contractor of its responsibility.

The Contractor further agrees, upon written notice from the Authority, to promptly and without charge, make changes, corrections and/or replacement, to the satisfaction of the Authority, which may be required to make good all defects in design and material under its intended use, for a period of three (3) years, with the three (3) year period commencing on the date of acceptance by the Authority. The Contractor shall receive no compensation for cost in replacement of goods or workmanship.

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.

2.7 Termination and Default

If delivery of acceptable items or 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 items not yet shipped or services not yet rendered and to purchase substitute items or 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. No Fault Termination of services is granted to either party with a 90-day written notice.

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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 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 services. Failure to include references may result in bid disqualification. See Exhibit 1.

2.13 Law Governing

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

3. Scope of Work

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.

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3.2 Contract Period

The contract period will be for twelve (12) months beginning October 1, 2026 through September 30, 2027.

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 26-14.

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.

3.9 Miscellaneous

The Airport used 39.85 tons of material during the winter of 2025-26; 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-

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24. This, however, 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.

4. FAA Airport Grant Assurances

This contract is subject to the following FAA Airport Grant Assurances, including but not limited to:

4.1 Nondiscrimination (Grant Assurance 22)

The Contractor shall not discriminate on the grounds of race, color, national origin, sex, age, or disability and shall comply with Title VI of the Civil Rights Act of 1964, 49 CFR Part 21, and related regulations.

4.2 Use of U.S.-Produced Goods (Buy American Preference) (Grant Assurance 5)

The Contractor shall comply with 49 U.S.C. § 50101 and applicable Buy American requirements for AIP-funded projects.

4.3 Civil Rights and Federal Compliance

Contractor agrees to comply with all applicable federal laws, executive orders, and regulations, including but not limited to:

• Equal Employment Opportunity requirements

• Davis-Bacon Act

• Debarment and Suspension (2 CFR Part 180)

5. Reservation of Rights

The Airport reserves the right to:

• Reject any or all proposals

• Waive informalities or irregularities

• Request additional information

• Cancel or modify this solicitation

• Negotiate with selected respondents

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Exhibit 1

26-14 Solid De-Icing Compound, Sodium Formate

Price per Supersack $ ________________

Description of any additional charges _____________________________________________

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.

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 https://dhr.illinois.gov/compliance/public-contracts.html 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: _________________________________