FY2027 Rock Salt Specification.pdf

Iowa Department of Transportation Statewide Delivered Rock Salt FY27

645-DOTRFB-2650-2026

Specifications

Estimated Quantities The exact amount of Rock Salt purchased per year is dependent on weather, usage, approval, and funding for Iowa DOT and any Political Subdivision included in this solicitation. At this time, it should be understood there are no guaranteed minimum purchases, and actual purchases may vary, based on actual needs throughout the contract period.

Contract Award

It is the intent of the Iowa DOT to award contract(s) to the Supplier(s) whose submitted quotation is the most advantageous to the Iowa DOT, cost and other factors considered. Other factors include but are not limited to meeting or exceeding mandatory requirements, proposed staffing, and meeting required time schedules. Iowa DOT will provide bid responses to Political Subdivisions for review and approval or rejection.

The Iowa DOT reserves the right to limit the tonnage of salt awarded to any one bidder taking into consideration the responders stipulated maximum capacity to deliver and the Supplier’s past performance.

The Iowa DOT reserves the right to adjust the estimated tons of salt at the beginning of a renewal year. If a contract is renewed, Political Subdivisions quantities may be included.

Iowa DOT Ordering The Iowa DOT’s Resources and Acquisitions Bureau will issue all Iowa DOT purchase orders via email to each contracted Supplier’s point of contact. The official order date shall be the date of the email received and acknowledged by the Supplier with a confirmation of receipt response to the Purchaser.

No less than twenty-five (25) tons will be ordered per purchase order.

Delivery and Notification Information All quantities delivered shall be within ± one (1) truckload based on twenty-five (25) tons per truckload.

Deliveries must be completely received within 15 business days. Weekends and Holidays shall not be considered delivery days except as agreed upon by both parties. For orders exceeding 400 tons, one (1) additional day shall be allowed for each 100 tons over 400.

Deliveries shall be made during normal working hours (Monday through Friday 7:00 a.m. to 3:30 p.m.). The contracted supplier or hauler must notify the Iowa DOT garage contact person by phone or text no less than 4 hours and no more than 24 hours prior to delivery. This is required to ensure appropriate Iowa DOT staff are available to inspect and receive deliveries. A list of Iowa DOT Garage Supervisor cell phone numbers & email addresses will be provided to successful Suppliers upon award.

If proper advanced notification is not provided, those unannounced loads may be delayed or refused if personnel and/or unloading equipment are not available. The Iowa DOT will track the number of deliveries made to a garage without the proper notification. This information will be used as part of tracking a vendor’s performance and could impact future years tonnage awards.

Storage and Transport Rock salt should always be protected from moisture with a weatherproof covering at Supplier’s storage locations and during transport. All truckloads in transit shall be tarped, and materials should always be protected from the weather. Any deliveries arriving uncovered/un-tarped may be rejected. Trucks using a net covering in lieu of a tarp is not acceptable.

Unless a specific delivery method was specified for a location as identified in the bid solicitation, end dump trucks are preferred but other types will be accepted except for tanker type trucks, No tanker type trucks of any kind will be accepted.

If the Iowa DOT salt storage is too full to accommodate trucks inside the building, trucks may be allowed to deposit salt on the asphalt or concrete pad at the building entrance by permission from an Iowa DOT employee.

No self-unloading equipment shall be required of the contracted supplier or hauler.

Improper deliveries No hauler shall be allowed to deposit salt outside an Iowa DOT salt storage building before or after normal business hours or during normal business hours when the facility staff is not present. Iowa DOT personnel must be available to move salt into the DOT’s facility and sign for the delivery. An Iowa DOT employee must sign and date all salt tickets at the time of delivery.

Salt unloaded without authorization or at an unattended facility The Iowa DOT reserves the right to assess a $200.00 fee per load for salt unloaded without authorization or at an unattended facility. Further, the hauler may be required to move any material improperly unloaded.

The Iowa DOT will track the number of after- hours un-authorized deliveries made by the contracted vendor.

This information will be used as part of tracking a vendor’s performance and could impact future years tonnage awards.

Testing and Inspection Rock salt supplied under terms of this contract shall comply with ASTM D632-12, Classification Type 1, Grade 1: Gradation Type 1. Rock salt shall contain a minimum of 95% sodium chloride and a maximum of 5% insoluble material. Non-compliant loads may be rejected. Acceptance of rock salt will comply with the Iowa Department of Transportation Materials Instructional Memorandum 491.21.

All deicer products delivered will be visually inspected at the time of delivery and samples may be taken for laboratory analysis of gradation, purity and moisture content in accordance with Iowa DOT testing guidelines.

Salt which is clearly non-compliant such as wet material or loads containing solid clumps/chunks or foreign materials may be rejected by the Supervisor.

Moisture content allowance not to exceed two percent (2%), based on dry weight of a sample. The salt shall be treated with sodium ferrocyanide or other approved anti-caking agent at a rate of 50-250 ppm that prevents caking from moisture evaporation, aids in preventing caking by freezing, and assures delivery of salt in a free-flowing condition.

Ferric ferrocyanide shall not be used as an anti-caking agent. Anti-caking treatments shall be furnished at the expense of the contractor, and the type and quantity of treatment shall be submitted with bid proposals.

Accepted deliveries that do not meet specifications, (graduation, sodium chloride or moisture content) shall be paid at no less than ten percent (10%) reduction of awarded bid price or may be subject to rejection.

Salt deliveries with excessive moisture may be paid at a reduced rate based on the following chart.

Percent of moisture above 2% 2.01-2.5 = 10% reduction in total invoice price per truckload 2.51-3.0 = 15% 3.01-3.5 = 20% 3.51-4.00 = 25%

4.01 % and above-rejection

Foreign Material The Iowa DOT reserves the right to assess a $200.00 fee for each load containing any foreign material (corn, metal, concrete/rock, etc). Instances of foreign material will be documented with digital photographs and communicated to salt vendors via email notification of fine.

Truck Hauling Insurance Requirements It will be the successful Suppliers responsibility to assure that their contracted haulers have required insurance.

In the event the contracted hauler has an accident on the property of the Iowa DOT, Cities, Counties or other Political Subdivisions and is found not to have the required insurance, it will be the responsibility of the Supplier to compensate the Iowa DOT or the respective Political Subdivision for any damages caused by the hauler that would otherwise be covered by the required insurance. All claims will be addressed within a reasonable time from the date of incident.

Damage to Storage Buildings The contracted hauler will be responsible for any damage to Iowa DOT owned facilities or storage buildings resulting from improper unloading of rock salt or contact with the storage structure.

Delivery Scale Tickets (Bill of Lading) A delivery Scale ticket shall accompany each load with the following information:

a) Product Information

b) Supplier Information

c) Carrier Information

d) Point and date of origin

e) Gross, tare and net weights

f) Iowa DOT Purchase Order number

g) Delivery location

All delivery scale tickets must have a weight stamp from a certified scale facility with stamped or mechanically printed weights and represent the weight of the product delivered. Any rehandling, restock piling and/or reloading will require a new delivery ticket with a new weight stamp from a certified scale. Hand-written weights on scale tickets shall only be accepted in emergency situations and as approved by Iowa DOT prior to delivery. The Iowa DOT reserves the right to weigh any truckload locally or by portable scale to confirm accurate ticket weights.

For vendors providing salt that is purchased from another vendor, they must include a Delivery Bill of Lading along with the delivery scale ticket that includes the information referenced above.

Haulers must ensure an Iowa DOT employee has signed and dated all delivery tickets. A signed copy must be left with the garage staff. Any loads delivered without properly signed delivery scale tickets are subject to non-payment.

Emergency Situations:

As requested by the Supplier: Suppliers shall contact the DOT Winter Operations Administrator, Craig Bargfrede via cell phone number (515) 290-2713 during severe weather if deliveries cannot be made during regular business hours. Suppliers may request deliveries be accepted after hours when situations warrant. Any changes in scheduled deliveries must be approved by the Iowa DOT prior to all deliveries.

As requested by Iowa DOT: The Iowa DOT reserves the right to prioritize purchase orders based on locations with the most critical needs and will provide the Supplier with the location(s) and the corresponding purchase order(s) that will be interrupted or suspended. Due dates for suspended orders will be adjusted accordingly to allow the appropriate number of days for delivery as coordinated by Iowa DOT.

Nothing in this contract shall be construed as to relieve the Supplier from responsibilities for delivery or the assessment of liquidated damages thereof.

Payment All invoices to Iowa DOT must reference purchase order numbers and corresponding delivery scale ticket number(s).

Separate invoices are required for purchase orders. Fuel Surcharges must be reflected as a separate line item on each invoice. (See Appendix A Fuel Surcharge Chart.)

DOT invoices must be emailed to: D OT.invoices@iowadot.us. Do not send invoices to a garage or District office.

Liquidated Damages The Iowa DOT reserves the right to assess a two dollar ($2.00) per ton reduction in cost to any portion of a salt order delivered after the fifteen (15) working day delivery schedule, (except for those allowed extra delivery days based on size of order or weekends/holidays). The Iowa DOT will calculate and deduct liquidated damages as applicable for each invoice.

Iowa DOT Holidays New Year’s Day, Martin Luther King, Jr. Birthday, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, Friday after Thanksgiving Day, Christmas, New Year’s Day.

Political Subdivisions

Award Iowa DOT will provide bid responses to Political Subdivisions for review and approval or rejection.

Commitment All Political Subdivisions have provided estimates of their quantity to purchase.

Ordering Information Each Political Subdivision is responsible for creating their own orders and making payments throughout the contract period and complying with the terms of this proposal.

Cities, Counties and other governmental entities will provide their respective delivery hours.

Cities, Counties and other governmental entities will provide their respective delivery coordination contact information.

mailto:OT.invoices@iowadot.us

Appendix A

Fuel Adjustment The Department of Energy’s information administration weekly “On-Highway Retail Diesel Prices” fuel chart for Mid-West shall be used to determine fuel adjustments when the price of diesel fuel increases or decreases by $0.30 cents from the base price of $4.80 per gallon. The fuel allowance shall be based on the weekly price of diesel fuel the day the Iowa DOT receives and signs for each truckload. The chart is updated on Tuesday of every week. The link to the fuel chart is: https://www.eia.gov/dnav/pet/pet_pri_gnd_dcus_r20_w.htm

This fuel adjustment shall apply to all orders beginning July 1, 2026, through May 31, 2027.Fuel Surcharges must be reflected as a sperate line item on each invoice.

Fuel Price on Receipt Date

Per Ton Adjustment

$2.20 - $2.29 ($6.90) $2.30 - $2.39 ($6.60) $2.40 - $2.49 ($6.30) $2.50 - $2.59 ($6.00) $2.60 - $2.69 ($5.70) $2.70 - $2.79 ($5.40) $2.80 - $2.89 ($5.10) $2.90 - $2.99 ($4.80) $3.00 - $3.09 ($4.50) $3.10 - $3.19 ($4.20) $3.20 - $3.29 ($3.90) $3.30 - $3.39 ($3.60) $3.40 - $3.49 ($3.30) $3.50 - $3.59 ($3.00) $3.60 - $3.69 ($2.70) $3.70 - $3.79 ($2.40) $3.80 - $3.89 ($2.10) $3.90 - $3.99 ($1.80) $4.00 - $4.09 ($1.50) $4.10 - $4.19 ($1.20) $4.20 - $4.29 ($0.90) $4.30 - $4.39 ($0.60) $4.40 - $4.49 ($0.30) $4.50 - $4.59 $0.00 $4.60 - $4.69 $0.00 $4.70 - $4.79 $0.00

$4.80 - $4.89 $0.00

$4.90 - $4.99 $0.00 $5.00 - $5.09 $0.00 $5.10 - $5.19 $0.30 http://www.eia.gov/dnav/pet/pet_pri_gnd_dcus_r20_w.htm

$5.20 - $5.29 $0.60 $5.30 - $5.39 $0.90 $5.40 - $5.49 $1.20 $5.50 - $5.59 $1.50 $5.60 - $5.69 $1.80 $5.70 - $5.79 $2.10 $5.80 - $5.89 $2.40 $5.90 - $5.99 $2.70 $6.00 - $6.09 $3.00 $6.10 - $6.19 $3.30 $6.20 - $6.29 $3.60 $6.30 - $6.39 $3.90 $6.40 - $6.49 $4.20 $6.50 - $6.59 $4.50 $6.60 - $6.69 $4.80 $6.70 - $6.79 $5.10 $6.80 - $6.89 $5.40 $6.90 - $6.99 $5.70 $7.00 - $7.09 $6.00

Matis IM 491.21, Revised 10/20/15

INSPECTION &

ACCEPTANCE

ROCK SALT FOR

ICE REMOVAL

G ENERAL

Rock salt shall meet the requirements of the applicable specifications or special provisions designated in the contract documents.

ACCEPTANCE

Acceptance of rock salt will be based on a producer certification and the judgement of the responsible Resident Engineer or the engineer’s representative at the point of delivery.

The Central Materials Office will request from each supplier awarded a contract, a certification stating that the salt at the producing plant to be supplied during the contract period, meets the specified requirements. Suppliers that are not producers shall obtain the necessary certification from their producing supplier.

The person responsible for acceptance of salt at the delivery point will provide a Field Order Release to the Purchasing Office in Ames, Iowa for each accepted delivery.

The receiving authority may request testing by the District Laboratory if a delivery is suspected of noncompliance. The testing report supplied to the salt receiving authority shall accompany the Field Order Release to the Purchasing Office.

M ONITOR SAMPLING & TESTING

Delivered rock salt may be sampled and tested to verify the capability of the producer to supply material meeting specification requirements.