FY26_Dump_Truck_Sanders.pdf

Ada County Highway District

3775 Adams Street - Garden City ID 83714-6447 Phone (208) 387-6100 - FAX (208) 345-7650

Website: www.achdidaho.org

FY26 Dump Truck Sanders

FL26-05

Contract Documents February 10, 2026

Miranda Gold, President Alexis Pickering, Vice-President Kent Goldthorpe, Commissioner Dave McKinney, Commissioner Patricia Nillson, Commissioner Ryan Head, Director http://www.achdidaho.org/

Ada County Highway District

REQUEST FOR PROPOSAL

FL26-05

FY26 Dump Truck Sanders

I. NOTICE

II. INTRODUCTION

III. INSTRUCTIONS TO RESPONDENTS

IV. ADDITIONAL RESPONDENT INFORMATION

V. SCOPE OF WORK

VI. EVALUATION PHASES

VII. VENDOR QUESTIONNAIRE

VIII. COST SCHEDULE

Attachments:

A - Dump Truck Sander Specifications Matrix B - Sample Agreement

NOTICE

Ada County Highway District

REQUEST FOR PROPOSAL

FY26 Dump Truck Sanders

FL26-05

Sealed proposals for FY26 Dump Truck Sanders will be received within Ada County Highway District (ACHD) eProcurement portal, https://procurement.opengov.com/portal/achdidaho, until 3:00 pm (local time), Wednesday, February 25, 2026, at which time the proposals will be publicly opened via Zoom. ACHD will conduct the bid openings scheduled for that date and time individually and in an order established solely by ACHD that best suits its business needs.

All proposals must be electronically sealed and submitted via ACHD's eProcurement portal https://procurement.opengov.com/portal/achdidaho. Manual/Paper bids will be deemed non-responsive.

The RFP seeks competitive proposals from qualified Firms to provide Four (4) Dump Truck Sanders..

All questions or requests for clarification regarding this Request for Proposal (RFP), including the content and requirements of the RFP and Documents, must be submitted in writing through the "Question and Answer" section of the ACHD eProcurement Portal and no later than 4:30 pm on Wednesday, February 18, 2026. Questions submitted by any other method, including manual delivery or email, will not be accepted, nor will questions be accepted after the designated Question and Answer deadline. Respondents are strongly advised to observe the stated deadline for submitting inquiries. To ensure timely receipt of updates, bidders are encouraged to select “Follow” on this Proposal within the eProcurement Portal to receive automated email notifications when responses are posted. Notwithstanding such notifications, it remains the sole responsibility of each bidder to monitor the eProcurement Portal for updates and responses regularly. Any interpretation, clarification, or modification of the ITB that may affect its substance will be issued only in writing in the form of an Addendum and will be made available through the eProcurement Portal. It is the Respondent's responsibility to review and acknowledge all Addenda before submitting a Proposal. Final Addendum, which will be issued to all registered Respondent Holders no later than 4:30 pm on Thursday, February 19, 2026.

The successful Bidder may be obligated to provide supply, material, payment, and performance bonds in the full amount of 100% of the contract value.

ACHD has prepared the RFP Documents and copies must be obtained from the eProcurement Portal.

ACHD reserves the right to reject all proposals or reject any proposal not conforming to the intent and purpose of the Contract Documents whenever such action appears to be in the best interest of ACHD. Award of a contract pursuant to this procurement may be delayed, without penalty, for up to sixty (60) calendar days after the date of submission.

Dated Tuesday, February 10, 2026

ADA COUNTY HIGHWAY DISTRICT

Dates of Publication: February 10 and 17, 2026

INTRODUCTION

Summary The RFP seeks competitive proposals from qualified Firms to provide Four (4) Dump Truck Sanders.

Background NOTE: Bid Opening Zoom Meeting Link:

Join Zoom Meeting:

https://procurement.opengov.com/portal/achdidaho https://procurement.opengov.com/portal/achdidaho https://procurement.opengov.com/portal/achdidaho

BID ZOOM MEETING LINK

Meeting ID: 853 4920 0922 Passcode: 028768

Contact Information Mike Fagerness

Procurement & Contracting Administrator

3775 N Adams St

Garden City, ID 83714

Email: mfagerness@achdidaho.org

Phone: (208) 387-6316 Department:

Fleet Services

Timeline

Release Project Date February 10, 2026

Dates of Publication February 10 and 17, 2026

Question Submission Deadline February 18, 2026, 4:30pm

Question Response Deadline February 19, 2026, 4:30pm

Proposal Submission Deadline February 25, 2026, 3:00pm

INSTRUCTIONS TO RESPONDENTS

MULTIPLE DOCUMENTS TO MAKE UP ENTIRE AGREEMENT

All Sections as well as the Notice, taken together, shall make up the entire Agreement between the Ada County Highway District (ACHD) and the successful Respondent. The Respondent should carefully read and understand all these documents. By signing and submitting the Authorized Representative Signature Form, the successful respondent does herein agree to abide by the terms and conditions of the entire Agreement.

COMPLIANCE

The proposal submitted must comply with the Specifications and the General Terms and Conditions included herein, and any addendum issued. Failure to comply will result in rejection of the proposal as void and non-responsive.

PROPOSAL SUBMITTAL

Sealed proposals will be received for FY26 Dump Truck Sanders through the Ada County Highway District’s eProcurement Portal located at https://procurement.opengov.com/portal/achdidaho The Ada County Highway District's (ACHD) e-Procurement Portal Clock is the official clock for the determination of all deadline dates and times.

Responses will not be accepted after the submission deadline regardless of any technical difficulties, such as internet connectivity issues. Submissions will not be considered, even if attempted within the final thirty (30) minutes, nor will exceptions be made for calls made to procurement close to the deadline. The Ada County Highway District strongly recommends that all respondents complete and submit their Request for Proposals (RFP) well in advance of the specified deadline.

https://achdidaho-org.zoom.us/j/85349200922?pwd=dtq8xszPhoE9Sg6Zw9WxR0KcaLRxgM.1 mailto:mfagerness@achdidaho.org tel:(208)387-6316 https://secure.procurenow.com/portal/achdidaho/projects/232379/document?section=2206552

Respondents are solely responsible for ensuring that their RFP's are timely submitted to ACHD via the eProcurement Portal.

ACHD assumes no responsibility for any failures of computer systems or equipment that may result in partial or incomplete submissions, nor for failure to meet the required deadline as outlined in the solicitation.

Should any technical issues arise during the submission of the Request for Proposals within OpenGov (ACHD e-Procurement Portal), please utilize the "chat" feature of the "contact us" section under OpenGov Support for assistance.

Neither OpenGov nor ACHD guarantees uninterrupted access to the OpenGov website or error-free services. Furthermore, neither party will be held liable for any inadvertent disclosure of repository information or unauthorized access by third parties.

"Disruption to electronic communications" or "service loss" refers to unplanned events that significantly hinder or entirely prevent the normal functionality of electronic communications systems, such as cyberattacks, intentional disruptions (e.g., government shutdowns), power outages, or natural disasters. It does not apply to other technical issues, including operator errors or internet connectivity problems.

In the event of a disruption to electronic communications or service loss by OpenGov within four (4) hours of submission deadline, ACHD will investigate the reported incident in coordination with OpenGov. If the disruption is confirmed, ACHD will work to provide the best possible resolution to ensure respondents have the opportunity to submit their responses.

ACHD will notify all affected parties via email through OpenGov regarding any incidents and the resolutions.

PROPOSAL FORMS

Respondents must provide all information required in the Proposal and submit the Proposal by the date and time specified. If supporting documentation is required, such documentation must be submitted with the response to this solicitation. If addenda have been issued in relation to the solicitation, respondents must acknowledge all addenda. Failure to submit these required documents will be a basis for rejecting the submission as non-responsive.

The respondent shall sign the Authorized Representative Signature Form. If the respondent is a corporation, the legal name of the corporation shall be entered together with the original signature of an agent authorized to sign contracts on behalf of the corporation. If the respondent is a partnership, the true name of the firm shall be entered together with the original signature of the partner(s) authorized to sign contracts on behalf of the partnership

All blank spaces in the proposal form must be filled in. No changes may be made in the phraseology of the forms nor may the respondent add any phraseology conditioning the acceptance of the award. In case of a discrepancy between unit and total prices, unit prices shall govern.

A proposal will be deemed unresponsive if it contains omissions, erasures, or alterations not initialed by the firm signatory, additions of any kind, prices not called for, prices which are obviously unbalanced, or items which fail to conform to the conditions of the Request for Proposal.

INTERPRETATIONS OF QUANTITIES IN COST SCHEDULE

The quantities appearing in the cost schedule are approximate and are prepared for the comparison of proposal. The scheduled quantities may be increased, decreased, or omitted.

ACHD retains the right to place multiple orders throughout the duration of the agreement.

Furthermore, ACHD may elect to extend the duration of the agreement.

PROPOSAL OPENING

Proposals will be opened at the date, time, and place specified in the Introduction. No person https://secure.procurenow.com/portal/achdidaho/projects/232379/document?section=2206551 will be denied the right to be present during the proposal opening process. Proposals may be received up to but not later than Wednesday, February 25, 2026 and 3:00 pm via the eProcurement Portal. The ACHD eProcurement Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. ACHD strongly recommends completing your response well ahead of the deadline.

MODIFICATION OF PROPOSAL

In all instances, a Respondent may modify their Proposal at any time prior to the scheduled closing date and time for the receipt of proposals.

WITHDRAWAL OF PROPOSAL

Any proposal may be withdrawn prior to the scheduled date and time set for proposal opening by clicking un-submit within the eProcurement portal by the respondent or their authorized agent. No proposal may be withdrawn after the date and/or time set for the submission deadline.

BID SECURITY

If Bid Security is required, proposals must be accompanied by an original certified check, cashier's check, or a bid bond (collectively referred to hereafter as “Bid Security”) issued by a surety authorized to issue such bonds in the State of Idaho, in the amount of five percent (5%) of the total amount of the proposal submitted. Failure to include an original Bid Security as required with the bid, and/or submission of photocopies or electronic versions, e.g. PDF, FAX, etc. of the Bid Security, will, if not waived per Item 26, render said proposal void and non-responsive.

RETURN OF BID SECURITY

If Bid Security is required, within 15-calendar days after award of the contract, ACHD will return Bid Securities, other than bid bonds, to all Bidders whose proposals are not to be further considered in awarding the contract. The Bid Security, including bid bond if applicable, of the Successful Bidder shall be retained until the contract has been fully executed and the Successful Bidder has furnished all required contract security and met all other conditions of the Notice of Award. Any guarantees which have been forfeited shall be retained.

ADDENDA

Prior to the proposal opening, any interpretation or change in the RFP Documents will be made only in writing in the form of addenda. Addenda, if any, will be furnished to all respondents receiving a set of the documents from ACHD through the eProcurement Portal.

It is the responsibility of all respondents to check the eProcurement portal for all addenda.

ACHD will not be responsible for any other explanation or interpretation of the RFP Documents. Any oral explanations, instructions, and interpretations given to respondents prior to the proposal opening will not be binding on ACHD unless supplemented by written addenda.

BURDEN OF PROOF

It is the respondent's responsibility to furnish ACHD with sufficient data to determine whether or not the product(s), service(s), and/or supplies offered conform to the specified requirements.

ACHD is not liable for any costs incurred by respondents prior to issuance of a purchase order or execution of the Agreement.

FIRM COSTS

Prices submitted are to be considered firm. No cash discounts can be accepted or used in determining a low cost.

DATA TO BE FURNSHISED WITH PROPOSALS

The following submittal shall be provided with the proposal:

• List of additions, deletion or variation from the specification

• Description of service availability.

• Complete statements of all applicable warranties.

SERVICE REQUIRED

The successful respondent shall be able to provide service to ACHD, where applicable, for the items bid and delivered.

EXECUTION OF AGREEMENT

The successful respondent must execute an Agreement with ACHD within 15 days after award by ACHD.

FOREIGN ENTITIES

If respondent is an entity not organized and existing under the laws of the State of Idaho, that it will be appropriately authorized, registered, qualified, certified or otherwise in compliances with the laws of the State of Idaho relating to doing business in Idaho as a foreign entity prior to any award of a contract under this RFP. At any time after the proposal opening, at the request of ACHD, the respondent will provide ACHD with proof of compliances within five (5) business days following the request. The proposal may be rejected if respondent does not provide such proof prior to the date scheduled for the award.

PROTESTS FROM THE RESPONDENT

Any protests concerning the specifications, procurement procedures or method of evaluation must be made in writing and received by ACHD at least three (3) business days before the date and time upon which proposals are scheduled to be opened. Failure to timely raise such protest in writing shall be deemed to operate as a waiver as to any objections that may have been raised on the part of the respondent.

PROPOSAL ANALYSIS AND AWARD

The Purchase or Service Agreement contract will be awarded to the highest ranked respondent submitting complying with the procurement procedures and best meeting the specifications for the goods or services sought to be procured.

ACCEPTABILITY

Acceptability of the item shall be judged solely by ACHD. Decisions shall be final and in the best interests of the ACHD.

MATERIALS

Materials shall be free from defects and shall be those ordinarily used for the intended service, unless otherwise specified herein. It is the intent of the Specifications to permit the respondent to supply any item(s) specified or offer an equivalent. Whenever any particular item is indicated by patent, proprietary or brand name, or by name of manufacturer, such wording is for the purpose of facilitating its description and shall be deemed to be followed by the words “or approved equivalent.” The respondent shall, at its own expense, furnish with its proposal, data concerning items offered as being equivalent to those specified. ACHD shall determine whether the material offered is equivalent to that specified.

RESERVATION OF RIGHTS

ACHD reserves the right to reject any or all proposals, to waive informalities, and to contract in the best interest of ACHD.

WAIVERS

Specifications and manufacturer’s models noted in this bid are those that are acceptable to ACHD. All deviations from these specifications must be listed. Failure to list all deviations from the specifications is an informality and irregularity which shall be a basis for ACHD to deem the proposal void and non-responsive, unless such deviations are waived by ACHD.

ADDITIONAL UNITS

ACHD may order additional units as budget restrains allow within 180 days of awarding. All terms and conditions and prices of proposal shall apply to additional units ordered.

NON-RESPONSIVE CRITERIA

All proposals submitted that fail to meet the following criteria (if applicable) shall be deemed void and non-responsive:

• Provide proof of licensure. (If Applicable)

• Submit their proposal to ACHD eProcurement Portal by the date and time stated in the Request for Proposal or other solicitation.

INFORMALTIES AND IRREGULARITIES

Informalities and irregularities may be waived by the ACHD Director following notification by ACHD staff managing the procurement and upon the Director’s findings that: (1) the subject cost amount is lower than the ACHD estimate; (2) the informality and irregularity has no substantive impact on any substantial or material requirements of the procurement; (3) waiver of the informality and irregularity will not create an advantage for the subject respondent; and

(4) the informality and irregularity can be corrected by the subject respondent within 48 hours of the waiver being granted by the ACHD Director. In all other circumstances, waiver of informalities and irregularities can only be considered by the ACHD Commission as part of the award process and at the request of the affected respondent. If not waived, these informalities and irregularities shall result in a proposal being deemed void and non-responsive.

Based upon the foregoing, the informalities and irregularities that may be waived include, but are not limited to, the following:

• Failure to list all deviations from the specifications.

• Failure by the Respondent to meet the specifications contained in the Request for Proposal or other solicitation.

• Failure to timely provide the required Bid Security.

• Failure to comply with any other procurement procedures.

• Failure to provide all other required Bid Security documentation.

• Failure by the Respondent to sign their proposal.

• Failure by the Respondent to obtain from ACHD and submit official Ada County Highway District Documents, Plans, and/or Addenda.

• Minor mathematical errors.

• Omissions, erasures, or alterations, not initialed by an authorized representative of the Respondent.

• Additions of any kind or prices which are uncalled for in the Request for Proposal.

ADDITIONAL RESPONDENT INFORMATION

DOCUMENT INTERPRETATION

All Respondents submitting a response shall have thoroughly examined all the content contained in the Request for Proposal (RFP) Documents. Should there be any doubt as to any meaning or intent of any RFP statement or provision, the Respondent should submit their inquiries in writing as prescribed in the RFP NOTICE. Any interpretation that may alter or change the RFP Documents will be in writing, in the form of an Addendum, which will be furnished to all respondents receiving the RFP Documents. ACHD will not be responsible for any other explanation or interpretation of the RFP Documents. Respondents shall acknowledge all Addenda or be deemed non-responsive.

RESPONDENT UNDERSTANDING

Each respondent must adequately inspect the RFP Documents and make themselves thoroughly familiar with the content of the RFP Documents. It shall be the Respondent's obligation to verify, to their complete satisfaction, all information contained in the RFP Documents.

The submission of a Proposal Document will constitute an incontrovertible representation by the Respondent that they have been given adequate opportunity to be acquainted with the RFP Documents. Further the Respondent has, to their satisfaction, resolved any questions regarding any perceived conflicts, ambiguities, errors, and discrepancies contained within the RFP Documents.

EVALUATION AND SELECTION PROCESSES

The selection of Respondent Firms for the proposed project will be based on the Evaluation Criteria.

A. The Selection Committee will evaluate the qualifications and other information presented in each Firm’s response to the RFP. To complete these tasks, the Selection Committee will use the Evaluation Criteria provided.

B. ACHD reserves the right to reject any or all Proposal Documents not conforming to the intent and purpose of this RFP whenever such action appears to be in the best interest of ACHD.

C. Once evaluated and selected, The contract will be awarded to the firm who, in the sole opinion of ACHD, is best qualified and available to perform the work.

DISADVANTAGE BUSINESS ENTERPRISE

Acknowledgement requirement to list the consideration as to whether the Firm is certified by the Idaho Transportation Department and listed in the Idaho Disadvantaged Business Enterprise (DBE) Directory or other comparable state registries. Including of DBE-certified firms endures maintenance of compliance and meets the goals of Federally assisted projects and ACHD policy.

PROPERTY OF ACHD

All information and material submitted in response to this RFP shall become the property of ACHD and will not be returned. At its sole discretion, ACHD reserves the right to use any and all information submitted.

COST OF SUBMITTING

ACHD is not responsible for any cost incurred by any respondent in the preparation of Proposal Documents.

https://secure.procurenow.com/portal/achdidaho/projects/232379?section=undefined

SCOPE OF WORK

Scope of Work Please see the ATTACHMENTS or VENDOR QUESTIONNAIRE Sections for the Specification Matrix

EVALUATION PHASES

No. Evaluation Criteria Scoring Method Weight (Points)

1. PROPOSAL COST

First Low Cost = 100, Second Low Cost = 95, et. al.

0-100 Points 30 (7.9% of Total)

2. SPECIFICATIONS

Submission of the Completed Specification Matrix and content.

Each line item has a value up to Five (5) points unless otherwise noted.

Points Based 350 (92.1% of Total)

VENDOR QUESTIONNAIRE

Authorized Representative Signature* Once you start your proposal you will be asked to complete a DocuSign form.

Click here to go to the form *Response required Proposal Contact* Name and Title of Person to Contract with questions on Proposal *Response required Vendor Address* *Response required Vendor Phone and Fax* Please enter the Phone Number and Fax Number *Response required ACHD Policy for Equal Employment Opportunity* The Firm does not and will not discriminate against any person, employee, or applicant for employment because of these protected classes on the bases of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, military status, genetic information, or any other status protected by federal, state or local law in accordance with ACHD Policy for Equal Employment Opportunity Please confirm ☐ Please confirm *Response required Title 49 CFR Part 21 Non-Discrimination Statement* The Firm does not and will not discriminate against any person, employee, or applicant for employment because of race, color, religion, gender, national origin, age or disability in accordance with Title 49 CFR Part 21.

Please Confirm ☐ Please confirm *Response required https://procurement.opengov.com/portal/achdidaho/projects/232379/document?section=2206558 https://procurement.opengov.com/portal/achdidaho/projects/232379/document?section=2206554 https://na4.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=53c06061-04af-4876-a1d0-fe9f9f703133&env=na4&acct=94a6fb97-f6a3-406b-8ab2-8282d73a5796&v=2

Disadvantaged Business Enterprise (DBE) Status* Is the Respondent Firm a Disadvantaged Business Enterprise (DBE)?

☐ Yes ☐ No *Response required Specification Matrix* Please download the below documents, complete, and upload.

These Specifications contained in the Matrix below are intended as Ada County Highway District’s (ACHD) Minimum Guidelines. The following narrative provides instructions for completing the Specifications Matrix:

1. The YES or NO columns must be checked for all Numbered Specification Line Items.

a. If the Respondent is providing a Specification Item, the YES Column of the Specifications Matrix must be checked. Then, in the IDENTIFY SPECIFICATION column, list the Manual, Section, and Page Number location for all attached Specification Verification Information (SVI) cited. Failure to provide accurate citation(s) for attached SVI shall render the proposal non-responsive. SVI has a 15 page maximum.

b. If the Respondent is not providing a Specification Item, the NO Column of the Specifications Matrix must be checked. In this case, there will be no citations in the IDENTIFY SPECIFICATION column and no Additions/Adjustments/Substitutions (A/A/S) in the COMMENT Column of the Specifications Matrix.

c. Additions/Adjustments/Substitutions (A/A/S) may be necessary to meet the Specifications.

When A/A/S are necessary, these exceptions must be listed in the COMMENT Column of the Specifications Matrix. Then, in the IDENTIFY SPECIFICATION column, list the Manual, Section, and Page Number location for all attached A/A/S Information cited. Failure to provide accurate citation(s) for attached A/A/S Information shall render the proposal non-responsive.

2. Please note that, when a Specification Item within the Matrix lists a certain manufacture, it is the brand name or its equal. Bidders who represent other brands or models as “or equal” must furnish sufficient data with their Proposal for ACHD to determine if the goods offered conform to the Specifications. ACHD reserves the right to determine equivalency. The sufficient data provided must conform to the Citation and Page Limit requirements stated in 1.a. above.

3. Any feature advertised as a “standard issue item” will be included with these units unless the feature is replaced with an optional item in these Specifications.

4. For evaluation purposes, each line item has a value up to Five (5) points unless otherwise noted.

• Dump_Truck_Sander_Specifica...

*Response required Specification Verification Information (SVI) Upload* Please upload the required Specification Information (15 page max) *Response required Expected Delivery / Lead Times* What is the expected lead time or delivery date?

*Response required

COST SCHEDULE

SCHEDULE 1, FY26 DUMP TRUCK SANDERS

https://government-project.s3.us-west-2.amazonaws.com/232379/75f688a3-9932-4c17-aa9c-1d24e4d728a5_Dump_Truck_Sander_Specification_Matrix.xlsx

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Sanders as specified 4 EACH

TOTAL