INVITATION TO BID 2026-001.docx
DOCX document 19 KB Posted
- Attached to
- Bid #2026-001- SAND BID
- Solicitation number
- 32647
- Issued by
- Fairfield County, Connecticut
About this file
This is an Invitation to Bid issued by the Town of Bethel, Connecticut for the procurement of sand for road de-icing purposes under Bid #2026-001. Sealed bids will be received at the Office of the Purchasing Agent, Clifford J. Hurgin Municipal Center, 1 School Street, Bethel, Connecticut, 06801, until 9:45 a.m. on October 2, 2025. Bids will be publicly opened and read aloud at a Procurement Committee meeting on October 2, 2025, at 10:00 a.m. via Google Meet. The Town estimates a requirement of approximately 4,000 to 6,000 cubic yards of dry screened sand. The sand must meet specific gradation requirements and moisture content specifications not to exceed 2.5%, with no frozen material or limestone sand products acceptable. The contract period shall commence upon bid award and continue through April 15, 2026. The Town generally orders sand in 600-ton increments, with suppliers required to deliver material within 5 working days of request at a minimum rate of 120 tons per day during weekday hours of 7:00 a.m. to 3:30 p.m., with emergency deliveries available 7:00 a.m. to 7:00 p.m. seven days a week. A sample of proposed sand must be made available to the Town's Highway Superintendent for pre-award inspection, preferably at the bidder's material storage yard.
Payment terms require invoices to be paid within thirty days unless formal objection is made by the Town of Bethel. Each load must be accompanied by a valid weight slip from a third-party certified scale indicating gross weight, tare weight, and net weight. The successful bidder must certify that they are the sole supplier of material delivered, or provide waivers of lien from secondary suppliers prior to payment authorization. Should the successful bidder intend to use subcontractors or other material suppliers, a list with names and addresses must be submitted within five business days of bid award notification and prior to commencement of work. Any material delivered that does not meet the specified gradation requirements shall be removed and replaced at the contractor's expense. The Board of Selectmen reserves the right to accept or reject any portion of bids and to waive any technicality.
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Other files
| File | Type | Posted |
|---|---|---|
| INSTRUCTIONS FOR BIDDERS 2026-001.docx | DOCX document | |
| PROSPECTIVE BIDDERS - 3.pdf | ||
| 32647_Jan_28_26_solicitation_doc.pdf |
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Text version
INVITATION TO BID
Town of Bethel County of Fairfield State of Connecticut
Request for Qualification/Request for Proposal: Bid # 2026-001 - SAND
Notice is hereby given that sealed bids will be received at the Office of the Purchasing Agent, Clifford J. Hurgin Municipal Center, 1 School Street, Bethel, Connecticut, 06801, until 9:45am, October 2, 2025 for the following purpose:
Said bids will be opened publicly and read aloud at a special meeting of the Procurement Committee on October 2nd, 2025 at 10:00am via Google Meet. The Video/ Teleconference video link: meet.google.com/zdj-prjv-vff OR JOIN BY PHONE:
Specifications (see below) and instructions to bidders may be obtained at the Office of the Purchasing Agent, Clifford J. Hurgin Municipal Center, 1 School Street, Bethel, Connecticut 06801.
Phone: 203-794-8514. They will also be posted on the “Bid Information” tab of our website: www.bethel-ct.gov.
The Board of Selectmen upon recommendation of the Procurement Committee reserves the right to accept and/or reject any portion of said bid; to waive any technicality in any bid or part thereof and to accept any bid as provided for in Section 8-13c of the Charter of the Town of Bethel.
Sand Specifications
1) Contract period shall commence on the date of the bid award and continue through April 15, 2026
2) Amount of sand is estimated at approximately 4,000 to 6,000 cubic yards, plus or minus.
3) Dry Screened Sand. The sand shall have hard, strong, sharp durable grains processed in nature. The material shall be free of clay, silt, shale, lumps or soft and flaky particles that in the opinion of the Public Works Director or his designee would make the material unsuitable for road de-icing purposes. Absolutely no frozen material will be accepted.
Limestone sand products are not acceptable.
Sand shall have the following gradation:
Sieve Designation Percent Passing by Weight 3/8 inch* 100 No. 4 75 - 100 No. 8 40 – 90 No. 16 20 - 75 No. 30 10 – 50 No. 100 2 - 15 No. 200 0 – 3 *Note - use 3/8" by 3/8" screen.
Moisture content of sand tested or delivered shall not exceed 2.5% Any material delivered not meeting the gradation listed above shall be removed and replaced at the Contractor’s expense.
4) Regular deliveries are to be made weekdays between the hours of 7:00 a.m. and 3:30 p.m. During emergency situations, deliveries can be made from 7:00 a.m. to 7:00 p.m. seven days a week. The town will generally order in amounts of 600-ton increments. The supplier shall provide the material within 5 working days of requested delivery by the town. Company supplying sand shall deliver sand at the minimum rate of 120 tons per day.
5) The material shall be delivered at the direction of the Highway Superintendent. A sample of the sand to be provided under this contract shall be made available to the Town’s Highway Superintendent for inspection, preferably via a site visit to the bidder’s material storage yard, for the purposes of evaluating the bid prior to awarding the contract.
6) Each load shall be accompanied by a valid weight slip indicating gross weight, tare weight, and net weight.
7) All weight tickets must be generated by third party certified scale.
8) The successful bidder shall certify to the Town of Bethel that said bidder is the sole supplier of the material delivered. In such cases where the successful bidder is not the sole supplier, the Town will require waivers of lien from the secondary suppliers prior to authorizing payment for said material. Should the successful bidder intend to use subcontractors or other material suppliers, the successful bidder shall submit a list with the names and addresses of any such subcontractors or other material suppliers within five (5) business days of notification of the awarding of bid and prior to commencement of any work and supplying of any materials.
9) Terms of payment: Invoices submitted for payment will be paid as soon as reasonably possible but in no event beyond thirty (30) days unless formal objection is made by the Town of Bethel.
Dated at Bethel, Connecticut, this 24th day of September 2025.
Town of Bethel Purchasing Authority Dan Carter First Selectman Brad Heering, Comptroller Sam Flynn, Purchasing Agent
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