ITB 4508 - Annual Landfill Sand.pdf

City Hall • 333 W. Ellsworth • Midland, Michigan 48640 • 989-837-3300

INVITATION TO BID

BID NO. 4508

ANNUAL LANDFILL SAND

Sealed bids will be accepted until 2:00 PM, Tuesday, February 4, 2025 to supply the City of Midland Landfill with sand for the period of March 1, 2025 through February 28, 2026, in accord with the attached specifications and standard instructions. Technical questions about the bid shall be directed to Scott O’Laughlin, Landfill Superintendent, at (989) 837-

6989.

Bid should be submitted in a sealed envelope clearly marked as “BID 4508 – ANNUAL LANDFILL SAND”. Bid submission can be delivered or mailed ATTN: Purchasing to City of Midland, Office of the City Clerk, 333 W.

Ellsworth Street, Midland, MI 48640.

Bid documents are available for download at the Michigan Inter-Governmental Trade Network (MITN) Purchasing Group

Website or at the office of the Finance Department Accounting Manager, City Hall, Midland, MI. Registration is required to view and download plans and specifications. Become a registered vendor here.

Invitation to Bid and all its pages, documents and attachments, including those added subsequently by written notice, submitted and properly executed, shall constitute the contract between the City of Midland and the successful vendor when approved and accepted by the City.

The City reserves the right to accept or reject all or any parts of any and all bids, to waive irregularities and to award in the best interests of the City of Midland.

Christina Evans Christina Evans Accounting Manager Midland, Michigan

CITY OF MIDLAND, MICHIGAN

STANDARD INSTRUCTIONS TO BIDDERS

1. Receipt and Opening of Bids: Sealed bids will be accepted and date/time stamped upon receipt in the office of the City Clerk, City Hall, 333 West Ellsworth, Midland, MI 48640-5132, until the time indicated on the attached Invitation to Bid for goods or services listed in the specifications and will be publicly opened and read aloud.

2. Form of Bid: Bids shall be submitted on the enclosed form with any exceptions, deviations or modifications to the published requirements clearly noted and explained.

3. Submission of Bids:

A) Envelopes containing bids shall be sealed and clearly marked on the outside of the envelope with the name and address of the bidder, the title and bid number of the project, and the date and time of the scheduled bid opening.

B) Any bid received after the scheduled opening time will not be accepted and will be returned unopened.

C) Any bidder may withdraw their bid response by written request at any time prior to the scheduled bid opening.

D) Telephonic or faxed bids will not be accepted and telephonic, telegraphic, or faxed amendments to bids or withdrawals will not be accepted under any circumstances.

E) Unless otherwise specified, no bid may be withdrawn, changed, or modified in any way for a period of sixty (60) calendar days from the date of the bid opening.

F) Negligence on the part of the bidder in preparing the bid confers no rights for the withdrawal of the bid after opening.

G) Bids received prior to the time of bid opening will be securely kept unopened. No responsibility will attach to any officer or employee of the City for the premature opening of a bid not properly addressed or identified.

H) In case of a discrepancy between unit prices and their extensions, the unit price bid shall govern.

4. Brand Names: Wherever in the specifications or proposal form brand names, trade names, manufacturer, or catalog numbers are called, it is for establishing a grade or quality level only and the phrase “or equal” is deemed to follow unless a prequalified list or the term “only”, “no exceptions”, or similar phrase is included.

5. Taxes: The City of Midland is exempt from State and Federal taxes. However, property purchased by a contractor to be used in the construction, alteration, repair, or improvement of property owned by the City is taxable to the contractor. Therefore, the price bid for contracts other than construction contracts must be exclusive of taxes and will be so construed. Construction contracts will be construed to include all applicable taxes unless the contract specifies otherwise.

6. Acceptance of Bids: The City will award to the lowest, responsive, responsible vendor that meets the functional requirements and needs expressed by the specifications. Tie bids will be awarded based on the most favorable terms for payment and/or delivery schedule or other costs associated with the award process. Receipt of a purchase order or properly executed contract covering the materials or services as described in the bid will indicate the award of bid and contract of purchase.

7. City’s Rights: The City reserves the right to accept or reject any or all bids, to waive irregularities or defects, to award on a split-order or lump-sum basis, and accept other than the low bid when deemed to be in the City’s best interests.

8. Non Appropriations: The City shall be bound, hereunder, only to the extent that funds shall have been appropriated and budgeted or are otherwise available for the purpose of this contract. In the event that no funds or insufficient funds are appropriated and budgeted, or are otherwise unavailable by any means whatsoever in any fiscal period of payments due under this contract, then the City shall immediately notify the Contractor of such occurrence and this contract shall terminate the last day of the fiscal period for which appropriations were received without penalty or expense to the City of any kind, whatsoever.

9. Delivery: Bids shall include all delivery charges with terms of Freight Prepay - FOB Midland, MI.

10. Laws: The laws of the State of Michigan shall govern the rights, obligations, and remedies of the Parties under this bid and any agreement reached through this process. The City of Midland is a Michigan municipal corporation.

11. Disclosure: All of the information included in your bid response is subject to the “Freedom of Information Act” and may be disclosed in its entirety after the formal, public bid opening has been completed. Bid tabulations will be available on the MITN website, https://www.bidnetdirect.com/mitn subsequent to bid opening date.

12. Independent Price Determination: By submission of this proposal, the bidder certifies that the pricing structure offered has been arrived at independently without consultation, communication, or agreement of such prices for the purpose of restricting competition with any other bidder or competitor.

13. Acceptance of Materials: All components used in the manufacture or construction of materials, supplies, and equipment, and all finished goods, shall be new, the latest make/model, of the best quality, and highest grade workmanship. In the event the delivered material is found to be defective or does not conform to specifications, the City reserves the right to cancel the order upon written notice to the bidder and return the materials to the bidder at the bidder’s expense.

14. Non-Iran Linked Business: By signing bid/quote response form, I certify and agree on behalf of myself and the company submitting this proposal the following: (1) that I am duly authorized to legally bind the company submitting this proposal; and (2) that the company submitting this proposal is not an “Iran linked business,” as that term is defined in Section 2(e) of the Iran Economic Sanctions Act, being Michigan Public Act No. 517 of 2012; and (3) That I and the company submitting this proposal will immediately comply with any further certifications or information submissions requested by the City in this regard.”

ANNUAL LANDFILL SAND

BID NO. 4508

Overview:

Provide class II sand to the City of Midland Landfill for the time period of March 1, 2025 through February 28, 2026.

Delivery will generally be requested days in advance.

Minimum delivered quantity for bid pricing = 1 truck load (25 tons). Gravel trains are acceptable.

Estimated Volume:

Estimated Annual Quantity Description of Item 9,500 tons Class II sand, delivered

Specifications:

Sand shall be clean, hard, granular, and free from clay, loam or other foreign matter. Sand for roadway purposes shall meet the requirements as specified in Division 8 of the MDOT Standard Specifications for "Granular Material, Class II.”

Sand for roadway purposes shall be supplied from an approved sand pit. The City reserves the right to inspect and approve the pit prior to the beginning of any loading or delivering. Sand excavated during the construction of streets, including underground utilities, shall not be considered acceptable under this contract.

Delivery Location:

City of Midland, MI Landfill 4311 E. Ashman St.

Midland, MI 48642

BID RESPONSE FORM FOR BID NO. 4508

ANNUAL LANDFILL SAND

FEBRUARY 4, 2025; 2:00 PM

In compliance with the City of Midland's specifications and Standard Instructions to Bidders, the undersigned hereby proposes to supply for the price of:

EST QTY DESCRIPTION UNIT PRICE EXTENDED COST

9,500 tons Class II Sand, delivered per specifications $ $

TOTAL BID ____________________________________________ $ ________________________

BID SECURITY REQUIRED: YES X NO FIVE PERCENT (5%) AMOUNT

I hereby state that all of the information I have provided is true, accurate, and complete. I hereby state that I have the authority to submit this bid, which will become a binding contract if accepted by the City of Midland.

COMPANY NAME BY (Signature)

STREET ADDRESS OR PO BOX (Print Name & Title of Above)

CITY, STATE, ZIP CODE DATE OF OFFER

TELEPHONE NUMBER FAX NUMBER

TERMS OF PAYMENT ESTIMATED DELIVERY ARO

Bids shall be returned to the Office of the City Clerk, City Hall, 333 West Ellsworth, Midland, MI 48640, no later than the time and date listed above. Sealed envelopes shall be marked with the bid number, title, and opening date.

Bids may be inspected at the bid opening or in the Procurement Office during normal business hours.

Tabulations will be available at the MITN website subsequent to bid open date.

LATE BIDS WILL BE REJECTED.