QQ - Bulk Road Salt Haysi FY2027.pdf

Bristol Buchanan P. O. Box 279 Dickenson Meadowview, VA Lee 24361

Norton Phone Russell (276) 739-3520 Scott Fax Smyth (276) 739-3534 Tazewell Washington Richard Alsbrook Wise Superintendent

October 12, 2026

The Southwest Virginia Regional Jail Authority (SWVRJA) is comprised of four facilities and currently houses approximately 1,620 inmates, both male and female.

SWVRJA is currently seeking quotes for industrial grade sodium chloride for our Haysi location. An estimated delivery time along with any applicable delivery charges should be included.

The proposal will be awarded based upon the proposal that is deemed to be the most responsive and of greatest benefit to the SWVRJA. The Offeror with the lowest price is not guaranteed award of this contract.

SWVRJA may cancel this Quick Quote or reject quotes at any time prior to an award, and is not required to furnish a statement of the reasons why a particular quote was not deemed to be the most advantageous (Section 2.2-4359D of the Virginia Code).

All quotes, detailed product specification sheets, and any other applicable attachment should be submitted on the eVA website (www.eva.virginia.gov) no later than Thursday, October 15, 2026 at 2:00 PM.

Should you have any questions, please email emoore@swvrja.com.

Requested Item

Industrial Grade Mineral Sodium Chloride (NaCI)

Contents 100% Mineral Sodium Chloride Standard Bulk Deicing Salt Bulk Ice Control Rock Salt Bulk Winter Melt Rock Salt White Rock Salt Bulk Road Salt Weight Approximately 15 tons per load Appearance White Crystalline

Term of Contract The initial contract shall be valid from award of the contract through June 30,

202. Two (2) optional one-year (1) contract renewals may be exercised at the discretion of the SWVRJA.

Quantity The SWVRJA estimates that the usage for the duration of the contract will be approximately 15 tons of industrial grade sodium chloride per a year. Orders will be placed on an as needed basis during this contract. There will be no purchase quantity guarantee for this contract.

Delivery Delivery to the Haysi Regional Jail shall be quoted separately. Delivery cost shall be based on a 15-ton truck load per an order only.

Pricing Price adjustments may be permitted only for changes in the contractor’s cost of materials. The Consumer’s Price Index shall be used as a guide to determine increase or decrease. No price increases will be authorized for 365 calendar days after the effective date of the contract. Price escalation may be permitted only at the end of this period and each 365 days thereafter and only where verified to the satisfaction of the purchasing department. However, “across the board” price decreases are subject to implementation at any time and shall be immediately conveyed to the SWVRJA Purchasing Department.

The contractor shall give not less than 30 days advance notice of any price increase to the purchasing department. Any approved price changes will be effective only at the beginning of the calendar month following the end of the full 30 day notification period. The contractor shall document the amount and proposed effective date of any general change in the price of materials.

Documentation shall be supplied with the contractor’s request for increase which will: (1) verify that the requested price increase in general in scope and not applicable just to the SWVRJA; and (2) verify the amount or percentage of increase which is being passed on to the contractor by the contractor’s suppliers. The purchasing department will notify the using department and the contractor in writing of the effective date of any increase which it approves. However, the contractor shall fill all purchase orders received prior to the effective date of the price adjustment at the old contract prices. The SWVRJA Purchasing Agent may cancel without liability to either party, any portion of the contract affected by the requested increase and any material, supplies, or services undelivered at the time of such cancellation.

The contractor is further advised that decreases which affect the cost of materials are required to be communicated immediately to the purchasing department.

Price adjustments may be permitted only for changes in the contractor’s cost of materials. The Consumer’s Price Index shall be used as a guide to determine increase or decrease. No price increases will be authorized for 365 calendar days after the effective date of the contract. Price escalation may be permitted only at the end of this period and each 365 days thereafter and only where verified to the satisfaction of the purchasing department. However, “across the board” price decreases are subject to implementation at any time and shall be immediately conveyed to the SWVRJA Purchasing Department.

The contractor shall give not less than 30 days advance notice of any price increase to the purchasing department. Any approved price changes will be effective only at the beginning of the calendar month following the end of the full 30 day notification period. The contractor shall document the amount and proposed effective date of any general change in the price of materials.

Documentation shall be supplied with the contractor’s request for increase which will: (1) verify that the requested price increase in general in scope and not applicable just to the SWVRJA; and (2) verify the amount or percentage of increase which is being passed on to the contractor by the contractor’s suppliers. The purchasing department will notify the using department and the contractor in writing of the effective date of any increase which it approves. However, the contractor shall fill all purchase orders received prior to the effective date of the price adjustment at the old contract prices. The SWVRJA Purchasing Agent may cancel without liability to either party, any portion of the contract affected by the requested increase and any material, supplies, or services undelivered at the time of such cancellation.

The contractor is further advised that decreases which affect the cost of materials are required to be communicated immediately to the purchasing department.

Billing Address Southwest Virginia Regional Jail – Administration PO Box 279 Meadowview, VA 24361

Delivery Address Southwest Virginia Regional Jail – Haysi 1550 Kiwanis Park Road Haysi, VA 24256

All quotes, detailed product specification sheets, and any other applicable attachment should be submitted on the eVA Quick Quote page no later than Thursday, October 15, 2026 at 2:00 PM.