RFP Sand 2027.docx

TOWN OF PLAINFIELD | REQUEST FOR PROPOSALS

TOWN OF PLAINFIELD

Sand for Snow and Ice Control

FISCAL YEAR 2027

REQUEST FOR PROPOSALS

SEALED BID DO NOT OPEN BEFORE OCTOBER 20, 2026 AT 2:00 P.M.

FY 2027 Sand for Snow and Ice Control

Invitation to Bid The Town of Plainfield is soliciting sealed bids from qualified vendors to supply and deliver up to 5,000 cubic yards of sand for snow and ice control during the 2026-2027 winter season. Material will be ordered periodically, as needed, and delivered to the Town maintenance garage at 1 Unity Road, Plainfield, Connecticut.

Award will be price-oriented and based on the lowest responsive delivered price per cubic yard from a responsible bidder whose material meets the specifications and who can provide periodic deliveries throughout the contract term.

Sealed bids must be received by the Finance Director no later than October 20, 2026 at 2:00 p.m. Bids received late will not be considered. Bids will be opened and read publicly at that time in the lobby of Plainfield Town Hall, 8 Community Avenue, Plainfield, Connecticut. Bid packages and addenda will be available at www.plainfieldct.org.

The Town reserves the right to reject any or all bids, waive nonmaterial informalities, request clarification, and make the award determined to be in the best interest of the Town.

Submission Requirements Submit one original completed Bid Proposal Form in a sealed envelope clearly marked “FY 2027 SAND BID - DO NOT OPEN.”

Include the bidder’s legal name, address, contact information, authorized signature, and delivered unit price per cubic yard.

Identify all exceptions, minimum-order requirements, delivery restrictions, fuel adjustments, surcharges, or other conditions. The delivered unit price shall include transportation and unloading. Unstated charges will not be accepted.

Prices shall remain firm through June 30, 2027 unless the bid clearly proposes another firm-price period and the Town accepts it in writing.

Bids may not be withdrawn for sixty days after the bid opening.

Quantity and Ordering The estimated maximum quantity is 5,000 cubic yards. This is an estimate only and is not a guaranteed purchase. The Town may order more or less depending on weather, operational needs, available appropriations, and existing inventory. Orders will be placed by authorized Town personnel. Each delivery shall include a legible delivery ticket showing the date, time, truck identification, quantity, and purchase order number.

Material Specifications The sand shall consist of clean, hard, durable, uncoated particles of quartz or other rock and shall be free from lumps of clay, soft or flaky material, loam, frozen lumps, and other detrimental material.

The sand shall contain not more than five percent of material finer than the No. 200 sieve using AASHTO Method T 11 and shall conform to the following gradation requirements:

If washed sand is supplied, it shall be stockpiled for at least twenty-four hours before use. The Town may inspect, sample, and test material before or after delivery. Material that does not meet these specifications may be rejected and shall be removed and replaced by the vendor at no additional cost to the Town.

Delivery Requirements The Town will order material periodically throughout the contract term based on weather and operational needs. No specific delivery dates or quantities are guaranteed.

Delivery shall be coordinated with the Town contact and made during authorized receiving hours. The vendor shall maintain sufficient supply and delivery capacity to fill periodic Town orders within a reasonable time.

The vendor shall promptly notify the Town of any actual or anticipated delay. Repeated late delivery or failure to maintain supply may result in cancellation and purchase from another source.

The vendor is responsible for safe transportation, lawful truck weights, unloading, and any damage caused during delivery.

The Town may procure material from another source when the awarded vendor cannot meet the committed delivery schedule. The Town reserves all contractual remedies.

Short Load Penalty The Town may spot-check or measure loads. If a vendor’s truck is short-loaded by more than one cubic yard, a penalty will be applied to the full amount short as follows:

UNIT PRICE x CUBIC YARDS SHORT x 3, PLUS 10 PERCENT Example: $18.00 x 1.5 cubic yards x 3 = $81.00; plus 10 percent = $89.10 penalty.

The penalty will be deducted from the applicable purchase order payment. Repeated short loads may result in cancellation of the award and assessment of reasonable excess costs incurred to obtain material from the next acceptable bidder. The Town reserves the right to refer suspected intentional short-loading to the appropriate authorities.

Evaluation and Award Responsive bids will be evaluated on delivered price. The Town may verify responsibility, material compliance, available supply, and the ability to provide periodic delivery before award.

Before award, the Town may require a sample, sieve analysis, source location, evidence of supply, or delivery references to confirm that the apparent low bidder is responsive and responsible. These checks are pass-fail considerations and are not separately scored.

Standard Conditions The Town is exempt from applicable sales and federal excise taxes. Bid prices shall exclude such taxes.

The award is subject to available appropriations. No minimum quantity is guaranteed.

The successful bidder shall comply with applicable federal, Connecticut, and Town laws and regulations and shall maintain all licenses, registrations, and insurance required for its operations.

The successful bidder is an independent contractor and is responsible for its personnel, vehicles, equipment, safety, taxes, and insurance.

The Town will not award to a bidder that owes delinquent taxes to the Town of Plainfield.

The bid shall be prepared independently and without collusion. The bidder shall disclose any actual or potential conflict of interest.

Payment will be made from accurate invoices supported by delivery tickets and an authorized Town purchase order. The Town may reject invoices that do not identify the delivery date, quantity, unit price, and purchase order.

The Town may terminate an award for material nonconformance, repeated short loads, failure to deliver as promised, or other material breach after notice appropriate to the circumstances.

Bid Proposal Form Sand for Snow and Ice Control Fiscal Year 2027

Minimum order quantity, if any

Supply and Delivery Information Sand source or pit location: __________________________________________________________________ Estimated quantity presently available: __________________________________________________________________ Normal delivery days and hours: __________________________________________________________________ Periodic delivery capacity: __________________________________________________________________ Number and capacity of delivery trucks available: __________________________________________________________________ Exceptions to specifications or contract terms: __________________________________________________________________ Bidder Certification The undersigned certifies that this bid is genuine and not collusive; the signer is authorized to bind the bidder; the bidder has reviewed the specifications and addenda; the prices and delivery commitments stated above may be relied upon by the Town; and all exceptions and additional charges are disclosed in this bid.

Company: __________________________________________________________________________ Address: __________________________________________________________________________ Contact person: __________________________________________________________________________ Telephone: __________________________________________________________________________ Email: __________________________________________________________________________ Authorized signature: __________________________________________________________________________ Printed name and title: __________________________________________________________________________ Date: __________________________________________________________________________ Addenda acknowledged: No. ______ dated __________ No. ______ dated __________

Town Evaluation Worksheet For Town use only

Lowest responsive delivered price: $________________ per cubic yard Recommended bidder: __________________________________________________________________ Basis for responsiveness, responsibility, and award recommendation:

Evaluator: __________________________________________ Date: ____________________________ FY 2027 Sand for Snow and Ice Control | 1