Wolf Point Area 1-Location Sanding Material Specifications.docx

WOLF POINT AREA 1-LOCATION SANDING MATERIAL SPECIFICATIONS

CONTRACT INFORMATION

SPECIFICATIONS FOR WORK:

Provide all labor, materials, equipment and incidentals necessary to produce 2,025 tons or 1,350 cubic yards of sanding material. Stockpile material to facilitate water runoff.

DESIGNATED CONTRACT DATE:

WORK CANNOT BEGIN UNTIL AFTER: JULY 1, 2025

WORK IS REQUIRED TO BE COMPLETED ON OR BEFORE: SEPTEMBER 30, 2025

CONTRACT COMPLETION DATE:

The successful bidder may, at their own risk, perform preparatory materials work only for this contract prior to July 1, 2025. However, the Department will not accept delivery of material or make payment for any work or pay item prior to July 1, 2025. A purchase order must be issued and in place prior to the commencement of any work for the Department.

The contract shall be completed between July 1, 2025 and September 30, 2025.

OPTION BIDS:

Contractors are allowed to bid on one or both options. Contractor is required to provide a unit cost for all item(s) listed in the Bid Quantity sheet(s) for either option the Contractor is bidding. The low bidder will be determined, and the project awarded based on the lowest bid for either option. The Department can issue a Purchase Order Adjustment (POA) to include any or all Option Bid item(s) bid.

OPTION #1 - TONS

Measure Quantity

Mobilization

Sanding Material

OPTION #2 – CUBIC YARDS

Measure Quantity

Mobilization

Sanding Material

NOTE: Quantities are estimated. The above Quantity Worksheets are for informational purposes only. Bids are required to be submitted through eMACS on the Items tab. Bids not submitted on the eMACS Items tab will be disqualified.

SPECIAL PROVISIONS - AGGREGATE PRODUCTION

1.1. PURPOSE

1.1.1. The purpose of this contract is to accommodate a variety of situations, at a number of locations, with regard to furnishing materials, equipment, and labor for the production of aggregate materials.

1.1.2. Specific information pertaining to each stockpile location, including a brief description of the anticipated work, will be listed on a standard form. The completed forms will be attached to these provisions and thereby made a part of the contract. Bid items will be consolidated from each site into a standard format. Only those bid items with quantities listed are to be bid.

1.2. CONTRACT AUTHORITY

The Procurement Services Section Supervisor will be the contract authority and the contract will be administered by a Maintenance Chief and/or District Administrator.

1.3. AIR QUALITY

The Contractor is responsible for the air quality permit and must meet the Department of Environmental Quality emission standards.

1.4. PRODUCTION LOCATION

1.4.1. If the site is Department furnished, it will be adequate for aggregate production and stockpiling and its location will be identified by route and mile post within this document. The Contractor will be responsible for obtaining all necessary permits, easements, agreements, etc.

1.4.2. If the site is Contractor furnished, the Contractor will be responsible for locating a site, obtaining all necessary permits, easements, agreements, etc.

1.4.3. Regardless of who supplies the site, the Contractor is responsible for removing spilled oil, garbage and other debris, leaving each site in a neat, clean condition.

1.4.4. The Department has the right to refuse or disqualify an aggregate source proposed for the production of winter abrasives materials or chip surfacing materials. If noxious weeds are present, to the degree that crushing, blending and storing of materials may perpetuate the spread of noxious weeds when used on the Department’s right-of-way, the crush site may be disqualified. The Department may, at their discretion, ask for input from the county weed coordinator or Department of Agriculture for potential treatment options, to bring the crush location into some degree of acceptance to continue the operation. No crushing may take place until the Department has approved the location.

1.5. STOCKPILE LOCATION

1.5.1. Each stockpile location will be designated Department furnished.

1.5.2. The stockpile site will be prepared in advance by Department forces to provide an adequate work area for the Contractor to complete specified work.

1.6. STANDARD SPECIFICATIONS

All references to the "Standard Specifications" shall be the Department's book entitled "Standard Specifications for Road and Bridge Construction", 2025 edition, as amended by current supplemental specifications. Current supplemental specifications may be obtained at the following web site: http://www.mdt.mt.gov/business/contracting/standard_specs.shtml

1.6.1. The following Standard Specifications Sections apply in their entirety:

a. Section 101

b. Section 107

c. Section 208

1.6.2. The following Standard Specifications Articles apply in their entirety:

a. 102.02, 102.04, 102.05 and 102.06

b. 104.01

c. 105.01, 105.09, 105.10, 105.11, 105.12

d. 106.01.02, 106.02.1, 106.02.2, 106.02.6 and 106.07

e. 108.01, 108.05, 108.06, 108.07, 108.09 and 108.10

f. 109.01, 109.04

1.6.3. The following portions of Standard Specification Articles shall apply:

a. 105.05 replace 1st sentence with the following: The Department will furnish the Contractor with 1 set of contract documents

b. 105.12 (reference to 105.03 is to 105.03.1 only)

c. 106.01.3 (reference to 105.03 is to 105.03.1 only) and 106.02.3 (paragraphs 1 and 2 only)

d. 108.08 (with reference to table 108-1 only)

e. 301.03.2C

1.7. CONTRACT TIME

1.7.1. Contract time will be determined as follows:

1.7.1.1. Designated Contract Date -- will be the actual calendar date by which all work under the contract shall be completed.

1.7.1.2. Designated Stockpile Date -- will be the actual calendar date assigned to each stockpile site by which the work shall be completed at each stockpile location.

1.7.2. Prior to commencement of work, the Contractor shall submit a written proposed work schedule that accommodates the contract dates to the Maintenance Chief. The Maintenance Chief may request changes to the schedule to best meet the needs of the Department as long as the changes do not impact the sequence of work or designated contract date to the point it changes the terms of the contract as bid. Once the schedule is approved by the Maintenance Chief and concurred with by the Contractor, subsequent changes to the schedule must be approved in writing by both the Maintenance Chief and the Contractor.

1.7.3. If the Contractor is unable to complete the work by the designated contract date for reasons beyond his control, he may request a change to the designated contract and/or designated stockpile date from the Maintenance Chief. Such request shall be in writing and shall state the reasons for the request.

The Maintenance Chief will review the request and will provide the Contractor with a written response indicating approval, in which case a new designated contract date and/or designated stockpile date will be provided, or disapproval with appropriate reasons. If the Contractor is dissatisfied with the Maintenance Chief's response, he may refer to section 3.0. Claims for Adjustments and Disputes.

Designated stockpile dates and designated contract date will be extended to accommodate an increase in quantities. This extension must be in writing by means of a Purchase Order Adjustment. The new designated contract date and/or designated stockpile date will be determined by the Procurement Services Section Supervisor and the Helena Maintenance Division.

1.7.4. The Contractor shall not work on Saturdays, Sundays or legal holidays observed by the state unless specifically approved in writing by the Maintenance Chief.

1.7.5. The sequence of operations to meet the designated contract dates shall be at the Contractor's discretion. The Maintenance Chief will be given a minimum of 48 hours’ notice prior to commencement of any work.

1.7.6. In the event the Contractor does not complete the work by the designated contract date liquidated damages will be assessed in the form of a daily charge for each day, except Saturdays, Sundays and legal holidays that exceed the designated contract date. The daily charge will be determined from the schedule in Standard Specification Article 108.08 under calendar day. This charge will be deducted from money due the Contractor.

1.8. MEASUREMENT AND PAYMENT

1.8.1. Measurement and Payment by Tons

1.8.1.1. Measurement of all sand or aggregate in this contract will be by the ton. Track and control quantities during production. Furnish the Project Manager with all required quantity documentation.

1.8.1.2. Provide weighing equipment meeting the requirement of Subsection 109.01.1 & 301.03.2. If a platform scale is used, provide a scale person to record weights. Vendor is solely responsible to ensure that the scale used to weigh the transporting unit shall be equipped with a printer capable of printing the date and the weight of the transporting unit, to the satisfaction of the Maintenance Chief. Weigh tickets in any other format will not be accepted.

The Project Manager may randomly designate the reweighing of loaded vehicles, up to 3 times per project, on an independent certified scale if one is within a 50-mile round trip distance from the crusher site or stockpile site or no more than a 50-mile round trip distance from a point on the selected haul route.

1.8.1.3. Re-test the weigh system anytime the difference between the re-weighing and the Contractor’s weigh system exceeds plus or minus 0.5% of the load. Any weight difference will be treated under Subsection 109.01.1.

1.8.1.4. Payment at the contract unit price per ton for the specified aggregate or sand includes all costs associated with mobilization, crushing, hauling, stockpiling and measuring the specified material.

1.8.2. Measurement and Payment by Cubic Yards

1.8.2.1. Measurement of all sand or aggregate in this contract will be by the cubic yard. The unit weight of the sample will be determined by MDT. Track and control quantities during production. Furnish the Project Manager with all required quantity documentation.

1.8.2.2. The Department will utilize volume measuring of stockpiles. Acceptable tools for measuring stockpiles by volume could include but is not limited to drones as well as Stockpile Reports mobile application service. An average of two measurements will be used to determine final quantity.

1.8.2.3. Payment at the contract unit price per cubic yard for the specified aggregate or sand includes all costs associated with mobilization, crushing, hauling, stockpiling, and measuring the specified material.

1.8.3. Partial payment for salt that is delivered and stockpiled at the project site or other approved location near the project site may be considered for partial payment, if the following requirements are met:

1.8.3.1. The salt meets the contract requirements.

1.8.3.2. The salt is stored to prevent damage and theft, without obstructing or impeding the traveling public.

1.8.3.3. A written request for payment must be submitted to the Maintenance Chief. The request must include the quantity for which payment is requested and the length of time the material is to be stored.

1.8.3.4. If the Contractor has subcontracted the salt, then a notarized statement from the subcontractor/supplier certifying that their payment has been received must be included with the partial payment request.

1.8.3.5. Partial payment will be made at the contract unit price for 35% of the quantity delivered and stockpiled.

1.8.3.6. Partial payment is not an approval of the furnished salt. Approval of the furnished salt will be made at the time the salt is actually incorporated into the sand.

1.8.3.7. Partial payment for aggregate –or- aggregate and sand mixture may be made at the discretion of the Maintenance Chief. Payment may only be made on a completed stockpile site (as listed in the Contract Information Section) for all material that met the specifications.

1.8.3.8. Partial payment for mobilization may be made at the discretion of the Maintenance Chief. Payment will only be made upon completion of a completed stockpile site. Any payment will be made according to the percentage of contract quantity established by the Department as noted in the Contract Information section. [Example: % of contract quantity = 25%, therefore 25% of the total mobilization cost will be paid]

1.9. ADDITIONAL WORK

Additional work is considered to be any work outside the scope of the designated route or beginning and ending mileposts that are outlined in this contract.

1.9.1. Any additional work performed under this provision shall be the same type of work for which the contract was awarded and will only apply if the Contractor is set-up and operational. Subsequently, no additional compensation for the bid items "mobilization" and “traffic control” will be allowed. The additional work provision will not apply if the Contractor has to be mobilized to a new location.

1.9.2. The Maintenance Chief reserves the right to make, in writing, at any time during the work, such changes in quantities and such alterations in the work as are necessary to satisfactorily complete the project. Such changes in quantities and alterations shall not invalidate the Contract nor release the surety, and the Contractor agrees to perform the work as altered.

If additional work or changes in quantity significantly change the scope of work, an adjustment will be made to the contract. A significant change is defined as an increase in excess of 125% of the original contract quantity item. Any adjustment for an increase in quantity shall apply only to that portion in excess of 125% of the original contract item quantity.

1.9.3. Payment for work under this provision will be at the unit price bid for work for which the contract was awarded. Any additional work must be for the same type as specified in the original contract.

1.9.4. Additional work can only be performed after prior approval of the Helena Maintenance Division Administrator or the designee and written addenda from the Procurement Services Section. This addenda must be in the form of a Purchase Order Adjustment. The addenda will include the following information:

1.9.4.1. A description of the work to be performed.

1.9.4.2. Additional time adjustments, if any.

1.9.4.3. The cost associated with the additional work only if the additional work cost exceeds the total cost of the original purchase order regardless of a line-item increase as they are estimates.

1.10. STOCKPILE SAND

1.10.1. Unless otherwise specified, all sanding material must meet the following requirements of section 701.02.1.

TABLE OF GRADATION – 5/16 INCH SANDING MATERIAL

MONTANA TEST METHOD MT 202

Percent Passing

1.10.2. Contractor shall receive 100% of the unit bid price if 80% of the gradation samples, including samples that are in disincentive or rejection meet the Standard Gradation.

1.10.3. When producing material, Contractors will be given a shutdown notice if any gradation samples fall outside the disincentive gradation during the production process. Contractor must make adjustments to bring the product within the specification limits before resuming production. The Contractor does not have the option of accepting a price reduction in lieu of producing specification material.

1.10.4. For existing stockpiles where less than 80% of the gradation samples meet the Standard Gradation and have test results that fall into the Rejection Limits will be rejected. Upon mutual agreement, Contractor can adjust the stockpile to bring within the specification limits. The sampling and testing process will start over for any adjusted stockpile.

1.10.5. The Contractor shall receive a price reduction to the unit bid price of sanding material where samples fall outside the standard gradation, but within the disincentive gradation. The price adjustment shall be according to the table below.

1.10.6. Sanding material cannot contain more than 4% moisture by weight. Sanding material with a moisture content more than 4% will not be paid for. The amount of sanding material to be paid for, when moisture is greater than 4% shall be computed as follows:

Pay Weight = (104 x Wet. Wt. Of Sand) Divided by (100 + % of moisture)

An additional 10% per unit price reduction will be applied for material with greater than 6%. This unit price reduction will be applied to the quantity of material represented by the test.

Do not blend salt to sand when moisture content of sanding material exceeds 6%.

1.11. SALT/SAND MATERIAL

1.11.1. Supply and add salt to the sand using a method acceptable to the Project Manager. The salt uniformly and distribute throughout the sand at the production site and at the specified rate. The use of a front-end loader to mix the salt with the sand is an unacceptable method.

Salt blended to the sand must be 100% passing the 3/4” sieve. Salt which is clearly non-compliant such as wet material or loads containing solid clumps/chunks will not be accepted. Finished product is to include the specified percentage of salt by weight.

Example: 2,500 tons of sand mixed with 15% salt by weight.

Calculation Formula:

2,500/.85 = 2,941 total salt/sand mix 2,941-2,500 = 441 tons of salt 441/2,941 = 15%

1.11.2. The amount of salt to be added is at 0%, by weight, unless otherwise specified. Include all costs associated with furnishing, adding and mixing salt in the price bid per ton for salt.

1.11.3. Blend salt for the following stockpile(s):

· N/A

The specified weight of the sanding material does not include added salt.

1.11.4. The Product (Category 8A-R and/or8B) shall be on the most current Clear Roads Qualified Product List by the bid opening date.

https://clearroads.org/qualified-product-list/

1.11.5. Clear Roads of British Columbia, Idaho, Montana, Oregon, Colorado and Washington have developed the Qualified Products List. The list is composed of products that have been tested and found to be in conformance with these specifications.

https://clearroads.org/wp-content/uploads/12-10-Final-CR-SPECS-wCategory4.pdf

1.11.6. Purchased products that appear on the QPL may be tested for compliance to the material that was originally submitted for qualification. The Department has the right to conduct this testing at its own will. The most current QPL can be viewed at the Clear Roads web site: https://clearroads.org/qualified-product-list/

Gradation – ASTM 632, Type 1, Grade 2 Sodium Chloride

Sieve Size

Wt.% Passing

3/4”

#4

15 - 100

#8

5 – 65

#30

0 – 20

Gradations outside the above limiting tolerances will be assessed a 25% price adjustment. One random salt sample per stockpile site shall be taken prior to incorporation into the sand.

1.11.7. Moisture Content

The salt shall be dried to a maximum moisture content of 5.0% (% by weight). Water in excess of 5.0% of salt weight will not be paid for. The amount of salt to be paid for, when moisture exceeds 5.0% shall be computed as follows:

Pay Weight = 105 x Wet Wt. of Salt Divided by 100 + % of moisture

Contractor will be allowed to mix salt sand on location of delivery site with MDT’s approval of the actual site determined by the MDT Project Manager. Salt and sand for mixing will be delivered to the site at the same time and will be thoroughly mixed and stacked according to the contract. The Contractor shall submit a schedule for, unloading, mixing and stacking of all salt and sand deliveries with MDT to the SMP delivery locations for MDT’s approval. The Contractor is responsible to ensure that any salt on MDT’s facility is properly stored at the Contractor’s expense.

1.12. EQUIPMENT

1.12.1. Equipment to accomplish the work anticipated in the contract may either be Department furnished, Contractor furnished or some combination of the two.

1.12.2. Equipment designated as Department furnished will be of adequate types and quantities to keep pace with the Contractor's production rate but will not be itemized in the proposal.

1.13. ACCEPTANCE

1.13.1. The Project Manager will randomly select samples to be taken by the Contractor and witnessed by a Department inspector for gradation and moisture. Take samples as directed at the production site, stockpile, or windrow before the addition of salt for acceptance testing. One sample shall be taken for each 2,000 tons of sanding material produced for stockpiles, with a minimum of 5 tests. A minimum of 1 sample of salt will be taken for each stockpile site. Sanding material paid for by volume will have a material unit weight test performed to determine when sampling will occur.

1.13.2. Production Control. Contractor will develop a quality control sampling and testing plan for production and be responsible for all sampling and testing for gradation and moisture during aggregate production.

1.14. STOCKPILE SITE PREPARATION AND CONSTRUCTION

1.14.1. Department forces will prepare stockpile sites in advance to provide the Contractor room to deliver/mix the material.

1.14.2. Form stockpile using front-end loaders, end-dumps or conveyors. Belly dumps will not be allowed to drive on or over the stockpile.

1.14.3. Locate each stockpile to occupy as small an area as practical so that working room will be adequate for removing the materials later. Stockpile sanding material to a maximum height of 25 feet or as directed by the Maintenance Chief.

When contract requires to stockpile the sanding material either on a containment pad, in a covered storage facility or in an identified stockpile area as directed by the Departments Project Manager, the Contractor shall provide a minimum 60’ stacker belt. All mixed material must be stockpiling at MDT designated site(s) within 3 days.

1.14.4. Contractor shall use existing access points for delivering sanding material to MDT’s stockpile sites and shall not traverse or use alternate access points without written authorization from the Maintenance Chief.

1.0.

2.0.

PRECONSTRUCTION CONFERENCE TOPICS

The following is list of suggested topics for the Preconstruction conference with the Contractor. The Preconstruction conference is a requirement part of the Salt/Sand Production contract and must be held at least 5 days prior to the commencement of work:

· Designate Department and Contractor's Project Managers for the project

· Chain of command

· Ensure all the required permits have been obtained by the Contractor

· Work shifts and schedules (Holidays)

· Start date

· Contract specifications for work

· Method of salt introduction

· Moisture testing

· Method of material measurement

· Stockpile construction

· Department hauling, if applicable

· Gradation testing of aggregate

· Aggregate stockpile concerns

· Additional work

· Dispute resolution

· ADA requirements, if applicable

· Safety Meeting

· Restrooms

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REVISED: 12/30/08