New Ice Control Sand Contract

The State of Michigan Department of Transportation issued a Request for Proposal on September 3, 2020, for ice control sand delivery to nine maintenance garages across five regions statewide, with an estimated total of 1,570 tons required. The procurement seeks qualified authorized distributors of sand and aggregates in Michigan to supply ice control sand meeting specific gradation requirements per Michigan Test Methods 109 Sieve Analysis standards for winter season use. Deliveries are designated for nine facilities: Saginaw East Garage (50 tons), Marion Garage (100 tons), Reed City Garage (200 tons), Kalkaska Garage (300 tons), Atlanta Garage (50 tons), Engadine Garage (50 tons), St. Ignace Garage (100 tons), and Mackinaw Bridge Authority (720 tons). The contract term spans one year with three one-year renewal options, and deliveries must be completed within five business days of order receipt during specified facility hours. All pricing must be provided on a firm, F.O.B. Delivered and Unloaded basis, inclusive of materials, processing costs, delivery, testing, and associated expenses, with a minimum order quantity of 50 tons and a 365-day pricing period from the effective date. Key deadlines included a bidders' questions deadline of September 16, 2020, with answers posted September 17, 2020, and proposals due September 21, 2020, at 3:00 p.m. Eastern time. Required qualifications include certification as an authorized sand and aggregate distributor in Michigan, maintenance of certified scales, provision of legible computer-generated delivery tickets, and appointment of a Contract Manager and Product Representative with a toll-free customer service number available 8 a.m. to 5 p.m. EST.

Bidders must be certified authorized distributors in Michigan to be eligible for this procurement. Required insurance coverage includes commercial general liability insurance of $1,000,000 per occurrence, automobile liability insurance of $1,000,000 per accident, workers' compensation coverage, and employers' liability insurance of $500,000 per accident. Liquidated damages of $1,000 plus $100 per day will apply for late or improper delivery completion, and payment will be made via Electronic Funds Transfer within 45 days of invoice receipt. While no specific set-asides or disadvantaged enterprise designations are noted in the available documentation, all bidders must complete the Confidential Treatment Form, Vendor Questions Worksheet, Schedule A Statement of Work, and Schedule B Pricing as part of their proposal submission. The specific award value or contract budget is not stated in the RFP documentation; pricing will be determined based on firm bids submitted by qualified vendors and accepted through the State's evaluation process.