Sand for Snow and Ice Control

TOWN OF PLAINFIELD | REQUEST FOR PROPOSALS
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* Bids may not be withdrawn for sixty days after the bid opening.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.
FY 2027 Sand for Snow and Ice Control | 2

TOWN OF PLAINFIELD | REQUEST FOR PROPOSALS
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:
SQUARE MESH SIEVE PERCENT PASSING BY WEIGHT
3/8 inch 100
No. 4 70-100
No. 50 0-40
No. 100 0-15
Material finer than No. 200 Maximum 5
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.
FY 2027 Sand for Snow and Ice Control | 3

TOWN OF PLAINFIELD | REQUEST FOR PROPOSALS
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.
CRITERION POINTS METHOD
The lowest responsive delivered unit price receives 100 points. Other
Delivered price per cubic yard 100 responsive bids receive: lowest delivered price divided by the bidder's
delivered price, multiplied by 100.
TOTAL 100
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.
FY 2027 Sand for Snow and Ice Control | 4

TOWN OF PLAINFIELD | REQUEST FOR PROPOSALS
Bid Proposal Form
Sand for Snow and Ice Control Fiscal Year 2027
PRICE ITEM BID
Price per cubic yard delivered to Town Garage, 1 Unity Road, Plainfield,
$________________ per cubic yard
CT
Minimum order quantity, if any
None / Describe:
Other fees or surcharges
__________________________________
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 __________
FY 2027 Sand for Snow and Ice Control | 5

TOWN OF PLAINFIELD | REQUEST FOR PROPOSALS
Town Evaluation Worksheet
For Town use only
BIDDER DELIVERED PRICE
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 | 6