2026-2027 SODIUM CHLORIDE (ROCK SALT) FOR SNOW & ICE CONTROL

INVITATION TO BID
2026-2027 SODIUM CHLORIDE (ROCK SALT) FOR SNOW
AND ICE CONTROL
BID Number 2026-10300-009
City of Hopkinsville
Public Works Director
715 South Virginia Street
P. O. Box 707
Hopkinsville, Kentucky 42241-0707
www.hopkinsvilleky.us
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Bid Documents
A. INVITATION TO BID Page 3
B. GENERAL CONDITIONS Page 4-7
C. SPECIFICATIONS Page 8-9
D. ACKNOWLEDGEMENT OF RECEIPT Page 10
E. BID FORM Page 11
F. ATTACHMENT "A" Page 12
IMPORTANT: PLEASE ADVISE THE OFFICE OF THE PUBLIC
WORKS OFFICE IMMEDIATELY IN THE EVENT
ANY OF THE ABOVE DOCUMENTS ARE NOT ENCLOSED.
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BID DOCUMENT A
BID Number 2026-10300-009
INVITATION TO BID
CITY OF HOPKINSVILLE
Office of Public Works
715 South Virginia Street
P. O. Box 707
Hopkinsville, Kentucky 42241-0707
Sealed bids are being received for furnishing and delivering the following:
SODIUM CHLORIDE (ROCK SALT) FOR SNOW AND ICE CONTROL
BID NUMBER: 2026-10300-009
Bids will be received by mail or hand-delivery to the Hopkinsville Municipal Center,
ATTN: Public Works Office, 715 South Virginia Street, P.O. Box 707, Hopkinsville,
Kentucky 42241-0707, until 10:00 a.m. (CST), 11:00 a.m. (EST) Thursday September
10, 2026, at which time bids will be opened and read aloud publicly in the Conference
Room 214, Second Floor, at the same address. The following pages contain the
bidding instructions, conditions and specifications.
THE CITY OF HOPKINSVILLE RESERVES THE RIGHT TO ACCEPT OR REJECT
ANY AND ALL BIDS.
James R. Knight JR., MAYOR
CITY OF HOPKINSVILLE
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BID DOCUMENT B
BID NUMBER 2026-10300-009
GENERAL CONDITIONS
1. INSTRUCTIONS, SPECIFICATIONS AND FORMS:
Instructions, Specifications, and forms may be obtained, in person, or by mail,
from the Public Works Office, City of Hopkinsville, 705 North Main Street, Hopkinsville,
Kentucky 42241. Telephone: 270-890-0600.
(a) All bids are to be submitted on and in accordance with the attached Bid
Form. The form must be signed and dated in the appropriate space.
(b) Each bid must be submitted in a sealed envelope and clearly and
prominently marked on the outside of the envelope with the following:
SEALED BID "SODIUM CHLORIDE (ROAD SALT) FOR SNOW AND ICE CONTROL
BID NUMBER 2026-10300-009"
(c) If forwarded by mail, the sealed envelope containing the proposal must be
enclosed in another envelope and marked "SEALED BID SODIUM
CHLORIDE (ROAD SALT) FOR SNOW AND ICE CONTROL BID
NUMBER 2026-10300-009" and mailed to the City of Hopkinsville, ATTN:
Public Works Office, 715 South Virginia Street, P.O. Box 707,
Hopkinsville, Kentucky 42241-0707, allowing sufficient time for such
mailing to reach this address prior to the scheduled closing time for receipt
of bids.
(d) Additional information or clarification of any of the instructions or
information contained herein may be obtained from the Public Works
Office.
(e) Any bidder or bidders finding discrepancy in or omission from the
specifications, in doubt as to their meaning, or believing that the
specifications are discriminatory, shall notify the Public Works Office in
writing no later than five (5) working days before the scheduled bid
opening. Clarifications or changes in these specifications will be issued, in
writing, only by the Public Works Office. Inquiries should be directed to
the Public Works Office. Exceptions as taken by the bidder in no way
obligates the City to change the specifications.
(f) The successful bidder will be required to purchase a City of Hopkinsville
Vendor's License prior to the official award of the contract, and for the
duration of the contract period.
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BID DOCUMENT B
BID NUMBER 2026-10300-009
(g) Any bidder may withdraw his bid either in person or in writing at any time
prior to the scheduled time for closing the receipt for bids. Withdrawals
after the scheduled time for closing the receipt of bids will not be
permitted.
(h) The City will assume no responsibility for oral instructions or suggestions.
Any official correspondence in regard to the specifications should be
directed to and will be issued by the Public Works Office.
2. AWARD OF CONTRACTS
(a) All bids will be judged on the basis of best buy to the City and compliance
with the General Instructions and conformance with the specifications.
(b) Contracts may be awarded to a primary contractor and an alternate
contractor for a period of one (1) year from contract date. Upon
agreement by both parties the contract may be extended for a period of
one (1) year.
(c) Any other consideration or basis for judgment will be stated in the
specifications.
(d) When deemed necessary, a formal Contract Agreement will be prepared
by the City for signature by both successful bidder and the Public Works
Office.
3. RESERVATIONS
(a) The Public Works Office reserves the right to reject any and all bids or
parts of bids when, in his judgment, the City's interest will be served
thereby.
(b) The Public Works Office reserves the right to increase or decrease the
quantities to be purchased at the prices bid.
(c) When deemed necessary, the Public Works Office may require an open-
ended quantity amount for a specified contract period. Such a requirement
will be stated in the specifications.
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BID DOCUMENT B
BID NUMBER 2026-10300-009
(d) The Public Works Office reserves the right to award contracts or place
orders to a single source or divide awards and orders or enact such
combination as shall, in his judgment, be in the best interest of the city.
(e) The Public Works Office may waive minor differences in specifications
provided these differences do not violate the specifications intent nor
materially affect the operation for which the items are being purchased,
nor increase estimated maintenance and repair costs to the City.
4. DELIVERY
(a) Bidders must guarantee to be delivered or prepared for pickups in
accordance with schedules as requested by the Public Works Office or
designated representative.
(b) All items requested for delivery are to be delivered F.O.B. destination. All
delivery costs, charges, and taxes are to be included in the bid.
5. COMPETITION
In order to assure fair competition and to permit determination of the best bid, the
following shall be exercised:
(a) The name of any manufacturer, trade name of manufacturer or vendor
catalog number mentioned in the specifications or Bid Form is to
designate a standard of quality and type and for no other reason.
(b) Bids which show any omission, irregularity, alteration of forms, additions
not called for, conditional or unconditional unresponsive bids, or bids
obviously unbalanced may be rejected.
(c) All bids must be accompanied by such descriptive literature and
documents as may be called for by the specifications or Bid Form.
(d) Specifications provided are based on City needs and uses, estimated
costs of operation and maintenance, and other significant and/or limiting
factors to meet City requirements and shall be consistent with City
policies. Minimum specifications, and maximum specifications where
included, are not established arbitrarily to limit competition or to exclude
otherwise competitive bidders.
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BID DOCUMENT B
BID NUMBER 2026-10300-009
6. DISPUTES
In cases of dispute as to whether or not an item or service quoted or delivered
meets specifications, the decision of the Public Works Office, or authorized
representative, shall be final and binding on all parties. The Public Works Office
may request written recommendation of the head of the City Agency using the
item.
7. EXCEPTIONS
The submission of a bid shall be considered an agreement to all of the terms,
conditions, and specifications provided herein and in the various bid documents,
unless specifically noted otherwise in the space provided on the Bid Form.
8. BID BINDING
Unless otherwise specified, all formal bids submitted shall be irrevocable for sixty
(60) calendar days following the bid opening date, unless the bidder(s), upon the
request of the Public Works Office, agrees to an extension.
9. UNIT PRICING
Unless clearly shown on the Bid Form that it is the intent of the Bidder that a
reduced total price is being offered on the basis of receiving an award of all items
covered by the total, any totals should be the actual sum of the extension of unit
price(s), extended price(s), and/or total price(s), unit prices will govern and the
bid will be refigured accordingly.
10. SAMPLES
Samples of items, when required, must be furnished free of expenses to the City
and if not destroyed by test may, providing request is made at the time the
sample is furnished, be returned at the Bidder's expense. When samples fail to
meet the specified requirements, the City may require removal by the vendor
without payment.
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BID DOCUMENT C
BID NUMBER 2026-10300-009
SPECIFICATIONS
IT IS THE INTENT OF THESE SPECIFICATIONS TO DESCRIBE SODIUM CHLORIDE
(ROCK SALT) TO BE USED BY THE CITY OF HOPKINSVILLE IN THE CITY'S SNOW
AND ICE CONTROL PROGRAM AS THE NEED ARISES.
PLEASE PROPERLY COMPLETE THIS PORTION OF THE BID PACKET, ALONG
WITH THE BID FORM, AND RETURN THEM WITH YOUR BID. FAILURE TO
COMPLY WITH THIS REQUEST MAY RESULT IN YOUR BID NOT BEING
CONSIDERED.
DETAILED SPECIFICATIONS BIDDER SPECIFICATIONS
The following are minimum specifications Bidder is requested to indicate either
desired by the City of Hopkinsville. by writing "Comply" or "Exception"
whether his product meets the
minimum specifications as listed
on the opposite side. If "Exception"
is written, please indicate in the
space provided the deviation.
_____________________________________________________________________
PRODUCT DESCRIPTION AND REQUIREMENTS
1. Sodium Chloride Type 1, Grade 1,
meeting the Kentucky Transportation
Cabinet, Department of Highways
Standard Specifications for Road
and Bridge Construction, Edition
of 1998, Section 825.02. (Copy is
Attached as Attachment A) __________________________
2. Successful Bidder agrees to make
deliveries in bulk, by truck, to the
specified delivery point. Vendor
will notify the City of delivery
at least twenty-four (24) hours prior
to delivery. (Failure to give such
notice may result in vendor's truck
having to await the availability of
personnel for unloading.) ___________________________
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3. Sodium chloride will be treated with
an anti-caking agent to prevent caking
or freezing when stored, and will be
delivered in a free flowing, useable
condition, free from lumps and foreign
material. The moisture content will not
exceed 2.0 percent. Material which does
not meet specified conditions at the time
of delivery will not be accepted and will
be removed by the vendor without payment ________________________
4. Vendor shall present to City at time of
shipment delivery tickets showing compliance
with requested quantity, entry of accurate
weights and adherence to road weight limits
as prescribed by law. Verification of moisture
content not to exceed 2.0 percent and treated
with an anti-caking agent to prevent caking
and freezing at time of deliver to the City of
Hopkinsville. ________________________
5. Tonnage required estimate. ________________________
(2,100 ton minimum)
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BID DOCUMENT D
BID NUMBER 2026-10300-009
ACKNOWLEDGEMENT OF RECEIPT OF BID PACKET
SODIUM CHLORIDE (ROCK SALT) FOR SNOW AND ICE CONTROL
Bid Number: 2026-10300-009
PUBLIC WORKS OFFICE
CITY OF HOPKINSVILLE, KENTUCKY
I HEREBY ACKNOWLEDGE RECEIPT OF THE BID PACKET FOR SODIUM CHLORIDE
(ROCK SALT) FOR SNOW AND ICE CONTROL. MY COMPANY INTENDS TO BID ON
OR BEFORE 10:00 A.M., LOCAL TIME, THURSDAY SEPTEMBER 10, 2026, ON THE
PROJECT AS SPECIFIED IN THE PACKET RECEIVED.
___________________________________
COMPANY NAME
___________________________________
AUTHORIZED SIGNATURE
___________________________________
PRINT NAME
___________________________________
TITLE
___________________________________
DATE
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