IFB - WINTER SALT

INVITATION FOR BID (IFB)
WINTER ROAD SALT
TOWN OF LONGMEADOW
MASSACHUSETTS
September 2, 2026

LEGAL NOTICE:
INVITATION FOR BID (IFB)
WINTER ROAD SALT
The Town of Longmeadow, MA, is accepting bids for untreated winter road salt and magnesium
treated rock salt. Bid documents are available from the Town of Longmeadow, Purchasing
Department, Attn: Chad Thompson- Director of Procurement, 231 Maple Road, Longmeadow, MA
01106 (Phone: 413-565-4185, cthompson@longmeadowma.gov) . Bid documents can also be
obtained online at no charge through the Purchasing Department page of www.longmeadowma.gov
. Bidders are encouraged to register with the Purchasing Department, those that do not register will
be responsible for monitoring the website for updates and addenda. Failure to acknowledge the
receipt of addenda may result in a bid rejection.
Deliver sealed bids to the Longmeadow Purchasing Department. Bids will be accepted until the
bid deadline of 11:00am on Friday, September 18, 2026. The outside of the bid submission
envelope should be labeled with the bid title name: 'IFB: Winter Road Salt' along with the
complete contact information of the bidder. Late bids will be rejected. A public bid opening will
follow the bid deadline.
There will be two (2) separate contract awards for a one year and will be procured under MGL 30B.
No bid deposit is required. The Town of Longmeadow acting through the Town Manager, the
Awarding Authority reserves the right to reject any and all bids, waive minor informalities and to
award the contracts in the best interest of the Town.

INSTRUCTIONS TO BIDDERS:
ARTICLE 1- Objective:
1.1 The Town of Longmeadow, MA, is accepting bids for untreated winter salt and bids for
magnesium treated rock salt. Through this Invitation for Bid, bidders will supply a fixed price for
the supply of products that will be either picked up or delivered to the Longmeadow Department of
Public Works (DPW).
1.2 The contract will be awarded to two vendors with fixed pricing that will be in effect for a
term from September 19, 2026 through September 18, 2027. There will be one vendor award for
untreated winter salt and one vendor award for magnesium treated rock salt.
ARTICLE 2- Bid Documents
2.1 Each Bidder by making a bid represents that they have read and understand the bidding
documents, contract forms and general conditions of the contract and the bid specifications .
2.2 Addenda will only be emailed to every individual on record as having taken a set of bid
documents. Addenda will be available from the Town of Longmeadow Purchasing Department
and can also be accessed through the Purchasing Department of the Town website
www.longmeadowma.gov , select links for 'Bids & RFPs', then 'Bid & RFP Finder'.
2.3 Those that are NOT on the active bid list specific for this bid and will not receive update and
addenda notifications include the following:
Those that are on a Town of Longmeadow general category bid list,
Those that receive a solicitation or email from the Longmeadow Purchasing Department
labeled as a 'Notification' of a specific bid opportunity and then do not reply requesting to
be added to a specified active bid list for an active bid.
Those who access bid documents through other sources, such as a bid listing service, etc.
Those that do not register to be added to the active bid list will be responsible for monitoring the
town website bid listing service for updates and addenda. These individuals should check at least
one day prior to the bid deadline. Failure to acknowledge the receipt of addenda may result in a bid
rejection.
2.4 Those that are on the active bid, bid list for this bid solicitation includes only those that notify
the Longmeadow Purchasing Department that they would like to be added to the bid list for this
active bid. The bidder should identify the title name of the active bid list that they would like to
be added to and should also supply their complete contract information. A bidder on an active bid
list will receive confirmation from the Purchasing Department that they have been added to the bid
list.
ARTICLE 3- Questions & Request for Interpretation:
3.1 All questions should be submitted in writing to Chad Thompson-Procurement Manager in the
Purchasing Department by fax: 413-565-4185 or by email: cthompson@longmeadowma.gov . All
clarification or responses to questions that result in a change to the specifications will be issued
through written addendum. Verbal interpretations will not be considered as binding.
3.2 All questions, if any must be received by the Procurement Manager no later than 168 hours (7
days) prior to the bid deadline. Questions received after the deadline for questions will not be
answered. Bidders should not contact other Town employees regarding this bid.

ARTICLE 4- Submission of Bids:
4.1 Sealed bids should be delivered to the Town of Longmeadow Purchasing Department no
later than the bid deadline date and time identified in the Legal Notice.
4.2 Bids should be delivered in a sealed envelope labeled 'IFB: WINTER ROAD SALT' on
the exterior of the envelope along with the complete contact information of the bidder
(Organization name, contact name, complete address, and phone number).
4.3 Late bids will be rejected. Timely delivery of bids to the Longmeadow Purchasing
Department shall be the responsibility of the Bidder. In the event that the Town of Longmeadow is
closed on the date or at the time that bids are due, the date and time of receipt of bids shall be
extended to the next regular business day that the Purchasing Department of the Town of
Longmeadow is open (Monday through Friday, excluding holidays), with the bid deadline time
being the same time as specified in the legal notice.
4.4 Bids should be submitted utilizing the Bid Submission Forms supplied with the bid document
or revised Bid Submission Forms if they are issued through addenda. The Non-Collusion form
supplied with the Bid Submission Forms must be completed, a Non-Collusion form not completed
as required by law will result in a bid rejection.
4.5 Where indicated or as requested on the Bid Submission Form, the unit price bid pricing should
be supplied in both numbers and written words. Where there is a discrepancy between the numeric
and written words of a bidder, the written words shall be utilized in correcting the unit pricing and
further calculation of totals. Where there is a discrepancy between the unit price and the Total Price
or the Bid Total the Unit Price per Item Number on the Bid Submission Form shall be utilized in
correcting discrepancies and recalculating totals.
4.6 Withdrawal of Bid: Any bid may be withdrawn prior to the time designated for receipt of
bids. Provide written notification to the Longmeadow Purchasing Department. No bid may be
withdrawn within thirty (30) days, Saturdays, Sundays and legal holidays excluded, after the opening
of the bids.
ARTICLE 5- CONTRACT AWARD
5.1 The contract resulting from this bid will take into account an award to a responsible and
responsive bidder taking into account bid price, past performance and reliability of the bidder,
quality of product and/or service, and degree of exclusion, exemptions, or restrictions on the bid
form. An offer of a conditional bid may be grounds for a bid rejection at the discretion of the
Town. Do not offer a conditional bid.
There will be one (1) contract award to the "lowest responsive and responsible bidder" based
on the Total bid price of the category for Untreated Winter Salt, and there will be one (1)
contract award to the "lowest responsible and responsible bidder" for Magnesium Treated
Rock Salt. The term "lowest responsive and responsible bidder" shall mean the Bidder (1)
whose bid is the lowest of those bidders possessing the skill, ability and integrity necessary for
the faithful performance/supply required; (2) who has met all of the Minimum Requirements of
the Invitation for Bid; (3) who shall certify that they are able to furnish labor that can work in
harmony with all other elements of labor employed or to be employed in the work.

5.2 All quantities shown for the estimated quantities on the Bid Submission Forms are
estimates only. The Town will direct the Contractor to provide only those supplies which are
actually required. The Contractor will be compensated only for the supplies accepted.
Whether the supplies are more or less than the estimate, the unit pricing provided on the bid
shall apply.
5.3 A Town sample standard contract is provided on the following page which contains terms and
conditions. Upon contract award the successful contractors will be required to complete the
contract and comply with all of terms and conditions of the contract.
5.4 Subsequent to the award and within five (5) days, Saturday, Sundays and legal holidays
excluded, after the prescribed forms are presented for signature the successful bidder shall
execute and deliver to the Town a completed original contract with original signatures in the
form included in the contract documents. In the event that the Contractor delays the return a
completed contract, the Town will supply the contract with a notification to return the contract
within two days. Then if the Contractor fails to return the completed Contract to the Town, the
Town reserves the right at its own discretion to withdraw the contract award offer and instead
award the contract to the next "lowest responsive and eligible bidder".
5.5 In the event that the Town receives low bids that result in an identical tied award total price
from two or more responsive and responsible bidders, the Town shall select the successful bidder
by a blind selection process chosen by the Town, such as the drawing of names. The low bidders
who are under consideration will be invited to attend and observe the selection process.
5.6 Proprietary specifications: The town may have proprietary specifications for some
materials utilized. Such proprietary specifications are permitted, provided that the Town state
in writing that use of the proprietary specifications is in its best interest and that it will accept
an "equal" of the item specified. An item is considered equal if (i) it is at least equal in quality,
durability, appearance, strength and design; (ii) will perform the intended function at least; and
(iii) conforms substantially, even with deviations, to the detailed requirements contained in the
specifications.
5.7 Bidders are required to present evidence that the vendor has on hand at all times, substantial
supplies of Rock Salt, and to supply the locations of the Vendors supply depots. Both will be
taken into consideration of the award to ensure acceptable delivery capability. Depot locations will
also have on site the manpower and equipment throughout the season to perform delivery service.
When required, the Vendor shall provide the Buyer with information showing the location of all
sources of supply and shall notify the Buyer of any new source the Vendor intends to use during
contract term.
5.8 The Bid Award(s) for the purchase of salt will be made to the vendors whose price, past
performance, salt quality, and delivery location are determined to be in the best interest by the
Town. Preference is for U.S. Products. Buyer reserves the right to award up to two contracts.
The lowest bidder will always have preference for first order offer assuming they have stock on
hand available for 'Prompt Delivery'.
5.9 In the event the Vendor cannot make delivery of the quantities of salt to specified locations
within an acceptable time frame, the Buyer reserves the right to purchase such quantities of salt
from the second low bidder as it may require to fulfill its needs.

5.10 Furthermore, the Buyer reserves the right to purchase such quantities of salt on open market
as it may require to fulfill its needs in the event salt shipments are not clean, free-flowing, dry and
in a usable condition. All additional costs including, but not limited to, expenses, losses and
damages shall be paid to Buyer by the vendor.
5.11 The Town of Longmeadow acting through the Town Manager, the Awarding Authority
reserves the right to reject any and all bids, waive minor informalities and to award each contract in
the best interest of the Town.

ARTICLE 6- SPECIFICATIONS
ITEM1: ROCK SALT NO.1 (BULK)-CITY
CONTRACTOR SHALL FURNISH AND DELIVER ROCK SALT NO.1 (SODIUM CHLORIDE)
AS REQUIRED BY THE TOWN OF LONGMEADOW, DEPARTMENT OF PUBLIC WORKS.
GENERAL:
1. THE ROCK SALT SHALL CONFORM TO THE FOLLOWING REQUIREMENTS AS TO
CHECMICAL COMPOSITIONS: SODIUM CHLORIDE (NaCL) MINIMUM PERCENT
96%.
2. THE ROCK SALT SHALL CONFORM TO THE FOLLOWING REQUIREMENTS AS
DETERMINED BY LABORATORY SIEVE.
PASSING 12" SIEVE (MINUMUM) 100%
PASSING 3/8" SIEVE 95-100%
PASSING NO. 4 (4760-MICRON SIEVE) 20-90%
PASSING NO. 8 (2380-MICRON SIEVE 10-60%
PASSING NO. 30 (590-MICRON SIEVE) 0-10%
3. THE ROCK SALT TO BE DELIVERED IN TRAILER DUMPS (32 C.Y.). THE NAME OF
THE MANUFACTURER, THE LOT NUMBER, THE APPROXIMATE NET WEIGHT AND
THE PERCENTAGE OF SODIUM CHLORIDE GUARANTEED BY THE
MANUFACTURERE SHALL BE NOTED ON THE SHIPPING REPORT.
4. ALL PRICES F.O.B. DESTINATION TO THE FOLLOWING LOCATION:
170 DWIGHT ROAD, LONGMEADOW, MA 01108
CONTRACTOR IS TO GIVE THE TOWN PREFERENTIAL TREATMENT BECAUSE
OF THE EMERGENCY NATURE OF PRODUCT USE.
5. THE VOLUME OF ROCK SALT NOTED IN THIS BID MAY VARY DUE TO
SEASONAL DEMANDS. ROCK SALT TONNAGES NOTED ARE FOR BID
PURPOSES ONLY AND MAY NOT NECESSARILY REFLECT THE ACTUAL
VOLUME OF PRODUCT PURCHASED DURING THE TERM OF THIS CONTRACT.

6. IN INSTANCES WHEN A VENDOR CANNOT DELIVER PRODUCT DUE TO
UNAVAILABLE TRUCKING, THE TOWN, AT ITS DISCRETION, WILL SUPPLY
TRUCKS TO PICK UP AND DELIVER PRODUCT TO DPW STORAGE FACILITIES.
IN THESE INSTANCES, THE VENDOR WILL DISCOUNT THE PRICE OF THE
PRODUCT BY 20% PER TON TO OFFSET TRUCKING EXPENSES.
MATERIAL CONTROL:
1. IF THE MATERIAL FAILS TO MEET THE MINIMUM CHEMICAL PURITY
REQUIREMENTS OF THIS ARTICLE, THE SODIUM CHLORIDE SUPPLIER SHALL
REMOVE THE MATERIAL AND REPLACE THE SODUM CHLORIDE WITH
ACCEPTABLE MATERIAL AT THE SUPPLIER'S EXPENSE.
2. THE MATERIAL, IF NOT RECEIVED IN FREE FLOWING USABLE CONDITION (I.E.
CAKED OR STICKY) SHALL BE STORED SEPARATELY AND THE SUPPLIER
SHALL REMOVE THE MATERIAL AND REPLACE IT WITH ACCEPTABLE
MATERIAL AT THE SUPPLIER'S EXPENSE./
DELIVERY:
ITEM 1: SALT DELIVERED MUST BE MADE WITHIN FIVE (5) CALENDAR DAYS
FROM ORDER DATE.
ITEM 2: TREATED ROCK SALT SALL CONFORM TO THE ABOVE SPECIFICATION
FOR ROCK SALT AND SHALL BE BLENDED WITH LIQUID MAGNESIUM CHLORIDE,
DYE FOR VISIBILITY AND COMPONENETS INTENDED TO INHIBIT THE
CORROSIVENESS FO THE PRODUCT. Magnesium treated rock salt, Liquid Magnesium
Chloride and 20% Molasses "Ice B Gone II" or Equivalent.
PREVIOUS CONTRACT INFORMATION:
The previous contract for last winter's supply for untreated winter salt was contracted with Mid-
American Salt, Fort Wayne, In for $77.94 per ton for untreated winter salt. The contract for
magnesium treated rock salt was - to Mid-American Salt for $93,19 per ton. The term of the
previous contract is September 2, 2025 to September 1, 2026.

DELIVERIES
All Sodium Chloride must be covered during transit with canvas or other suitable
material and must be delivered, in a dry condition. Sodium Chloride will be considered
to be in a dry condition only when the moisture content does not exceed one percent
(1.0%) by weight. Moisture content over one percent (1.0%) shall be considered excess.
Moisture content over one and one half percent (1.5%) by weight may, in the judgment
of the Buyer, be cause for rejection of the material.
Delivery of salt is subject to "Prompt Delivery". Deliveries will be made within One to
five calendar Days from Buyer's notification of confirmed order.
The delivery location:
Longmeadow Public Work
170 Dwight Road
Longmeadow, MA 01106
P: 413-567-3499
TERMS AND CONDITIONS
1. Volume estimates provided on the Bid Form are for informational purposes only. Actual
quantities purchased may be more or less than these figures based on the severity of the
winter.
2. The supplier will be bound by all applicable statutory provisions of law of the Federal
Government and the Commonwealth of Massachusetts.
3. As the Town is exempt from the payment of Federal Excise Taxes and Massachusetts Sales
Tax, prices quoted herein arc not to include these taxes. Tax Exemption Certificates will be
furnished upon request.
4. A bidder will be held to the terms and the prices on the Bid Form for the duration of the
contract period and if, a contract is signed by both parties within 40 days from bid opening.
5. If the Bid Form requests a delivered price bid for a specific municipality, that quotation
will be for use by the municipality only.
6. Verbal orders are not binding on the Town and deliveries made or work done without
formal purchase orders or contract are at the risk of the Seller of Contractor and may result
in a negotiable claim.
7. OSHA requires all DPW offices to have copies of the Material Safety Data Sheet for
sodium chloride on file.
8. As documented in the contract, deliveries that are not received within five calendar days
following the date of order will be considered late deliveries, and will be fined a $1000 late
fee per day late fee until the expected product is received.

ARTICLE 7- CONTRACT TERMS AND CONDITIONS
7.1 The sample contract terms and conditions are as followings:
AGREEMENT: The following provisions shall constitute an Agreement between the Town of
Longmeadow, acting by and through its Town Manager and/or Select Board, hereinafter referred
to as "Town", and TBD , the "Contractor", with an address of TBD hereinafter referred
to as "Contractor", effective as of the day of September 2 , 2026. In consideration of the
mutual covenants contained herein, the parties agree as follows:
ARTICLE 1: SCOPE OF WORK:
The Contractor shall provide all supplies and services in accordance with the specifications
contained in Attachment A: Town of Longmeadow, Invitation for Bid, IFB: Winter Rock Salt,
dated September 2, 2026; & any Addenda issued (if any).
ARTICLE 2: TIME OF PERFORMANCE:
The contractor shall complete all work and services required on or before September 1, 2027.
ARTICLE 3: COMPENSATION:
The Town shall pay the Contractor for the supply and delivery of supplies as ordered by the Town
outlined in Article 1. Compensation will be based on unit pricing as submitted on the Bid
Submission Form of the Contractor which is: ___TBD___. Compensation will be in accordance
with the provisions of the specifications as set forth in Attachment B for ( Product ), as
submitted on the Bid Submission Form from TBD . The Contractor agrees to supply and/or
deliver said materials as needed as specified in Attachment A. Unit pricing shall be inclusive of
all expenses including shipping and handling, etc.
ARTICLE 4: LIQUIDATED DAMAGES:
CONTRACTOR and OWNER recognize that time is of the essence of this Agreement and that
OWNER will suffer financial loss if the salt product as ordered, is not delivered within five
business days (a business day is Monday through Friday) following day the order was provided to
the Contractor. The parties also recognize the delays, expense, and difficulties involved in proving
in a legal or arbitration proceeding the actual loss suffered by OWNER if the salt product is not
delivered within five business days following the date of order. Accordingly, instead of requiring
any such proof, OWNER and CONTRACTOR agree that as liquidated damages for not delivering
the product within the five business days following the date of order by the Town, that the
CONTRACTOR shall pay the OWNER $1,000 for each calendar day, as a penalty, for which the
salt product is late and received after five business days by the Longmeadow Department of Public
Works.
ARTICLE 5; CONTRACT DOCUMENTS:
The following documents form the Contract and all are as fully a part of the Contract as if attached
to this Agreement herein:
1. This Agreement.
2. Amendments, or other changes mutually agreed upon between the parties.