Bulk Ice Control Rock Salt/Sodium Chloride

Project Details

• Reference ID: BCFY26-66
• Department: Public Works
• Department Head: Tom Logan (Public Works Director)

Important Dates

• Questions Due: 2026-04-15T21:00:00.000Z
• Answers Posted By: 2026-04-21T21:00:00.000Z

Evaluation Criteria

• Bid Submittal Instructions —

  The Boone County Fiscal Court will receive sealed bids electronically via the County's electronic bidding system only until2:00 pm (local time),Thursday, April 23, 2026 from qualified vendors to perform the services associated with Bulk Ice Control Rock Salt/Sodium Chloride. Bids must be submitted electronically. Late, hand delivered (paper), emailed or facsimile bids will not be accepted. Bids will be opened online at the time listed above.

• INSURANCE REQUIREMENTS —

  The bidder will be required to provide verification of insurance coverage in accordance with the parameters that follow. The successful bidder will have fifteen (15) calendar days to comply with this requirement, excluding County holidays and non-workdays, if applicable.

  The bidder must maintain the insurance coverage required by the County while this contract is in force, including automatic renewal terms, and shall provide documentation of such insurance in a form satisfactory to the County.

  In the event that the bidder changes their insurance carrier, new verification of insurance coverage must be provided to the County by the new insurance carrier within ten (10) days of the change of policy.

  The bidder shall purchase and maintain in force, at their own expense, such insurance as will protect them and the County from claims, which may arise out of or result from the bidder's execution of the work, whether such execution be by the bidder, bidder's employees, agents, sub-Contractors, or by anyone for whose acts any of them may be liable. The insurance coverage shall be such as to fully protect the Owner, the Engineer (if applicable) and the public from all claims for injury and damage resulting by any actions on the part of the bidder or bidder's forces as enumerated above. The bidder shall furnish a copy of an original Certificate of Insurance, naming Boone County as an additional insured. Certificate of Insurance must have an original signature. Should any of the policies be canceled before the expiration date, the issuing company will mail 30 days written notice to the certificate holder. The bidder shall furnish insurance in satisfactory limits, and on forms and of companies which are acceptable to the Owner's Attorney and/or Assistant County Administrator and shall require and show evidence of insurance coverages on behalf of any sub-Contractors (if applicable), before entering into any agreement to sublet any part of the work to be done under this Contract.

  The following insurance requirements are the Minimum Limits of Liability, Terms, and Coverage that will be acceptable:

  1. Commercial General Liability
     • $1,000,000 bodily injury and property damage each occurrence, including advertising and personal injury, products and completed operations
     • $5,000,000 products/completed operations, independent bidder's liability, contractual liability, and coverage for property damage from perils of explosion, collapse, or damage to underground utilities, commonly known as XCU
     • $5,000,000 general annual aggregate
  2. Auto Liability Insurance
     • $1,000,000 each person, bodily injury, and property damage, including owned, non‐owned and hired auto liability
  3. Workers’ Compensation
     • Statutory limits
  4. Employer’s Liability
     • $1,000,000 bodily injury by accident, each accident
     • $1,000,000 bodily injury by disease, each employee
     • $1,000,000 bodily injury by disease, policy aggregate
  5. Umbrella/Excess Liability
     • $5,000,000 each occurrence and annual aggregate
     • Underlying coverage shall include General Liability, Auto Liability, and Employer's Liability
     • $1,000,000 annual aggregate covering damages or liability arising or resulting from bidder's services rendered, or which should have been rendered, pursuant to the Contract
  6. Property
     • The bidder shall purchase and maintain property insurance covering machinery, equipment, mobile equipment, and tools used or owned by the bidder in the performance of services under the Contract. MPHI shall in no circumstance be responsible or liable for the loss or damage to, or disappearance of, any machinery, equipment, mobile equipment, and tools used or owned by the bidder in the performance of services under the Contract.

  The bidder and their insurance company should carefully review the insurance requirements applicable to this agreement. All requirements herein must be met before the County will execute the contract.

• Cooperative Procurement and Term of Contract —

  This solicitation is issued by the Boone County Fiscal Court (the "Lead Agency"). The City of Florence (the "Participating Agency") has been authorized to participate in the resulting contract to achieve economies of scale. Boone County shall serve as the primary administrator of this contract. All bid requirements, specifications, and performance standards defined herein apply equally to orders placed by the Participating Agency.

  The initial term of the bid shall be for an 9-month period. At the expiration of the initial bid period for bulk ice control rock salt/sodium chloride, three (3) additional one (1) year bid extensions shall be available at the sole discretion of the Boone County Fiscal Court.

• Pre-Bid Meeting —

  A mandatory pre-bid meeting will take place at NO VALUE (local time) on NO VALUE at NO VALUE. Attendance is mandatory, and attendees shall arrive before/on time and attend the entire meeting to be qualified to bid. Late attendees will not be allowed to participate in the pre-bid meeting. Bids received from bidders who did not attend this meeting will not be accepted.

• BID BOND —

  Bid Bond: A bidder’s bond or certified check in the amount of NO VALUE% of the amount bid shall accompany any bid in excess of $100,000.00 for the bid to be acceptable.

  Fully executed Bid Bonds should be scanned and submitted electronically in this portal with the #Required Submittals.

• Delivery Locations —

  Delivery of rock salt/sodium chloride to the City of Florence Public Services Department shall be made to the Florence Public Services Maintenance Facility located at 7850 Tanners Lane, Florence, Kentucky, 41042.

  Delivery of rock salt/sodium chloride to the Boone County Fiscal Court Public Works Department shall be made to the Boone County Public Works Department located at 5645 Idlewild Road, Burlington, KY 41005 (approximately 90% of the tonnage) and to the Boone County Salt Storage Site located at 2266 Double Eagle Drive, Union, KY 41091 (approximately 10% of the tonnage).

• Billing and Payment Responsibility —

  The Vendor shall treat orders from the Lead Agency and the Participating Agency as separate accounts.  The Vendor shall invoice the entity that placed the specific order directly.  The Boone County Fiscal Court shall not be liable for any debts, invoices, or contract defaults incurred by the City of Florence, and vice versa. 

  Rock salt/sodium chloride ordered by and delivered to the City of Florence Public Services Department shall be billed to the City of Florence Public Services Department, Attn: Mr. Eric Hall, 8100 Ewing Boulevard, Florence, Kentucky, 41042. Rock salt/sodium chloride picked up by the City of Florence Public Services Department shall also be billed to the City of Florence Public Services Department at the same address.

  Rock salt/sodium chloride ordered by and delivered to the Boone County Fiscal Court Public Works Department shall be billed to the Boone County Fiscal Court, PO Box 960, Burlington, Kentucky 41005. Rock salt/sodium chloride picked up by the Boone County Fiscal Court Public Works Department shall also be billed to the Boone County Fiscal Court Public Works Department at the same address.

• Pre-Bid Meeting —

  A non-mandatory pre-bid meeting will take place at NO VALUE (local time) on NO VALUE at NO VALUE. Attendance is encouraged, and the bidder is required to familiarize themselves with the project, see existing conditions and take note of any specific requirements for the specific project. No additional allowances will be made for lack of knowledge of these conditions by not attending this non-mandatory pre-bid meeting.

• Minimum Tonnage Requested —

  The residents of the City of Florence and the residents of Boone County have come to insist upon a certain level of snow removal services. In order to provide these services to the standard of excellence required by the residents, up to a maximum quantity of salt may be needed by each agency. These maximum quantities are outlined below. Each agency reserves the right to purchase up to the maximum quantity but depending on inventory needs, may purchase a lesser amount. The City of Florence Public Services Department and/or the Boone County Fiscal Court Public Works Department are under no obligation to purchase the maximum quantities outlined below. The successful bidder shall make up to the maximum amount available per requirements set forth herein. Bidders who cannot provide the maximum tonnages listed below shall indicate an alternate amount on the bid form.

  • The maximum salt usage requirements for the City of Florence Public Services Department are 5,000 tons.
  • The maximum salt usage requirements for the Boone County Fiscal Court Public Works Department are 15,000 tons.
• PREVAILING WAGE —

  This bid has a Federal Prevailing Wage requirement.

  SAM.gov | Wage Determinations

• Solicitation Documents —

  Specifications may be downloaded electronically by visiting our electronic bidding website.

  Boone County reserves the right to reject any and all bids, to waive any informalities and to negotiate for the modifications of any bid or to accept that bid which is deemed the most desirable and advantageous from the standpoint of customer value and service and concept of operations, even though such bid may not, on its face, appear to be the lowest and best price. No bid may be withdrawn for a period of sixty (60) days after scheduled time of receipt of bids.

  The Boone County Fiscal Court is an Equal Opportunity Employer. WBE/MBE firms are encouraged to respond to this Invitation to Bid.

• PAYMENT & PERFORMANCE BONDS —

  Performance and Labor and Material Payment Bond: The Contractor shall have ten (10) days from the date of the County’s request to provide a performance bond and a labor and material payment bond, in the amount of the contract price, as security for faithful performance of the work in strict conformity with the Contract Documents and for payment of all persons who perform labor and furnish materials in prosecution of the work. The surety on such bonds shall be duly authorized to do business in the Commonwealth of Kentucky and be satisfactory to the County.

• Salt Delivery Requirements —

  Rock salt/sodium chloride shall be delivered to the requested designated location within five (5)-calendar days after placement of order. Bidders who cannot provide delivery within the time period shall indicate an alternate delivery period on the bid form.

  Delivery must be 100% completed within the designated time period per vendor’s bid. For each business day that delivery extends beyond the designated time periods per vendor’s bid, County/City reserves the right to assess penalties at one percent (1%) per business day and will be deducted from any amount due the Vendor. Bidders will have ten (10)-calendar days to cure a default or violation before the County can terminate the agreement.

  Penalties shall be applied to the order amount outstanding 1 business day after the guaranteed delivery time until the entire ordered amount is received. (Example: Vendor bids 5 business days delivery and received a purchase order for 1000 tons. On day 6, 500 tons have been delivered, the penalty would be 1% of the outstanding 500 tons until the entire amount has been received.)

  If the vendor fails to deliver within the guaranteed delivery time and the County's salt levels are critical, the County has the right to buy salt from another vendor and charge the original vendor the difference in cost.

  If the County/City elects not to exercise any of the penalty clauses herein in a particular instance, this decision shall not be construed as a waiver of the County/City’s right to pursue the future assessment of any performance standard requirement and associated penalties.

  While both agencies may place orders under this contract, all formal contract modifications, change orders, or exercise of extension options (as defined in Section 4.1) shall be at the sole discretion of the Boone County Fiscal Court. The Participating Agency may request the Lead Agency to initiate such changes, but the Lead Agency retains final decision-making authority for the contract.

• Award of Contract —

  Award will be made to the lowest responsive and responsible bidder based on the unit price per ton for each delivery and/or pickup category. Quantities listed in this solicitation are estimated maximums for evaluation purposes only and do not guarantee purchase. Any calculated totals are for informational purposes only and will not be used in determining award.

• Salt Supply Bid Period —

  The contract period for purchase of rock salt/sodium chloride under the terms of this bid shall be from September 1, 2026 to June 1, 2027.

• Agency Contact Persons —

  Questions regarding bulk salt delivery or ordering of bulk salt from the City of Florence Public Services Department should be directed to Mr. Eric Hall, (859) 647-5416.

  Questions regarding bulk salt delivery or ordering of bulk salt from the Boone County Fiscal Court Public Works Department should be directed to Mr. Michael Martin, (859) 334-3588.

• Material Requirements —

  Material shall conform to the latest edition of the Kentucky Transportation Cabinet (KYTC) Standard Specifications for Road and Bridge Construction, Section 825, including any current supplemental specifications or iterations at the time of order.

  Deliver the sodium chloride in a free-flowing, usable condition, free from lumps and foreign material. Product that does not meet specified conditions at the time of the delivery will not be accepted and will be removed by the Vendor at no cost to the County/City.

  Provide Sodium Chloride with a moisture content that will not exceed two percent (2.0%). Treat the Sodium Chloride with an anti-caking agent to prevent caking or freezing when in storage.

• Sampling, Testing, and Compliance —

  Sampling as delivered will not be required, however, the County/City reserves the right to take random samples and test any material when delivered to the designated delivery point. The County/City also reserves the right, at its discretion, to sample and test any material at the terminal site or from the barge site prior to being loaded onto trucks. When the County/City chooses to take random samples and the samples fail to meet the specified conditions; the County/City may require the removal of the material by the Vendor at no cost to the County/City.

  When weather conditions dictate that material which does not meet specified conditions must be used, or when otherwise it is in the best interest of the County/City to use the material, it may be accepted at a reduction in the contract bid price. Such reduction will be between five percent (5.0%) and fifty percent (50.0%) depending on the degree of noncompliance as determined by the County/City in consultation with the vendor.

  In the event adjustments for excess moisture becomes necessary, a ten percent (10.0%) reduction will apply for sodium chloride analyzing two and one-tenth percent (2.1%) moisture to and including two and one-half percent (2.50%) moisture. A fifteen percent (15.0%) reduction will apply for material containing two and six-tenths percent (2.6%) moisture to and including three percent (3.0%) moisture. Sodium chloride containing moisture in excess of three percent (3.0%) moisture will not be accepted.

  The reduction will apply to the quantity of material represented by the failing sample. The Vendor will process any adjustments due under the above conditions by issuing a credit memorandum or a revised invoice showing the adjustment to the affected purchasing entity and to the attention of the bookkeeper.

Submission Requirements

• Bidder's 24 Hour Emergency Contact Person and Phone Number (required) —

  Please provide the name and phone number of this person.

• Bid Bond (required) —

  #Specific Conditions

• Deviations and Exceptions —

  Clearly state any deviations and exceptions to the bid specifications here.

• W9 Form (required) —

  Please download the below documents, complete, and upload.

• Disadvantaged Business Enterprise (DBE) Certification (if applicable) —

  Attach a copy here.

• KRS Resident Bidder Status (if applicable) —

  Please download the below documents, complete, and upload.

• KRS Qualified Bidder Status (if applicable) —

  Please download the below documents, complete, and upload.

• Enter Contractor's Federal Tax ID Number (required)
• Name and Title of Authorized Representative (required) —

  Enter the full name and title of the representative who is authorized to certify, sign and submit this bid.

• Terms and Signature (required) —

  In compliance with this Invitation to Bid and subject to all conditions thereof, the undersigned offers and agrees to furnish any or all items and/or services upon which prices are quoted, as specified within these specifications.

  My signature certifies that the accompanying bid is not the result of or affected by any act of collusion with another person or company engaged in the same line of business or commerce, or any act of fraud. I hereby certify that I am authorized to sign this bid for the bidder.

• Is Prevailing Wage Applicable to this Project? (required)
• Is a Bid Bond required for this project? (required)
• Pre-Proposal Meeting (required)

Questions & Answers