Bids & Proposals

Request for Winter Sand Bids 2024-2025

Start Date: May 02, 2024
End Date: June 17, 2024
Type: Requests for Proposals (RFP)

TOWN OF NEW PORTLAND

2024-2025 WINTER SEASON

Request for Winter Sand Bids

Notice to Bidders

The Town of New Portland, Maine is requesting sealed bids to provide winter sand in compliance with the attached specifications, terms, and conditions to the Town of New Portland.  Prospective bidders are advised to read this information carefully prior to submitting a bid.

The “2024-2025 Winter Sand Bid Form” must be mailed or hand delivered in a sealed envelope clearly marked “Winter Sand Bid” and received on or before Monday, June 17th, 2024 at 5:00 p.m. at the following address:

Town of New Portland

“Winter Sand Bid”

Attn: Stacie Rundlett

901 River Rd

New Portland, ME 04961

Bid packages will be opened publicly at the Selectmen’s Meeting on Monday, June 17th, 2024 at 6:30 p.m. and read aloud.  The Board of Selectmen reserves the right to waive any formality and may consider as informal any proposal not prepared and submitted in accordance with these provisions.  The Board of Selectmen reserves the right to accept any proposal or reject any or all proposals if it is deemed to be in the public interest to do so.

General Requirements

The Town of New Portland is seeking per-yard bids for the purchase of 2,300 yards of winter sand.

Specific Requirements

All proposals will be required to meet or exceed all of the conditions, standards, and requirements contained below:

  • Winter sand gradation requirements: clean and sharp ½ inch
  • Sand must be free of any foreign materials such as; Sod, sticks, roots, etc.  Successful contractor will supply a gradation sample prior to product acceptance.
  • These conditions, standards, and quality of the sand MUST BE CONSISTENTLY MAINTAINED throughout the entire delivery process.  If not rectified, the contract will be terminated and the Town will seek an alternative supplier.
  • The sand must be delivered and loaded into the sand/ salt shed facility with the equipment and operator to do so provided by the contractor.
  • At the time of contract signing, the contractor will furnish the Town proof of liability and workers compensation insurance. 

Selection Process

The Board of Selectmen will review and choose the contractor that most closely suits the needs of the Town.  The Board of Selectmen reserves the right to accept or reject any and all proposals at its sole discretion.  Proposals will be judged in the selection process relative to their performance in the following areas:

                1. Conformance with ALL submission requirements

                2. Respondent’s ability to supply the material as described

                3. Reference checks and previous history with the Town

                4. Overall cost

                5. Availability to start as soon as our facility is ready

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