Bid No. 26-010SWOP4G Rock Salt

S P E C I F I C A T I O N S
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ROCK SALT Part I of II
Bid No. 26-010SWOP4G
SOUTHWEST OHIO
PURCHASERS FOR GOVERNMENT
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Company Name: _________________________________________________
Contact Person: __________________________________________________
Address: ________________________________________________________
City, State, & Zip: ________________________________________________
Phone No: ______________________
***Bid Opening time/Date: 10:00 A.M. local (Dayton OH) time on
July 2, 2026***
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LEGAL NOTICE NO. 26-010SWOP4G
Electronic bids will be received by the City of Dayton ("City"), on behalf of participating entities of Southwest
Ohio Purchasers for Government ("SWOP4G"). Bids must be received by the Division of Procurement no later
than 10:00 A.M. local Dayton, Ohio time on July 2, 2026, via email only to bids@daytonohio.gov with the
subject line: "Bid No. 26-010SWOP4G Rock Salt."
All bids shall be submitted in PDF format. Paper, telephone, or faxed submissions will not be accepted.
The City's email system has a maximum incoming message capacity of twenty (20) megabytes, including
attachments. If a bid exceeds this limit, the bidder shall submit the bid in multiple emails. If submitted in multiple
parts, the subject line shall clearly identify the Bid Number and applicable part number (e.g., "Bid No. 26-
010SWOP4G Part 1," "Part 2," etc.).
Bids must be received by the Division of Procurement prior to the stated deadline. Transmission time or delayed
email delivery shall not excuse late submissions.
Bids will be publicly opened via Zoom as described below. Bid results will be posted on the SWOP4G website
following the public opening.
BID OPENING
Topic: SWOP4G BID NO. 26-010SWOP4G
Time: Jul 2, 2026 10:00 AM Eastern Time (US and Canada)
Join Zoom Meeting
https://us04web.zoom.us/j/71657061840?pwd=rsDZRN1xBCR1phbYjptPcjK9EYHvQ9.1
Meeting ID: 716 5706 1840
Passcode: 9SSb9V
BID DOCUMENTS AND CONTACT INFORMATION
Detailed specifications, bid forms, and instructions are available on the following websites:
https://www.daytonohio.gov/bids.aspx
https://swop4g.org/
Additional information regarding this solicitation may be obtained from:
Zachary Lee
Buyer
City of Dayton, Ohio
Department of Finance
Division of Procurement
101 W. Third Street
Dayton, Ohio 45402
Phone: 937-333-4003
Email: zachary.lee@daytonohio.gov
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BID GUARANTY AND PERFORMANCE BOND REQUIREMENTS
Each bid shall be accompanied by either:
* A certified check drawn on a solvent bank and payable to the City of Dayton; or
* A bid bond issued by a surety company authorized to conduct business in the State of Ohio.
The amount of the bid guaranty shall not be less than five percent (5%) of the total estimated annual value of
the vendor's submitted bid. Participating Entities may, at their discretion, require the successful bidder to furnish
a one hundred percent (100%) performance bond based upon the awarded tonnage for that Entity. If required,
the performance bond shall be furnished within ten (10) calendar days following written notice of award. Failure
to execute required purchase orders, agreements, or other required award documents, or failure to furnish
required bonding, may result in forfeiture of the bid guaranty.
INFORMATION FOR BIDDERS
The City's Division of Procurement has agreed to advertise and solicit bids on behalf of participating SWOP4G
entities to obtain competitive pricing and a reliable supply of rock salt. Bidders should carefully review all
solicitation documents, specifications, pricing schedules, and contract requirements prior to submitting a bid.
Please fill in Grey Shaded Areas Electronically using Part II. Part II shall be submitted in EXCEL.
The quantities identified in this solicitation are estimates only and are provided solely for bid evaluation and
planning purposes. Actual quantities purchased may vary based on the needs of participating entities. No
minimum purchase quantity is guaranteed.
Each participating entity will issue its own purchase order, letter of intent or other authorization and shall be
responsible for its own ordering and payment obligations under any resulting contract.
All bids must comply with the requirements of this solicitation. Bids containing unsolicited conditions,
unauthorized alternates, or material deviations may be deemed non-responsive and rejected. The City and
participating entities reserve the right to reject any and all bids and to waive minor informalities when deemed
to be in their best interest.
Failure of the Vendor to comply with the specifications or terms of any resulting agreement may result in
cancellation of all or part of the award, procurement from alternate sources, and recovery of any excess costs
incurred by participating entities.
Questions regarding this solicitation must be submitted in writing to Zachary Lee at
zachary.lee@daytonohio.gov no later than 3:00 PM on June 16, 2026. Responses to questions will be posted by
the close of business on June 23, 2026.
NON-DISCRIMINATION
The City does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, sexual
orientation, or gender identity in employment, contracting, or the provision of services. The Vendor shall comply
with all applicable federal, state, and local non-discrimination laws and regulations. The Vendor shall ensure
that all subcontractors performing work under this contract comply with the requirements of this section.
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GENERAL CONDITIONS
1. Unless otherwise specified, each participating entity reserves the right to accept any part or parts of this bid.
In the event of a discrepancy between a unit price and an extended price, the unit price shall govern.
2. Title to and risk of loss for all materials shall remain with the Vendor until the materials have been delivered
in a complete and conforming condition to the location specified by the participating entity and accepted by
the participating entity. All shipments shall be F.O.B. destination unless otherwise specified. A packing slip
shall accompany each shipment. If delivery is made to a consignee or agent of a participating Entity, a copy
of the packing slip shall be provided concurrently to the participating entity.
Scale tickets and weight documentation requirements shall be governed by the Technical Specifications
section of this bid. If required shipment documentation is not provided, the participating entity may rely on
its own records, certified scale tickets, receiving records, or other available documentation for verification
purposes.
3. In the event of default by the Vendor, the participating entities may procure the required goods from
alternative sources and hold the Vendor responsible for any excess costs reasonably incurred as a result of
such default.
4. All prices shall be submitted in the units of measure specified in this solicitation.
5. References in the specifications to a trade name, manufacture's catalog, or model number are for
descriptive purposes only and establish the minimum standard of quality and performance required. Any
proposed substitution or deviation must be clearly identified in the bid and approved by the participating
entity. All materials furnished shall meet or exceed the requirements of the Technical Specifications.
6. The Vendor shall defend, indemnify, and hold harmless the City and participating entities from and against
any claims, damages, losses, liabilities, and expenses, including reasonable attorney fees, arising from:
(a) any actual or alleged infringement or alleged infringement of a patent, copyright, trademark, or other
intellectual property right related to materials furnished under the contract; and
(b) the negligent acts or omissions of the Vendor, its employees, agents, or subcontractors in the
performance of this contract.
7. Samples requested during the evaluation process, shall be provided at no cost to the City or participating
entities. Samples may be retained, consumed, or destroyed during evaluation. Any sample not destroyed
may be returned upon written request at the Bidder's expense.
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SOUTHWEST OHIO PURCHASERS FOR GOVERNMENT (SWOP4G)
ROCK SALT
GENERAL SPECIFICATIONS
1.0 PURPOSE AND TERM OF AGREEMENT
The purpose of this solicitation is to establish firm based pricing for the purchase and delivery of rock
salt (sodium chloride) for participating entities.
The initial contract term shall commence August 1, 2026, through July 31, 2027. Materials shall be
furnished on an as-needed basis throughout the contract term in accordance with the requirements of this
solicitation.
The contract may be renewed for one (1) additional twelve (12) month term through July 31, 2028, upon
the mutual written agreement of the participating entities and the vendor. Renewal is not automatic. If
renewal is being considered, the City of Dayton or designated lead entity will issue renewal
documentation approximately thirty (30) days prior to the expiration of the current contract term.
Prices shall remain firm throughout the contract term.
2.0 DELIVERY
The Vendor shall furnish and deliver rock salt on an as-needed basis to participating entities at the
delivery locations identified in the Delivery and Invoicing Address Schedule. This is a requirements-
type contract; quantities are estimates only, and no minimum purchase quantities are guaranteed.
Each participating entity shall issue its own purchase order, blanket purchase order, contract, letter of
intent, or other authorization document for its estimated requirements.
Unless otherwise approved by the participating entities, deliveries shall be made between 7:00 a.m. and
3:00 p.m., Monday through Friday. Delivery and invoicing addresses may be updated upon written
notice.
The Vendor and participating entities shall coordinate deliveries through their designated points of
contact. Upon receipt of an order, the Vendor shall provide an order confirmation and estimated delivery
date.
Confirmed order shall establish delivery priority except during emergency, shortage or force majeure
conditions as provided elsewhere in this solicitation. During such conditions, delivery priorities may be
adjusted based on operational needs, inventory levels, weather conditions, transportation limitations, or
supply constraints. The Vendor shall provide reasonable notice of any anticipated delays or delivery
adjustments when practicable.
Invoices shall be submitted directly to the participating entity receiving shipment.
3.0 STOCKPILE REQUIREMENTS
The vendor shall maintain sufficient supply availability and logistical capability to support anticipated
seasonal demand throughout the contract term.
Upon request, the vendor shall provide:
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* Stockpile locations
* Approximate inventory capacity
* And delivery contact information
The City and participating entities reserve the right to inspect any stockpile or storage location during
the contract term for purposes of verifying supply capability and contract compliance.
4.0 WEIGHT SCALE REQUIREMENTS
All scales used for weigh-in and weigh-out procedures shall maintain current certification from the
applicable state or local weights and measures authority.
All scales used by the Vendor at its facilities or stockpile locations shall maintain a valid device permit
in accordance with Ohio Revised Code Section 1327.501, as amended. Any person or entity servicing,
calibrating, or certifying such scales shall be properly registered in accordance with Ohio Revised Code
Section 1327.502 and all applicable Ohio Department of Agriculture weights and measures
requirements.
Scale certifications, permits, and weight determinations shall be subject to verification by participating
entities and may be used in determining contract compliance, invoicing accuracy, and payment
quantities.
5.0 WEIGH (SCALE) TICKETS
All deliveries shall include a certified, electronically generated scale ticket provided at the time of
delivery. Scale tickets must be electronically generated and physically printed. Handwritten tickets will
not be accepted.
Each scale ticket shall include, at a minimum:
1. Name of the trucking or hauling company;
2. Delivery date;
3. Delivery location;
4. Purchase order, release, confirmation, or order number;
5. Name, signature, or approved electronic verification of the individual responsible for weighing;
and
6. Gross, tare, and net weights.
Scale tickets shall serve as the primary record of delivered quantities and may be used by participating
entities to verify invoicing, payment processing, and contract compliance.
6.0 DELIVERY TICKET VERIFICATION
Upon arrival, drivers shall report to the location designated by the participating entity and unload
materials only at approved delivery locations.
A representative of the participating entity shall verify delivery at the time of unloading through
signature on the delivery ticket or through approved electronic verification methods. Delivery tickets
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shall not be validated after the driver has departed the premises, except where alternative verification
methods have been authorized by the participating entity.
Failure to obtain the required delivery verification may result in delayed payment, disputed quantities,
or rejection of the delivery record until the delivery can be satisfactorily confirmed.
At the discretion of the participating entity, alternative verification methods, including electronic
confirmation, photographs, video documentation, or other mutually acceptable records, may be used
for operational, safety, or logistical purposes.
Verified delivery documentation shall serve as supporting documentation for invoice review and
payment processing under this contract.
7.0 INVOICING
Invoices shall be submitted directly to the participating entity receiving the shipment following
delivery and acceptance of materials. Each invoice shall include all supporting documentation required
under this contract, including scale tickets and any other documentation reasonably necessary to verify
delivered quantities.
Invoice addresses are identified in "Pricing Spreadsheet Part No. II of II" and may be updated by the
participating entity upon written notice to the Vendor. Each participating entity shall be responsible for
providing timely notice of any invoice address changes.
8.0 REPORTING
Upon request, the Vendor shall provide reports summarizing orders, deliveries, and remaining
estimated quantities for participating entities.
The format, content, and frequency of reports shall be mutually agreed upon between the vendor and
the participating entity requesting the report.
All reports shall be based upon records maintained in the ordinary course of contract performance,
including purchase orders, delivery documentation, and scale tickets.
9.0 DELIVERY DELAYS
The Vendor shall promptly notify the participating entity of any anticipated delay in delivery and shall
provide an estimated delivery date.
The Vendor shall make deliveries within the timeframe specified by the participating entity or
otherwise agreed upon by both parties. Repeated failure to make timely deliveries may constitute
default and may result in cancellation of all or part of the contract, procurement from alternate sources,
and recovery of any excess costs incurred by the participating entity.
The Vendor shall not be responsible for delays by force majeure, sever weather, transportation
disruptions, labor disputes, governmental actions, or other causes beyond the vendor's reasonable
control, provided the vendor promptly notifies the participating entity of any anticipated delivery
delays.
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10.0 SUPPLY ALLOCATION AND SHORTAGE
In the event of regional or national shortages of rock salt, supply chain disruptions, or unusually severe
winter conditions resulting in limited product availability, the Vendor may allocate available supply
among its customers. Any such allocation shall be conducted in a fair, reasonable, and
nondiscriminatory manner.
The Vendor shall make reasonable efforts to fulfill confirmed orders issued by participating entities
and shall promptly notify affected participating entities of any anticipated supply limitations, delivery
delays, or allocation measures.
The Vendor and participating entities shall cooperate in good faith to adjust delivery scheduled and
quantities as necessary to support continuity of essential public services.
Nothing in this section shall relieve the Vendor of its obligation to perform under this contract to the
extent commercially reasonable supplies are available. Documented shortage conditions shall be
considered when evaluating contract performance and delivery obligations.
11.0 BIDDER QUALIFICATIONS
The Bidder shall include with its bid a statement identifying the length of time it has been engaged in
the business of supplying highway rock salt to public agencies or governmental entities.
The City and participating entities reserve the right to request references or additional information to
evaluate the Bidder's experience, responsibility, and ability to perform under the contract.
Upon request, the Bidder shall provide a list of public agencies or governmental customers to which it
has delivered at least one thousand (1,000) tons of highway rock salt.
12.0 REQUIREMENTS AND DATA
If the Bidder proposes to furnish imported or non-domestic rock salt, the Bidder shall identify the source
location in its bid. The City and participating entities may consider source location, transportation
logistics, replenishment capability, supply reliability, and overall availability when evaluating bidder
responsibility and ability to perform the contract.
All salt furnished under this contract shall comply with the specifications regardless of source.
Bids shall be submitted for delivery to individual participating entities as identified in the pricing
schedule. Bids based solely upon aggregate or combined organizational tonnage will not be accepted.
13.0 AWARDING CRITERIA
In evaluating bids, participating entities may consider factors including, but not limited to:
1. Total delivered price;
2. Compliance with the specifications and bid requirements;
3. Delivery capability and responsiveness;
4. Vendor experience and past performance;
5. Salt availability, stockpile capacity, replenishment capability, and logistical support; and
6. Source location and overall supply chain reliability.
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The City and participating entities reserve the right to request additional information reasonably
necessary to evaluate bidder responsibility and ability to perform the contract requirements.
14.0 AWARD
Awards may be made by individual entities based upon the lowest responsive and responsible bid
determined to be in the best interest of the participating entity and consistent with the requirements of
this solicitation.
Each participating entity may issue its own purchase order, contract, blanket purchase order, or other
authorization document for its estimated requirements.
15.0 DEFAULT STATUS
A participating entity that has declared a Vendor in default under the terms of its purchase order, contract,
or other authorized document shall not be required to place additional orders with that Vendor until the
default condition has been cured to the satisfaction of the participating entity.
During the period of default, the participating entity may obtain materials from alternate sources and
exercise any other remedies available under the contract or applicable law.
16.0 ADDITIONAL PARTICIPATION
Additional SWOP4G member entities may be authorized to participate in this contract during the
contract term in accordance with the SWOP4G cooperative purchasing requirements.
Participation by an additional entity shall require written authorization from SWOP4G Board. Upon
receipt of such authorization, the Vendor shall extend the applicable pricing terms, and conditions of this
contract to the authorized participating entity.
The Vendor shall not be required to provide additional approval or execute separate agreements for the
inclusion of authorized SWOP4G member entities under this contract.
**17.0 AFLCMC/PZIO, Wright Patterson AFB, Ohio (Entity No. 82)
Wright-Patterson AFB (WPAFB) is not subject to any SWOP4G bylaws,
specifications, rules, regulations or state law associated with the
procurement salt. Wright-Patterson AFB (WPAFB) is submitting its proposed
salt needs for informational purposes only and is not obligated to purchase
any salt. Should WPAFB determine that it intends to purchase salt, it may do
so with no obligation to use the bid pricing submitted to the SWOP4G. Any
purchase made by WPAFB is governed exclusive by Federal laws and regulations
to include, but not limited to, the Federal Acquisition Regulation and its
supplements.
WPAFB's purchase of salt is subject to the provisions of the Anti-Deficiency
Act, 31 U.S.C. 1341. WPAFB's inclusion of its salt needs shall not be
interpreted to require WPAFB to commit, obligate, appropriate or spend funds
or support in violation of the Anti-Deficiency Act and other applicable laws
respecting federal funding. WPAFB's participation with the SWOP4G is
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strictly subject to budget limitations and availability of funds.
Invoicing for WPAFB purchases shall be accomplished through the Wide Area
Work Flow system as prescribed in R-DFARS 252.232-7006 WIDE AREA WORKFLOW
PAYMENT INSTRUCTIONS (MAY 2013).
All WPAFB deliveries shall be made by regular dump trucks.
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