Bulk Road Salt

TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
REQUEST FOR QUOTATION
RFQ Description: Bulk Road Salt
RFQ Number: 27-25
October 8, 2026
The Town of Westerly/Westerly Schools (Town), Westerly, RI, acting through its
Purchasing Agent, is hereby soliciting sealed bids for the above referenced RFQ and you
are hereby invited to submit a Lump Sum Proposal for the Scope of Work described
in this Request for Quotation, in strict accordance with the Bid Documents.
TERMS AND CONDITIONS
Bids shall be based on the Terms and Conditions as referenced in this Request for Quotation.
BID DUE DATE/SUBMITTING INSTRUCTIONS
BIDS ARE DUE and MUST BE SUBMITTED on the attached BID FORM, Attachments B, NO LATER
THAN 2:00 p.m. October 29, 2026. A Bid submitted on other than the attached BID
BREAKDOWN FORM may be rejected. Envelopes containing bids must be sealed and
addressed to the undersigned, at the Purchasing Department, Westerly Town Hall, 45 Broad St.,
Westerly, RI 02891 and must be clearly marked with the Name and Address of Bidder, Bid Due
Date and Time, and RFQ Number and Title. Bidders must include one original and a Digital
Copy on a Flash drive of the Bid as defined in the Instruction to Bidders.
BIDDER'S QUESTIONS
Questions regarding this solicitation must be emailed and received by the Purchasing Agent
at ecardillo@westerlyri.gov no later than 12:00 pm on October 21, 2026 in a Microsoft Word
attachment with the corresponding solicitation number. Questions, if any, and responses will
be posted on the Town of Westerly website at www.westerlyri.gov as an addendum to this
solicitation
SPECIAL INSTRUCTIONS TO BIDDERS
1. Bidder shall base the Proposal on providing all equipment, Delivered FOB Town of
Westerly, at location to be determined by the Town.
2. Quotes must be firm for a minimum of 120 days from date of submission.
3. Bid Completeness - Pricing submitted on this RFQ must be an all-inclusive price.
The intent of an all-inclusive Price is such that no Adds or Extra Changes will be
necessary.
4. This project is Tax exempt for Rhode Island Sales Tax and Federal Excise Taxes.
RFQ BID DOCUMENTS
Bidder Information - Pages 1-2
Attachment A - Specifications, Page 3
Attachment B - Bid Form Pages 4-5
Attachment C - Instructions to Bidders Pages 6-10
Appendix A - Bidder Certification Pages 11-15
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
BIDDER CERTIFICATION FORM (see APPENDIX A): Bidders must include,
complete, and submit a Bidder Certification Form with each bid proposal.
This solicitation is available at www.westerlyri.gov.
The Town of Westerly/Westerly Schools reserves the right to reject any/all bids, waive any
informalities in the bids received and to accept and award the bid to the lowest qualified bid
deemed most favorable to the interest of the Town/School.
The Town/School does not discriminate based on age, color, gender, national origin, race,
religion, sexual orientation, or disability in accordance with applicable laws and regulations.
Regards,
Eileen Cardillo
Purchasing Agent
Town of Westerly/ Westerly Public Schools
45 Broad Street
Westerly, RI 02891
Email: ECardillo@westerly.ri.gov
www.WesterlyRI.gov
CC: PC
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
ATTACHMENT "A"
SPECIFICATIONS
RFQ 27-25
BULK ROAD SALT
The Town of Westerly is seeking bids for the purchase of bulk road salt delivered to our facility.
Specifications
* Minimum of 99.6% sodium chloride
* Meets ASTM Particle Size Requirements
* Treated with anti-caking agent
* Low Moisture content
* White/Clear in color
* Little or no impurities
The estimated amount of road salt ordered per season is approximately 1,500 tons. This amount may
vary, higher or lower, due to weather conditions.
Deliveries to be made to 35 Larry Hirsch Lane, Westerly, RI 02891.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
ATTACHMENT "B"
Bid Form
"THIS FORM MUST BE COMPLETED AND SUBMITTED WITH BID"
RFQ NUMBER: 27-25
RFQ NAME: Bulk Road Salt
The Bidder stated below agrees to furnish and deliver, as defined in the above
referenced Request for Quotation, for the Lump Sum amount of
For the Town to properly evaluate the bid, please supply the following information.
Description Price per ton
Bulk road salt - delivered $
TOTAL BID
Estimated Annual Quantity 1,500 tons $
Awarded vendor pricing guaranteed for duration of the contract.
Delivery: calendar days after receipt of order.
Did you complete Appendix A and submit with your bid? Yes_____No_____
The below stated Bidder agrees to provide all labor, materials, equipment, supervision and all
activities required to provide a complete scope of work as defined in this Request for Proposal,
including, but not limited to, agree to all terms and conditions, all as shown or by reference, unless
as excluded below.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
Exclusions:
______________________________________________________________________________
______________________________________________________________________________
__________________________________________________________________
Did you deviate from the specifications in any way: YES NO ?
(If yes, you must explain below and submit a detailed description of all deviations, so that your
product or service can be properly evaluated.)
The above price includes all stipulations and requirements of Addendum No.
, which have been received and accepted by the
undersigned.
This Request for Quotation, together with all documents, specifications, drawings and
documents/attachments/Addendums, are included and constitute the entire proposal from the
bidder. There are no terms, conditions, or provisions, either oral or written, between the parties
hereto, other than those contained herein. The Request for Quotation supersedes all written
representation, inducements, or understandings of any kind or nature between the parties hereto,
relating to the project involved herein. Payment Terms are net 30 days, after delivery, for this scope
of work.
The lump sum bid price above, excludes applicable sales and or use taxes; and includes all
shipping/transportation costs.
The submitted pricing for this scope of work shall remain firm for 120 days from date of
submission.
Company Representative
Print Name:
Authorized Signature:
Telephone Street City State Zip
Email:
Date:
Company Name:
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
ATTACHMENT "C"
INSTRUCTIONS TO BIDDERS
MATERIAL PURCHASES
1. Submission of Bids
a. Envelopes containing bids must be sealed and addressed as indicated on the Invitation to Bid
and must be marked with the name and address of bidder, date and bid due time, and name of bid,
along with RFQ number.
b. The Purchasing Agent will decide when and if the specified time has arrived to open bids, and
no bid received thereafter will be considered. The Purchasing Agent reserves the right to waive any
informality in the bidding process.
c. Any bidder may withdraw his/her bid by written request at any time prior to the advertised time
for opening. Telephonic bids, amendments, or withdrawals will not be accepted.
d. Negligence on the part of the bidder in preparing the bid confers no rights for the withdrawal of
the bid after it has been opened.
e. Proposals received prior to the time of opening will be securely kept unopened. No responsibility
will attach to an officer or person for the premature opening of a proposal not properly addressed
and identified.
f. Any deviation from the Specifications must be noted in writing and attached as part of the bid
proposal. The Bidder shall indicate the item or part with the deviation and indicate how the bid will
deviate from Specifications.
2. Prices
Bidders shall state the proposed price in the manner as designated in the Bid Proposal Form. If
there is a discrepancy between the unit prices and the extended totals, the unit prices shall govern.
In the event, there is a discrepancy between the price written in words and written in figures, the
prices written in words shall govern.
3. Terms
Cash discounts offered will be considered in determining awards. The discount period shall be
computed from the date of delivery or from the correct invoice as received by Town Treasurer,
whichever date is later. The date of delivery shall be construed to mean the date on which bid item
is determined to meet the specifications and is therefore acceptable. Discounts for a period less
than thirty (30) days may not be considered. Payment terms are net 30.
4. Qualification of Bidders
The Town/School's may make such investigations as it deems necessary to determine the ability
of the bidder to perform the work. The bidder shall furnish the town with all such information and
data for the purpose as may be requested.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
5. Addenda and Interpretations
No interpretation on the meaning of the Plans, Specifications or any other Contract Document will
be made to any bidder orally. Every request for such interpretations must be in writing.
All questions pertaining to the specifications or proposal procedure should be first directed to the
Purchasing Agent. Where information from the Purchasing Agent differs from information from any
other source, the information from the Purchasing Agent prevails. The Town/School is not
responsible for information obtained from any other source.
6. "Or Equal" Bidding
When the name of a manufacturer, a brand name, or manufacturer's catalogue number is issued
as the bid standard in describing an item followed by "Or Equal" this description is used to indicate
quality, performance and other essential characteristics of the article required.
If bidding on other than the make, model, brand or sample specified, but equal thereto, bidder must
so state by giving the manufacturer's name, catalogue number and any other information necessary
to prove that the intended substitution of a commodity is equal in all essential respects to the bid
standard. Bidder must prove to the satisfaction of the Town of Westerly/Westerly Schools or by
person or persons designated by him, that his/her designated substitute is equal to the bid standard:
otherwise, his/her bid will be declared "No Bid" insofar as the item in question is concerned.
7. Award and Contract
Unless otherwise specified, the Town of Westerly/Westerly Schools reserves the right to make
award by item or items, or by total, as may be in the best interest of the Town; accept a proposal
based on considerations other than costs; and waive and modify any provisions of the request for
proposal.
A written award (or acceptance of Bid) mailed (or otherwise furnished) to the successful bidder
followed by an authorized Purchase Order shall, unless otherwise specified, be deemed to result
in a binding contract without further action by either party. The Bidder is responsible for all costs
and expenses to develop and submit a proposal in response to the solicitation.
8. Equal Employment Opportunity Policy Statement
For the purposes of this Policy, the term "vendor" shall mean any and all individuals, companies,
corporations, and business entities that provide goods or services to the Town of Westerly/Westerly
Schools pursuant to any and all relevant and appropriate Federal, State, and local purchasing rules,
regulations, and procedures.
The Town of Westerly/Westerly Schools is committed to the general policy and principle of Equal
Employment Opportunity in terms of retaining vendors to provide the Town/Schools with goods and
services necessary for routine and emergency operations. The Town of Westerly/Westerly Schools
will not discriminate against vendors as entities, or individual employees thereof on any legally
recognized basis included, but not limited to, race, age, color, religion, sex, marital status, national
origin, physical or mental disability, Veteran's status, pregnancy, sexual orientation, genetic
conditions, predisposition to certain diseases, or ancestry, except where a bona fide occupational
qualification exists.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
9. Compliance with Instructions to Bidders
These I n s t r u c t i o n s to Bidders contain terms and conditions that will govern the
preparation and submission of a bid proposal and any contract awarded pursuant to this
solicitation. Bidders must comply with each and every requirement of these Instructions
to Bidders. Any failure to comply with any requirement may result in the determination of
nonresponsive bid proposal and/or the rejection of the bid proposal.
10. Priority of Terms and Conditions
The terms and conditions in these Instructions to Bidders supersede any and all
inconsistent or conflicting terms and conditions in any other provision of any other
document in this solicitation or in the bid proposal and govern this solicitation, the bid
proposal, and any contract awarded pursuant to this solicitation.
11. Public Copy
Bid proposals submitted in response to this solicitation are public records pursuant to the
Rhode Island "Access to Public Records Act," R. I. Gen. Laws 38-2-1 et seq. Each bid
proposal must include a "public copy" to be available for public inspection upon the opening
of bids. The public copy must be submitted in .pdf (portable document file) format on a flash
drive.
The flash drive must include all the documents submitted in response to the solicitation
concatenated or merged into one file.
The public copy flash drive must be separately enclosed in a protective cover clearly marked
"Public Copy" and include the following information: (1) Solicitation Title; (2) name of bidder;
(3) Solicitation Number; and (4) bid proposal submission deadline.
The .pdf file must be named in the following manner:
Solicitation Number Bid Proposal Submission Deadline_BidderName.pdf
The bid proposal submission deadline must appear as mm-dd-yyyy. The bidder name must
appear as one word, with no spaces or punctuation. Underscores must separate the fields.
Example: 7543210_11-08-2013_0ceanStateCompanylnc_9867.pdf
Bidders may redact in the public copy any trade secrets or commercial or financial
information which is of a privileged or confidential nature pursuant to the Access to Public
Records Act. If a "hard" public copy is furnished at time of bid, the bidder may follow up with the
flash drive before the end of the business Bid Due Date day.
12. Binding Contract
A binding contract between the Town of Westerly/Westerly Schools and the successful bidder
will be formed by the issuance of a Purchase Order from the Purchasing Department, and only
by the issuance of a Purchase Order, and only to the extent of available funds. The binding
contract will incorporate and be subject to the terms and conditions of the solicitation,
including the Invitation to Bid, the Instructions to Bidders, the Bid Preparation Checklist, the
Request for Quote, the Bidder Certification Form, the Agreement (if applicable to this
solicitation), and the Purchase Order. The successful bidder shall be authorized to commence
work only upon the issuance of the Purchase Order and, in addition, an authorization from the
department.
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EXHIBIT C - INSURANCE SPECIFICATIONS
Standard Insurance and Indemnification Requirements
General Conditions: Within ten (10) business days of the award or notice, or prior to the start of work, whichever comes first,
the contractor will provide, pay for, and maintain in full force and affect the insurance outlined here for coverage's at not less
than the prescribed minimum limits of liability. Such coverage is to remain in force during the life of the contract and for such
additional time as may be required, and will cover the contractor's activities, those of any and all subcontractors, or anyone
directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable.
A. Certificates of Insurance: The contractor will give the Town/Schools a certificate of insurance completed by a duly
authorized representative of their insurer certifying that at least the minimum coverage's required here
are in effect and specifying that the liability coverage's are written on an occurrence form and that the coverage's
will not be canceled, non-renewed, or materially changed by endorsement or through issuance of other policy(ies)
of insurance without thirty (30) days advance written notice to: Town of Westerly, 45 Broad Street, Westerly, Rhode
Island, 02891 Attn: Purchasing Agent. Failure of the Town/Schools to demand such certificate or other evidence of
full compliance with these insurance requirements or failure of the Town/Schools to identify a deficiency from
evidence provided will not be construed as a waiver of the contractor's obligation to maintain such insurance.
B. Insurer Qualification: All insurance will be provided through companies authorized to do business in the State of
Rhode Island and considered acceptable by the owner, with an A.M. Best Rating of A-/VIII.
C. Additional Insured: To the extent commercially available at no additional cost, the policy or policies providing
insurance as required, with the exception of professional liability and workers' compensation, will defend and include
the Town/Schools directors, officers, representatives, agents, and employees as additional insureds on a primary
basis for work performed under or incidental to this contract.
D. Retroactive Date and Extended Reporting Period: If any insurance required here is to be issued or renewed on a
claims-made form as opposed to the occurrence form, the retroactive date for coverage will be no later than the
commencement date of the project and will state that in the event of cancellation or nonrenewal, the discovery
period for insurance claims (tail coverage) will be at least 36 months.
E. Subcontractors' Insurance: The contractor will cause each subcontractor employed by contractor to purchase and
maintain insurance of the types specified below. When requested by the owner, the contractor will furnish copies
of certificates of insurance evidencing coverage for each subcontractor.
F. Waiver of Subrogation: The contractor will require all insurance policies in any way related to the work and secured
and maintained by the contractor to include clauses stating each underwriter will waive all rights of recovery, under
subrogation and otherwise, against Town/Schools, and all tiers of contractors or consultants engaged by them. The
contractor will require of subcontractors, by appropriate written agreements, similar waivers each in favor of all
parties enumerated in this section.
G. Indemnification/Hold Harmless: The contractor shall indemnify, defend, and hold harmless the Town/Schools and,
if applicable, their agents and employees from and against all claims, damages, losses and expenses, including
attorney's fees of counsel selected by the Town/Schools, arising out of or resulting from the performance of the
work and /or the supplying of materials, provided that any such claim, damage, loss or expense (a) is attributable to
bodily injury, sickness, disease or death, or to injury to or destruction of tangible property including the loss of use
resulting therefrom, and (b) is caused in whole or in part by any negligent act or omission of the contractor, any
subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be
liable, regardless of whether or not they are caused in part by a party indemnified hereunder.
II. Insurance Limits and Coverage:
A. To the extent applicable, the amounts and types of insurance will conform to the minimum terms, conditions and
coverages of Insurance Services Office (ISO) policies, forms, and endorsements.
B. If the contractor has self-insured retention's or deductibles under any of the following minimum required coverage's,
the contractor must identify on the certificate of insurance the nature and amount of such self-insured retention's or
deductibles and provide satisfactory evidence of financial responsibility for such obligations. All self-insured
retention's or deductibles will be the contractor's sole responsibility.
C. Commercial General Liability: The contractor will maintain commercial general liability insurance covering all
operations by or on behalf of the contractor on an occurrence basis against claims for personal injury (including
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
bodily injury and death) and property damage (including loss of use). Such insurance will have these minimum
limits:
Minimum Limits: $1,000,000 each occurrence
$2,000,000 each occurrence if blasting is required
$2,000,000 general aggregate with dedicated limits per project site
$2,000,000 products and completed operations aggregate
$1,000,000 personal and advertising injury
Should blasting be required, all necessary permits for the use of explosives shall be obtained by the contractor or
insured from the Fire Marshall.
Special hazards shall be covered if needed by endorsement to the Commercial Liability policy/policies as follows:
1) Property damage liability arising out of the collapse of or structural injury to any building or structure
due to excavation (including burrowing, filling or backfilling in connection therewith), tunneling, pile
driving, cofferdam work or caisson work; or to moving, shoring, underpinning, razing or demolition of
any building or structure, or removal or rebuilding of any structural support thereof.
2) Property damage liability for injury to or destruction of property arising, directly or indirectly, from
blasting or explosions however caused, other than explosions of air or steam vessels, piping under
pressure, prime movers, machinery or power transmitting equipment.
3) Property damage liability for injury to or destruction of wires, conduits, pipes, mains, sewers or other
similar property, or any apparatus in connection therewith, below the surface of the ground, arising
from and during the sue of mechanical equipment for the purpose of excavating or drilling within project
limits; injury to or destruction of property at any time resulting therefrom.
D. Automobile Liability: The contractor will maintain business auto liability coverage for liability arising out of any auto,
including owned, hired, and non-owned autos.
Minimum Limits: $1,000,000 combined single limit each accident
E. Workers' Compensation: The contractor will maintain workers' compensation and employer's liability insurance.
Waiver of subrogation in favor of the Town of Westerly shall apply.
Minimum Limits: Workers' Compensation: statutory limit
Employer's Liability: $500,000 bodily injury for each accident
$500,000 bodily injury by disease for each employee
$500,000 bodily injury disease aggregate
F. Umbrella/Excess Liability: The contractor will maintain coverage applying over the underlying Commercial General
Liability, Automobile Liability, Pollution Liability (where applicable), and Employer Liability section of the Workers
Compensation coverage. The Town of Westerly shall have the sole discretion in increasing or reducing the
Umbrella/Excess Liability coverage requirements depending on the scope and/or size of the work to be
performed by Contractor/Bidder.
Minimum Limits: $5,000,000 per occurrence/$5,000,000 annual aggregate
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