Printable PDF file of this Bid Notice

NOTICE TO BIDDER: 
ICE CONTROL MATERIALS FOR TOWN OF VIENNA HIGHWAY DEPARTMENT
The Town Board, Town of Vienna and the Superintendent of Highways request sealed bids for Seven thousand (7,000) yards or equivalent of ice control materials per specifications.  Bid must include price of sand if picked up at your location and price of sand with delivery to the Vienna Highway Department.
Bid specifications are available at the Vienna Town Hall, Clerks Office, located at 2083 NYS Route 49, North Bay, New York during regular business hours and online at townofviennany.org.
Bids will be accepted from responsible bidders up to and no later than 3:00 P.M. on Wednesday, October 1st, 2025, by the Town Clerk at 2083 NYS Route 49 North Bay, New York and will be publicly opened at the Town Board Meeting on Wednesday, October 1st at 7:05 P.M. All bids must be submitted in a sealed envelope labeled “SEALED BID – ICE CONTROL MATERIALS”.  All bids need to include proof of insurance.
The Town Board reserves the right to consider bids for a period of 45 days after their opening, during which time no bidder may withdraw his or her bid, and the right is reserved to the Town Board to accept or to reject any or all bids. BY ORDER OF THE TOWN BOARD, OF THE TOWN OF VIENNA
Carol Huber, Vienna Town Clerk, Dated:  September 4, 2025 

SCREENED AND DELIVERED SPECIFICATIONS

• Sealed bids from responsible bidders for seven thousand (7,000) yards or equivalent of ice control material will be received by the Town Clerk, in person or by mail, at the Vienna Town Hall, 2083 State Route 49, PO Box 250, North Bay, NY 13123, by Wednesday, October 1, 2025 up to and not later than 3:00pm.

Bids should include price of sand if picked up at your location and price of sand with delivery to Vienna Highway Department and should be submitted on company letterhead and placed in a sealed envelope clearly marked “SEALED BID – ICE CONTROL MATERIAL” AND THE NAME AND ADDRESS OF THE BIDDER.

• THE PERIOD OF THE PRICING CONTRACT WILL BE FOR THE 2025/2026 WINTER SEASON. If an emergency arises before the winter season is over, the pricing should be the same as initial deliveries.

DELIVERY MUST TAKE PLACE WITHIN 21 DAYS OF INITIAL BID OPENING. If the need arises later in the winter season and we need more sand, it must be delivered within one week of notification.

SCOPE

The specification covers the material requirements and basis of acceptance from responsible bidder for abrasive used to control snow and ice on pavements.

• SCREENED MATERIAL REQUIREMENTS

The material for ice control shall conform to the requirements of these specifications. All abrasive materials shall consist of hard durable particles which are free from injurious amounts of clay, loam, caked or chunks. The color of the abrasive materials shall be dark enough to contrast with the ice or compacted snow on the pavement.

• SAMPLING

Sampling may be performed by the Town Highway Superintendent or Town Highway personnel. The Highway Superintendent reserves the right, at his discretion, to randomly sample the road sand delivered by the responsible bidder to insure conformity to the original certified gradation analyses. In addition, the town may sample any existing stock pile prior to delivery, and/or at the location where the material is being processed shortly in advance of, or concurrently with deliver. The sampling frequency may be a minimum of two samples per lot. Samples may be taken from stockpiles that have not been mixed with salt or from trucks in which salt has been hauled.

• LOT

A lot shall be the total of one 8 (eight) hour day delivery during normal working hours. Daily minimum amount of 400 yards or more. Delivery tickets showing quantities shall be provided by bidder daily.

• TESTING

Test shall be performed on dry samples by dry sieving in conformance with New York State Department of Transportation written instructions to procedures established by the New York State Department of Transportation.

• TEST RESULTS

All bidders must perform and submit test results (dry sieve testing in conformance with NYSDOT procedures by a certified lab). Test results must be submitted at the time of bid opening.

 

ALL ABRASIVES SHALL MEET THE FOLLOWING GRADATION REQUIREMENTS:

SPECIFICATION GRADATIONS

SIEVE PERCENT PASSING

3/8 100

1/4 80 - 100

#500 - 25

#200 0 – 8

NOTE: The percentage passing shall be based on weight determined by dry sieving a sample of dry abrasive material. Sieves shall meet ASTM E11 requirements.

• METHODS OF MEASUREMENTS

The quantity to be paid shall be the number of yards/tons delivered. Each load shall be accompanied with a weight slip.

• ACCEPTANCE

The acceptance of the road sand is expressly conditioned on continual compliance with the certified gradation analysis submitted with original bid. If the material deviates from the requirements, the above specifications, or tonnage does not correspond to slip, the Highway Superintendent reserves the right to reject any or all material.

• EMERGENCY EXCEPTIONS

Should the stockpile be depleted due to inclement weather, road conditions, non- response of bidder, or unacceptable delivery time, and /or other circumstances, the Highway Superintendent reserves the right to respond to emergency conditions for the purchase of ice control material elsewhere (not to exceed 800 yards) per emergency.

 

• Delivery schedules and quantities must be approved by the Highway Superintendent prior to delivery of material. The material will be delivered during normal working hours.

 

• The Town Highway Superintendent reserves the right to determine quantities. Yards/tons listed herein are subject to increased tonnage or decreased tonnage.

 

9/4/2025