Iowa Department of Transportation
Supplemental Terms and Conditions for
RFB #177
Rock Salt Bid FY2025
Award
Packages 1-8 (Iowa DOT locations) Line items included in packages 1-8 will be awarded as a package. The
low bid of each package will prevail. All lines within a package must be bid to be considered for award.
Lines 9 through 239 on will be awarded by individual locations.
Lines 9-96 DOT Garages
Lines 97-170 Cities
Lines 171-232 Counties
Lines 233-239 Other Political Subdivisions
DOT will provide bid responses to Political Subdivisions for review and approval or rejection.
Quantities
The Iowa DOT and all Political Subdivisions shall guarantee the purchase of 60% of the total estimated quantity
of rock salt awarded to each contracted Supplier. The contracted Supplier shall in turn guarantee to supply no
less than 110% of the contract award at the bid price. Upon agreement by Supplier, additional tons over the
110% may be purchased at the contract price.
Contract Award
It is the intent of the Iowa DOT to award contract(s) to the Supplier(s) whose submitted quotation is the most
advantageous to the Iowa DOT, cost and other factors considered. Other factors include but are not limited to
meeting or exceeding mandatory requirements, proposed staffing, and meeting required time schedules.
The Iowa DOT reserves the right to limit the tonnage of salt awarded to any one bidder taking into consideration
the responders stipulated maximum capacity to deliver and the Supplier’s past performance.
Contract Period
Successful Supplier(s) shall be awarded a one-year contract beginning July 1, 2024, to May 31, 2025, with an
option to renew for an additional one (1) year period.
The Iowa DOT reserves the right to adjust the estimated tons of salt at the beginning of a renewal year. If a
contract is renewed, Political Subdivision quantities may be included.
Iowa DOT Ordering
The Iowa DOT’s Procurement & Distribution Bureau will issue all Iowa DOT purchase orders via email to each
contracted Supplier’s point of contact. The official order date shall be the date of the email received and
acknowledged by the Supplier with a confirmation of receipt response to the Purchaser.
No less than twenty-five (25) tons will be ordered per purchase order.
Delivery and Notification Information
All quantities delivered shall be within ± one (1) truckload based on twenty-five (25) tons per truckload.
Deliveries must be completely received within 15 business days. Weekends and Holidays shall not be
considered delivery days except as agreed upon by both parties. For orders exceeding 400 tons, one (1)
additional day shall be allowed for each 100 tons over 400.
Deliveries shall be made during normal working hours (Monday through Friday 7:00 a.m. to 3:30 p.m.). The
contracted supplier or hauler must notify the Iowa DOT garage contact person by phone, text or email no less
than 4 hours and no more than 24 hours prior to delivery. This is required to ensure appropriate Iowa DOT staff
is available to inspect and receive deliveries. A list of Iowa DOT Garage Supervisor cell phone numbers & email
addresses will be provided to successful Suppliers upon award.
If proper advanced notification is not provided, those unannounced loads may be delayed or refused if
personnel and/or unloading equipment are not available. The Iowa DOT will track the number of deliveries made
to a garage without the proper notification. This information will be used as part of tracking a vendor’s
performance and could impact future years tonnage awards.
Storage and Transport
Rock salt should always be protected from moisture with a weatherproof covering at Supplier’s storage locations
and during transport. All truckloads in transit shall be tarped and materials should always be protected from the
weather. Any deliveries arriving uncovered/un-tarped may be rejected. Trucks using a net covering in lieu of a
tarp is not acceptable.
End dump trucks are preferred but other types will be accepted except for tanker type trucks. No tanker type
trucks of any kind will be accepted.
If the Iowa DOT salt storage is too full to accommodate trucks inside the building, trucks may be allowed to
deposit salt on the asphalt or concrete pad at the building entrance by permission from an Iowa DOT employee.
No self-unloading equipment shall be required of the contracted supplier or hauler.
Improper deliveries
No hauler shall be allowed to deposit salt outside an Iowa DOT salt storage building before or after normal
business hours or during normal business hours when the facility staff is not present. Iowa DOT personnel must
be available to move salt into the DOT’s facility and sign for the delivery. An Iowa DOT employee must sign and
date all salt tickets at the time of delivery.
Salt unloaded without authorization or at an unattended facility will be subject to a 25% reduction of the
awarded price per ton to compensate for possible damages and additional handling required by the Iowa
DOT. Further, the hauler may be required to move any material improperly unloaded. The Iowa DOT will track
the number of after-hours un-authorized deliveries made by the contracted vendor. This information will be used
as part of tracking a vendor’s performance and could impact future years tonnage awards.
Truck Hauling Insurance Requirements
It will be the successful Suppliers responsibility to assure that their contracted haulers have required insurance.
In the event the contracted hauler has an accident on the property of the Iowa DOT, Cities, Counties or other
Political Subdivisions and is found not to have the required insurance, it will be the responsibility of the Supplier
to compensate the Iowa DOT or the respective Political Subdivision for any damages caused by the hauler that
would otherwise be covered by the required insurance. All claims will be addressed within a reasonable time
from the date of incident.
Damage to Storage Buildings
The contracted hauler will be responsible for any damage to Iowa DOT owned facilities or storage buildings
resulting from improper unloading of rock salt or contact with the storage structure.
Delivery Tickets (Bill of Lading)
A delivery ticket shall accompany each load with the following information:
a) Product Information
b) Supplier Information
c) Carrier Information
d) Point and date of origin
e) Gross, tare and net weights
f) Iowa DOT Purchase Order number
g) Delivery location
All delivery tickets must have a weight stamp from a certified scale facility with stamped or mechanically printed
weights and represent the weight of the product delivered. Any rehandling, restockpiling and/or reloading will
require a new delivery ticket with a new weight stamp from a certified scale. Hand-written weights on scale
tickets shall only be accepted in emergency situations and as approved by Iowa DOT. The Iowa DOT reserves
the right to weigh any truckload locally or by portable scale to confirm accurate ticket weights.
Haulers must ensure an Iowa DOT employee has signed and dated all delivery tickets. A signed copy must be
left with the garage staff. Any loads delivered without properly signed delivery tickets are subject to non-
payment.
Emergency Situations:
As requested by the Supplier: Suppliers shall contact the Iowa DOT Procurement & Distribution Bureau
during severe weather if deliveries cannot be made during regular business hours. Suppliers may request
deliveries be accepted after hours when situations warrant. Any changes in scheduled deliveries must be
approved by the Iowa DOT prior to all deliveries.
As requested by Iowa DOT: The Iowa DOT reserves the right to prioritize purchase orders based on locations
with the most critical needs and will provide the Supplier with the location(s) and the corresponding purchase
order(s) that will be interrupted or suspended. Due dates for suspended orders will be adjusted accordingly to
allow the appropriate amount of days for delivery as coordinated by Iowa DOT.
Nothing in this contract shall be construed as to relieve the Supplier from responsibilities for delivery or the
assessment of liquidated damages thereof.
Payment
All invoices to Iowa DOT must reference purchase order numbers and corresponding delivery ticket number(s).
Separate invoices are required for purchase orders. Fuel Surcharges must be reflected as a separate line item
on each invoice.
DOT invoices should be emailed to: DOT.invoices@iowadot.us.
Liquidated Damages
Any portion of a salt order delivered after the fifteen (15) working day delivery schedule, (except for those
allowed extra delivery days based on size of order or weekends/holidays), will be subject to a two dollar per ton
per day reduction in cost. The Iowa DOT will calculate and deduct liquidated damages as applicable for each
invoice.
Iowa DOT Holidays
New Year’s Day, Martin Luther King, Jr. Birthday, Memorial Day, Independence Day, Labor Day, Veterans Day,
Thanksgiving Day, Friday after Thanksgiving Day, Christmas, New Year’s Day.
Political Subdivisions
Commitment
All Political Subdivisions have provided good faith estimates of their quantity to purchase.
If the situation occurs where either a Political Subdivision is unable to meet the 60% or a Supplier is unable to
meet the 110% commitment, both parties shall determine the resolution that is most acceptable to both parties.
Ordering Information
Each Political Subdivision is responsible for creating their own orders and making payments throughout the
contract period and to comply with the terms of this proposal.
Cities, Counties and other governmental entities will provide their respective delivery hours.
Cities, Counties and other governmental entities will provide their respective delivery coordination contact
information.
