Jobs/Requests for Proposals/Committee Application
Town of Belgrade
Request for Proposals
Provide winter sand / mix with salt / place in shed
Agreement specifications
The Town of Belgrade is accepting proposals to:
Provide up to 6,500 yards of MDOT-approved winter road sand
Screen and mix winter sand and salt at a mixture ratio to be determined yearly
Place the mixture into the sand/salt shed, as directed
The Town Manager and/or Road Commissioner will respond to prospective contractors’ questions.
The Town of Belgrade will purchase road salt; the contractor will order salt as needed. Belgrade’s sand/salt shed holds up to 5,000 yards of mixed material. Thus, the contractor will have to process and load the sand/salt mixture at least two times during a twelve (12) month period. The contractor must have the agreed amount of sand/salt mixture placed into the shed no later than mid-October.
The Plowing Contractor or the Road Commissioner will determine when or if the shed needs to be refilled. Sand material must be accepted by the Road Commissioner before any agreement is awarded by the Selectboard or any payment is made to the Contractor. The Town reserves the right to inspect the sand material at any time.
The term of said agreement will be for the period July 1, 2026, to June 30, 2027 with the option to extend the agreement for an additional year upon a mutual written agreement from both parties. Agreement will be based on a per-yard cost to purchase the sand, screen/mix the sand with salt, and load mixture into shed.
The Selectboard will determine the amount of sand and salt to be purchased on a yearly basis. The agreement will allow for a fuel adjustment, if needed, to be determined between the Contractor and the Selectboard.
Work completed must be invoiced within 30 days of the work being completed. All payments shall be made with a warrant signed by the Select Board. Warrants are processed on the first and third Tuesday of every month and all payment requests are to be given to the Treasurer by noon of business the Thursday prior.
Any damage done to the sand/salt shed during the processing or loading of the sand/salt material will be the responsibility of the contractor. The Contractor shall provide Town with proof of Public Liability Insurance in the amount of not less than Four Hundred Thousand Dollars ($400,000) or such other amounts as is established by the Maine Tort Claims Act (14 M.R.S.A. section 8101) as amended from time to time, combined single limit, to protect the Contractor, any subcontractor performing covered by this Agreement, and the Town from claims and damages that may arise from operations under this Agreement. In addition, the Contractor shall provide the Town a certificate naming the Town as additionally insured. Contractor is responsible to ensure the area is cleaned of spillage after each mixing day.
The Town of Belgrade reserves the right to accept or deny any proposal to best serve the needs of the Town.
Town of Belgrade Proposal Sheet
Proposal must be in a sealed envelope marked “Sand/Salt Proposal” or submitted electronically and will be accepted until 12 noon on Thursday, July 2, 2026. Proposals will be publicly opened at that time by the Town Manager. The Selectboard will review the proposals at its regularly scheduled meeting on Tuesday, July 7, 2026 beginning at 6:30 p.m. Proposals must include: Agreement specification, proposal sheet and proof of insurance.Please contact Interim Town Manager, Mary Vogel , [email protected] with any questions concerning the RFP.
I__________________________ agree to supply the sand, screen the sand, mix the sand with salt, and load the mixture into the Belgrade sand/salt shed at a cost of __________________ per yard.I have the right to request a yearly fuel charge increase, to be determined by the Belgrade Selectboard.I also agree to all the terms as outlined in the “agreement specifications,” as attached.
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Signature Date
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Printed name, title & company name