WHITLEY COUNTY BOARD OF EDUCATION 300 MAIN STREET WILLIAMSBURG, KY INVITATION TO BID--

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1 *Complete and return one copy of this form with your bid. WHITLEY COUNTY BOARD OF EDUCATION 300 MAIN STREET WILLIAMSBURG, KY INVITATION TO BID-- REFERENCE: CLOSING TIME OF BIDS: DEPARTMENT OR SCHOOL: BUS FUEL APRIL 13, :00 A.M. WHITLEY COUNTY BOARD OF EDUCATION DATE ADVERTISED: MARCH 21, 2018 GENERAL CONDITIONS Sealed bids are requested on the attached list of materials or services for delivery to the school or department designated, subject to the conditions of this invitation. 1. The bidder must submit one copy of the completed bid on the enclosed form in an envelope clearly designating the above-referenced item. 2. Prices must be stated in units of quantity as specified and extended in total column for each item. All bid prices must include transportation and delivery to building specified. 3. Bids, to receive consideration, must be received prior to the time designated in this invitation, and none will be accepted thereafter. 4. Bid forms must be signed by either an officer or an agent of the bidding firm who is authorized to legally bind the firm. 5. The Board of Education reserves the right to waive defects and informalities in proposals, to reject any or all proposals, or to accept any proposal as may be deemed to its interest, and to award by item, combination of items or lot. 6. It is agreed that for every day of delay in the delivery of the goods under this bid, the bidder shall pay to the owner the sum equal to 10% of the total bid award amount. It is further agreed that should the Bidder fail to perform and the Owner should have to rely on second bidder, the Bidder shall pay as liquidated damages an amount equal the difference between the original bid and the second bidder. 7. All bids shall be effective for ninety (90) days from date of opening unless otherwise specified in special conditions of bidding, and no bid may be withdrawn prior to that time.

2 8. Contract award period shall be for a period of one year from July 1, 2018 to June 30, 2019, the 2018/2019 School Year. 9. Manufacturer s catalogue numbers, trade names, etc., where shown herein, are for descriptive purposes to guide the bidder in interpreting the standard of quality, design and performance desired, and shall not be construed to exclude proposals based on furnishing other types of materials or service. However, any substitution or departure proposed by bidder must be clearly noted and described as an alternate bid; otherwise, it will be understood that bidder intends to supply items specifically mentioned in the bid invitation. 10. Samples requested must be furnished free of expense to the Board of Education. It shall be the responsibility of the bidder to pick up samples if not destroyed or consumed in testing or evaluating or required in connection with the award. The Board of Education does not assume any responsibility for any samples not picked up within thirty days after the awarding of the contract. 11. It is to be understood that the bidder, if awarded an order or contract, agrees to protect, defend and save harmless the Board of Education from any suits or demands for payment that may be brought against it for the use of any patented material, process, articles or device that may enter into the manufacture, construction or form a part of the work covered by either order or contract; and the bidder further agrees to indemnify and save harmless the Board of Education from suits or actions of every nature and description brought against it for, or on account of, any injuries or damages received or sustained by any party or parties by, or for, any of the acts of the contractor, his/her servants or agents and agrees to furnish a Certificate of Liability Insurance Coverage. 12. Federal Excise Taxes or Kentucky Sales and Use Taxes are not applicable to any purchase made for use of the Board of Education. Bids should not include any such taxes. Exemption certificates will be furnished as required. This district s Kentucky Sales and Use Tax Number is C Information pertaining to any item or condition in this request may be obtained by communicating with the business office, Whitley County Board of Education. 14. If a quotation is not made, the bid form must be returned and marked NO BID, with reasons stated why a bid is not submitted; otherwise, firm name will be removed from the official mailing roster. 15. Awards may be made on an item- by -item basis. 16. In case of error in extension, the unit bid will be considered as the correct amount. 17. Quantities listed are estimated, but represent the minimum amount to be purchased. We reserve the right to purchase greater quantities, if required, during the contractual period.

3 THIS CERTIFICATE MUST BE EXECUTED BY BIDDER In compliance with this invitation to bid, in consideration of the detailed description attached hereto, and subject to all conditions thereof, the undersigned agrees if this bid be accepted within the time stipulated above, to furnish any or all of the items upon which prices are quoted in accordance with the specifications applying at the price set opposite each item. All items shall be shipped prepaid and delivery will be completed within days after receipt of purchase order. Terms of % cash discount to apply if invoices are paid within days after delivery and acceptance of goods. Special discounted items, sale prices, etc., offered during the course of the year will be passed on to the Whitley County Board of Education. (Check One) YES NO The undersigned further declares that this bid is in all respects fair and without collusion of fraud, that no member of this Board of Education of Whitley County School District or other officer of said school district or any person in the employment of said school district is directly or indirectly interested in this bid or any portion of the profits thereof. Firm Name Address Telephone FAX Number Date Signature Title Further information may be obtained by contacting: BOBBY BLAKLEY, TRANSPORTATION MANAGER Whitley County Board of Education 300 Main Street Williamsburg, Kentucky (606)

4 WHITLEY COUNTY SCHOOLS BUS FUEL Special Conditions 1. All items may not be ordered at one time, but will be ordered on Whitley County Board of Education purchase orders through JUNE 30, Services may be purchased for the price indicated from bid award date through JUNE 30, The agreement may be extended for additional one (1) year periods at the option of Whitley County Board of Education and the successful bidder. 3. Payments are made on the second Thursday of each month following delivery of items and receipt of proper invoice containing the following information: Name of vendor and address Purchase order number Date of purchase Itemized list of supplies Discounts applied Legible signature of person receiving order 4. Items bid shall be delivered F.O.B. destination, freight prepaid to: WHITLEY COUNTY SCHOOL BUS GARAGE, 191 Blvd. of Champions, Williamsburg, KY No bids will be considered on any form other than those supplied by the school system. 6. All envelopes containing bids must be plainly marked BUS FUEL BID and mailed or delivered to the attention of Jack Lawson at the Whitley County Board of Education Office. 7. When any item is bid that is unknown or deviates from the bid specifications, the final decision as to its ability to meet the needs will lie with the Whitley County Board of Education. 8. Bids submitted shall be item by item, but combination bids will be considered on the basis of what is best for the board. 9. Questions on specific items may be answered by contacting Bobby Blakley, Transportation Director, Whitley County School Bus Garage, 4612 U.S. Hwy. 25W N., Williamsburg, Kentucky PHONE: 606/ , EXT. 14.

5 10. All items listed may not be purchased and the school board reserves the right to purchase on an item- by- item basis.

6 Specific Conditions of Bus Fuel Bid The successful bidder shall abide by and be subject to all conditions of the bid as stated herein: DEFINITIONS: State tax - the tax which is collected and paid to the State of Kentucky Lust fund - the.004 cents per gallon which is collected on all fuel purchases for underground storage tanks Delivery cost - the amount that the successful bidder charges for delivery of the fuel from the terminal to the location specified in the bid specifications; this item will remain constant for the entire year Total differential cost - the total price per gallon minus rack price per gallon Rack price - the price that the supplier pays for the fuel at the terminal from which the supplier takes delivery 1. The Whitley County Board of Education will receive bids for the purpose of furnishing motor fuels for the maintenance and pupil transportation departments until 10:00 AM. on April 13, Bidders are to furnish bids for the items indicated in the specifications. 2. All bids are to be submitted to Jack Lawson, Accountant, in a sealed enveloped marked in the following manner: DEPARTMENT OF PUPIL TRANSPORTATION BID - BUS FUEL Bids are to be received at the Whitley County Board of Education Office prior to the time specified in paragraph #1. The Board assumes no responsibility for any delay as a result of the postal system s failure to deliver bids on time. The Board of Education also does not accept any responsibility for misplacement or loss of hand-delivered bids. All bids received after the scheduled time of closing will be returned unopened. 3. The Whitley County Board of Education does not pay federal tax on fuels purchased; therefore, bidders will not include federal taxes in the bid price. 4. Successful bidder shall agree to furnish fuels on an as-needed basis and all bid prices shall be valid from July 1, 2018 through June 30, The successful bidder shall deliver fuels at the Whitley County School Bus Garage, Boulevard of Champions, Williamsburg, KY within 24 hours of the order between 6:00 A.M. EST. and 4:30 P.M. EST., Monday through Friday. Fuels are purchased by the tanker load.

7 5. It is the responsibility of the bidder to prove that their product meets the requirements and specifications stated herein: 6. Refusal: The Department of Pupil Transportation, Whitley County Schools, shall have the right of refusal of any fuel not meeting the minimum requirements of the specifications attached herein this invitation to bid. Any cost associated with refusal shall be borne by the supplier. 7. Bids must be submitted on the form provided. The required certifications and refusals apply to all purchases of gasoline, diesel fuel, and blended diesel fuel. 8. All suppliers of motor fuels shall certify to the Department of Pupil Transportation, Whitley County Schools as to their ability to furnish motor fuels in quantities needed in accordance with the approved specifications. 9. Manufacturers and suppliers shall jointly certify to the Department of Pupil Transportation, Whitley County Schools, in certification documents prior to bid award that the motor fuels to be furnished meet all of the adopted specifications specified in this motor fuel bid. 10. Upon request, the supplier of motor fuel shall certify by documentation, to the Department of Pupil Transportation, Whitley County Schools, at the time of each delivery and prior to transferring motor fuel into storage tanks, that the motor fuel meets the minimum requirements of the adopted specification. 11. It shall be the responsibility of the successful bidder to supply the Department of Pupil Transportation, Whitley County Schools, with the rack price of the fuel delivered within five working days of each delivery. The bidder shall include the name and location of the terminal from which the bidder received the motor fuel. 12. Upon receipt of appropriate documentation, it shall be the responsibility of the Whitley County Board of Education to pay the successful bidder the rack price per gallon in addition to the differential price per gallon. It shall be the responsibility of the successful bidder to purchase the motor fuel from the terminal. All quantities of fuel shall be bid as net gallons. 13. Motor fuel for use in Kentucky school buses must be of a high quality and the Department of Pupil Transportation, Whitley County Schools, must be assured of receiving quality fuel designed for school buses. Therefore, the Whitley County Board of Education has adopted to use the Kentucky Department of Education fuel specifications for school bus transportation.