Cincinnati State Technical and Community College. Invitation to bid

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1 Cincinnati State Technical and Community College Invitation to bid Cincinnati State Technical and Community College is now accepting sealed bids in response to this Invitation to Bid (ITB) for the purchase of Aviation Fuel otherwise known as Avgas 100LL for the Cincinnati West Airport in Western Hamilton County Ohio. Cincinnati West Airport is owned and operated by The Cincinnati State Technical and Community College as a public use General Aviation airport. Cincinnati West airport houses 4 fully nested aircraft T hangars, a maintenance facility, flight training, terminal building or FBO, fuel farm with 2 underground 10,000 gallon Avgas tanks, 24 hour self-serve fuel island and College owned aircraft mechanic associate degree facility. There is one paved north/south runway which is lit for 24 hour service. The Cincinnati West Airport is home to approximately 50 based aircraft. General information: The College has no intention of purposely eliminating any company from bidding, however certain specifications must be met or exceeded by the resultant winning bidder. Cincinnati State Technical and Community College, hence known as CSTCC, reserves the right to reject any or all bids, or to postpone or cancel the award or execution of a contract for any reason prior to contract execution. CSTCC reserves the right to negotiated any and all final contract terms, including price. Sealed bids shall be sent to at the office of Anthony Cowden at 3520 Central Parkway Cincinnati, Ohio Main room 157. Sealed bids MUST BE IDENTIFIED ON THE LOWER LEFT CORNER AS Aviation fuels for resale bid. Sealed bids will be accepted in that office until 2:00 P.M. Eastern time August 13 th 2018 and will be opened by CSTCC staff immediately following. Any bid or revision or amendment thereto received after the date and time specified or improperly marked or submitted may be disqualified. Questions shall be directed to Anthony Cowden in writing by mail or e mail to: Anthony.Cowden@Cincinnatistate.edu. Vendors shall not communicate with any CSTCC staff concerning this ITB except through the above inquiry method. Use or attempted use of any other form of communication to discuss or inquire about this ITB may result in Vendor being disqualified from participating in the ITB. A site inspection is permitted by approval from Anthony Cowden at the above listed address and must be requested and approved in writing. The award of any contract resulting from this ITB is subject to the availability of funds from CSTCC s funding source and approval by CSTCC s Board of Trustees. By submitting a bid, Vendor agrees to all of the terms and conditions set forth herein as well as the standard state terms and conditions. 1

2 This ITB is subject to the requirements of the Ohio Public Records Law, O.R.C. Section Accordingly, all bids and information included therein or attached thereto and other materials submitted in response to this ITB or in connection with any contract as a result of this ITB may be subject to disclosure as a public record, except to the extent the materials are protected from disclosure by applicable state and/or federal laws. All Proposals and other submitted material shall be the property of CSTCC and will not be returned to the Vendor. This ITB and any agreements resulting from this ITB shall be governed, construed, and interpreted in accordance with the laws of the State of Ohio and only Ohio courts shall have jurisdiction over any action or proceeding concerning a resulting agreement and/or performance thereunder. Location: The Cincinnati West Airport hence known as CWA or FBO is located at West Road, Harrison, Ohio operated by CSTCC. Specifications: CSTCC expects to purchase between 27,000 and 50,000 gallons of Avgas 100LL in a 12 month period for purpose of resale in support of aviation activities. CSTCC does not expect to market Jet A in the next 12 months however Jet A capability is a desired branding potential. All Avgas 100LL shall pass QC inspections before and during deliveries including inspection for API gravity, water, sediment, haze or emulsion. Documentation shall be presented by the delivery agent confirming QC confirmation at terminal loading. Avgas 100LL shall meet or exceed ASTMD 910 specifications. Avgas 100LL shall be contained, transported and offloaded in dedicated Avgas 100LL only vessels. Delivery is to be on an as needed basis by CSTCC and within forty-eight (48) hour basis with a fixed base transportation rate regardless of origin of the fuel delivery, unless cost savings can be obtained by CWA by sourcing from other than established terminal. The proposer shall be responsible and bear all risks and loss and damage to the items required by the proposal until they are delivered to CSTCC and approved by CSTCC staff for offloading. It will be the responsibility of the proposer or proposers agent to ensure safe and compliant offloading of fuel to at a minimum, the service port of the tank coupler with supplied equipment by the proposer or proposers agent. 2

3 Successful vendor shall supply any adapter needed to accommodate coupling of road transport vehicles to CWA fuel storage service port. Offloading shall be completed in up to two (2) below ground, gravity drop 10,000 gallon fiberglass fuel tanks located at the CWA. Offloading of product shall only be permitted during normal business hours of CWA and with the presence and acceptance of CWA staff. The Vendor shall obtain and maintain all permits and licenses necessary for the performance of any work arising out of this ITB. Vendor must furnish appropriate certification of existence or certification of authority to conduct business in the State of Ohio (i.e. a certificate of Good Standing from the Ohio Secretary of State) as a condition of contract award. Following submission of its bid, Vendor must immediately notify CSTCC if it becomes disqualified from doing business in Ohio. The Respondent must advise CSTCC of all address changes following its submission of a bid. Pricing: All pricing will be based on PLATTS Average from the established terminal site indicated on this ITB from vendor on a weekly basis and other than crisis/emergency shall not change more than once per week unless this change results in a downward direction to CWA from that week s established publicized pricing. The ITB bid form shall include the following information for Avgas 100LL: Location of supplier s primary terminal; Fixed freight cost per gallon; fixed markup in cents per gallon; all applicable state and federal taxes; fuel cost as per that week with cost date identified; and the total price for all items at bid submission date. The College purchases fuel on an as needed basis. The College does not guarantee any amount of fuel purchase per week, month or year. Fuel deliveries to the CWA are paid by the College. Invoices for fuel must be submitted, timely, to accountspayable@cincinnatistate.edu. Bid/Contract Period: The contract will be for a two (2) year period, with a College option to terminate the contract with appropriate notice. The Contract will expire no later than June 30, Insurance: Proposer must provide Product Liability Insurance coverage at no cost to the FBO and CSTCC. Minimum coverage shall be $50,000, Proposer must detail this information on the submission of the ITB. Any insurance policy required hereunder shall include an endorsement naming CSTCC and the State of Ohio as additional insureds. Winning vendor must furnish CSTCC with Certificates of Insurance as evidence that policies provide the required coverage. 3

4 Credit Card and Financial Requirements: Winning vendor shall provide automated credit card processing equipment, supplies and replacement supplies at no charge to CSTCC for use in all credit card transactions needed by the FBO which include fuel sales, hangar rents, late fees and various charges generated by CSTCC clients on a daily basis. Fees for other than fuel purchase shall not incur an additional processing fee other than a zero percent (0%) processing fee in exchange for sole branded fuel credit card use by the CWA. Vendor shall work with the existing FBO fuel self-service island which is currently Syntech or Fuelmaster for no additional fees. Vendor shall be required to fully integrate and sync with existing Fuelmaster credit card equipment. Vendor shall accept major oil company cards transmittals on a weekly basis with reimbursement to FBO within 48 hours. Vendor shall carry account balances from month to month (if needed) Vendor shall accept, without processing fee, at least 1 major oil company credit card(s). Vendor shall accept state and federal government issued credit cards. Vendor shall accept general use credit cards such as, but not limited to: Visa, MasterCard, American Express, Discover and shall identify in this ITB the exact processing fees for each credit card type. Credit Terms: Vendor shall provide the purchaser with 45-day terms without penalty. The intent is for the purchaser to pay within ten (10) days of receipt of invoicing however longer terms may be required due to various factors. Other credit terms may be offered by Vendor to include prompt payment discounts and may be made a part of the ITB response. Quality Control or QC: Vendor or representative of the vendor shall inspect all fuel handling and storage equipment on site at CWA on an annual basis and provide the purchaser with written inspection reports. Vendor shall assist in recommendations for correction to defects or assist with action plan as needed. Vendor shall offer QC training to CWA and or CSTCC staff at no charge annually. An explanation of this training or training substitute must be presented in this ITB by all submitters. CWA and or CSTCC will maintain fueling equipment on site at its own expense. Should problems with fuel distribution occur such that the equipment may not be functional the vendor shall provide on a temporary basis a fuel delivery option such as a mobile refueler or similar at its own expense for up to 6 months. 4

5 References: Bidder must include a minimum of 3 references for similar sized branded dealers from bordering states including weekly fuel cost (minus fees and taxes) to same for 3 consecutive months. Incentives: Bidder will provide all incentive programs that apply to CSTCC and CWA, such as, but not limited to: Uniforms, assistance with fueling supplies, advertising, promotion, rewards programs. Vendor is expected to provide a large lighted branding sign at their own expense at CWA location in an acceptable location to CWA facilities. Options: Bidder will distinguish between items that are part of this ITB as an included item and items that may be at an additional fee such as: rewards programs, computer based tracking and or billing systems, equipment, supplies, technical assistance, marketing and promotional items. Interviews and pre agreement inspection. The College may require a Respondent to interview with it regarding its Proposal. Such presentations, demonstrations, and interviews provide the Respondent with an opportunity to clarify its Proposal and to ensure a mutual understanding of the Proposal content. The College shall not be responsible for any costs incurred by Respondent in preparing for or making such presentations or demonstrations. These presentations, demonstrations, and interviews will be scheduled at the convenience and discretion of the College. This phase of the evaluation is not an opportunity for the Respondent to engage in any negotiations over the form of the Proposal or required scope of the work. The evaluation committee will not numerically rank interviews, demonstrations, and presentations. Rather, the evaluation committee may decide to revise existing Proposal evaluations based on the interviews, demonstrations and presentations. Method of Award: Bids will be awarded to the lowest responsible and responsive bidder based on meeting all requirements as set forth in the specifications, as well as consideration of the low bid overall for freight and mark-up, including credit card processing equipment and fee impact. Bidders assume all responsibility for complying with laws and regulations, and for formulating and completing the bid. CSTCC reserves the right to reject any and all bids as it deems to be in the best interest of CSTCC. CSTCC further reserves the right to take into consideration, when selecting a successful bidder, the past performance of the supplier as it relates to accurate fuel delivery quantities. 5

6 Should it be discovered that a temporary price structure was submitted in an effort to lure CSTCC and CWA into a contract arrangement this contract will become null and void at CSTCC s discretion and will be effective at a time set forth by CSTCC officials. Attachment A, Credit card fees Card name/type Supplier s Card MasterCard Visa Discover American Express Mulit-Service Government Air Card Government Other Fee percentage charges Primary terminal location Freight cost Mark up cost State, Federal, LUST, Spillage Other taxes Fuel cost as of stated most recent date Total delivered price as of stated date above 6 items listed under Specifications on page 1 Exceptions from specifications listed in this invitation to bid. If none, write None in column. 6

7 Base cost of delivered fuel per gallon weekly report from March 11, 2018 through June 11, 2018 March 12, 2018 March 19, 2018 March 26, 2018 April 2, 2018 April 9, 2018 April 16, 2018 April 23, 2018 April 30, 2018 May 7, 2018 May 14, 2018 May 21, 2018 May 28, 2018 June 4, 2018 June 11, 2018 If declining to bid, state reason and corrective action if any. Bid Authorization Sign below in ink in the space provided in addition to any pre-printed contract offerings you may also provide. Unsigned and incomplete bids will be subject to rejection. IT IS AGREED BY THE UNDERSIGNED BIDDER THAT THE SIGNING AND DELIVERY OF THIS BID REPRESENTS THE BIDDER S ACCEPTANCE OF THE TERMS AND CONDITIONS OF THE SPECIFICATIONS AND PROVISIONS, AND IF AWARDED THIS BID, WILL PERFORM IN ACCORDANCE WITH THIS AGREEMENT. Company name: Address: City, State, Zip: Primary phone: Fax: Printed name: Signature: Title: Date: Bid submitted by 7

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