1 ` CITY OF MIAMI OKLAHOMA OFFICE OF THE PURCHASING AGENT RFQ (Formal Bid) Bid #C18-36 Annual, Bulk Oil Tuesday, Oct. 17, 2017 1. Sealed bids will be received by Krista Duhon, Purchasing agent for the City of Miami and the Special Utility Authority, Until 3:00 P.M Monday, Nov. 6, 2017, for the following goods/services. BULK OIL, HYDRAULIC FLUID, AND ANTI-FREEZE All bids received by that time will be publicly opened and read. Opening will take place in the office of the purchasing agent, located at the Miami Civic center, 129 5 th Ave. NW, Miami, OK. 2. After opening, bids will be received and evaluated by staff. A recommendation will be submitted to the City Council and the Miami Special Utility Authority (MSUA) for their consideration/approval at their regularly scheduled meetings held in the Council Chambers at the Miami Civic Center. 3. When submitting a bid, the outside of the sealed envelope must be clearly marked with your company name and SEALED BID #C18-36. 4. Bid must be returned on forms provided and must be accompanied by a completed and notarized Statement of Non-collusion. All bids must be FOB Miami, OK. If submitting additional information, please do so on a separate sheet of paper. If you have any questions on specifications and/or requirements, please contact Alicia Hogan, Public Works Director at (918) 542-6384 5. Unless an item is shown as No Substitutions, any Manufacturer/Brand names contained in the bid documents are for reference only and should not be considered as the sole source for specified items. There is no intention by the City of Miami to have the enclosed specifications interpreted as restrictive. 6. Mail bid to: City of Miami, Attn: Krista Duhon, P.O. Box 1288, Miami, OK 74355. Faxed or e- mail bids shall not be considered unless they are faxed to a third party and delivered to the City of Miami following the directions in paragraph three (3) above. If bid is sent special delivery or hand carried, deliver to the civic center, Purchasing Office, 129 5 th Ave. NW, Miami, OK 74355.
2 7. Bid tally sheet will be faxed or e-mailed upon request. You may also review bid results by going to the Miami web site www.miamiok.org 8. The Council and Authority reserve the right to waive any bid formalities, to reject any or all bids and to place the order with the supplier who, in the opinion of the Council and Authority, submits the most suitable bid. 9. Any bid so received after the time set for the opening of bids, shall not be considered by the awarding agency, and shall be returned unopened to the bidder submitting same. Thank you, Krista Duhon Purchasing Agent This is an annual bid to be in effect from date of contract through June 30, 2018. To help create an amicable annual agreement the below notes have been added. Note 1: If bid is accepted; Contract/Agreement may be terminated by either party with a 30 day advance in written form, via E-mail, Fax or mailed letter. Note 2: As the City expects the winning vendor to deliver this product and has had vendors that had to end contracts based on the fluctuating fuel prices, it has been determined that the increase or decrease in fuel prices may in fact impact this Contract/Agreement. A Fuel Surcharge Adjustment Chart is attached for your pricing if required. Note 3: If successful bidder has a price increase on their end and need to increase the quoted price during the contract period, the vendor must supply the City of Miami Purchasing Agent with supporting documentation that reflects the vendor s price increase. This documentation should be provided to the Purchasing Agent with a 60 day advance notice. Vendors with annual bid contracts for material may be granted two (2) additional one-year contracts if agreed upon by both parties and with no price change other then circumstances effecting note 2 and 3 above. This agreement will be in a written amendment signed by both parties each year. A copy of the Contract is submitted for your information and consideration. The winning Vendor will receive a contract to sign upon approval from the Council and MSUA.
3 Bid #C18-36 Annual, Bulk Oil BULK OIL, HYDRAULIC FLUID AND ANTI-FREEZE Tanks and pumps must be provided and set up by the successful bidder at no additional cost to the city of Miami and the MSUA. Tank for Oil shall have a 300 or 400 gallon capacity; Tank for Hydraulic Fluid shall have a 300 or 400 gallon capacity; Tank for Anti-Freeze shall have a 300 or 400 gallon capacity. Tanks will have air operated pumps with 50ft hose reel and digital metered control. Products to be delivered FOB to the City of Miami street department, 815 D ST, NE, Miami, OK between the hours of 7:00 A.M. and 3:30 P.M., Monday Friday. Products to be delivered within forty eight (48) hours of order being placed. Products will be purchased on an as needed basis. There are no guaranteed quantities to be purchased during the term of the bid. Point of Contact for this information is Robert Clark at (918)542-6384 or e-mail at rclark@miamiokla.net MUST MEET OR EXCEED THE FOLLOWING Line 1: SYNTHETIC BLEND 15W-40 CJ-4 OR CI-4 ESTIMATED CHANGE INTERVALS Line 2: HYDRAULIC AW-32 OIL, HY-TRAN ULTRA Line 3: ANTI-FREEZE UNIVERSAL PRICE PER GALLON: PRICE PER GALLON: PRICE PER GALLON $ $ $ Vendor Name:
4 Fuel Surcharge Attached below is an Adjustment for Market Cost (Diesel) of Fuel Chart. Suppliers are to complete Fuel Surcharge (Per Ton). This is a set rate price per Ton. It is not a percentage rate. If fuel reaches ranges listed then the successful vendors will be allowed to add a Fuel Surcharge to their invoices. If fuel costs drop dramatically, the City of Miami reserves the right to renegotiate all pricing including Fuel Surcharges. ADJUSTMENT FOR MARKET COST OF FUEL COST PER GALLON DELIVERY Per Ton $3.00 & Below No Charge $3.00 - $3.25 $3.25 - $3.50 $3.50 - $3.75 $3.75 - $4.00 $4.00 - $4.25 $4.25 - $4.50 $4.50 - $4.75 $4.75 - $5.00 $5.00 - $5.25 $5.25 - $5.50 $5.50 - $5.75 $5.75 - $6.00 $6.00 - $6.25 $6.25 - $6.50 $6.50 - $6.75 *Pricing submitted with Solicitation
5 NON-COLLUSION AFFIDAVIT The following non-collusion affidavit must accompany quote: A. Non collusion Affidavit STATE OF ) COUNTY OF ) PO No. ) ss. Invoice No. Amount $ I,, certify the following statements and responses: (name of individual Affiant) A. For the purposes of competitive bids, I certify that 1. I am the duly authorized agent of, the bidder submitting the competitive bid which is attached to this statement, for the purpose of certifying the facts pertaining to the existence of collusion among bidders and between bidders and City and or MSUA officials or employees, as well as facts pertaining to the giving or offering of things of value to government personnel in return for special consideration in the letting of any contract pursuant to the bid which this statement is attached; 2. I am fully aware of the facts and circumstances surrounding the making of the bid to which this statement is attached and have been personally and directly involved in the proceedings leading to the submission of such bid; and 3. Neither the bidder nor anyone subject to the bidder s direction or control has been a party: a. to any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding, b. to any collusion with any City and/or MSUA official or employee as to quantity, quality or price in the prospective contract, or as to any other terms of such prospective contract, c. in any discussions between bidders and any City or MSUA official concerning exchange of money or other thing of value for special consideration in the letting of a contract, nor
6 d. to any collusion with any political subdivision official or employee as to create a sole-source acquisition in contradiction to Section 85.45j.1 of Title 74 of the Oklahoma Statutes, as amended. B. I certify, if awarded the contract, whether competitively bid or not, neither the contractor nor anyone subject to the contractor s direction or control has paid, given or donated or agreed to pay, give or donate to any officer or employee of the City or MSUA any money or other thing of value, either directly or indirectly, in procuring the contract to which this statement is attached. C. Questions / Prompts addressed to individual Affiant: 1. Has your business, or any officer or director of your business, had any partnership, joint venture, or other business relationship with the City engineer, any other party to the project, or any officers or directors of any other party to the project? Circle one: Yes / No 2. If you answered yes to the previous question, please describe the nature of such partnership, joint venture or other business relationship in detail, including the names of all persons having such business relationships and the positions they hold within their respective businesses. Please attach additional sheets as necessary.. Certified this day of 20. Name of Company Signature of Authorized Agent Subscribed and sworn to before me on this day of, 20. (Seal) Notary Public My Commission Expires:
7 C O N T R A C T This contract, made and entered into by and between, as Party of the First Part, herein after designated as Contractor, and The City of Miami and the Special Utility Authority, as Party of the Second Part, hereinafter designated as the Owners, to-wit: WHEREAS, the Contractor is the lowest and best bidder for: for the total bid prices, as accepted below; Bid #C18-36 Annual, Bulk Oil NOW, THEREFORE, the Contractor, for the consideration herein named, hereby agrees to do and provide the above mentioned material in accordance with the plans adopted and approved by the Owner and on file in the office of the Purchasing Department, which plans and specifications are made a part of this contract by reference as if attached hereto or written in detail herein. It is further agreed that payment for the aforesaid material will be made as provided in the specifications and that, upon final delivery of each order and providing the Owner with invoice, the Contractor will receive the full compensation payment according to the schedule of prices as contained in his bid, as accepted. (The invoice will be sent before the next Council meeting for approval and then a check will be cut and sent to the contractor.) The Notice to Bidders, the Instructions to Bidders, the Special and General Provisions of specifications and the Contractor s Bid Proposal, each of said instruments on file in the office of the Purchasing Department, are hereby referred to and, by reference thereto, are made a part of this contract as if fully written in detail or attached hereto. IN WITNESS WHEREOF, the Parties of the First and Second Parts have hereunto set their hands and seal the day of,. SEAL ATTEST: By: Contractor By:
8 Name & Title Name & Title City of Miami ATTEST: By: By: Mayor SEAL Miami Special Utility Authority ATTEST: By: By: Chairman SEAL Approved as to Form Ben Loring, City Attorney Date (Total Bid Package attached to signed contract)