State College Area School District 131 West Nittany Avenue State College, PA 16801-4899 REQUEST FOR BID RFQ #2014/17-07 Gasoline, Ultra-Low Sulfur Diesel Fuel, #2 Fuel Oil and Propane Release of RFQ: April 23, 2015 Due Date: May 18, 2015
REQUEST FOR BID GASOLINE, DIESEL FUEL, #2 FUEL OIL & PROPANE TABLE OF CONTENTS BID INSTRUCTIONS... 1 Address Instructions... 1 Delivery... 1 Bid Format... 1 Decisions Regarding Bids... 2 Bidder Inquires... 2 RFQ Enhancements... 2 Review Criteria... 3 Estimated Time Table... 3 Bid Validity... 3 Proprietary Information....3 GENERAL TERMS AND CONDITIONS... 4 Mandatory Requirements... 4 OBJECTIVES... 10 BID RESPONSE REQUIRED... 10 SPECIFICATIONS... 10
Petroleum Products Descriptions & ASTM Specifications 1. E10-87 Octane Gasoline w/10% Ethanol Meets ASTM D4814-10b Standard Specification for Automotive Spark Ignition Engine Fuel. 2. Heating Oil 0.2 WT% Sulfur Maximum Meets D396 Standard Specification for Fuel Oils 3. FOR OFF-ROAD DIESEL 15ppm Sulfur Maximum Dyed Ultra Low Sulfur Diesel Fuel Meets ASTM D975-11 Standard Specification for Diesel Fuel Oils. 4. FOR HIGHWAY DIESEL 15ppm sulfur maximum ULSD B2 Biodiesel Blend Meets ASTM D975-11 Standard Specification for Diesel Fuel Oils. Meets ASTM D6751-11a Standard Specification for Biodiesel Fuel Blend Stock (B100) for middle Distillate Fuels.
STATE COLLEGE AREA SCHOOL DISTRICT REQUEST FOR BID (RFQ) GASOLINE, ULTRA-LOW SULFER DIESEL FUEL, #2 FUEL OIL & PROPANE The State College Area School District, through this request for bid, is seeking a provider of gasoline, ultra-low sulfur diesel fuel, #2 fuel oil and propane for the upcoming 2015/16 fiscal year effective July 1, 2015 through June 30, 2016. Bid Instructions Address Instructions Suppliers should prepare an original written bid and one (1) copy signed by an officer of the company who is authorized to bind the company by contract. Such bids shall be on the forms provided and submitted in a sealed envelope marked Gasoline, Diesel Fuel, #2 Fuel Oil & Propane bid, request for bid #2014/15-07, and addressed to the following: State College Area School District Ms. Mary Jenn Dorman, Board Secretary 131 West Nittany Avenue State College, PA 16801-4899 Delivery Bids must be received to the above address no later than 1:30 p.m., prevailing time on Monday, May 18, 2015. Facsimile transmissions are not acceptable. Bids submitted or received after that date will not be accepted or considered. Bidders may submit changes or addenda to their response in writing, signed in original ink by the original bid signatory, and cross referenced clearly to the relevant bid section, in a sealed envelope, prior to the bid due date. Such changes/addenda must meet all requirements of the request for bid. Bidders may not make unilateral changes, to include supplementation, unless specifically requested by the District as part of the evaluation and/or negotiating process as detailed within the Decisions Regarding Bids paragraph on page 2 of this request for bid. Bids may be withdrawn up to 48 hours after the bid due date. The method of transmittal of the RFQ is at the Supplier s risk. Bid Format
Request for Bid Gasoline, Diesel Fuel, #2 Fuel Oil & Propane Bids should be prepared simply and economically, providing a concise description of the supplier s ability to meet requirements of the RFQ. All responses should be submitted on the forms provided within this RFQ. Decisions Regarding Bids The State College Area School District (SCASD) reserves the right to: Make all decisions regarding this bid, including, without limitation, the right to decide whether a bid does or does not substantially comply with the requirements of this RFQ. Accept, reject, or negotiate modifications in any terms of Supplier s bids or any parts thereof. Reject any or all bids received. Waive any irregularity or technicality within a Supplier s bid. The SCASD shall not be responsible for any cost incurred by the Supplier in the preparation of this bid. It must be specifically understood that this RFQ does not create any obligation on the part of the SCASD to enter into any contract or undertake any financial obligation with respect to the requirement referred to herein. Any Supplier, who expends time or money prior to award, does so at the Supplier s own risk and expense. The Supplier understands that, if selected, the SCASD reserves the right to provide its opinion publicly and privately regarding the Supplier s performance. Bidder Inquiries No negotiations, decisions, or actions shall be executed by any Supplier as the result of any oral discussions with any SCASD employee. Only those communications that are in writing shall be considered valid. Facsimile inquires are acceptable at 814-272-8790. The SCASD shall only consider communications from bidders that are in writing or emailed. Inquires concerning this RFQ shall be submitted to: State College Area School District Mr. Kevin M. Stahl, Manager of Purchasing 131 West Nittany Avenue State College, PA 16801-4899 kms57@scasd.org Answers to a Supplier s inquiries will be made available in writing to all RFQ recipients. Please include a return facsimile number or email address to facilitate a response. RFQ Enhancements 2
Request for Bid Gasoline, Diesel Fuel, #2 Fuel Oil & Propane RFQ recipients are encouraged to provide the SCASD with useful information that will improve the quality and/or price of all RFQs. In the event that an RFQ recipient shares such useful information with the SCASD, and such information requires a modification of the specifications, all RFQ recipients will be notified of the information and the amendment to the specifications and be entitled to modify their bid, only with respect to the modification of the specifications, within a period of time stipulated by the SCASD. Review Criteria The SCASD will review all valid bids with particular emphasis on: 1. Supplier s conformance to RFQ specifications, requirements, terms, conditions, and provisions. 2. Extent of Supplier s experience, stability, supporting resources, and management to service the district. 3. Supplier s overall financial package including early payment discounts. 4. Cost of goods and/or services to be purchased by the SCASD. 5. Innovative offering and solutions to further enhance the partnership beyond the bid. 6. Given all other factors being equal, a preference will be given to those firms whose principal place of business is located within the Commonwealth of Pennsylvania or who will manage the contracted project entirely from its office within the Commonwealth of Pennsylvania. Estimated Time Table Issue RFQ April 23, 2015 Last Day for Inquiries May 11, 2015 RFQ Submittal May 18, 2015 Commence Contract July 1, 2015 Bid Validity Bids should be considered valid for at least 180 days from the proposal submission deadline or as mutually agreed between the parties. Proprietary Information Bids submitted become the property of the SCASD and may be reviewed and evaluated by district personnel and/or agents or consultants of the SCASD, except for competitors, at the discretion of the SCASD regardless of statements contained within the Supplier s response to the contrary. The 3
Request for Bid Gasoline, Diesel Fuel, #2 Fuel Oil & Propane SCASD has the right to use any or all concepts presented in any reply to the RFQ. Selection or rejection of a proposal does not affect this right. Information provided by the SCASD to the requesting Supplier for the purpose of providing a response to the RFQ is the property of the SCASD. As such, said information is to be kept in strictest confidence and used only for the intended use of this RFQ. This RFQ shall not be distributed to others without the express written consent of the SCASD. General Terms and Conditions Definitions Contract means the entire written agreement between the parties, including, but not limited to, the request for bid and its specifications, terms and conditions, solicitation instructions, solicitation addenda, contract amendments, and any SCASD purchase order issued. Contractor means a person or organization with whom the State College Area School District (SCASD) has contracted for the provision of goods and services under a contract, and is synonymous with Vendor, Seller, Bidder or Supplier. Service means all benefits provided to the district from the Supplier. SCASD means the State College Area School District and is synonymous with Buyer, District, or Owner. Mandatory Requirements Contract Term The contract will be for a period not to exceed July 1, 2015 through June 30, 2016 for the petroleum products specified herein. Contract Law Any contract resulting from this RFQ will be subject to the laws of the Commonwealth of Pennsylvania and the Pennsylvania Department of Education Public School Code. The total contract shall include this request for bid, the Supplier s bid response, and the negotiated and executed contract between the parties. Contract Assignment No portion of any resulting contract may be sublet, subcontracted, or otherwise assigned by the Supplier without the prior written consent of the SCASD. 4
Request for Bid Gasoline, Diesel Fuel, #2 Fuel Oil & Propane Indemnification The work performed by the Supplier shall be at the risk of the Supplier exclusively. To the fullest extent permitted by law, the Supplier shall indemnify, defend (at Supplier s sole expense) and hold harmless the Owner, joint ventures, representatives, members, designees, officers, directors, employees, agents, successors and assigns ( Indemnified Parties ) from and against any and all claims for bodily injury, death or damage to property, demands, damages, actions, causes of actions, suits, losses, judgments, obligations and any liabilities, costs and expenses (including but not limited to investigative and repair costs, attorneys fees and costs) ( Claims ) which arise or are in any way connected with the work performed, materials furnished, or services provided under this agreement by Supplier or its agents. These indemnity and defense obligations shall apply to any acts or omissions, negligent or willful misconduct of the Supplier, its employees or agents, whether active or passive. Said indemnity and defense obligations shall further apply, whether or not said claims arise out of the concurrent act, omission or negligence of the Indemnified Parties, whether active or passive. Supplier shall not be obligated to indemnify or defend Owner for claims found to be due to the sole negligence or willful misconduct of Indemnified Parties. Supplier s indemnification and defense obligations hereunder shall extend to claims occurring after this agreement is terminated as well as while it is in force, and shall continue until it is finally adjudicated and any and all actions against the indemnified parties for such matters which are indemnified hereunder are fully and finally barred by applicable laws. Contract Changes During the period of the contract, no changes will be permitted to any of the conditions and specifications unless the Supplier receives written approval through the SCASD for such changes. Contract Cancellation Cancellation for cause: The SCASD may terminate this agreement for cause based upon the failure of the Supplier to comply with the terms and/or conditions of the agreement provided that the SCASD shall give the Supplier written notice specifying the Supplier s failure. If within 30-days after receipt of such notice, the Supplier shall not have either corrected such failure or proceeded diligently to complete such correction, then the SCASD may, at its option, place the Supplier in default and the contract shall terminate on the date specified in such notice. In addition, the SCASD is authorized and empowered to have such other party or parties complete the work in conformance with the specifications, in such manner, as it shall select at the expense of the successful RFP vendor, or to cancel the contract reserving to the district all rights for damages that may be incurred by the SCASD. 5
Request for Bid Gasoline, Diesel Fuel, #2 Fuel Oil & Propane Risk of Loss, Destruction or Damage The SCASD will not be responsible for any theft, destruction of, or damage to equipment from any cause, with the exception of negligence or willful acts by an employee(s), agents of the SCASD, sub-contractors, or students. SCASD will notify the Supplier immediately of any theft, destruction or damage, then at the Supplier s option, the equipment can either be repaired so that it is in good condition and working order, or replaced with similar aged equipment or newer. Assignment/Subcontract/Successors Supplier shall not assign, sell, transfer, or subcontract rights, or delegate responsibilities, in whole or in part, without the prior written approval of the SCASD. No such written approval shall relieve Supplier of any obligations, and any transferee or subcontractor shall be considered the agent of the Supplier. The Supplier shall remain liable to the SCASD as if no such assignment, transfer, or subcontract had occurred. A financing arrangement will not be considered a subcontract. Right to Audit The awarded Supplier is responsible for keeping accurate and reasonable records related to its performance and obligations under any executed agreement. In particular, records will be kept documenting any price, cost or budget computations required under the contract. The Supplier agrees that the SCASD or its duly authorized representative has the right to audit any directly pertinent books, documents, papers and records related to transactions and/or performance of the terms and conditions of any contract. The Supplier shall make available to the SCASD or its agents all such records and documents for audit on the Supplier s premises during regular and reasonable working hours. The Supplier further agrees to disclose within 90 days of receipt, any independent auditors reports, which bear directly on the performance or administration of the agreement. The right to audit shall include periodic examinations of records throughout the term of the contract and for a period of seven (7) years after its termination. The right to audit shall also apply to agents and subcontractors hired by the Supplier for the purpose of fulfilling the contract. In the event that audits discover substantive findings related to fraud, misrepresentation or nonperformance, the SCASD may recoup the costs of the audit work from the Supplier as well as any legal remedies available under applicable law. Permits, Licenses, Taxes and Certificate of Authority 6
Request for Bid Gasoline, Diesel Fuel, #2 Fuel Oil & Propane The Supplier shall procure all necessary permits and licenses and abide by all applicable laws, regulations, and ordinances of all federal, state, and local governments under which the contract will be performed. The Supplier must furnish certification of authority to conduct business in the Commonwealth of Pennsylvania as a condition of contract award. Such registration is obtained from the Secretary of State, who will also provide the certification thereof. The Supplier need not be registered as a prerequisite for responding to this request for bid. The Supplier shall be responsible for any and all taxes and assessments arising out of the operation, but not limited to, payroll and personal property taxes, franchise taxes, sales and use taxes, and income taxes. All prices stated shall be net prices including delivery and exclusive of taxes from which the SCASD is exempt. Exemption certificates will be provided by the SCASD upon request by the awarded Supplier. W-9 Form In accordance with federal law, the awarded Supplier must complete, sign and return to the SCASD the Internal Revenue Service Request for Taxpayer Identification Number and Certification form. This is commonly referred to as the W-9 form. Payments will not be rendered by the SCASD for Supplier performance until such has been received. Insurance Upon execution of an agreement, and prior to the Supplier s commencing any work or services, the Supplier shall carry commercial general liability insurance on ISO form CG 00 01 10 01 (or a substitute form providing equivalent coverage) and the Supplier shall provide the SCASD with a Certificate of Insurance and Additional Insured Endorsement on ISO form CG 20 10 11 85 (or a substitute form providing equivalent coverage) or the combination of ISO forms CG 20 10 10 01 and CG 20 37 10 01 (or a substitute form providing equivalent coverage) naming the SCASD as Additional Insureds thereunder. Additional Insured coverage shall apply as primary insurance with respect to any other insurance afforded to the SCASD. The coverage available to the SCASD, as Additional Insureds, shall not be less than $1 million Each Occurrence, $2 million General Aggregate, $2 million Products/Completed Operations Aggregate, and $1 million Personal and Advertising Injury limits. Such insurance shall cover liability arising from premises, operations, independent contractors, productscompleted operations, personal and advertising injury, and liability assumed under an insured contract (including the tort liability of another assumed in a business contract). There shall be no endorsement or modification of the Commercial General Liability form arising from pollution, explosion, collapse, 7
Request for Bid Gasoline, Diesel Fuel, #2 Fuel Oil & Propane underground property damage or work performed by the Supplier. All coverage shall be placed with an insurance company duly admitted in the State of Pennsylvania and shall be reasonably acceptable to the SCASD. All Suppliers insurance carriers must maintain an A.M. Best rating of B++ or better. Coverage shall be afforded to the Additional Insureds whether or not a claim is in litigation. The insurance coverage required in the previous paragraph shall be of sufficient type, scope and duration to ensure coverage for the SCASD for liability related to any manifestation date within the applicable statutes of limitation and/or repose which pertain to any work performed by or on behalf of the SCASD. Each Certificate of Insurance shall provide that the insurer must give the SCASD at least 30 days prior written notice of cancellation and termination of the Supplier s coverage thereunder. Not less than two weeks prior to the expiration, cancellation or termination of any such policy, the Supplier shall supply the SCASD with a new and replacement Certificate of Insurance and Additional Insured endorsement as proof of renewal of said original policy. Said new and replacement endorsements shall be similarly endorsed in favor of the SCASD as set forth above. Additionally, and prior to commencement of the work, the Supplier shall provide the SCASD with a Certificate of Insurance showing liability insurance coverage for the Supplier and any employees for Workers Compensation, Employers Liability and Automobile Liability. In the event any of these policies are terminated, Certificates of Insurance showing replacement coverage shall be provided to the SCASD. Coverage limits shall be no less than the following: Workers Compensation and Employers Liability Insurance: As required by law and affording 30 days written notice to the SCASD prior to cancellation or non-renewal. Limits are to be a minimum of $100,000. each Accident; $500,000. Disease policy limit; $100,000. Disease each Employee. Business Automobile Liability Insurance: Written in the amount of not less than $1 million Each Accident. Umbrella Liability Insurance: The coverage shall not be less than $2 million Each Occurrence, $2 million Aggregate. Such insurance shall provide coverage over and above the stated General and Automobile liability limits. Discrimination Prohibited According to 62 Pa.C.S.A. 3701, the Contractor agrees that: 1. In the hiring of employees for the performance of work under the contract or any subcontract, no contractor, subcontractor or any 8
Request for Bid Gasoline, Diesel Fuel, #2 Fuel Oil & Propane person acting on behalf of the contractor or subcontractor shall by reason of gender, race, creed or color discriminate against any citizen of this Commonwealth who is qualified and available to perform the work to which the employment relates. 2. No contractor or subcontractor or any person on their behalf shall in any manner discriminate against or intimidate any employee hired for the performance of work under the contract on account of gender, race, creed, or color. 3. The contract may be canceled or terminated by the government agency, and all money due or to become due under the contract may be forfeited for a violation of the terms or conditions of that portion of the contract. Human Relations Act The provisions of the Pennsylvania Human Relations Act, Act 222 of October 27, 1955 (P.L. 744) (43 P.S. Section 951, et. seq.) of the Commonwealth of Pennsylvania prohibit discrimination because of race, color, religious creed, ancestry, age, sex, national origin, handicap or disability, by employers, employment agencies, labor organizations, Suppliers and others. The Supplier shall agree to comply with the provisions of this Act as amended that is made part of this specification. Your attention is directed to the language of the Commonwealth s non-discrimination clause in 16 PA. Code 49.101. Competent Workmen No workmen shall be regarded as competent first class, within the meaning of this act, except those who are duly skilled in their respective branches of labor, and who shall be paid not less than such rates of wages and for such hours work as shall be established and current rates of wages paid for such hours by employers or organized labor in doing of similar work in the district where work is being done. Cash Allowances Cash allowances are prohibited. Standard of Quality The various materials and products specified in the specifications by name or description are given to establish a standard of quality and of cost for bid purposes. It is not the intent to limit the Bidder, the bid or the evaluation of the bid to any one material or product specified but rather to describe the minimum standard. When proprietary names are used, they shall be followed by the words or alternatives of the quality necessary to meet the specifications. A bid containing an alternative, which does not meet the specifications, may be declared non-responsive. A bid containing an 9
Request for Bid Gasoline, Diesel Fuel, #2 Fuel Oil & Propane alternative may be accepted but, if an award is made to that bidder, the bidder will be required to replace any alternatives, which do not meet the specifications. Performance and Labor and Material Payment Bonds Upon request, the Supplier/Contractor shall provide a performance bond and a labor and material payment bond, each in the amount of 10% of the contract price, before the award of the contract. (Sections 756 and 757 of the Public School Code of 1949, as amended, and the Public Works Contractors Bond Law of 1967). Non-Collusion Affidavit The Supplier/Contractor, in accordance with Pennsylvania Department of Education requirements, must sign an affidavit of non-collusion which has been attached hereto. This document must be signed and returned with the proposal response submitted. Objectives This request for bid is for the purpose of soliciting contract bids for providing gasoline, diesel fuel, #2 fuel oil and propane for the SCASD for the upcoming 2015/16 fiscal year. The selected Supplier will be expected to enter into a written contract with the SCASD, which will include the terms of this RFQ. Bid Response Required Please respond where requested on the enclosed bid forms provided. Pricing is requested in both fixed and variable formats. Specifications/ General Conditions 1. Sealed bids will be accepted for furnishing and/or delivering approximately: 25,000 gallons of gasoline (fueling facility) 10,000 gallons of gasoline (delivered) 85,000 gallons of ultra-low sulfur diesel fuel (fueling facility) 6,000 gallons of ultra-low sulfur diesel fuel (delivered) 20,000 gallons of #2 fuel oil (delivered) 9,100 gallons of propane (delivered) Prices are to be effective for deliveries for the contract period July 1, 2015 through June 30, 2016. 10
Request for Bid Gasoline, Diesel Fuel, #2 Fuel Oil & Propane 2. For bidding purposes, gasoline, diesel and #2 fuel oil shall be defined as follows: Gasoline Unleaded mid-range gasoline shall be 87 octane and in accordance with ASTM D4814 (latest issue). Ultra-Low Sulfur Diesel Fuel - Diesel fuel shall be supplied in accordance with ASTM-D975-05 with a maximum sulfur content of 15PPM. #2 Fuel Oil - #2 fuel oil shall be supplied in accordance with ASTM- 03996067. 3. Bids must be presented on the forms provided by the district and signed by an officer of the Supplier authorized to bind the Supplier by contract. 4. Bidders must state the unit price for each item, give extensions, and grand totals. The unit price shall govern if any discrepancy occurs between the unit price and the extension of a given item. 5. All prices stated shall be net prices, including delivery (where applicable) to the building specified and exclusive of taxes from which the district is exempt. Exemption certificates will provided upon request from the successful Bidder. 6. All commodities (items) bid must conform to the descriptions and specifications detailed within this RFQ. 7. The Board of School Directors reserves the right to reject any and/or all bids, in whole or in part; to make awards on a line item basis, by parts or in bulk; to waive minor defects or irregularities, and to cancel the contract any time that the conditions are not complied with (as defined herein) if deemed in the best interest of the district. 11
Request for Bid Gasoline, Diesel Fuel, #2 Fuel Oil & Propane 8. Fuel shipped shall be of the same kind, grade, and quality specified, and delivered as specified. Any fuel rejected as unsuitable or nonconforming shall be returned immediately and proper fuel furnished in accordance with specifications, all at the sole expense of the Supplier. 9. Acceptance of the gasoline and/or #2 fuel oil shall not constitute final acceptance by the District. 10. In the event that the successful Bidder shall fail to furnish and deliver an order, or any portion thereof, or fail to replace any commodities rejected, the district reserves the right to cancel the remainder of the order and seek the required commodities elsewhere at the sole expense of the successful Bidder. 11. The contract(s) will be awarded within forty-five (45) days after the due date established for this request for bid, and all bids must remain valid and acceptable for this timeframe. 12. These specifications and general conditions are considered an integral part of this request for bid and are hereby incorporated in any resultant award. 13. It shall be explicitly agreed and understood that the quantities listed in this bid request are estimates only and may be increased or decreased based upon actual district demand and that the District, in accepting any bid or portion thereof, contracts and agrees to purchase the gasoline, diesel fuel, #2 fuel oil and propane only in such quantities as the actual requirements of the District would dictate. 14. A letter of bid award will be issued for this contract authorizing the 12
Request for Bid Gasoline, Diesel Fuel, #2 Fuel Oil & Propane awarded Supplier to make deliveries and/or supply pump access keys or gasoline cards. 15. Three (3) bid prices will be evaluated. The first price will be a fixed price guaranteed firm for the period July 1, 2015 through June 30, 2016. The 2 nd price will be subject to change according to the following conditions: For Fueling Facility Bids: The Supplier must supply documentation of their cost(s) along with the bid, for a given commodity, effective May 11, 2015. All future price changes during the contract term, based upon global market conditions and prevailing prices, must be fully documented to the complete satisfaction of the Manager of Purchasing. No changes will be permitted without complete cost documentation at the sole discretion of the District. If price changes occur for a given commodity more than once in a given week, all changes for that week will predicated on the price at week s end. For Fuel Deliveries: The Supplier must supply documentation of their cost(s) along with the bid, for a given commodity, effective May 11, 2015. At the point of each delivery, or at any time requested by the Manager of Purchasing, the awarded Supplier must verify their current cost for the given commodity to the complete satisfaction of the Manager of Purchasing. The 3 rd price is a scenario in which the district will prepay for the entire year s usage in advance of the 2015/16 fiscal year at prices effective May 11, 2015. 16. Requirements shown on the enclosed bid sheets are based upon actual or anticipated quantities received during the 2014/15 fiscal year or July 1, 2014 through June 30, 2015. 17. Gasoline and #2 fuel oil shall be delivered within forty-eight (48) hours after order placement via telephone, or as otherwise agreed upon by the district and the awarded Supplier. Normal use requirements shall be ordered at least five (5) days prior to 13
Request for Bid Gasoline, Diesel Fuel, #2 Fuel Oil & Propane the required delivery date. Bid prices shall be all inclusive and include all transportation, delivery, and handling charges. Delivery requirements during inclement weather or similar emergencies that cannot be fulfilled upon request will be accomplished within 24 to 48 hours. 18. Computerized bills of lading, metered slips from terminal loading, sealed compartments, and/or metered delivery tickets are acceptable delivery receipts. Delivery documents must be presented to the receiving agency before unloading. Documents will be signed after unloading and verification of quantities received has been made. All commodities delivered will be F.O.B. destination, freight allowed. 19. If the supply from the primary refinery is temporarily interrupted during the contract term through no fault of the awarded Supplier, the District will require immediate notification. Such notification will be followed up promptly by the awarded Supplier with written documentation from the refinery source certifying the temporary interruption of supply. The awarded Supplier will make every reasonable effort to obtain an alternate source of supply for the district s requirements, be it on the spot market or otherwise, at the lowest possible price. 20. Gasoline deliveries must be made between 7:00 a.m. and 3:30 p.m., Monday through Friday, nationally recognized holidays excepted. Fuel oil deliveries must be made before 7:00 a.m. or after 3:30 p.m., Monday through Friday, nationally recognized holidays excepted. Exceptions to this delivery schedule may be agreed upon be the mutual consent of the Director of Purchasing and the awarded Supplier. 21. Tank capacities for the State College Area School District are as follows: Maintenance Storage Building (gasoline, 2,000 gallons) Logan Avenue, State College, PA., 16801 14
Request for Bid Gasoline, Diesel Fuel, #2 Fuel Oil & Propane Maintenance Storage Building (diesel, 275 gallons, above ground) Logan Avenue, State College, PA., 16801 Houserville Elementary (oil, 10,000 gallons) 217 School Street, State College, Pa. 16801 Lemont Elementary (oil, 10,000 gallons) 675 Elmwood Street, Lemont, PA., 16851 SCASD Bus Garage (oil, two (2) 275 gallon tanks or 550 gallons). 750 West Cherry Lane, State College, PA., 16803 23. Propane deliveries will be as follows: Houserville and Ferguson Township elementary buildings each to receive a minimum of 300 gallons bi-monthly or six (6) times per year. Lemont Elementary to receive approximately 100 gallons per year. Tanks for Lemont and Houserville elementary buildings to be provided and installed by the awarded vendor at no additional cost to the District. 22. The awarded Supplier is to direct all invoices for the State College Area School District tanks to: State College Area School District Physical Plant 131 West Nittany Avenue State College, PA. 16801-4899 23. The quality of gasoline, diesel fuel, #2 fuel oil and propane offered under this specification shall conform with general conditions, instructions, and specifications as set forth. Each Bidder shall fill the bid sheet in with particulars and data contained herein shall, for the successful Bidder, 15
Request for Bid Gasoline, Diesel Fuel, #2 Fuel Oil & Propane be considered a criterion upon which all gasoline, diesel fuel, #2 fuel oil and propane furnished under this contract will be judged. Samples of gasoline, #2 fuel oil, diesel fuel and propane will be taken regularly from deliveries and tested by the District to check their conformity with the specifications contained herein. If the District or its representatives find that any delivery of gasoline, diesel fuel, #2 fuel oil or propane deviates from these specifications, or is otherwise defective in quality to such a degree that proper use and combustion efficiency are interfered with, the shipment may be rejected and subsequently removed immediately at the awarded Supplier s expense without interruption of the heating plant s operation. In such cases when the quality of any given shipment is questioned by the District, the awarded Supplier shall have the right to independently test the shipment in question provided that a district representative is present at the time the representative sample is taken. In the event of conflicting test results, the representative sample will be submitted to a 3 rd laboratory, agreeable to both parties, and the test findings of this laboratory will be the sole determinant as to the true disposition of the commodity in question. The costs of testing by the 3 rd laboratory shall paid for by the party adjudged to be incorrect in the initial testing. 24. Gasoline, diesel fuel, #2 fuel oil and propane must meet or exceed all applicable Commonwealth of Pennsylvania and Federal standards. 25. Winterized diesel fuel shall be supplied during the winter months (November 1 March 31 inclusive). 26. The awarded Supplier s fueling facility must have an unobstructed entry and exit, and be free of other vehicular and/or pedestrian traffic. The fueling facility must be safely accessible 24 hours per day, 365 days per year. 16
Request for Bid Gasoline, Diesel Fuel, #2 Fuel Oil & Propane 27. The awarded Supplier is to provide pump access keys and/or gas cards for each district vehicle, plus two (2) spare keys and/or gas cards for the district s Director of Transportation. 28. The awarded Supplier s fueling facility must be located within 2.5 miles via public roadway from the District s Bus Garage, 750 West Cherry Lane, State College, PA., 16803. 29. Most SCASD vehicles have as much as 8.5 inches space between the fuel tank access door on the vehicle body and the fuel tank opening. Each fuel pump filling nozzle must be equipped with a splash back collar to protect against accidental splashing. 30. The vehicle fueling area must be kept void of spilled fuel. 31. Does your firm currently offer 5% biodiesel? Yes ( ) No ( ) If yes, please state your cost for B5 effective May 11, 2015. Cost 17
Request for Bid Gasoline, Diesel Fuel, #2 Fuel Oil & Propane 18
Bus Garage (weekly deliveries) 2015-2016 #2 Fuel (Heating) Oil Base Bid July 1, 2015 through June 30, 2016 We have carefully examined the administrative and contractual information, notice to Bidders, general conditions, instructions, and specifications, and according to same, submit this bid and agree to furnish #2 fuel (heating) oil to the State College Area School District for the prices detailed herein. This bid is subject to all of the terms of these specifications and we now agree to enter into a written contract to provide #2 fuel (heating) oil as required. The prices quoted herein are exclusive of federal excise and Pennsylvania state sales tax. Based upon the specifications, the following bid information is presented below. Please note that all blanks must be completed or the bid will be rejected. Price One: Fixed price from 7/1/15 through 6/30/16 Price Two: Supplier cost as of May 11, 2015 Fixed mark up for 2015-2016 Total variable price effective May 11, 2015 Price differential from weekly computation, including all delivery, mark up, and miscellaneous charges. Price Three: State College Area School District to prepay for the entire year s usage at the price effective May 11, 2015. _
#2 Fuel (Heating) Oil- approximately 2,500 gallons Company Name: Bid must be signed by owner, partner, corporate office, or other authorized designee: Authorized signature: Title: Date: Telephone: Facsimile: Person to contact regarding bid: Telephone
Houserville and Lemont (bulk delivery) 2015-2016 #2 Fuel (Heating) Oil Base Bid July 1, 2015 through June 30, 2016 We have carefully examined the administrative and contractual information, notice to Bidders, general conditions, instructions, and specifications, and according to same, submit this bid and agree to furnish #2 fuel (heating) oil to the State College Area School District for the prices detailed herein. This bid is subject to all of the terms of these specifications and we now agree to enter into a written contract to provide #2 fuel (heating) oil as required. The prices quoted herein are exclusive of federal excise and Pennsylvania state sales tax. Based upon the specifications, the following bid information is presented below. Please note that all blanks must be completed or the bid will be rejected. Price One: Fixed price from 7/1/15 through 6/30/16 Price Two: Supplier cost as of May 11, 2015 Fixed mark up for 2015-2016 Total variable price effective May 11, 2015 Price differential from weekly computation, including all delivery, mark up, and miscellaneous charges. Price Three: State College Area School District to prepay for the entire year s usage at the price effective May 11, 2015. _
#2 Fuel (Heating) Oil- approximately 17,500 gallons Company Name: Bid must be signed by owner, partner, corporate office, or other authorized designee: Authorized signature: Title: Date: Telephone: Facsimile: Person to contact regarding bid: Telephone
2015-2016 Diesel Fuel Base Bid (Delivered) July 1, 2015 through June 30, 2016 We have carefully examined the administrative and contractual information, notice to Bidders, general conditions, instructions, and specifications, and according to same, submit this bid and agree to furnish diesel fuel to the State College Area School District for the prices detailed herein. This bid is subject to all of the terms of these specifications and we now agree to enter into a written contract to provide diesel fuel as required. The prices quoted herein are exclusive of federal excise and Pennsylvania state sales tax.. Based upon the specifications, the following bid information is presented below. Please note that all blanks must be completed or the bid will be rejected. Price One: Fixed price from 7/1/15 through 6/30/16 Price Two: Supplier cost as of May 11, 2015 Fixed mark up for 2015-2016 Total variable price effective May 11, 2015 Price Three: State College Area School District to prepay for the entire year s usage at the price effective May 11, 2015. Diesel Fuel- approximately 6,000 gallons
Company Name: Bid must be signed by owner, partner, corporate office, or other authorized designee: Authorized signature: Title: Date: Telephone: Facsimile: Person to contact regarding bid: Telephone
2015-2016 Diesel Fuel Base Bid (Fueling Facility) July 1, 2015 through June 30, 2016 We have carefully examined the administrative and contractual information, notice to Bidders, general conditions, instructions, and specifications, and according to same, submit this bid and agree to furnish diesel fuel to the State College Area School District for the prices detailed herein. This bid is subject to all of the terms of these specifications and we now agree to enter into a written contract to provide diesel fuel as required. The prices quoted herein are exclusive of federal excise and Pennsylvania state sales tax.. Based upon the specifications, the following bid information is presented below. Please note that all blanks must be completed or the bid will be rejected. Price One: Fixed price from 7/1/15 through 6/30/16 Price Two: Supplier cost as of May 11, 2015 Fixed mark up for 2015-2016 Total variable price effective May 11, 2015 Price Three: State College Area School District to prepay for the entire year s usage at the price effective May 11, 2015. Diesel Fuel- approximately 85,000 gallons
Company Name: Bid must be signed by owner, partner, corporate office, or other authorized designee: Authorized signature: Title: Date: Telephone: Facsimile: Person to contact regarding bid: Telephone
2015-2016 Gasoline Base Bid (Delivered) July 1, 2015 through June 30, 2016 We have carefully examined the administrative and contractual information, notice to Bidders, general conditions, instructions, and specifications, and according to same, submit this bid and agree to furnish gasoline to the State College Area School District for the prices detailed herein. This bid is subject to all of the terms of these specifications and we now agree to enter into a written contract to provide gasoline as required. The prices quoted herein are exclusive of federal excise and Pennsylvania state sales tax.. Based upon the specifications, the following bid information is presented below. Please note that all blanks must be completed or the bid will be rejected. Price One: Fixed price from 7/1/15 through 6/30/16 Price Two: Supplier cost as of May 11, 2015 Fixed mark up for 2015-2016 Total variable price effective May 11, 2015 Price Three: State College Area School District to prepay for the entire year s usage at the price effective May 11, 2015. Gasoline- approximately 10,000 gallons
Company Name: Bid must be signed by owner, partner, corporate office, or other authorized designee: Authorized signature: Title: Date: Telephone: Facsimile: Person to contact regarding bid: Telephone
2015-2016 Gasoline Base Bid (Fueling Facility) July 1, 2015 through June 30, 2016 We have carefully examined the administrative and contractual information, notice to Bidders, general conditions, instructions, and specifications, and according to same, submit this bid and agree to furnish gasoline to the State College Area School District for the prices detailed herein. This bid is subject to all of the terms of these specifications and we now agree to enter into a written contract to provide gasoline as required. The prices quoted herein are exclusive of federal excise and Pennsylvania state sales tax. Based upon the specifications, the following bid information is presented below. Please note that all blanks must be completed or the bid will be rejected. Price One: Fixed price from 7/1/15 through 6/30/16 Price Two: Supplier cost as of May 11, 2015 Fixed mark up for 2015-2016 Total variable price effective May 11, 2015 Price Three: State College Area School District to prepay for the entire year s usage at the price effective May 11, 2015. Gasoline- approximately 25,000 gallons
Company Name: Bid must be signed by owner, partner, corporate office, or other authorized designee: Authorized signature: Title: Date: Telephone: Facsimile: Person to contact regarding bid: Telephone
Houserville Elementary and Ferguson Township Elementary (bimonthly deliveries) 2015-2016 Propane Base Bid July 1, 2015 through June 30, 2016 We have carefully examined the administrative and contractual information, notice to Bidders, general conditions, instructions, and specifications, and according to same, submit this bid and agree to furnish propane to the State College Area School District for the prices detailed herein. This bid is subject to all of the terms of these specifications and we now agree to enter into a written contract to provide propane as required. The prices quoted herein are exclusive of federal excise and Pennsylvania state sales tax. Based upon the specifications, the following bid information is presented below. Please note that all blanks must be completed or the bid will be rejected. Price One: Fixed price from 7/1/15 through 6/30/16 Price Two: Supplier cost as of May 11, 2015 Fixed mark up for 2015-2016 Total variable price effective May 11, 2015 Price differential from weekly computation, including all delivery, mark up, and miscellaneous charges. Price Three: State College Area School District to prepay for the entire year s usage at the price effective May 11, 2015. _
Propane - approximately 9,000 gallons Company Name: Bid must be signed by owner, partner, corporate office, or other authorized designee: Authorized signature: Title: Date: Telephone: Facsimile: Person to contact regarding bid: Telephone
Lemont Elementary 2015-2016 Propane Base Bid July 1, 2015 through June 30, 2016 We have carefully examined the administrative and contractual information, notice to Bidders, general conditions, instructions, and specifications, and according to same, submit this bid and agree to furnish propane to the State College Area School District for the prices detailed herein. This bid is subject to all of the terms of these specifications and we now agree to enter into a written contract to provide propane as required. The prices quoted herein are exclusive of federal excise and Pennsylvania state sales tax. Based upon the specifications, the following bid information is presented below. Please note that all blanks must be completed or the bid will be rejected. Price One: Fixed price from 7/1/15 through 6/30/16 Price Two: Supplier cost as of May 11, 2015 Fixed mark up for 2015-2016 Total variable price effective May 11, 2015 Price differential from weekly computation, including all delivery, mark up, and miscellaneous charges. Price Three: State College Area School District to prepay for the entire year s usage at the price effective May 11, 2015. _ Propane - approximately 100 gallons
Company Name: Bid must be signed by owner, partner, corporate office, or other authorized designee: Authorized signature: Title: Date: Telephone: Facsimile: Person to contact regarding bid: Telephone