NOTICE TO BIDDERS ADDENDUM I INVITATION TO BID (ITB) # SMCPC-0317 Vehicle & Heating Fuels March 13, 2017
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1 NOTICE TO BIDDERS ADDENDUM I INVITATION TO BID (ITB) # SMCPC-0317 Vehicle & Heating Fuels March 13, 2017 This Addendum is hereby incorporated within the bid documents for the ITB titled Southern Maryland Cooperative Purchasing Committee: Vehicle & Heating Fuels (ITB #SMCPC-0317). Except as modified herein, all other terms and conditions of ITB #SMCPC-0317 remain unchanged. Included in this Addendum is a revised document for ATTACHMENT III - SPEC., PRICING AND DELIVERY INFORMATION SHEET. Bidders shall use the revised ATTACHMENT III found on page 2 of this Addendum for bid submission purposes. This Addendum also includes responses to vendor questions that were submitted on or before the March 10, 2017, 4:00 PM EDT deadline for questions. The deadline for submission of bid proposals remains 2:00 PM EDT on March 23, This Addendum cover page must be signed and returned with your proposal by the bid opening date and time shown above. Failure to fully execute all bid documents may be cause for rejection of your bid. Southern Maryland Cooperative Purchasing Committee (SMCPC) reserves the right to reject any and all offers and to accept the offer which is in the best interest of SMCPC. ACKNOWLEDGMENT OF RECEIPT: COMPANY NAME: (Please Print or Type) AUTHORIZED SIGNATURE: NAME AND TITLE: (Please Print or Type) TELEPHONE NUMBER: ( )
2 ATTACHMENT III (REVISED) SPEC., PRICING AND DELIVERY INFORMATION SHEET The undersigned agrees to supply and deliver, as specified, 87 Octane Reformulated Gasoline with 10% Ethanol, Clear Ultra Low Sulfur Diesel, Premium Clear Ultra Low Sulfur Diesel, Dyed Ultra Low Sulfur Diesel (Off-/Generators) and #2 Distillate Heating Oil for the period May 1, 2017 through April 30, 2020 in accordance with all terms, conditions, and specifications contained herein at the following firm fixed escalator/differential price. Price shall be fixed for the entire stated term of the Contract. Suppliers may bid on gasoline, and/or diesel fuel, and/or heating fuel. The escalator/differential price is the Bidder s firm fixed price per gallon to perform the requirements of this bid minus the cost of the products as advertised from the Oil Price Information Service (OPIS) List at the Baltimore, Maryland terminal (specifically referenced in Section V. Special Provisions/Specifications, Sub-section BIDS). Item Description Estimated Annual Usage (Gallons) Escalator/Differential Price Per Gallon Unleaded (87 Octane) RFG Ethanol 10% 1,453,919 #2 Ultra Low Sulfur Distillate (Clear Ultra Low Sulfur Diesel) 289,803 Premium Ultra Low Sulfur Distillate (Premium Clear Ultra Low Sulfur Diesel) 260,100 #2 Ultra Low Sulfur Red Dye Distillate (Dyed Ultra Low Sulfur Diesel - Off-/Generators) 78,862 #2 Heating Oil Distillate 1,915,086 Firm: Address: Phone: Fax: Name (typed): Signature (written): Title: Date: Early payment terms discount (if any):
3 Questions/Answers Q1. Who has the current vehicle fuel and heating oil contract? A1. Our vehicle fuel/heating oil contract is currently with Petroleum Traders. Q2. How long have they been your vendor? A2. Our contract with Petroleum Traders began December 1, Q3. Could you provide the Bid Tabulation from the last/most recent bid that was awarded for this? A3. Below is the bid tabulation from the last solicitation.
4 Q4. Can you provide a copy of a recent invoice for each product from the current vendor? A4. Below is a sample invoice from the current vendor.
5 Q5. Can you help me understand the Bid Cancellation for MDCAL , ITB # SMCPC-0317 Vehicle and Heating Oil? I did not receive that ITB nor can I find it on Maryland Marketplace. I did however receive MDCAL just last week. Are these different bids? A5. Calvert County Public Schools is serving as the lead agency for the petroleum bid on behalf of the Southern Maryland Cooperative Purchasing Committee. The official solicitation reference number on emaryland Marketplace is MDCALPS The Calvert County Government mistakenly posted on emaryland Marketplace the same ITB under a different bid number. It is my understanding that the duplicate posting has been deleted. Please disregard the duplicate posting with reference number MDCAL Q6. Does BRD Rack AVG mean Branded rack average? A6. Yes, BRD RACK AVG is defined to mean Branded Rack Average. Q7. In the RFP, it states OPIS Newsletter Baltimore, MD Brand Rack Average. Do you want Branded Pricing, or just OPIS Rack Average? A7. Rack Average applies to Heating Oil only. Branded Rack Average applies to all other fuels. Q8. If Premium Clear ULSD is not available at rack, will you accept ULSD #2 with additive that meets the specs of a premium grade? A8. Yes, any substitute/replacement fuel must meet or exceed the specification stated in the bid documents. The awarded Bidder/Contractor will be responsible for contacting all SMCPC agencies to obtain approval prior to delivery of substitute/replacement fuel(s). Q9. Is the heating oil required to be Low Sulfur Diesel? A9. We are currently purchasing heating oil from the OPIS Report under the heading OPIS GROSS HEATING OIL DISTILLATE PRICES RACK AVERAGE. Heating oil must meet the specifications stated in the ITB. Q10. Is the heating oil required to be Ultra Low Sulfur Diesel? A10. See answer above. Q11. How will the PREM ULSD Clear be priced? A11. We are currently purchasing ULSD Premium from the OPIS Report under the heading OPIS GROSS ULTRA LOW SULFUR DISTILLATE PRICES BRD RACK AVERAGE. All products provided in response to the ITB must meet the specifications outlined in the ITB. Q12. Is PREM ULSD Clear priced off the ULSD Clear OPIS value? A12. See answer above. Q13. Is PREM ULSD Clear priced off the PREM ULSD Clear OPIS value? A13. See answer above. Q14. Will you take ULSD Dyed in lieu of Heating Oil? A14. No. Q15. Will you accept up to 5% Bio in the diesel? A15. No. Q16. Charles County Public Schools didn t list delivery type by location. Will you have that updated prior to bid close date?
6 A16. Some entities did not specify the type of delivery truck to be used. Vendors should consider tank size and projected usage found in ATTACHMENT A for determining type of delivery truck. Q17. Why is there a separation between ULSD and Premium ULSD? They are both the same type of fuel. I see it is only listed for Charles. Can we call it all ULSD? A17. Each of the six (6) Southern Maryland Cooperative Purchasing Committee entities individually determines the vehicle fuel and heating oil products needed. Please refer to the OPIS headers listed on page 12 of the ITB for specifics, as well as the tank/product information for each entity found in ATTACHMENT A. Q18. Since there is such a large number of delivery locations, both transport (7500 gallons or more at the time) and tank wagon (500 to 1000 gallon deliveries), is there a way to split the bid between the two? The price difference between the two would be significant and you really can t give one price to deliver both since there is a price difference of 10/20/30 cents per gallon between the two types of deliveries. A18. There is no plan to differentiate the escalator/differential price per gallon for transports and tank wagons. In fact, a bidder offered differentiated pricing in response to our last solicitation, and the bid was deemed to be non-responsive. It is possible to determine a blended escalator/differential price per gallon using the data contained in ATTACHMENT A of the ITB. Q19. Is there an opportunity to change the pricing structure to daily OPIS vs Weekly OPIS based of Thursday for the next week? Markets fluctuate so wildly that it risky on both to hold a price for a week. A19. There is no plan to change to a pricing structure based on daily OPIS indices. Please see the section titled BIDS on page 12 of the solicitation for pricing specifications. Q20. Are the dates in Attachment III shown below correct? ATTACHMENT III SPEC., PRICING AND DELIVERY INFORMATION SHEET The undersigned agrees to supply and deliver, as specified, 87 Octane Reformulated Gasoline with 10% Ethanol, Clear Ultra Low Sulfur Diesel, Premium Clear Ultra Low Sulfur Diesel, Dyed Ultra Low Sulfur Diesel (Off-/Generators) and #2 Distillate Heating Oil for the period December 01, 2015 through April 30, 2019 in accordance with all terms, conditions, and specifications contained herein at the following firm fixed escalator/differential price. Price shall be fixed for the entire stated term of the Contract. A19. The dates shown on Attachment III of the original ITB are incorrect. Page 2 of this Addendum includes a revised copy of Attachment III. Q20. The OPIS header for heating oil (shown below) specifies #2 Fuel Oil and has the suffix HS (high sulfur) 1500 PPM. That product is no longer available. It is no LS (Low Sulfur) 500 PPM. Can we have it listed as the new standard for Fuel Oil in Maryland? OPIS header used for #2 Distillate Heating Fuel as stated in the solicitation: OPIS NEWSLETTER PRICES BALTIMORE, MD Vol xx, No. xx Issued xx-xx-xx for Prices confirmed through xx-xx-xxxx **OPIS GROSS NO. 2 DISTILLATE PRICES** OPIS GULF COAST DELIVERED SPOT (SRI) BRD RACK AVG No. 2 HS A20. We appreciate your bringing this oversight to our attention. The correct OPIS reference for heating oil should be as follows: OPIS GROSS NEWSLETTER PRICES- BALTIMORE MD Vol. xx, No.x Issued, xx-xx-xxxx, for prices confirmed through xx-xx-xxxx OPIS GROSS HEATING OIL DISTILLATE PRICES RACK AVG Q21. Will this bid be awarded to one contractor or multiple vendors? A21. Per Section III: General Terms and Conditions under Evaluation of Bids, the ITB states Award may be made to multiple Contractors.
7 Q22. Can a supplier bid only transport deliveries for diesel and gasoline and NO BID the tank wagon deliveries for those two products? A22. No. Q23. Some of the generators call for Premium Clear Diesel and other generators call for Dyed ULSD. Is this correct? What is the purpose of the added expense to the end user? A24. The information provided is correct. The identified fuel type is required by that particular SMCPC entity to operate its generators. Q25. Is Attachment A available as an Excel spreadsheet? A25. Attachment A is not available in Excel format. Q26. How does SMCPC pay? Is ACH/EFT an option? A26. SMCPC is a cooperative purchasing committee consisting of six entities, namely Calvert County Government, Calvert County Public Schools, Charles County Government, Charles County Public Schools, Saint Mary s Government, and Saint Mary s County Public Schools. Billing and payment arrangements are made separately with each entity. Most support ACH/EFT. Q27. Will you please provide us with a list of the current taxes that SMCPC is providing exemption certificates for? A27. Maryland Special Fuels Tax Exemption, Federal Excise Exemption. See sample invoice above for tax charges to SMCPC entity. Q28. Is the Dyed diesel provided to the generators stored in a tank or is this section for wet-hosing direct into the generators? A28. This varies across the six SMCPC entities. Most fuel is stored in day or belly tanks; however, several entities also have wethosing delivery. Q29. If the Dyed diesel is for wet-hosing delivery, will SMCPC consider revising the section that all grades of a product need to be bid on and have the dyed diesel be considered separately? A29. Per Attachment III the ITB, Dyed ULSD is listed as a separate item for bid. Q30. Page 39 of the bid document mentions a 4 year term, will you please clarify that this bid is for a 1 year term beginning 5/1/17? A30. The dates on attachment III (page 39) are incorrect. A revised ATTACHMENT III is include on page 2 of this addendum. The initial contract period will be May 1, 2017 through April 30, 2018 with an option to renew for two (2) additional one (1) year periods. Q31. Page 12 of the document mentions automatic deliveries. Does SMCPC currently have tank monitors, if so at what locations? A31. This varies across the six SMCPC entities. Calvert County Government has tank monitors at three sites: 1. Highway Maintenance Clear ULSD 10,000 gal tank; 2. Appeal Landfill Clear ULSD 10,000 gal tank; 3. Calvert County Gas Pump Reg 87 Gasoline 20,000 gal tank. Calvert County Public Schools has monitors on most of its tanks. Charles County Public Schools does not have monitors. Charles County Government maintains tank monitors for its underground storage tanks and Department of Emergency Services headquarters. Saint Mary s Government (SMG) has monitors on all 10,000 gallon tanks that are listed as Will Call. The only SMG Will Call tank that does not have a tank monitor is the 1,000 gallon above ground tank at the Saint Andrews Fuel Facility #55. Q32. From page 11 of the ITB, diesel fuel must meet all current U.S. Environmental Protection Agency guidelines and rules for low sulfur. Should this read Ultra Low Sulfur? A32. Yes. Q33. From page 12 of the ITB, price for each product for any given week shall be based on the brand rack average published price from Thursday of the week prior. Is this the BRA from the Daily Report or the BRA for the week?
8 A33. Pricing will be based on the BRA published price from Thursday of the week prior as stated in the daily report. Q34. Does SMCPC require anti-gel additive with each delivery of dyed ULSD for generators? A34. No. Q35. Is a Bid Bond required for this solicitation? A35. No. Q36. Is a Performance Bond required for this solicitation? A36. No. Q37. Are the following locations above ground tanks or below ground tanks? Are they transport deliveries? Do they have fill extensions? Paul Barnhart Elementary School 4800 Lancaster Circle Waldorf, MD ,000 22,000 Berry Berry Waldorf, MD ,000 16,000 William A. Diggs 2615 Davis Waldorf, MD ,000 6,000 Gale-Bailey Elementary School 4740 Pisgah- Marbury Marbury, MD ,000 12,000 Dr. Thomas L. Higdon Rock Point Newburg, MD ,000 24,000 Indian Head Elementary School 4200 Indian Head Highway Indian Head, MD ,000 14,000 Daniel of St. Thomas Jenifer 2820 Jenifer School Lane Waldorf, MD ,000 20,000 Malcolm Poplar Hill Waldorf, MD ,000 13,000 T.C. Martin Elementary School 6315 Olivers Shop Bryantown, MD ,000 12,000 Mary H. Matula Elementary School 6025 Radio Station La Plata, MD ,000 15,000 Arthur Middleton 1109 Copley Avenue Waldorf, MD ,000 21,000
9 Walter J. Mitchell 400 Willow Lane La Plata, MD ,000 35,000 Mt. Hope/Nanjemoy 9275 Ironsides Nanjemoy, MD ,000 21,000 Dr. Samuel A. Mudd 820 Stone Avenue Waldorf, MD ,000 21,000 Mary Burgess Neal St. Georges Drive Waldorf, MD ,000 8,000 J.C. Parks Elementary School 3505 Livingston Indian Head, MD ,000 20,000 J.P. Ryon Elementary School Vivian Adams Drive Waldorf, MD ,000 20,000 Eva Turner Elementary School 1000 Bannister Circle Waldorf, MD ,000 13,000 William B. Wade 2300 Smallwood Drive West Waldorf, MD ,000 15,000 Theodore G. Davis Middle School 2495 Davis Waldorf, MD ,000 8,000 John Hanson Middle School 3165 John Hanson Waldorf, MD ,000 Matthew Henson Middle School 3535 Livingston Indian Head, MD ,000 15,000 Mattawoman Middle School Berry Waldorf, MD ,000 27,000 Piccowaxen Middle School Rock Point Newburg, MD ,000 20,000 General Smallwood Middle School 4990 Indian Head Highway Indian Head, MD ,000 36,000 Milton M. Somers Middle School 300 Willow Lane La Plata, MD ,000 30,000 Benjamin Stoddert Middle School 2040 St. Thomas Drive Waldorf, MD ,000 39,000 La Plata High School 6035 Radio Station La Plata, MD ,000 28,000
10 Henry E. Lackey High School 3000 Chicamuxen Indian Head, MD ,000 55,000 Maurice J. McDonough High School 7165 Marshall Corner Pomfret, MD ,000 43,000 North Point High School 2500 Davis Waldorf, MD ,000 60,000 Thomas Stone High School 3785 Leonardtown Waldorf, MD ,000 36,000 Westlake High School 3300 Middletown Waldorf, MD ,000 38,000 Maintenance & Operations Building Radio Station Rd. La Plata, MD ,000 22,000 F.B. Gwynn Educational Center 5998 Radio Station road La Plata, MD ,000 15,000 Robert D. Stethem (Career Tech) 7775 Marshall Corner Pomfret, MD ,000 35,000 Central Office Warehouse (in Back) 5980 Radio Station Rd. La Plata, MD ,000 15,000 Courthouse 175 Main Street Prince Frederick, MD Under 8,000 3,217 Detention Center 325 Stafford Prince Frederick, MD Under 10,000 32,235 A37. The tanks listed for Charles County Public Schools are below ground. Some entities did not specify the type of delivery truck to be used. Vendors should consider tank size and projected usage found in Attachment A for determining type of delivery truck. Some entities did not specify the availability of remote fill extensions. Q38. How many addenda have been released for this bid? A38. This is the only addendum to be released for this solicitation. Q39. When is the award date for this bid? A39. A recommendation for award(s) should occur in early April Q40. Can we have a list of bidders invited to submit a proposal? A40. The solicitation was posted online at emaryland Marketplace and the Calvert County Public Schools website. In addition, the solicitation appeared in the local newspapers. Q41. Are the contract extensions mutually agreed upon? A41. The escalator price quoted in the bidder s response shall be firm fixed for the total contract period. Either SMCPC or the awarded contractor may elect not to extend the contract.
11 Q42. If we do not attend the bid opening, how and when will we be notified of the low bidder, and can we receive a copy of the bid tabulations? A42. Each bidder who submits a proposal will receive a written response which includes the name of the vendor to whom the contract was awarded and the bid tabulation.
Q10. What are the payment terms? A10. Payment terms vary per participating agency. Refer to Page 16 of bid document.
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