City of Jacksonville Beach

Transcription

1 City of Jacksonville Beach Purchasing Division: 1460A Shetter Ave., Jacksonville Beach, FL Tel: Fax: INVITATION TO BID Bid #: Title: UNLEADED GASOLINE & DIESEL FUEL Bid Submittal Deadline: Wednesday July 2 nd 2014 Time: 2:00 P. M. Location: 1460-A Shetter Avenue Jacksonville Beach, FL Sealed bids in DUPLICATE, subject to the terms and conditions specified in this Invitation To Bid, will be received until Wednesday, 2:00p.m. July 2 nd, 2014, and then opened publicly by the Purchasing & Procurement Division, 1460-A Shetter Avenue, 2 nd Floor, Jacksonville Beach, Florida Bid packages can be obtained from the Purchasing & Procurement Division at the above address. 1. Please submit duplicate completed proposal packages including one electronic file in one sealed envelope. Packages received without the requested information or quantities may be rejected. 2. It is incumbent upon the respondent to ensure that all copies of the proposal package submittals are complete and exact replicas of each other. 3. Clearly mark the submittal envelope with the Bid Number, Bid Title and Bidder name. 4. It is incumbent upon the Bidder to ensure that bid package submittals are received by the Purchasing & Procurement Division on time. Submissions received after the due date and time will not be considered. 5. Modifications received after the due date and/or letters of withdrawal received after the due date or after contract award, whichever is applicable will not be considered. 6. No verbal interpretations will be made of any documents. Requests for such interpretations shall be made in writing or via at Purchasing@jaxbchfl.net at least seven (7) days prior to the bidl opening date. Interpretation will be in the form of an addendum and issued to all Bidders. Jason Phitides Jason Phitides, Purchasing Administrator 1460A Shetter Avenue, Jacksonville Beach, FL Page 1 of 13 INDEX

2 THIS IS NOT A COMPLETE BID Invitation Bid Number: Title: UNLEADED GASOLINE & DIESEL FUEL General: Shipping: Quantities: Delivery: It is the intent of this bid document to procure unleaded gasoline and diesel fuel in a cooperative purchase for the City of Jacksonville Beach and the City of Atlantic Beach. All bulk fuel shall be delivered by suitable truck dispensing system. The estimated quantities contained herein reflect an approximate annual usage. The City may elect to purchase more or less of any item and the estimated quantities shall in no way restrict the volume purchased. Cost for delivery and unloading are to be included in the bid price. The unleaded gasoline and diesel fuel shall be delivered F.O.B. delivered and installed to addresses specified herein. Information to be furnished with Bid: 1. Bid Tender Form 2. Bid Award Notice Form 3. Required Disclosure Form 4. Drug-Free Compliance Form 5. Non-Collusion Affidavit 6. Allocation Guarantee 7. Occupational License 8. W-9 Page 2 of 13 INDEX

3 INDEX SECTION A: BID SPECIFICATIONS.. pages Overview.... page 4 2. Fuel Specifications... pages Cooperative Purchase.. page 5 4. Quantities page 5 5. Tank Specifications..... pages Delivery.... pages Pricing..... page 9 8. Taxes page 9 9. Method of Award.. page Duration of Bid Award page Measuring Fuel page Insurance Requirements.. pages Additional Requirements page City Responsibility. page Vendor Responsibility page Tentative Schedule of Events. page 13 Page 3 of 13 INDEX

4 SECTION A: BID SPECIFICATIONS 1. OVERVIEW: The City of Jacksonville Beach is seeking competitive bids for bulk fuel to be supplied over a twelve (12) month period with the option to renew for two (2) additional years at the same prices, terms and conditions unless otherwise noted. 2. FUEL SPECIFICATIONS: The Contractor will provide unleaded gasoline and/or diesel fuel per the following specifications: A. E10 UNLEADED, 87 Octane-10% Ethanol Gasoline, unleaded, antiknock (octane) index minimum 87 (RON + MON)/2, maximum allowable lead 0.05 gram per gallon, and volatility class suitable for Florida at time of scheduled use, per A.S.T.M. specification D4814, complying with state of Florida gasoline inspection laws. To be delivered as ordered via tanker. Gasoline, unleaded, antiknock (octane) index minimum 87 (RON + MON)/2, maximum allowable lead 0.05 gram per gallon, and volatility class suitable for Florida at time of scheduled use, per A.S.T.M. specification D4814, complying with state of Florida gasoline inspection laws. To be delivered as ordered via transport truck. Billing to be adjusted to 60 degrees F. temperature on transport delivery. B. DIESEL FUEL, Grade No. 2- Red Dyed Ultra Low Sulfur Fuel (REV 13 OCT 06) Oil, diesel fuel, grade no. 2-D ultra low sulfur fuel (.0015 mass % sulfur, 40 centane min.), for use in over the road diesel engine, per A.S.T.M. specification D975, complying with Florida Department of Agriculture and Consumer Services standards 5F To be delivered as ordered via tank wagon. Oil, diesel fuel, grade no. 2-D ultra low sulfur fuel (.0015 mass % sulfur, 40 centane min.), for use in over the road diesel engine, per A.S.T.M. specification D975, complying with Florida Department of Agriculture and Consumer Services standards 5F To be delivered as ordered via transport truck. Billing to be adjusted to 60 degrees F. temperature on transport delivery. C. CONVENTIONAL GASOLINE: Low Reid Vapor Pressure Gasoline (7.8 psi RVP) is gasoline with a decreased evaporation rate and lower volatility than conventional gasoline (9.0 psi RVP). Low-RVP gasoline is used to reduce evaporative emissions, and thus decrease volatile organic compound (VOC) emissions. Florida uses conventional 9.0 RVP gasoline throughout the state year round with the exception in six counties, one being Duval County that have a low-rvp program during the Page 4 of 13 Bid Tender Forms 1-6

5 summer months. The low-rvp program starts in June and runs through September of each year. The lower RVP will decrease the evaporative emissions from the gasoline thereby decreasing VOC emissions in these counties. The decrease in RVP will help considerably with evaporative emissions. Integrated Oil Companies as suppliers cannot be dependent upon another supplier for supplies or allocation unless they provide with their bid the vendor s information and signature. 3. COOPERATIVE PURCHASE: The City of Jacksonville Beach is including the City of Atlantic Beach, Florida as a participant in this annual bid. They have opted to use the same type of fuels as the City of Jacksonville Beach. Estimated fuel requirements for 12 months are as follows: Jacksonville Atlantic Grand Beach Beach Total Unleaded Gasoline 132,000 45, ,000 Diesel Fuel 28,000 10,000 38,000 All Quantities in Gallons. All purchases made by the City of Atlantic Beach shall be invoiced to the City of Atlantic Beach, 800 Seminole Rd., Atlantic Beach, FL Fuel deliveries for the City of Atlantic Beach will be made at 1200 Sandpiper Lane. 4. QUANTITIES: The City reserves the right to increase or decrease the quantities shown herein at any time during the life of the contract to correspond to the actual needs of the City. All quantities shown are ESTIMATES ONLY of anticipated volume for the one-year period. Quantities represent total usage and not order lot quantities. Orders will be placed on an AS-NEEDED basis, with quantities specified at time of order placement. 5. TANK SPECIFICATIONS: UNLEADED Jacksonville Atlantic GASOLINE Beach Beach Tank Type Horizontal STI ACT-100 Capacity in Gallons 10,000 10,000 Typical delivery order 7,000 to 7,5000 7,000 to 7,5000 * Delivery Frequency every three weeks every other month 1460 Shetter Ave Sandpiper Ln Delivery Location Jacksonville Beach Atlantic Beach FL FL Page 5 of 13 Bid Tender Forms 1-6

6 6. DELIVERY: Jacksonville Atlantic DIESEL FUEL Beach Beach Tank Type Horizontal STI ACT-100 Capacity in Gallons 6,000 5,000 Typical delivery order 4,000 to 4,400 2,000 to 2,500 * Delivery Frequency every six weeks every other month 1460 Shetter Ave Sandpiper Ln Delivery Location Jacksonville Beach Atlantic Beach FL FL * Delivery Frequencies are approximate time frames All materials must be bid and shipped F.O.B. delivered and installed (freight included in price). The awarded vendor(s) agrees to supply the participants with deliveries to be made within twenty-four (24) hours of receipt of order including weekends and holidays. All deliveries shall be delivered by a truck dispensing system. Normal delivery hours are Monday through Friday 7:00 AM to 3:00 PM. The vendor shall be thoroughly acquainted with the sites for the proposed bid to fully understand the facilities, difficulties and restrictions attending to the execution of the bid. The vendor will be allowed no additional compensation for failure to be so informed. The vendor shall keep an adequate supply of gasoline and diesel fuel available to fill requirements at all times. Should the vendor fail to deliver gasoline and diesel fuel promptly when ordered, the requesting jurisdiction reserves the right to procure the order elsewhere, in which event, the extra cost of procuring such fuel above the agreement price may be charged against the vendor and may be deducted from any monies due, or which may become due to the vendor. In the event of emergency use of the generators for any or all buildings, demand will be significantly increased and additional deliveries shall be provided as called for by the City until the emergency condition no longer exists. Unleaded Gasoline - Must have an octane rating of not less than NOTE: Fuel deliveries shall be on the basis of quantities corrected to 60 degrees Fahrenheit. Estimated annual quantity is 177,000 gallons. Diesel Fuel - Is to be A.P.I. gravity rated of not less than 32-34: Sulfur content not to exceed.30% with minimum ASTM Octane Rating of 45. NOTE: Diesel Fuel deliveries shall be on the basis of quantities corrected to 60 degrees Fahrenheit. Estimated annual Diesel Fuel quantity is 38,000 gallons, which includes various locations. Page 6 of 13 Bid Tender Forms 1-6

7 All purchases must be delivered to various locations listed on the following pages. All deliveries shall be made as scheduled by requesting department. Bid Tender Item 1: Delivery locations for Unleaded Gasoline Jacksonville Beach: 1460 Shetter Avenue Atlantic Beach: 1200 Sandpiper Lane Bid Tender Item 2: Delivery locations for #2 Diesel Ultra Low Sulfur Red Dyed Fuel Jacksonville Beach: 1460 Shetter Avenue Atlantic Beach: 1200 Sandpiper Lane Bid Tender Item 3: Various delivery locations for #2 Diesel Ultra Low Sulfur Red Dyed Fuel For JACKSONVILLE BEACH: Building Address Size Fuel Tank Size Facility ID City Hall 11 North Third Street 60 kw 500 Gallon Diesel O & M Facility 1460 Shetter Avenue 500 kw 6000 Gallon Diesel Police 101 South Penman Road 150 kw 500 Gallon Diesel Fire Station # nd Avenue South 350 kw Shares with Water Plant Fire Station # South Beach Parkway 54 kw 500 Gallon Diesel Parks & Recreation 2508 South Beach Parkway 135 kw 500 Gallon Diesel WWLS # nd Avenue South 150 kw 500 Gallon Diesel WWLS # th Street North 200 kw 2000 Gallon Diesel WWLS # th Street South 60 kw 1000 Gallon Diesel WWLS # st Street South 60 kw 500 Gallon Diesel WWLS # th Avenue South 60 kw 500 Gallon Diesel WWLS #6 18 Sandra Drive 30 kw 240 Gallon Diesel WWLS # th Avenue North 25 kw 120 Gallon LP WWLS # Tanglewood Road 25 kw 500 Gallon Diesel WWLS # Palm Tree Road 250 kw 2000 Gallon Diesel WWLS #15 11 Hopson Road 30 kw 1000 Gallon LP WWLS # nd Street North 50 kw 360 Gallon Diesel Water Plant 337 1st Avenue South 350 kw 2000 Gallon Diesel Water Tower # th Avenue North 50 kw 350 Gallon Diesel Beach Blvd. Pump Stn 161 Beach Boulevard 250 kw 264 Gallon Diesel Wingate Park Well 381 South Penman Road 100 kw 500 Gallon Diesel Water Plant #2 Well 1050 Osceola Avenue 440 kw 2000 Gallon Diesel SWPS 32nd Ave. South rd Street South 250 kw 400 Gallon Diesel PCP th Street South 500 kw 1000 Gallon Diesel kw 4000 Gallon Diesel 8000 Gallon Diesel All Jacksonville Beach tanks are above ground. Page 7 of 13 Bid Tender Forms 1-6

8 For ATLANTIC BEACH: Above Sub- Lift Station Address Ground mersible A Station 460 Palm X B Station th Street X C Station 65 Donner Road X D Station 1799 Selva Marina Dr. X E Station 799 Mayport Rd X F Station 858 Cavalla Rd X G Station th St (Selva Norte) X H Station 2301 Mayport Rd X I Station 960 Park St (Donner Park) X J Station 481 Stewart St X K Station 1397 Camelia & W. 14th St X L Station 302 Camelia & W 3rd St X M Station 2318 Barefoot Trace X N Station 2277 Seminole Rd X O Station 458 David St X Paradise Preserve 1402 Dutton Island Rd West End 2567 West End X Montreal 2544 Montreal (Oak Harbor) X Monmouth 1045 Monmouth Court X Navy 2423 Sea Way X Aspen Ridge 2210 Aspen Ridge X Mimosa Cove 1030 Mimosa Cove Ct X Pan Am 2294 Mayport Rd X Courtyard 2595 Mayport Rd X Schooner Bay 914 Schooner Bay X Shangri-La 2691 State Rd A1A X Lakeside 2632 State Rd A1A X Wonderwood 2885 Wonderwood Ln X Cypress Creek 995 Gavagan Rd X Hidden Cove 2121 Featherwood X JEM 1082 Ticonderoga Ct Public Works Yard 1200 Sandpiper Ln Buccaneer Sewer Plant 739 Renault Dr New AB-WWTP 1100 Sandpiper Ln WTP # th St WTP # Mayport Rd WTP # Mayport Rd Stormwater Pump Station 25 Atlantic Blvd Page 8 of 13 Bid Tender Forms 1-6

9 7. PRICING: The City of Jacksonville Beach and the City of Atlantic Beach intend to purchase gasoline and diesel fuel on an as needed basis, based on a fixed factor (cents above or below) the average port price for Jacksonville, Florida as published in the Pad 1 Report of the Oil Price Information Service, Rockville Pike, Suite 1206, Rockville, Maryland, 20852, Phone (888) or the Pad 1 Report published by the Data Transmission Network (DTN FastRacks Averages). The successful Bidder(s) shall supply the City of Jacksonville Beach and the City of Atlantic Beach with a copy of the page in the Pad 1 Report showing the port price in Jacksonville, Florida at the time each fuel order has been placed. Bidders are to submit prices to include delivery. The cost per gallon offered by the bidder shall include each and every item of expense connected with the furnishing and delivery of said fuel, free of all charges over and above the contract price (example: superfund fees) and applicable taxes, to points of delivery, extended to four (4) decimal places. All Bidders MUST include in their bid price all transportation, other expenses and Bidders profit. Bids based on any price structure other than the above will be rejected. Escalation and de-escalation to be only the actual price change either upward or downward in accordance with above publication. The publication, Oil Price Information Service or DTN is published daily. This publication can be received via mail within 3 business days of request. 8. TAXES Do not include taxes or the published average price in your bid price! The following list of taxes shall NOT be included in the bid prices for Gasoline or Diesel Fuel purchases: Federal Road Tax State Road Tax State Sales Tax County Tax Inland Protection Tax Water Quality Tax Super Fund Tax Coastal Protection Tax Federal Pollution Tax Inspection Fee If the above list is incomplete bidders must provide in their bid any changes, additions or deletions to these tax items. Page 9 of 13 Bid Tender Forms 1-6

10 9. METHOD OF AWARD The City of Jacksonville as the lead jurisdiction, intends to make award to the lowest responsible Bidder(s) meeting all specifications for each of the three (3) Bid Tender Items. The award of contract may be made separately for each of the Bid Tender Items, or on a combination item basis, or lump sum basis, whichever is in the best interest of the participating jurisdictions. Each participating jurisdiction shall issue a separate purchase order for their portion of the bid. 10. DURATION OF BID AWARD: The duration of any bid award that results from this Invitation to Bid should not exceed a period of more than one year from the date of execution unless otherwise stated with a renewal option. The City reserves the right at its sole option to renew this contract per the same terms and conditions as set forth in the resulting contract for two (2) additional one (1) year terms. All renewal terms shall be signed by the City prior to expiration of the initial term and any subsequent term. If a renewal letter is not signed by both parties the contract may be deemed expired. The approximate contract and award date will be July 21, The anticipated award date is within thirty (30) days from the current bid opening date. The City of Jacksonville Beach reserves the right to negotiate with the awarded vendor or to rebid. (The City of Jacksonville Beach will be held harmless if its governmental office is not funded for any subsequent purchase prior to beginning of contract period) 11. MEASURING FUEL: If the awarded Vendor(s) is not capable of delivering all fuel in a metered tank, then the City of Jacksonville Beach will measure storage tanks before and after each delivery in the presence of the vendor, the reading by the customer will prevail for invoicing purposes. 12. INSURANCE REQUIREMENTS: A. GENERAL Before starting and until acceptance of the work by the City, the Vendor shall procure and maintain insurance of the types and to the limits specified in paragraphs 1-4 inclusive below. B. COVERAGE Except as otherwise stated, the amounts and types of insurance shall conform to the following minimum requirements: 1. Worker s Compensation - Coverage to apply for all employees for Statutory Limits in compliance with the applicable State and Federal laws. In addition, the policy must include Employer s Liability with a limit of $100,000 for each Page 10 of 13 Bid Tender Forms 1-6

11 C. INDEMNITY accident. 2. Comprehensive General Liability - Coverage must be provided on a form no more restrictive than the latest edition of the Comprehensive General Liability Policy filed by the Insurance Services Office and must include: Minimum limits of $500,000 per occurrence combined single limit for Bodily Injury Liability and Property Damage Liability. Premises and/or Operations. Independent Contractors. Products and/or Completed Operations. 3. Business Auto Policy - Coverage must be provided on a form no more restrictive than the latest edition of the Business Auto Policy filed by the Insurance Services Office and must include: Minimum of $500,000 per occurrence combined single limit for Bodily Injury Liability and Property Damage Liability; Owned Vehicle; Hired and Non-Owned Vehicles; Employer Non-Ownership. 4. Certificate of Insurance - Certificates of all insurance evidencing the insurance coverage specified in the previous paragraphs 1-3 inclusive shall be filed with the Purchasing and Procurement Division upon bid award. The required certificates of insurance shall not only name the types of policies provided, but shall also refer specifically to this bid and section and the above paragraphs in accordance with which such insurance is being furnished, and shall state that such insurance is as required by such paragraphs of this contract. The successful bidder will include the City of Jacksonville each as an additional insured. If the initial insurance expires prior to completion of the work, renewal certificates shall be furnished thirty (30) days prior to the date or expiration. The Vendor and his sureties shall indemnify and hold harmless the City of Jacksonville Beach and all its officers, agents and employees from all suits, actions or claims of any character, name and description for or on account of any injuries or damages received or sustained by any person or persons or property, on account of any negligent act or fault of Contract, his agents or employees, in the execution of said Contract; or on account of the failure of the Contractor to provide necessary barricades, warning lights or signs; and will be required to pay any judgment, with costs, which may be obtained against the Owner growing out of such injury or damage. The Contractor shall, unless otherwise specified, maintain and pay for such insurance, issued in the name of the Owner, as will protect the Owner from contingent liability under this Contract, and the Owner s right to enforce against the Contractor any provision of this article shall be contingent upon the full compliance by the Owner with the terms of such insurance policy or policies, a copy of which shall be deposited with the Owner. Page 11 of 13 Bid Tender Forms 1-6

12 13. ADDITIONAL REQUIREMENTS A. All fuel to be delivered on any order, proceeding from proposals submitted on this bid, shall be free of foreign matter and impurities and shall be equal to or better in every way than the kind and grade certified in the originating proposal. All grades of fuel must be homogenous at time of delivery and remain so in normal storage. B. No Vendor may, without specific authorization of the participating agency, substitute a fuel of either a higher or lower grade than specified in the contract for each point of delivery. C. Failure to conform with the requirements set forth in this Invitation to Bid shall, at the option of the Purchaser, be deemed sufficient reason for rejection of any lot of fuel delivered, and the vendor shall, at no expense to the Purchaser, remove that fuel from the tank(s) and shall perform whatever services shall be necessary to restore the tank(s) and other equipment to an operable condition to the full satisfaction of the Purchaser. Further, the vendor shall make full restitution for the quantities of fuel known to have been in the tank(s) immediately prior to the delivery of the rejected lot of fuel, and for any damage to the building, furnishings and equipment, that may have ensure from the entry of the rejected fuel. D. One (1) gallon of fuel shall be equal in volume to one (1) fluid gallon as defined by the United States Bureau of Standards. E. Established integrated oil companies such as Gulf, Texaco, Exxon, etc. that are NOT dependent upon another supplier for petroleum bulk products are required to sign an affidavit CERTIFYING the following: 1. They will guarantee to the participating Cities and Agencies without any reservation, priority availability of required quantities in the case of an emergency such as a fuel shortage. 2. Product(s) to be furnished is a BRANDED product. 3. A written contract is in effect and will remain in effect during the contract period and such contract will guarantee the provisions of E. 1 above. The notarized affidavit must be from an Integrated Oil Company or Broker to the participating City or Agencies. Brokers should attach all copies of the contract that are current between them and the integrated Oil Companies which spell out the allocated quantity of fuel that is being guaranteed to the Broker by the Integrated Oil Company. The Brokers must guarantee the participating jurisdictions allocations equal to the annual estimated usages as indicated in the Invitation to Bid. F. A copy of the current business Occupational License is requested along with the submitted bid package. If your business address is within the City of Jacksonville Beach you must also provide a copy of the Jacksonville Beach Occupational License. Page 12 of 13 Bid Tender Forms 1-6

13 14. CITY RESPONSIBILITY Quantities listed are approximate amounts based on normal usage for the term of the contract. The City of Jacksonville Beach and the City of Atlantic Beach will not be obligated to buy exact quantities listed. All orders will be issued on an as needed basis with a reference order number. Fluctuation of the posted terminal price or rack price shall be allowed throughout the term of this contract. Notification of the price change must be accompanied by a copy of the refiner s posted terminal price in effect at the time of the change. The City of Jacksonville Beach may award prime and alternative vendor contracts. If the awarded vendor is unable to meet the requirements of the City services/product may be purchased from next responsible vendor.. The City reserves the right to reject any or all the bids as it deems to be in the best interest of the City. 15. VENDOR RESPONSIBILITY The awarded Vendor(s) shall be required, upon delivery, to pump all fuels from containers into the City s storage tanks. It is the responsibility of the awarded Vendor(s) to supply pumps, hoses or other necessary equipment to appropriately pump the fuels to the storage tanks. All products bid and delivered must meet or exceed specifications, including Federal and State regulations. During time of emergency the awarded Vendor(s) shall grant a top priority to City of Jacksonville Beach for fuel delivery. The awarded Vendor(s) shall provide an on-call number available 24 hours seven days a week. 16. OCCUPATIONAL LICENSE: A copy of the current business Occupational License is requested along with the submitted bid package. If your business address is within the City of Jacksonville Beach you must also provide a copy of the Jacksonville Beach Occupational License. 17. TENTATIVE SCHEDULE OF EVENTS June 13: July 2: July 21: July 22: Advertise Bids Open bids Present Bids to City Council Vendor(s) awarded contract for deliveries. THIS IS NOT A COMPLETE BID To request a package via , send us an at purchasing@jaxbchfl.net or visit our website at and signup for notification. Page 13 of 13 Bid Tender Forms 1-6