Pine-Richland School District

Transcription

1 Pine-Richland School District Request for Bids (RFB) Liquid Propane Gas (LPG) Commodity, Storage, & Delivery Services and/or

2 PINE-RICHLAND SCHOOL DISTRICT Administration Office 702 Warrendale Road Gibsonia, PA REQUEST FOR BID (RFB) The Pine-Richland School District invites qualified Vendors to submit bids for: LIQUID PROPANE GAS (LPG) COMMODITY, STORAGE, & DELIVERY SERVICES SUBMISSION OF BIDS The Vendor shall submit two (2) signed copies (1 original and 1 photocopy) of the completed RFB materials in a sealed envelope clearly marked LPG SERVICES BID. Bid Proposals are due by 1:30 p.m. Tuesday, May 26, 2015 Mail or deliver Bids to the following address: Mr. Owen Kenney School Board Secretary Pine-Richland School District Administration Office 702 Warrendale Road Gibsonia, PA TENTATIVE BID TIME SCHEDULE Open Bids May 26, 2015 at 2:00 p.m. at Administrative Offices Agreement Awarded by Board June 8, 2015 The Pine-Richland School District Board of School Directors solicits sealed bids for Liquid Propane Gas (LPG) Commodity, Storage, & Delivery Services in accordance with the following conditions and specifications: 1. Sealed bids for furnishing the Pine-Richland School District with Liquid Propane Gas (LPG) Commodity, Storage, & Delivery Services shall be in the hands of Mr. Owen Kenney, School Board Secretary, Administration Office, 702 Warrendale Road, Gibsonia, PA on or before 1:30 p.m., Tuesday, May 26, 2015 and plainly marked on the envelope "LPG SERVICES BID". 2. The Pine-Richland School Board reserves the rights to reject any or all bids, to waive irregularities and/or informalities in any Bid or Proposal, and to make an 2

3 award in any manner, consistent with law, deemed in the best interest of the School District. 3. Vendors will guarantee their bid prices will remain firm for 30 days from the date of the bid due date. 4. The Pine-Richland School Board reserves for itself the right to accept or reject any or all bids. 5. Failure to complete and return the enclosed Non-Collusion Affidavit with your bid will result in disqualification. 6. Vendor agrees to adhere to the Anti-Discrimination Clause included within the contents of this bid. 7. If there are any questions concerning the Liquid Propane Gas (LPG) Commodity, Storage, & Delivery Services specifications, please Dana L. Siford at prior to the bid due date. 8. Please be advised the Pine-Richland School District s School Board will award the contract to the lowest responsible bidder submitting a complete and responsive bid. REQUEST FOR BIDS (RFB) FOR LIQUID PROPANE GAS (LPG) COMMODITY, STORAGE, & DELIVERY SERVICES Document Purpose The purpose of this RFB is to provide interested Vendors with sufficient information to enable them to prepare and to submit bids for consideration by the Pine-Richland School District for LPG services for the school district s fiscal years of: and/or The District s fiscal year runs from July 1 to June 30. Pine-Richland School District Contact The point of contact with the Pine-Richland School District is Dana L. Siford, Director of Financial and Operational Services. Incurred RFB Costs The Pine-Richland School District is not liable for any cost incurred by any Vendors prior to the selection and issuance of an agreement or contract. 3

4 Response Date for Bids In order to be considered for selection, Vendor bids for LPG services must be received in a sealed envelope clearly marked LPG SERVICES BID no later than 1:30 PM at the Pine-Richland School District, Administration Office, 702 Warrendale Road, Gibsonia, PA on Tuesday, May 26, Acceptance by the Pine-Richland School District The Pine-Richland School District Board of School Directors will consider the approval of a Vendor (After the recommendation of the Administration) at a regularly scheduled Board meeting following the due date of bids. Cost and Pricing Data All pricing must be held for 30 days. The Pine-Richland School District reserves the right to negotiate and to finalize any terms and conditions with the selected Vendor for the requested LPG Services. Proposals must be submitted for the various types of pricing options specified by the Pine-Richland School District. *Information Requested* In order to facilitate the Pine-Richland School District s evaluation of bids and vendors, the following information should be provided to the District: 1. Location of the Vendor to the Student Transportation of America (STA), Inc. bus terminal. 2. Response time of the Vendor to the STA bus terminal in the event of an emergency or a required repair that could disrupt service. 3. Ability of a Vendor to assist the District with emergency re-fueling of vehicles directly from a fuel truck or through other available means in the event of a break down or loss of power at the STA bus terminal. 4. LPG fuel tank storage and dispensing options available to the District. Please indicate fuel tank sizes available and the costs for the District to lease or to purchase the fuel tank(s) and the fuel dispensing systems from the Vendor. 5. Costs quoted by the Vendor to perform the specified LPG (commodity, storage, and delivery) services. 6. Any type of penalty per gallon to be charged to the District by the Vendor for either purchasing less gallons of LPG or for purchasing more gallons of LPG that exceed the 175,000gallons of LPG detailed in the RFP specifications. 4

5 PINE-RICHLAND SCHOOL DISTRICT Liquid Propane Gas (LPG) Fuel Request for Bids (RFB) Specifications The Pine-Richland School District (District) is seeking bids for the District s Liquid Propane Gas (LPG) fuel to be provided by a qualified fuel supplier/vendor/contractor. The LPG fuel will be used for the District s contracted fleet through Student Transportation of America (STA), Inc. of approximately Blue Bird LPG powered vehicles. The vehicles will be fueled at the District s contracted facility located at 1110 Middlesex Street, Gibsonia, PA in the Township of Richland in Allegheny County. The District s total annual LPG consumption for these vehicles is estimated to be 175,000. The District expects delivery of the LPG vehicles to begin in June 2015 and to be completed by August 2015 with the fleet to be in service for the start of the school year. Fuel supply is a critical element to the District making this green alternative fuel program a success and seeks to contract with a qualified LPG fuel supplier to cost effectively deliver and to manage the LPG fuel supply. The LPG fuel supplier shall recommend and provide vehicle refueling options as determined to be best suited for the specific operating location and the conditions. The District is looking for prospective LPG fuel suppliers to provide innovative pricing options for both the LPG fuel and the LPG fuel equipment at the bus terminal location. The qualified LPG fuel contractor must provide a comprehensive LPG fueling solution including all equipment, equipment installation, training, ongoing support, and fuel supply. The qualified LPG fuel contractor will be responsible for all technical and professional services required to obtain and to maintain compliant on-site refueling operations including but not limited to: site survey(s), drawings, permit applications, inspections, certifications, controls, protection, and equipment. Equipment furnished under this specification shall be the latest improved model in current production, as offered to commercial trade, and shall be of highest quality workmanship and material. The qualified LPG fuel contractor will ensure that all equipment offered under this specification, will be through the term of this agreement, remain in good working order and shall be in compliance with the current Liquefied Petroleum Gas (LPG) Safety Rules, National Fire Protection Association (NFPA-58) safety codes, and all other applicable Federal, State, & local Codes or regulations. The qualified LPG fuel contractor s bid proposal should include the LPG fuel supply and the required LPG fuel equipment. - The qualified LPG fuel contractor will either lease or own the fuel equipment and provide the LPG fuel to the District based on a cost plus basis with the qualified contractor recouping the cost of the fuel equipment over the term of the contract. The qualified LPG fuel vendor will be responsible for all maintenance, all repairs, and all ongoing compliance associated with the LPG fuel equipment. 5

6 - It is the District s desire to possibly lock in the price of the LPG fuel for either a one (1) or a two (2) year term beginning in July 2015 and ending in June 2016 or June The qualified LPG fuel contractor should propose a fixed price per gallon for the LPG fuel for either one (1) or two (2) years. Training & Safety The qualified LPG fuel contractor shall supply safety training on the proper handling of the LPG fuel and the refueling of vehicles for drivers and mechanics at the terminal facility. The qualified LPG fuel contractor must provide comprehensive driver and fleet team safety and operational education which must include the following: - Extensive LPG fueling training. - Extensive safety training on vehicles. - Presentation of Safety training certificate to fleet operators and technicians. - Provide detailed instructions for safe LPG fueling of a motor vehicle. - Provide detailed explanation of your organization s standard Emergency procedures for: o LPG GAS LEAK PROCEDURES o LPG FIRE / EXPLOSION PROCEDURES - Safety Features must include the following: o Internal Valve with excess flow remote closure. This internal valve is operated by propane vapor or nitrogen and is also tied to the remote shutoff device cabinet. In the event of loss of propane pressure (due to a leak or line break) the internal valve will automatically close. o Emergency Break-Away Device. This device stops the flow of LPG fuel in the event of a driver pull away from the dispenser. o Remote Shutoff. This device must be opened in order to dispense fuel and will be closed when the station is not in use. This safety device is also tied to the internal valve on the tank and will not allow product (propane) to flow through the piping until and unless this safety device is opened. Should there be a break in a gas line, a leak, or a fire; a thermal connection would also automatically melt thereby closing the remote shutoff and the internal valve preventing the flow of propane. Other Requirements The qualified LPG fuel contractor will be responsible for ongoing supply management, including: - Monitoring of LPG fuel levels and providing auto-replenish order and delivery. - Fuel management shall be capable of tracking the LPG fuel uses by vehicle and have a minimum of 4 user programmable fields such as vehicle number, driver id, mileage, and gallons dispensed. - Provide supply disruption plan and alternative fueling capability in the event of site outages or natural disaster. - Provide customer billing/invoicing and bulk tank inventory reconciliation reports. System must support vehicle level transaction summary. 6

7 - The ability to provide emergency service for the fueling equipment within 24 hours of notice. - The ability to provide temporary remote filling of fuel should dispensing equipment be down for more than 24 hours. Experience & Financial Strength The qualified LPG fuel contractor shall provide documentation of at least THREE (3) years of experience installing and maintaining LPG fueling equipment with a reliable LPG fuel supply. The qualified LPG fuel contractor shall provide a list of clients with at least 100 vehicles currently running on LPG and or diesel, using fuel provider-owned fueling equipment. The qualified LPG fuel contractor will provide the District with sufficient documentation to satisfy the District that the qualified LPG fuel contractor has the financial strength to satisfy the requirements of the District. Fuel provider must have local trained service personnel capable of performing maintenance on equipment and provide fuel supply in instances or mechanical failure. Propane Autogas Dispenser Specifications The following are the minimum specifications, from the Propane Education and Research Council (PERC), to ensure positive end-user experiences with the installation and operation of propane autogas dispensing equipment. The District will require that all installed equipment will meet or exceed these specifications. Meets all necessary federal, state, and local codes and regulations. Delivers fuel to end-users similar to those using gasoline. Will be the correct dispenser for the type of vehicle that will be filled. Provides propane autogas powered vehicle operators a safe, reliable refueling option. System performance requirements: Dispensing rate minimum of 8 gallons per minute (GPM). Pump package (motor, pump, bypass, piping, system sizing, and electrical) must be able to provide adequate differential pressure based on vehicle type, geographic location, and climate conditions. Location of dispensing station and proximity to the pump package impacts performance and shall be considered. Vehicle fueling area (ground where vehicle is parked) should be reasonably level to allow for complete fuel fills. Equipment requirements: Dispenser cabinet: o Shall be constructed of nonflammable, noncombustible materials; including but not limited to powder coat steel, stainless steel, aluminum, or equivalent materials. o Shall meet all federal, state, and local codes and regulations applicable at the installation location. o Shall be constructed with lockable access panels to prevent tampering. 7

8 o Shall provide separation of the base classified area from the non-classified area (above 48 ) by a permanent seal. Dispenser metering: o Shall have a digital display capable of providing gross or net volumes. o Where required, temperature compensation shall be provided and meet all federal, state, and local codes and regulations; dispenser meter shall be provided with secondary temperature thermometer well for testing and proving (checking the accuracy/calibrating) the meter. o The metering system selected must have a minimum capacity sufficient to meet the performance standard listed in the System performance requirements section. o If you are using an electronic dispensing system, it shall be equipped with a pulse transmitter providing a minimum of 100 pulses per gallon (PPG) for retail sales and/or custody transfer. o Mechanical temperature compensation without pulse output is acceptable. o Meter accuracy shall be in accordance with federal, state, and local codes and regulations, with a minimum accuracy of ±0.6% (.006) linearity and ±0.24% (.0024) repeatability when dispenser is used for retail sales and/or custody transfer. o The meter shall be inspected prior to operation to ensure compliance with state weights and measure standards applicable at the location of installation when dispenser is used for retail sales and/or custody transfer. Dispenser display: o Shall indicate gallons dispensed, with mechanical or electronic register. If equipment is mechanical, indicate gallons dispensed and totalizer display. If equipment is electronic, indicate gallons dispensed, net or gross gallons, dispenser may include display with an alpha numeric keypad for ease of entering data. Electrical requirements: o All electrical installations shall be performed by a licensed, bonded electrician with motor control experience to ensure compliance with all federal, state, and local codes and regulations at the location of installation. o Dispenser and all internal electrical components shall be wired in full compliance with the manufacturer s specifications. Electrical components contained within the dispenser cabinet, where required, shall be Class 1 Group D Division 1 or Division 2, and be provided with all required seal off devices. o Distance must be considered when selecting service wire sizing to meet necessary voltage and amperage requirements of the motor manufacturer. o STA will provide all required electricity at their cost to operate the fuel system. STA will have single and three phases of power available. STA will have 600 Amps to work with, and they will provide the power necessary to operate the fuel system. The distance from the terminal building to the tank pad location will be approximately 120 yards. 8

9 Piping, valves, and fittings: o All piping within the dispenser cabinet shall be A53 Grade B or better, schedule 80 or approved equivalent materials. o All threaded fittings shall be forged steel, brass or other materials approved for use with liquid propane. o All threaded fittings and valves shall be minimum 400 PSIG water, oil, or gas (WOG) rated. o Ball valves shall be full port for liquid service. o Internal valves, excess flow valves, and backflow check valves shall be installed in appropriate locations in accordance with federal, state, and local codes and regulations. Hose assembly: o UL and CGA propane delivery hose shall be continuously marked LP-GAS 350 PSI WP, 1750 burst pressure, maximum 18 length per NFPA 58 code. o Hose assembly shall have a UL 567 compliant hose breakaway device. o Fueling nozzle shall be gas pump style 1 ¾ ACME with quick-acting shutoff, low emission release, and failsafe discharge feature (example: GG 20 low emission Gasguard or equivalent). o Compatible with the dispensing device locking mechanism. Pump system and pump assembly: o Dispenser provider shall evaluate the filling requirements and provide the appropriate pump to meet these requirements. LPG fuel vendor shall provide, as a minimum, pump curves showing flow, differential pressure, and minimum 5 horsepower or horsepower required to meet system needs. o Most vehicles require a minimum differential pressure of 125 PSIG. o Pump inlet strainer (minimum 80 mesh) or any restrictions shall be minimum of 10 pipe-diameters from the pump inlet. Pump manufacturer s installation instructions shall be followed. o Pump inlet and outlet shall have isolation full port ball valves. In-line fuel filter: o Filter capable of filtering particles measuring 5 microns should be used. o Filter should be placed after the propane autogas pump, to filter the stored fuel prior to entering the vehicle. Tank assembly: o Tank selected must be suited for the application intended. A new tank or a thoroughly cleaned tank should be used to prevent foreign material from entering the vehicle system. Container provided shall be equipped with a bottom liquid connection sufficient to supply the pump at the pump manufacturer's recommended volume. 9

10 The container shall be equipped with a suitable vapor connection for the pump bypass. The container shall be equipped with a suitable connection for the vapor eliminator from the meter to operate properly. All other tank openings shall comply with federal, state, and local codes and regulations. Installation foundation: o Tank and dispensing unit shall either be mounted on a concrete or masonry foundation unless it is part of a complete storage and dispensing unit supported on a common base to prevent uneven settling and stress on piping. o STA will pay for the cost of installing a concrete pad and the required crash safety protection equipment surrounding the tank location. Thus, it is preferred to have only one (or two fuel tanks at a maximum) proposed by the Vendor. The District and STA will make the final determination on the number and size of the fuel tank(s) with the selected Vendor. Additional information: Any compatible fuel management system may be used. Fuel management systems may include, but are not limited to the vehicle fuel usage, vehicle number, driver ID, mileage, gallons delivered, or any other information suitable to the District s needs. If the dispenser is used for retail sales, it must be an approved device for its intended purpose. Optional equipment and upgrades may include, but are not limited to: o Dispenser display with an alpha numeric key pad for ease of entering data. o Painted surface of dispenser shall be protected from damage from the breakaway system with an aluminum 12 x 14 wear plate. Resources: o UL 495: Power-Operated Dispensing Devices for LP-Gas. o Handbook 44, National Conference on Weights and Measures. o IFC. o NFPA 58, 30A, 70 (NEC). o Applicable federal, state, and local codes and regulations. 10

11 (Return this page as Page 1 of your LPG Services Bid) Name of Vendor. Address. Contact Person. Telephone Number. Address FIRST, the undersigned have carefully examined the Request for Bids (RFB) for LPG Services, and in accordance with the attached specifications, submit this bid and agrees to furnish and perform the specified LPG materials and services for the Pine-Richland School District for the amounts indicated below. SECOND, the undersigned agrees to enter into a written contract to furnish such materials and services as required in the specifications. THIRD, the following bid prices are listed as firm for a period of thirty (30) days after the due date of this request for bids. Bid: The District is requesting a fixed price for the length of each school year. This pricing is with the Vendor OWNING the fuel tank and the fuel dispensing equipment: LPG Services & Cost per Gallon for $ LPG Services & Cost per Gallon for $ Please describe any penalty per gallon to be charged to the District by the Vendor for either purchasing less gallons of LPG or for purchasing more gallons of LPG that exceed the 175,000 gallons of LPG detailed in the RFP specification. Include thresholds for any penalties. 11

12 Please provide a price for onsite fill pricing (mobile fueling from the delivery truck) and/or emergency service(if needed). NOTE: The Pine-Richland School District will not be liable and will not pay for any applicable costs not included and detailed in the bid. Signature Date. Title or Office. 12

13 ANTI-DISCRIMINATION CLAUSE (Section 755, Pennsylvania School Code) 1. In accordance with the provisions of the Pennsylvania School Code, the Vendor agrees: a. That in the hiring of employees for the performance of work under this contract, or any subcontractor hereunder, no contractor, subcontractor, nor any person acting on behalf of such contractor or subcontractor, shall by reason of race, creed, color, discriminate against any citizen of the Commonwealth of Pennsylvania who is qualified and available to perform work to which the employment relates; b. That no Contractor, subcontractor, or any person acting on behalf, shall in any manner discriminate against or intimidate any employee hired for performance of work under this contract on account of race, creed, or color; c. That there may be deducted from the amount payable to the contractor under this contract, a penalty of five dollars ($5.00) for each person for each calendar day during which such person was discriminated against or intimidated, in violation of the provisions of the contract; and, d. That this contract may be canceled or terminated by the Pine-Richland School District, and all money due or to become due hereunder may be forfeited, for a second or any subsequent violation of the terms or conditions of this portion of the contract. INSTRUCTIONS FOR NON-COLLUSION AFFIDAVIT 1. This Non-Collusion Affidavit is material to any contract awarded pursuant to this RFB. According to the Pennsylvania Antibid-Rigging Act. 73 P.S et seq. governmental agencies may require Non-Collusion Affidavits to be submitted together with bids or RFP s. 2. This Non-Collusion Affidavit must be executed by the member, officer or employee of the Vendor who makes the final decision on prices and the amounts quoted in the RFB. 3. Bid/RFP rigging and other efforts to restraint competition, and the making of false sworn statements in connection with the submission of bids or RFP s are unlawful and may be subject to criminal prosecution. The person who signs the affidavit should examine it carefully before signing and assure himself or herself that each statement is true and accurate, making diligent inquiry, as necessary, of all other persons employed by or associated with the Vendor with responsibilities for the preparation, approval, or submissions of the bid. 13

14 4. In the case of a bid submitted by a joint venture, each party to the venture must be identified in the bid documents, and an affidavit must be submitted separately on behalf of each party. 5. The term "complementary RFP" as used in the Affidavit has the meaning commonly associated with that term in the bidding/rfp process, and includes the knowing submission of bids/rfp s higher than the bid/rfp of another Vendor, any intentionally high or noncompetitive /bidrfp, and any other form of bid/rfp submitted for the purpose of giving a false appearance of competition. 6. Failure to file an Affidavit in compliance with these instructions will result in disqualification of the bid/rfp. RFB No. LPG Services State of County of NON-COLLUSION AFFIDAVIT I state that I am of (Title) (Name of Vendor) and that I am authorized to make this affidavit on behalf of my company, and its owners, directors, and officers. I am the person responsible in my company for the price(s) and the amount of this Request for Bids (RFB). I state that: (1) The price(s) and amount of this bid have been arrived at independently and without consultation, communication, or agreement with any other Vendor. (2) Neither the price(s) nor the amount of this bid, and neither the approximate price(s) nor the approximate amount of this bid, have been disclosed to any other Vendor, and they will not be disclosed before the bid submission to the Pine-Richland School District. (3) No attempt has been made or will be made to induce any Vendor or person to refrain from submitting a bid to the Pine-Richland School District, or to submit a bid higher than this bid, or to submit any intentionally high or noncompetitive bid or other form of complementary bid. (4) The bid of my company is made in good faith and not pursuant to any agreement or discussion with or inducement from, any Vendor or person to submit a complementary or other noncompetitive bid. (5), its affiliates, subsidiaries, (Name of my Company) 14

15 officers, directors and employees are not currently under investigation by any governmental agency and have not in the last four years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to submitting a bid to any public entity, except as follows: I state that understands and acknowledges (Name of my Company) that the above representations are material and important, and will be relied on by the Pine-Richland School District when recommending for award the agreement for which this bid is submitted. I understand and my company understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the Pine-Richland School District of the true facts relating to the submission of bids for this agreement. Signature of Authorized Person (Print Name of Authorized Person and Company Position) Sworn to and subscribed before me this day of, 20 (Notary Public) (My Commission Expires) 15