REQUEST FOR PROPOSAL

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1 REQUEST FOR PROPOSAL for FUEL & FUEL MANAGEMENT SYSTEM for CADDO PARISH SCHOOL BOARD 1961 Midway Street Shreveport, Louisiana RFP-15F-19 Sealed Proposals Will Be Accepted Until THURSDAY, MARCH 21, :30 am cst Caddo Parish School Board Director Lisa Stringer-Lloyd, MSL, CPPB P O Box Shreveport, Louisiana

2 TIMELINE Schedule of Activities: The following tentative timeline has been established for the benefit of both CPSB and the vendors responding to the RFP. Dates and times may change as necessary. ACTIVITY Date Time 1. Release of Request For Proposal to Vendors February 26, 2019 N/A First Public Notice Published (Shreveport Times, ) 2. Second Public Notice Published March 5, 2019 N/A 3. Final date to submit questions. March 12, :30 pm All questions must be submitted in writing via to: Lisa Lloyd: lslloyd@caddoschools.org RFP-15F-19 must be in the subject line for full consideration. Any questions submitted after the date and time shown may not be considered or answered. 4. Proposal Opening date March 21, :30 am 5. Evaluation March 21- April 4, Anticipated Board Approval Date April 16, :30 pm 2

3 CADDO PARISH SCHOOL BOARD Shreveport, Louisiana REQUEST FOR PROPOSAL for FUEL & FUEL MANAGEMENT SYSTEM 1.0 PURPOSE The purpose of this Request for Proposal is to provide for the purchase of off-site and on-premise (consignment) MOTOR FUELS for use in the several vehicles owned and operated by THE CADDO PARISH SCHOOL BOARD (CPSB) and to acquire an AUTOMATED FUEL MANAGEMENT SYSTEM that will aid CPSB in the operation of its vehicle fleet. It is the essence of this proposal invitation that the successful proposer to whom a contract is awarded shall be in the business of regularly providing a fuel management program together with sufficient, strategically located off-site fueling sites in Caddo Parish to handle CPSB s vehicle fleet fueling needs. 2.0 BACKGROUND INFORMATION 2.1 The Caddo Parish School Board is seeking fuel and fuel management services for OFF- SITE MOTOR FUELS AND ON-CONSIGNMENT MOTOR FUELS (ON CPSB PREMISES). The CPSB routinely runs over 350 bus routes covering about 87,000 miles per day as well as various staff vehicles. Such fuel needs shall be both unleaded regular grade gasoline and ultra-low sulfur diesel fuel for on and off-road uses and shall include but is not limited to the following: A. CPSB owned school buses operated on regular routes throughout the Parish. B. CPSB owned school buses operated on special purpose trips, both within and outside of the Parish. C. CPSB owned maintenance vehicles, including trucks and tractors, many of which are regularly operated days, nights and weekends throughout the Parish. D. Automobiles regularly used by staff members for CPSB business purposes within and outside the Parish. 2.2 For off-site fuel, the successful proposer shall provide CPSB with a method by which purchases of motor fuel and certain automotive products and services may be made at off-site commercial locations. Said method may be by means of Personal Identification Number (PIN) protected access cards, a key system, or other protected means of access to the fueling services and set hard limits which deny approval when certain limits are met, in addition to reporting limits. The method used shall identify both the authorized vehicle and the authorized employee. 3

4 2.3 For on-consignment fuel, the successful proposer shall supply, but is not limited to, the following equipment/supplies: A. Motor fuels as listed (physical inventory) B. DEQ inventory management reporting via Autosend or equivalent automated reporting method. C. Automated fueling system maintenance and service (includes all repairs, parts, labor and travel necessary for Autogas or equivalent automated reader system) D. Assume the cost of inventory shortage E. System shall identify both the vehicle and driver. 3.0 INVOICING: The successful proposer shall invoice CPSB on a weekly basis for only the motor fuels dispensed into authorized vehicles. 4.0 EXISTING FUEL SUPPLY: The successful proposer shall credit the account of CPSB for existing fuel supply at the time of installation of the control terminals on CPSB pumps. 5.0 MANAGEMENT REPORTS: At its sole expense, the vendor shall provide weekly reports and monthly summary reports to CPSB to substantiate the fuel invoices. All reports shall be provided through web-based access. The vendor shall identify those transactions that could be potential problems in the form of exception reporting. If requested, the vendor shall provide programming assistance for integration with CPSB s internal fleet maintenance program 5.1 Weekly reporting shall include but is not limited to the following information: A. Name of Account (Dept./Sub Dept.) B. Vehicle number and description C. Date and time of fueling D. Name of driver fueling E. Location of fueling F. Vehicle mileage G. Gallons dispensed into vehicle H. Type of fuel I. Price and extended total of fueling J. Miles per gallon of vehicle. 5.2 Monthly summary shall include but is not limited to the following: A. Monthly recap of weekly report information B. Beginning and ending mileage C. Provision for maintenance service description and amounts. D. Cost per mile for fuels used. 4

5 5.3 Exception reporting shall include but is not limited to the following: A. Identify incorrect odometer readings, which can distinguish improper and unauthorized purchases. B. Identify unauthorized fuel types purchased. C. Identify suspicious MPG fluctuations. D. Identify purchases that exceed the tank capacity on the vehicle.. The proposer shall include with their bid typical sample reports of each type listed. Also include a typical sample of the Oil Price Information Service (OPIS) report. Samples shall clearly identify and illustrate the information contained therein. Readability, specific application, and overall ease of use are primary requirements to be considered in evaluation of the proposals. 6.0 GENERAL INFORMATION 6.1 DEVIATION. Any deviation from this specification must be noted in detail, and submitted in writing within the body of the proposal submission or on a separate document with this bid. The absence of any specification deviation will hold the proposer strictly accountable to the specifications as written. Failure to submit this document of specification deviation, if applicable, shall be grounds for termination of the contract. 6.2 REFERENCES The proposer shall include with their bid not less than five customers who are presently being served by the proposer with off-site fueling and with onconsignment fueling and who have been customers for a period of at least one year. It is preferred that the references be public school systems in Louisiana of approximately the volume of fuel projected for this contract. 6.3 TRAINING. The successful proposer shall provide and conduct training for all CPSB employees in the use of the purchase system. All aspects of the operation and vehicle data recording in conjunction with the purchase of motor fuels shall be explained to each user in sufficient detail that the user shall feel comfortable with the purchase process. When needed, training of new employees and re-training of existing employees shall be provided by the successful proposer. 6.4 ALTERNATIVE FUEL FUNDS: The successful proposer must provide cooperation in securing available Federal incentive and grant money for any alternative fuels that are used or could be used under this bid. 5

6 7.0 CONTRACT TERMS 7.1 TERM OF AGREEMENT. The contract period shall exist for a term of three (3) years commencing JULY 1, 2019 and continuing through JUNE 30, 2022 unless otherwise terminated or extended. 7.2 RENEWAL OF AGREEMENT. At the option of either party, the contract may be renewed under the same terms and conditions for two (2) additional three-year (3-year) periods. Renewal shall occur with written notification by CPSB to the vendor at least thirty (30) days prior to the expiration of the term. The vendor shall acknowledge acceptance of renewal in writing within fifteen (15) calendar days of renewal notice. Renewal requires mutual agreement in writing by both parties. 7.3 TERMINATION OF AGREEMENT. CPSB may cancel this agreement with thirty (30) days written notice because of vendor s lack of performance and/or failure to satisfactorily comply with the terms and conditions hereof. A. The evaluation of the quality of the services provided and the quality of motor fuels products purchased will be continuous. Particular emphasis will be given to the effectiveness of the automated fuel management program, the number of off-site fueling locations and their availability and accessibility to the district s fleet vehicles and to the consistency of quality of the gasoline and diesel fuel products. B. In the event CPSB comes to believe the quality of either services or products are less than required by these specifications, CPSB will notify the vendor to make appropriate changes that will comply with the terms and conditions of the contract. After notification, should the vendor continue to not meet the minimum contract specifications and requirements, CPSB will notify the bidder in writing of its intent to cancel the agreement and discontinue its purchases. Such notification shall cause unacceptable services and/or products to be excluded from any future bid invitation. 8.0 COOPERATIVE AGREEMENT PROVISIONS. It is anticipated that several local and state agencies will choose to piggyback on this contract upon approval. The successful proposer must allow other agencies and school systems within the state of Louisiana the opportunity to use this contract to procure their fuel and automated fuel management system at the same price as CPSB. Furthermore, CSPB requests each proposer to include any available incentive or rebate program that may be beneficial to the school district based on established and recurring cooperative agreement arrangements. Said programs will be included as a part of the rubric and will be given weighted consideration by the proposal evaluation committee. 6

7 9.0 EVALUATION AND AWARD For evaluation purposes, the previous year s usage for CPSB listed below will be applied to the OPIS average rack prices listed on a determined date. The fuel management service fees and freight percentage will then be applied to these totals to come up with a total net bid for each bidder. The price quoted shall include all costs and fees involved for off-site fueling at any available fueling location and on-consignment fueling at designated locations in the district. Each bidder is to be responsible for the accuracy of the bid, and CPSB will assume that the TOTAL NET BID is a correct and legitimate quotation. The base price per gallon for the two types of motor fuel to be purchased hereby shall be the actual refinery wholesale rack price (cost) of each fuel type as contained in the Oil Price Information Service (OPIS) report on Thursday of each week as issued by the Oil Price Information Service, 4550 Montgomery Avenue, Suite 700 N, Bethesda, Maryland (herein Newsletter Prices ). For the CPSB on-site locations bidders shall bill CPSB based on the UNBRANDED RACK AVERAGE price for Arcadia, Louisiana. For both branded and unbranded offsite locations, bidders shall bill CPSB based on the RACK AVERAGE (Average of Branded and Unbranded) price determined by where the retail station receives its fuel. The price per gallon shall be adjusted weekly in accordance with the reported OPIS rack price for each brand of fuel. After research of available indexing entities, CPSB has concluded that the OPIS rack prices (Newsletter Prices) are the most independent, most commonly used and most easily verified index prices available. Failure to base bid on OPIS rack price is grounds for rejection of bid. For off-site branded and unbranded stations, I/We will supply unleaded gasoline and diesel fuel per specifications at the reported Oil Price Information Service (OPIS) average refinery wholesale rack price (cost), determined by where the retail station receives its fuel, plus freight, applicable taxes, and the stated management fee. Usage Information (July 1, 2017 June 30, 2018) in gallons Agency Unleaded %* Diesel %* CPSB City of Shreveport Caddo Parish Commission Bossier Parish School Board Caddo Sheriff's Department > Desoto Parish School Board > St. Martin Parish School Board Total 12 month usage *Percentages have been rounded 7

8 10. PRODUCT SPECIFICATIONS 10.1 SPECIFICATIONS FOR UNLEADED GASOLINE BLENDED WITH 10% ETHANOL CBOB with 10% Ethanol to current standards generally available for re-sell as per ASTM D SPECIFICATIONS FOR ULTRA LOW SULFUR DIESEL FUEL (OFFSITE) Ultra Low Sulfur Diesel to current standards generally available for re-sell as per ASTM D SPECIFICATIONS FOR DIESEL FUEL (ON-SITE) Ultra Low Sulfur Diesel to current standards generally available for re-sell as per ASTM D975 with Red Flame Diesel additive or equivalent. If offering additive other than Red Flame, please include sufficient literature for evaluation. 8

9 STATEMENT OF PROPOSAL EXPECTATION It is understood and should be assumed that any party submitting a proposal in response to this solicitation should and will have a better understanding of the complexity and intricacies associated with the provision and management of fuel on a large scale. It is also understood and should be assumed that any specification contrary to common or best practice will be duly noted and any submission should reflect those common or best practices. Evaluation and Selection NO PROPOSAL WILL BE CONSIDERED IF DEEMED NON-RESPONSIVE. It is the respondent s responsibility to comply with the all instructions and to submit all requested information in the manner and order in which it has been requested. Responses will be scored on behalf of the Board by the Director of Transportation and the Director of Purchasing. CPSB reserves the right to include other employees in the evaluation process, as well as, any non-cpsb employees that have the expertise and a vested interest in the award of this contract. The attached scoring sheet will be used. CPSB reserves the right to amend the rubric as needed to fully capture the impact of each proposal on the CPSB purchase of fuel and a fuel management system. Staff will consider the evaluation scores, interview results and other factors considered important to make a recommendation to the Board. The School Board reserves the right to require additional information before the final acceptance of a proposal. Debarment Clause: by submitting this proposal, I/We do hereby agree to the following and attest it to be true: 1. The prospective lower tier participant certifies, by filling the attached purchase order, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any Federal or State Department or agency. 2. Where the Prospective participant is unable to certify any of the statements in this document, such prospective participant shall provide and explanation to the Caddo Parish School Board Purchasing Department within 5 business days. Printed Name & Title Signature Date 9

10 PROPOSAL RESPONSE SUBMISSION SUBMISSION REQUIREMENTS To achieve a uniform review process and allow for adequate comparability, responses to this request must be bound or contained in a three ring binder, organized in the manner specified below and tabbed as indicated: Tab A Tab B Tab C Tab D Tab E Signature page References Dedicated personnel and contact information. Debarment Clause Company overview demonstrating its ability to perform and provide needed goods and services. Provide information on similar work performed. Please include a reference contact name, phone number, and address for each organization presented. Please provide a list of current contracts to include size, scope, and percent completion. Tab F Tab G Tab H Tab I Pricing Incentive and/or Rebate Offerings Service Plan- including available locations, security systems, reporting systems etc. Sample reports. Additional information and materials submitted in support of qualifications, product, customer service, the viability of service plan, etc. Each proposer must include at least 1 hardcopy and 1 electronic copy of their proposal. The electronic copy may be on flash drive or CD. 10

11 PRICING BID FORM In accordance with the specifications and Request for Proposal for FUEL & FUEL MANAGEMENT SYSTEM and after having examined the specifications and conditions of the RFP solicitation, I/we hereby propose to provide, furnish and install OFF-SITE AND ON-CONSIGNMENT FUELING SERVICES within the time constraints specified for the amount shown herein: $ per gallon management fee for offsite diesel fueling services $ state fuel taxes that cannot be legally exempted per state or federal law. $ freight amount bid per gallon (freight to be charged as a flat fee per gallon billed) For off-site branded and unbranded stations, I/we will supply Ultra Low Sulfur diesel fuel per specifications at the reported Oil Price Information Service (OPIS) average refinery wholesale rack price (cost), using the appropriate Rack City determined by where the retail station receives its fuel, plus freight, applicable taxes, and the stated management fee. $ Per gallon management fee for offsite unleaded gasoline fueling services $ state fuel taxes that cannot be legally exempted per state or federal law. $ freight amount bid per gallon (freight to be charged as a flat fee per gallon billed) For off-site branded and unbranded stations, I/We will supply unleaded (CBOB with 10% Ethanol) gasoline per specifications at the reported Oil Price Information Service (OPIS) average refinery wholesale rack price (cost), using the appropriate Rack City determined by where the retail station receives its fuel, plus freight, applicable taxes, and the stated management fee. $ per gallon management fee for onsite unleaded gasoline fueling services $ state fuel taxes that cannot be legally exempted per state or federal law. $ freight amount bid per gallon (freight to be charged as a flat fee per gallon billed) For on-site, on-consignment services, I/We will supply unleaded gasoline per specifications at the reported Oil Price Information Service OPIS Arcadia, LA refinery wholesale rack price (cost) plus local freight, applicable taxes, and the stated management fee. $ per gallon management fee for onsite diesel fueling services $ state fuel taxes that cannot be legally exempted per state or federal law. $ freight amount bid per gallon (freight to be charged as a flat fee per gallon billed) shall include the cost of performing splash blending and dual point pick-up of ulsd and b99 and shall also include the cost of providing red flame dsl treat 2000 ulsd fuel additive or approved equal at the ratio specified. 11

12 Category PROPOSAL EVALUTION RUBRIC Responsiveness (Pass/Fail): all appropriate documents, signature and administrative components are in compliance. References: like-sized agencies, length of business relationship, positive references Possible Points P/F 5 Awarded Points Personnel: support dedicated or varying support personnel, customer service 5 Debarment Clause (Pass/Fail) Company Overview: sufficient description of company structure as it relates to its ability to perform the work referenced Pricing: branded and unbranded rack pricing, administrative and management fees Incentive and/or Rebate Offerings Service Plan: Additional Information: any documentation of benefits specific to proposers offering P/F Total Points

13 RFP 15F-19 PROPOSAL TITLE: FUEL AND FUEL MANAGEMENT SYSTEM 13

14 FROM: Proposal NUMBER: RFP- 15F-19 Proposal TITLE: FUEL AND FUEL MANAGEMENT SYSTEM Caddo Parish School Board OPENING DATE: THURSDAY, MARCH 21, 2019 SEND TO: CADDO PARISH SCHOOL BOARD Purchasing Department 1961 Midway Street P.O. Box Shreveport, LA Attn Proposers: Use this print format on the outside of your envelope when responding to any formal bids, RFPs or RFQs. Failure to include proposal number on OUTSIDE of envelope may be cause for rejection. Electronic submissions are acceptable on the official electronic bid site: No other electronic bid responses will be deemed valid.

ADDENDUM NO. 1. April 6, Project: Gas and Diesel Bid for School System Stations

ADDENDUM NO. 1. April 6, Project: Gas and Diesel Bid for School System Stations Livingston Parish Public Schools Excellence in Education! 13909 Florida Boulevard P.O. Box 1130 Livingston, Louisiana 70754-1130 Phone: (225) 686-7044 Fax: (225) 686-3052 Website: www.lpsb.org John Watson