COUNTY OF BERKS Purchasing Department Berks County Services Center, 633 Court Street, Reading, PA 19601 Tel: 610-478-6168 Fax: 610-478-6206 Kelly A. Laubach, Purchasing Manager NOTICE TO BIDDERS Amendment #1 Issued on March 25, 2013 Re: Invitation to Bid #13-09-TM Gasoline via Fuel Cards This Amendment should consist of a total of 6 pages. If you have not received this Amendment in its entirety, please contact the County of Berks Purchasing Department at (610) 478-6168. The County hereby amends the above noted Invitation to Bid (ITB) as indicated herein. All other details of the ITB remain unchanged. Where conflict exists between these responses and information in the original ITB package, the responses shall prevail. Section Four, Technical Specifications, paragraph 1 Summary Clarification 1: In regard to Section 4, Technical Specifications, paragraph 1, is hereby amended as indicated below. Text that is underlined denotes language that has been added. Text that is stricken denotes original text that has been deleted. 1. Summary This section of the ITB describes the County s requirements for the furnishing of commercial fuel/unleaded gasoline and diesel fuel, via fuel cards at commercial fueling stations for the use of North Campus, Downtown Campus, CareerLink, Fire Training Center/Hazmat, and Department of Emergency Services (Direct Link), MacArthur Road and Parks & Recreations Department vehicles and personnel. Section Four, Technical Specifications, paragraph 2 Functional Requirements Clarification 2: In regard to Section 4, Technical Specifications, paragraph 2, is hereby amended as indicated below. Text that is underlined denotes language that has been added. Text that is stricken denotes original text that has been deleted. 2. Functional Requirements 2.1 Each County vehicle is assigned a fuel card which is provided as needed to those employees utilizing a vehicle. Said fuel card shall be required to access fuel at the pump. All fueling systems shall require the County employee utilizing the card to enter into the system a pre-assigned card number and the vehicle s current odometer reading before he/she begins fueling. Select assigned fuel cards used for gas cans, diesel cans, portable emergency generators, etc. shall not require odometer readings to activate the fueling system.
2.2 The successful Bidder shall supply as needed fuel cards to the County. At present the County utilizes 200 cards. Bidder shall have the ability to suspend a fuel card immediately following notice from the County. Replacement cards and/or additional cards must be available to the County within 24 hours of request at no additional cost. Bidder shall be required to limit product access by card as specified by the County, i.e.: Diesel fuel only, 87 Octane only, etc. Each fuel card shall contain a 1-800-telephone number on the back of the card. The service for this phone number must have an option that lists fueling site locations through the Commonwealth of Pennsylvania. 2.3 The successful Bidder shall provide experienced customer care professionals and a secure, easy-to-use online account management program capable of providing access to the following account details, at a minimum: 2.3.1 Current and Past Invoices 2.3.2 Activity Reports 2.3.3 Transaction Details, including reported mileage 2.3.4 Fuel Consumption per fuel card per month 2.3.5 ID/card number lists 2.3.6 Fuel Card Maintenance including ordering additional cards or reporting lost, damaged or stolen cards Section Four, Technical Specifications, paragraph 3 Site Specifications Clarification 3: In regard to Section 4, Technical Specifications, paragraph 3, is hereby amended as indicated below. Text that is underlined denotes language that has been added. Text that is stricken denotes original text that has been deleted. North Campus: Berks County Prison, Berks Heim, Community Re-entry Center, Berks County Residential Center, Services Annex, Agricultural Center, Recycling Center located on County Welfare Road, Leesport, PA 19533. Downtown Campus: Berks County Courthouse, Berks County Services Center, Office of Veterans Affairs located at 633 Court Street, Reading, PA 19601. CareerLink located at 501 Crescent Avenue, Reading, PA 19605. Fire Training Center/Hazmat located at 895 Morgantown Road, Reading, PA 19607. Parks & Recreation Department located at 2083 Tulpehocken Road, Wyomissing, PA 19610. Direct Link located at 2561 Bernville Rd, Reading, PA 19605 MacArthur Road: Berks County Coroner s Office, Records Archives Center located at 1047 MacArthur Road, Reading, PA 19605 Attachment A- Bid Form Clarification 4: In regard to Attachment A Bid Form is hereby amended as indicated below. Text that is stricken denotes original text that has been deleted. Text that is underlined denotes language that has been added. Vendors shall submit bid on amended bid form. Should you have any questions regarding this Amendment, please contact Thomas A. McFarland, Buyer, via phone at (610) 478-6168 x 6272 or via email at tamcfarland@countyofberks.com.
ITB #13-09-TM - Gasoline via Fuel Cards Important note to Bidders: It is essential that submitted Bid complies with all of the requirements contained in Section One, Part Three of the ITB. This Bid is submitted to: County of Berks c/o Berks County Controller Berks County Services Center 633 Court Street, 12 th Floor Reading, PA 19601 This Bid is submitted on, 20. This Bid is valid for sixty (60) days from the date of the public opening of the bids. This Bid is submitted by: Company Name: Company Address: Main Telephone: Main Fax: Communications and questions concerning this bid are to be directed to: Contact Name / Title: Contact Telephone: Contact Email: Fax: In the event our company is awarded a contract as a result of the ITB and this bid, the following individual will serve as project liaison/manager: Name / Title: Office Address: Telephone: Email: Fax: Receipt of Amendments (if applicable) In submitting this Bid, Bidder represents that they have received and examined the following ITB Amendments: Amendment # Amendment # Amendment # Amendment # 1
Checklist - Attachments to Bid Form The following documents are attached to and made a part of this Bid (check all that apply): Piggyback Form ITB Attachment B Non-collusion Affidavit ITB Attachment C Reference Form ITB Attachment D Bid Security ITB Attachment E or other allowable tender Consent of Surety (ITB Attachment F) or Statement of Intent Sample Certificate of Insurance Quoted Pricing Unless items or services are specifically excluded in the Bid, the County shall deem the Bid to be complete and shall not be charged any costs above and beyond the Bid amount (i.e. delivery charges, fueling surcharges). The successful Bidder shall bill at actual delivered quantities. Prices as quoted herein shall remain valid for a minimum of one (1) year from the commencement date of the contract resulting from the award of this ITB. (For adjustable price bids this statements refers to the fixed rate of overhead and profit. For fixed price bids this statement refers to the fixed price per gallon.) Quoted prices are to be carried to four (4) decimal places. Bidders shall submit adjustable and/or fixed pricing for the goods and services herein. Adjustable Price Bid: The amount noted in column D should represent the Bidder s fixed rate of overhead/profit, which will be added to the Oil Price Information Service (OPIS), Daily 10:00 AM 1 st Updated File Report for Sinking Spring, PA OPIS Gross CBOB Ethanol (10%) Prices for Unleaded (87 Octane) and Rack Average and the OPIS Gross Wholesale B2 SME Biodiesel Prices for No. 2 (Diesel) Ultra Low Sulfur Bio-Diesel Rack Average. For any day that OPIS does not publish a price, the prior day s published price shall apply, i.e. the price of a product accessed on a Sunday shall be based upon the appropriate OPIS price published on the preceding Saturday. (A) Item # (B) Item Offered (C) OPIS As Referenced Above (D) Fixed Rate of Overhead/Profit per Gallon (E) Total Est. Unit Price per Gallon (C + D) (F) Estimated Annual Quantity (gallons) (G) Extended Price (E x F) 1. 87 Octane Gasoline 2. Ultra Low Sulfur Bio- Diesel Fuel $2.9905 $ 90,600 $ $3.1049 $ 10,500 **Total Bid Price Adjustable Pricing (Sum: of items 1G-2G ) $ *This is the OPIS PADD 1 report, Sinking Spring price for March 14, 2013 2
Fixed Price Bid (A) (B) Item Item # Offered (C) Fixed Price per Gallon (D) Estimated Annual Quantity (gallons) (E) Extended Price (C x D) 1. 87 Octane Gasoline 2. Ultra Low Sulfur Bio- Diesel Fuel $ 90,600 $ $ 10,500 $ ** Total Bid Fixed Pricing Sum of items 1E-2E $ ** Bidder shall use the Total Bid for Adjustable Pricing or the Total Bid for Fixed Pricing, whichever is greater, for the purpose of calculating the bid bond amount. The amount of the performance bond shall be based upon the projected total for the award option. Locations of Fueling Stations County Facility Location of Closest Fueling Sit Distance/Miles Away North Campus* County Welfare Road Leesport, PA 19522 Downtown Campus 633 Court Street Reading, PA, 19601 CareerLink 501 Crescent Avenue Reading, PA 19601 Fire Training Center/Hazmat 895 Morgantown Road Reading PA 19607 Parks& Recreation Dept. 2083 Tulpehocken Road Wyomissing, PA 19610 Direct Link 2561 Bernville Road Reading, PA 19605 MacArthur Road 1047 MacArthur Road Reading, PA 19605 *Refer to Section 4, Paragraph 3.1 for a detailed list of sites. 3
Authorized Signature of Bidder The bid form must be signed by an individual with actual authority to bind the company. Company Type (check one): Sole Proprietorship Partnership Corporation Bidder attests that: (1) they have thoroughly reviewed the County s Invitation to Bid #13-09-TM and that this Bid is submitted in accordance with the ITB requirements; and COMPANY NAME FEDERAL ID# STREET ADDRESS PO BOX CITY STATE ZIP TELEPHONE # FAX # SIGNATURE (**see note below) SIGNATORY S NAME (printed) SIGNATORY S TITLE (printed) WITNESS S SIGNATURE (**see note below) WITNESS S NAME (printed) WITNESS S TITLE (printed) **For Corporations: The bid must be signed by the President or Vice President and the signature must be attested by the Corporate Secretary or Treasurer. If any employee other than the President or Vice President signs on behalf of the corporation, or if the President s or Vice President s signature is not attested to by the Corporate Secretary or Treasurer, a copy of the corporate resolution authorizing said signature(s) must be attached to this bid. Failure to attach a copy of the appropriate authorization, if required, may result in rejection of the bid. 4