Dinwiddie County Administration Office 14016 Boydton Plank Road Phone: (804) 469-4500 Fax: (804) 469-4503 E-Mail: hcasey@dinwiddieva.us ADDENDUM #1 Date: August 21, 2017 Invitation For Bids # 17-081017 Gasoline, Diesel Fuel and Fuel Oil Deadline: Wednesday, August 30, 2017 @ 2 p.m. TO ALL POTENTIAL BIDDERS: The following information is being provided for purposes of clarification or in response to questions received from potential bidders. In the event that any of these specifications conflict with previous specifications, the specifications in this addendum shall control. Prepare your bids accordingly: Additional Information: 1. Estimated Total Usage: Diesel #2 Fuel Oil Gasoline Jan-Dec 2016 214,000 107,500 75,000 Jan-July 2017 120,000 78,150 36,000 2. The County s existing contracts expire October 31, 2017. They include: Product Vendor Differential Bulk Diesel Barksdale Oils, Inc..047 Bulk Gasoline Barksdale Oils, Inc..045 #2 Fuel Oil Woodfin Oils.10 3. Attached is the bid tabulation from the previous bid in 2012. Changes/Additions 4. ADD the following bullet to Section 3.1: Contractor shall provide the County quarterly reports of fuel deliveries to include fuel type, gallons delivered, delivery date and location. The report shall include both Schools and County. IFB 17-081017 Addendum #1 Page 1 of 8
5. REMOVE the following bulletin from Section 3.1. Unleaded gasoline shall be 87 Octane. Diesel shall be Ultra Low Sulfur Diesel (ULSD) and #2 fuel oil shall be Dyed Ultra Low Sulfur Diesel (DULSD). 6. ADD the following bullet to Section 3.1 Contractor(s) will provide the following fuel types: o Unleaded Gasoline 87 Octane o #2 Ultra Low Sulfur Diesel, ULSD, On-Road, 15 ppm o #2 Dyed Ultra Low Sulfur Diesel, DULSD, Off-Road, 15 ppm o #2 Low Sulfur Diesel, LSD, 500 ppm 7. REMOVE the following bulletin from Section 3.3. All tanks are owned by the County. All Contractor provided tanks must be in place within 30 days of contract execution. If needed, the Contractor shall worth with the previous supplier to provide a smooth transition with no interruption in service. 8. REPLACE Section 5.5 with the following: 5.5 Bid Prices Bids shall be in the form of a differential price for each type and hourly rates for maintenance and repairs. Bidder shall incorporate all overhead into their prices. This includes, but is not limited to, the following: all materials, equipment, labor, delivery, profit, administrative costs, insurance, permits, licensure, vehicle mileage, union pension funds, workmen s compensation, unemployment insurance, social security, etc. The following additional fees will be allowed as required by law: Federal LUST (Leaking Underground Storage Tank) tax = 0.001 per gallon Federal Oil Spillage Fee = 0.00214 per gallon Virginia Tank Storage Fee = 0.006 per gallon Fees charged must be the current rate. NO ADDITIONAL COST WILL BE ALLOWED. The contract price for gasoline and diesel shall be based on the Oil Price Information Service (OPIS) Closing Average Wholesale Rack Report daily gross price for Richmond, Virginia for the day the fuel is delivered. If it should occur that the OPIS publication is not published for any given day, then the previous day s publication shall be used to determine the daily price. The OPIS daily average base price per gallon along with the bid differential (+/-) will be used to determine the delivered price per gallon. Each Bidder shall indicate on the bid form the OPIS daily average for August 24, 2017. All three (3) columns must be completed by the Bidder: 1) Average Posted OPIS Price, 2) Differential, and 3) Net Delivered Price Per Gallon. Failure to complete all columns on the Bid Form will result in the bid being considered non-responsive. IFB 17-081017 Addendum #1 Page 2 of 8
The Contractor shall supply the County with weekly reports of the OPIS daily average prices. The report shall be emailed to accounting@dinwiddieva.us each Monday during the term of the contract. 9. REPLACE Attachment A with the attached revised document. 10. REPLACE Section 10, Bid Form, with the attached. Questions from Bidders 11. What is the anticipated award date? Answer: Tentatively the County will issue a Notice of Intent to Award by September 1, a Notice of Award by September 19 with a contract start date of November 1, 2017. 12. Are there any split drop loads or product? Are there any split drop loads between delivery sites? Answer: Yes, upon award a delivery schedule shall be submitted and approved by the County prior to the contract start date. 13. Please verify that your actual pay terms are 60 days monthly billing and then Net 30 to pay. Answer: Per Section 6.1, we accept invoices at minimum once a month. Invoices may also be submitted as fuel is delivered, weekly, or bi-weekly. Per Section 6.3, payment will be paid within thirty (30) days of date of invoice. 14. Which of your locations would receive tankwagon deliveries and which locations would receive short truck deliveries? Answer: All but a few locations can accept tankwagon deliveries. Delivery type is up to the Contractor. Note: A signed acknowledgement of this addendum must be received by this office prior to the due date and time, or must be attached to your bid. Signature on this addendum does not constitute signature on the original bid document. The original bid document must also be signed per bid instructions. Company Name: Signature: Type/Print Name: Title: Date: IFB 17-081017 Addendum #1 Page 3 of 8
IFB #12-100712 Gasoline, Diesel Fuel and Fuel Oil Bid Opening: October 25, 2012 @ 4 p.m. Name In Attendance Diesel Diff Reg Unleaded Diff Reg Unleaded at Pump Diff #2 Fuel Diff Barksdale Oils, Inc. No +.047 +.045 No Bid +.055 James River Solutions No +.08 +.08 +.12 +.08 Parker Oil Co No +.153 +.15 +.12 +.175 Great Lakes Petroleum No +.10 +.10 No Bid +.10 PAPCO, Inc. No +.1806 +.1767 -.01 +.0306 PM Terminals, Inc. d/b Fuel Oils No +.0499 +.0479 No Bid +0 Southside Fuel No +.095 +.095 No Bid +.095 IFB 17-081017 Addendum #1 Page 4 of 8
DINWIDDIE COUNTY SCHOOLS ATTACHMENT A TANK LOCATIONS - REVISED Name Address Fuel Type Qty Tank Size Bus Garage 11020 Courthouse Road On-Road Diesel 2 6,000 Unleaded Gasoline 1 6,000 Bus Garage Generator 11020 Courthouse Road Off-Road Diesel 1 250 Dinwiddie, VA 23831 Dinwiddie Middle 11608 Courthouse Road On-Road Diesel 1 2,000 LSD 1 10,000 Dinwiddie High - Generators 11501 Boisseau Road Off-Road Diesel 2 500 Midway Elementary 5511 Midway Road On-Road Diesel 1 2,000 Church Road, VA 23833 LSD 1 10,000 Southside Elementary 10305 Boydton Plank Rd On-Road Diesel 1 2,000 Sunnyside Elementary 10203 Melvin B. Ashbrook Ave On-Road Diesel 1 2,000 McKenney, VA 23872 Dinwiddie Elementary 13811 Boydton Plank Road LSD 1 6,000 Historic Southside High School Education Center 12318 Boydton Plank Road LSD 1 10,000 DINWIDDIE COUNTY GOVERNMENT Name Address Fuel Type Qty Tank Size Waste Management 10817 Wheelers Pond Rd On-Road Diesel 1 2,000 Pamplin Building Generator 14016 Boydton Plank Road Off-Road Diesel 1 520 Courthouse Generator 14008 Boydton Plank Road Off-Road Diesel 1 250 Sheriff s Office Generator 14230 Sycamore Drive Off-Road Diesel 1 250 Dinwiddie Volunteer Fire 13516 Boydton Plank Road On-Road Diesel 1 1,000 Dept Ford Volunteer Fire Dept 13402 Cox Road On-Road Diesel 2 500 Church Road, VA 23833 McKenney Volunteer Fire 10507 Doyle Blvd On-Road Diesel 1 500 Dept McKenney, VA 23872 Namozine Volunteer Fire 3913 Pelham Ave On-Road Diesel 1 1,000 Dept North Dinwiddie, VA 23803 Old Hickory Volunteer Fire 25813 Courthouse Road On-Road Diesel 1 500 Dept Stony Creek, VA 23882 Ragsdale Community Center 20916 Old School Road Off-Road Diesel 1 420 McKenney, VA 23872 McKenney Gym 10207 Melvin B. Ashbrook Ave McKenney, VA 23872 Off-Road Diesel 1 550 IFB 17-081017 Addendum #1 Page 5 of 8
REVISED BID FORM 10. SIGNATURE SHEET, BID AND REFERENCES 10.5. SIGNATURE I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a bid for the same material, equipment or services, and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of Virginia Governmental Fraud Act and Federal Law and can result in fines, prison sentences and civil damages awards. I agree to abide by all conditions of this bid and certify that I am authorized to sign this bid for the Bidder. Signature: Date: Name (type or print): Official Title: Company Name: FIN or SSN: State of Incorporation: Address: Telephone: E-Mail: Fax: 10.6. STATE CORPORATION COMMISSION REGISTRATION Virginia State Corporation Commission (SCC) registration information. The Offeror: is a corporation or other business entity with the following SCC identification number: OR- is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust -OR- is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the bidder in Virginia that is needed in order to assemble, maintain, and repair goods IFB 17-081017 Addendum #1 Page 6 of 8
in accordance with the contracts by which such goods were sold and shipped into Virginia from bidder s out-of-state location) -OR- is an out-of-state business entity that is including with this bid an opinion of legal counsel which accurately and completely discloses the undersigned bidder s current contacts with Virginia and describes why those contacts do not constitute the transaction of business in Virginia within the meaning of 13.1-757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia. 10.7. UNIT PRICE BID Successful Bidder shall furnish all labor, supervision, equipment, tools, materials, and all else necessary, to perform services for the County of Dinwiddie, Virginia (hereinafter referred to as the County ), at the prices provided below, as follows: Bidder shall use OPIS daily average price(s) for August 24, 2017. Prices with a negative or zero differential will not be accepted and considered non-responsive. Fuel Delivery Item # Fuel Type OPIS Price for 8/24/17 Differential Net Delivered Price Per Gallon 1 Unleaded Gasoline 87 Octane $ 2 #2 Ultra Low Sulfur Diesel $ 3 #2 Dyed Ultra Low Sulfur Diesel $ 4 #2 Low Sulfur Diesel $ Other Fees 4 Hourly Rate for Repairs - During Business Hours $ 5 Hourly Rate for Repairs - After hours, weekend and holidays $ 6 Materials Percentage Discount Off Manufacturer s List Price % 7 Emergency Service Fee $ IFB 17-081017 Addendum #1 Page 7 of 8
10.9. REFERENCES Offerors shall supply three (3) references that list a brief description of the same type of work and requirements for area(s) of similar size or larger, satisfactorily completed with dates of continuous service or contract period, location, names, addresses, and phone numbers of Owners. Offerors shall only indicate references they have worked with a minimum of two (2) years. A separate page of references is acceptable if needed for additional space. Reference #1 Name of County, City, Agency or Firm: Address: Contact with Title: Telephone: Types of services provided: Contract Dates: From To Reference #2 Name of County, City, Agency or Firm: Address: Contact with Title: Telephone: Types of services provided: Contract Dates: From To Reference #3 Name of County, City, Agency or Firm: Address: Contact with Title: Telephone: Types of services provided: Contract Dates: From To IFB 17-081017 Addendum #1 Page 8 of 8