Purchasing Services 4202 East Fowler Avenue, SVC 1073 Tampa, Florida 33620 (813) 974-2481 Invitation to Bid No.: 18-12-YH Entitled: Opening Date: Bulk Fuel Delivery (PATS) November 14, 2017 at 3:00 p.m. Addendum No. 1 Review the following changes/additions/clarifications to Invitation to Negotiate (ITN) No. 18-11-YH Bulk Fuel Delivery (PATS): To allow additional time for Bidder s Questions regarding the updated Technical Specifications below, the Event Schedule as posted within the above listed ITN is amended as follows (changes to the ITN are highlighted below): 2. Event Schedule (Subject to Change) ITB Issued October 20, 2017 Bidder s Questions Due November 01, 2017 at 2:00pm Response to Questions Posted November 06, 2017 Bid Opening November 14, 2017 at 3:00pm Bid Evaluations November 15-17, 2017 Intent to Award November 29, 2017 To incorporate additional lots (Lot 3 & Lot 4) for the fuel needs of Vehicle Maintenance, the Technical Specifications as provided within the above listed ITN are amended as follows (additions/changes to ITN highlighted below): 1. Definitions TECHNICAL SPECIFICATIONS A. Biodiesel shall mean an alternative Fuel consisting of an ultra low sulfur no. 2 diesel fuel and a requested blend of soybean oil. B. BQ-9000 a cooperative and voluntary program for the accreditation of producers and marketers of biodiesel fuel created by the National Biodiesel Accreditation Program. C. DTN FastRacks Averages shall mean the fuel pricing service provided by the Data Transmission Network, an industry benchmark for pricing Fuel and other commodities. This Contract shall use the daily rack averages as established by the DTN FastRacks Averages. Fuel prices are listed for terminals by regions in reports called PAD Reports. Page 1 of 8
D. Fuel shall mean any Fuel product obtained through this Contract. Fuel product shall include Gasoline E10 Unleaded 87 Octane, Ultra Low Sulfur no. 2 diesel and Biodiesel. E. Markup shall mean the Vendor s price to cover all costs associated with providing Fuel to University facilities as more particularly detailed in Section 7. Markup will mean both positive and negative numbers. Markup for Fuel shall be on a price per gallon basis. The Vendor shall assess no other fees associated with the delivery of Fuel except as more particularly detailed in Section 8. 2. Award Award may be made by Lot to the lowest qualified bidder(s) meeting all bid terms, conditions, and specifications herein. University may award multiple Lots to a single vendor if such an award results in the best value for the University. Vendor may provide pricing for one or more Lot(s) and will only be considered for Lot(s) for which they provide pricing. 3. Scope of Work This Contract is to provide Fuel for the University of South Florida System. The University seeks to improve quality and efficiency of services delivered and reduce cost. The Vendor must efficiently provide Fuel to meet the requirements of the University. The bidder must meet the following requirements: A. Fuel will be delivered to Parking & Transportation Services (PATS) as needed: i. Fuel Fill Point is a 5-Compartment Tanker Truck (2,500 gallons): a) Compartment 1 300 gallons (Diesel) b) Compartment 2 400 gallons (B20 Biodiesel) c) Compartment 3 500 gallons (B20 Biodiesel) d) Compartment 4 600 gallons (B20 Biodiesel) e) Compartment 5 700 gallons (B20 Biodiesel) ii. Estimated Weekly Requirements: a) Diesel approximately 300 gallons b) Biodiesel approximately 2,200 gallons iii. iv. Delivery Window: Monday through Friday between the hours of 0800AM and 1200PM. Delivery Location: University of South Florida Parking and Transportation Services 13327 USF Plum Drive Tampa, Florida 33620 B. Fuel will be delivered to Vehicle Maintenance as needed: i. Fuel Fill Points: a) AST Tank 1 30,000 gallons (Diesel) b) AST Tank 2 30,000 gallons (Diesel) c) AST Tank 3 30,000 gallons (Diesel) d) UST Tank 20,000 gallons Compartment 1 15,000 gallons (Unleaded) Compartment 2 5,000 gallons (Diesel) ii. Estimated Requirements: a) Diesel Average Delivery approximately 15,000 gallons (delivery twice per year) b) Unleaded Average Delivery approximately 8,500 gallons (delivery once or twice per month) iii. Delivery Window: Monday through Friday between the hours of 0700AM and 1100AM. Page 2 of 8
iv. Delivery Location: University of South Florida Vehicle Maintenance 3820 Holly Ct, Lot 28 Tampa, FL 33620 C. Fuel costs will be determined based on the daily DTN FastRacks Averages from the closest terminal used to service the University s facility. Averages are posted in the DTN FastRacks report distributed each morning. Biodiesel costs will use the above plus the published Monday price for soybean oil in the Tuesday edition of the Wall Street Journal. Price is more particularly detailed in Section 6. This information is currently posted on the Florida Department of Management Services website under State Term Contract, Bulk Fuel, Gasoline and Diesel, 405-000-10-1: http://www.dms.myflorida.com/business_operations/state_purchasing/vendor_information/state_contracts_and_agree ments/state_term_contracts/bulk_fuel_gasoline_and_diesel/price_sheets_daily_price/price_sheets_current_pricing/pr ice_sheets_october_2017. In the event the information is no longer available from this source, both Vendor and University will be responsible for maintaining any subscription necessary to access said information for the purpose of determined Fuel costs. D. Markups will be established for each type of Fuel as detailed in Section 7. Markup for Fuel shall be based on a price per gallon basis. E. Fuel costs shall exclude any taxes and/or fees that the University is exempt from paying. All Fuel costs will include the DTN FastRacks Averages and weekly soybean oil price (as applicable), the Vendor s Markup, and all applicable taxes. F. The invoice price will reflect the actual date of delivery. G. Cover all costs and fees, maintain, and provide University copies of all required permits and licenses. 4. Fuel Sites and Accessibility All University tanks shall be properly equipped to enable Vendor to safely deliver Fuel. The Vendor shall notify University of all situations that may be deemed unsafe. A Vendor may refuse to deliver Fuel to an unsafe Fuel site until the safety issue is resolved. A backhaul charge may apply if a Vendor attempts to deliver Fuel and the Fuel site is deemed unsafe. The University shall be responsible for having proper equipment installed. University shall work with Vendor making a delivery to assure that the Vendor has proper accessibility to all tanks being fueled. 5. Delivery of Fuel Fuel is to be delivered to the University s tank(s) within 48 hours after telephone notification is received unless specified otherwise by the University. The University prefers that vehicles equipped with meters make delivery. If non-metered vehicles are used, the driver shall leave a metered loading report from the terminal with the University. If temperature corrected billing is used, the loading report shall give all pertinent information. Before unloading of Fuel begins, University personnel and Vendor personnel shall measure the University s tank(s) to receive Fuel and shall again measure the tank(s) after delivery. Scheduled delivery service is for delivery of Fuel by the Vendor to the University s tank(s) under the time frame as agreed upon by the Vendor and University. 6. Prices Prices shall be submitted on University invoices as follows: A. Fuel Cost shall be determined by the date and county in which delivery of Fuel is made. Fuel cost shall include: i. Diesel and Unleaded: Prices will be calculated using the following information: a) DTN FastRacks Average daily price as determined by the closest appropriate terminal for Fuel. b) Vendor s Markup. c) All applicable Fuel taxes as determined by the county in which delivery of Fuel is made. ii. Biodiesel: Prices will be calculated using the following information: a) DTN FastRacks Averages daily price as determined by the closest appropriate terminal for Ultra Low Sulfur no. 2 diesel. This daily price will be used to calculate the diesel portion charged by the Vendor for Biodiesel. Page 3 of 8
b) The published Monday closing price for soybean oil, as printed in the Tuesday edition of the Wall Street Journal under Fats and Oils in the Cash Prices column. This weekly price will be used to calculate the bio portion of the total charged by the Vendor for Biodiesel. c) Soybean price is listed in pounds and will be converted to gallons using the following conversion equivalence: 7.6465 lbs = 1 gallon d) Using the listed price and the multiplier of 7.6465 to convert lbs. to gallons creates a price of per gallon price for Soybean Oil. e) Soybean weekly price will be used to make up the remainder of the total charged by the Vendor for Biodiesel. f) Sample Calculations: B20 whole sale price = 0.80 times the price for ultra low sulfur no. 2 diesel plus 0.20 times the price for soybean oil. B10 whole sale price = 0.90 times the price for ultra low sulfur no. 2 diesel plus 0.10 times the price for soybean oil. B5 whole sale price = 0.95 times the price for ultra low sulfur no. 2 diesel plus 0.05 times the price for soybean oil. g) Soybean price will be in effect on the published date through the next published date. If no Monday price is published, then the next available published price will apply (Tuesday, Wednesday, etc.). h) Vendor s Markup. i) All applicable Fuel taxes as determined by the county in which delivery of Fuel is made. j) While it is anticipated the Biodiesel purchased will be B20, the vendor must delivery any requested blend. B. The University and the Vendor agree that the Vendor is prohibited from negotiating or billing in a manner that exceeds the stated prices included in the Contract. The Vendor agrees that the price charged to the University shall be subject to audit, and the Vendor shall make any and all records supporting the invoiced prices available for inspection, upon written request by the University. C. Vendor may provide as part of their Bid Proposal a Discount Markup for early payment by University (Net 10) to be subtracted from the applicable Markup(s) in all cases of early payment (NET 10). D. In addition, Vendor may provide as part of their Bid Proposal a Discount on Markup for being awarded both Lot 1 and Lot 2 under this ITB to be subtracted from the applicable Markup(s) in the event Vendor is awarded both Lot 1 and Lot 2 under this ITB. Also, Vendor may provide as part of their Bid Proposal a Discount on Markup for being awarded both Lot 3 and Lot 4 under this ITB to be subtracted from the applicable Markup(s) in the event Vendor is awarded both Lot 3 and Lot 4 under this ITB. E. Early payment and dual award discounts will be applied simultaneously, as applicable, to a given Fuel delivery. 7. Markup The Markup shall be noted on the Bid Proposal sheet as follows: A. Markups All other prices will be construed as a positive number for the Markup. B. Discount on Markups A Discount on Markup shall be noted as a negative number, using either a minus sign -.xx or enclosed within parentheses (.xx), i.e. -.01 or (.01). C. The Markup or Markup after Discount on Markup will include the Vendor's profit and any other costs the Vendor wishes to include for performance of Scope of Work. D. Prices will be per gallon for the Markup or Discount on Markup. 8. Allowable Charges Fuel costs shall exclude any taxes and/or fees that the University is exempt from paying. All Fuel costs will include the DTN FastRacks Page 4 of 8
Averages and weekly soybean oil price (as applicable), the Vendor s Markup, and all applicable taxes. No other charges are allowable for any goods or services provided pursuant to this award. 9. Maintenance The University shall maintain all tanks and dispensing equipment associated with their facility in good working order for the duration of the Contract. 10. Taxes Invoice Fuel prices are not to include any State of Florida and/or Federal taxes from which the University is exempt. 11. Fuel Permits The University will be responsible for all facility required permits pertaining to Fuel storage and handling in accordance with all local, state and federal laws. 12. Schedule and Damages The Vendor agrees to pay any and all actual damages in the event of a default by Vendor due to late completion of services. The Vendor shall reimburse the University for any and all reprocurement costs incurred by the University due to Vendor s failure to deliver, as well any and all out-of-pocket expenses the University directly or indirectly incurs related to the late delivery and/or completion of the services. 13. Federal and State Standards It is the intent of the Department that all specifications herein are in full and complete compliance with all Federal and State of Florida laws and regulations applicable to the type and class of Commodity being provided. This includes, but is not limited to, Federal Motor Equipment Safety Standards ( FMVSS ), Occupational Safety and Health Administration ( OSHA ), Environmental Protection Agency ( EPA ) Standards, and State of Florida requirements that apply to the type and class of Commodity being provided. In addition, any Federal or State legislation that should become effective during the term of the Contract, including any renewals, regarding equipment safety or emissions shall immediately become a requirement of the Contract. The Vendor must meet or exceed any such requirements of the laws and regulations. If an apparent conflict exists, the Vendor must contact the Contract Administrator immediately. Delivery of non-conforming product shall be cause for Contract termination and possible Vendor suspension. 14. Diesel and Gasoline Specifications The Vendors will provide Biodiesel and Diesel per the following specifications: A. Biodiesel Fuel, Blend of biodiesel and a percentage percent ultralow sulfur petroleum diesel, for use in over the road diesel engine, meeting the A.S.T.M specification D6751 for pure biodiesel shall consist of mono-alkyl esters of long chain fatty acids derived from new and used vegetable oils and animal fats, designated B100, before blending with grade no. 2-D low petroleum diesel per A.S.T.M. specification D975, final product shall comply with Florida Department of Agriculture and Consumer Services inspection laws. Certified under the BQ9000 quality program. To be delivered as ordered via transport truck in full loads. Billing to be adjusted to 60 degrees F. temperature on transport delivery. B. Ultra Low Sulfur Diesel Fuel, grade no. 2-D (.0015 mass % sulfur, 40 cetane 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-2.001. To be delivered as ordered via transport truck in full loads. Billing to be adjusted to 60 degrees F. temperature on transport delivery. C. Gasoline E10 Unleaded 87 Octane: Conforming to Florida Administrative Code 5F-2.001, Florida Department of Agriculture and Consumer Services. The attached Revised Pricing Sheet (Addendum #1) must be used in place of the Pricing Sheet provided within the above listed ITN. Page 5 of 8
Revised Pricing Sheet (Addendum #1) Parking and Transportation Services LOT 1 Line Number Fuel Quantity Unit Markup ($) Total Price (Quantity times Markup) 1 Diesel 300 gallon per gallon $ LOT 2 Line Number Fuel Quantity Unit Markup ($) Total Price (Quantity times Markup) 2 Biodiesel 2,200 gallon per gallon $ 3 TOTAL (Add Total Price from Line 1 and Line 2) $ LOT 1 and LOT 2 DISCOUNTS Line Number Description Fuel Discount on Markup ($) 4 Discount for Award of Lot 1 and Lot 2 Diesel 5 Discount for Award of Lot 1 and Lot 2 Biodiesel 6 Discount for Early Payment (NET 10) Diesel 7 Discount for Early Payment (NET 10) Biodiesel Please list below all proposed sub-contractors and/or material supplier in accordance with Special Condition No. 15 Sub-Contractors and Material Suppliers. Page 6 of 8
Revised Pricing Sheet Continued (Addendum #1) Vehicle Maintenance LOT 3 Line Number Fuel Quantity Unit Markup ($) Total Price (Quantity times Markup) 8 Diesel 30,000 gallon per gallon $ LOT 4 Line Number Fuel Quantity Unit Markup ($) Total Price (Quantity times Markup) 9 Unleaded 150,000 gallon per gallon $ 10 TOTAL (Add Total Price from Line 8 and Line 9) $ LOT 3 and LOT 4 DISCOUNTS Line Number Description Fuel Discount on Markup ($) 11 Discount for Award of Lot 3 and Lot 4 Diesel 12 Discount for Award of Lot 3 and Lot 4 Unleaded 13 Discount for Early Payment (NET 10) Diesel 14 Discount for Early Payment (NET 10) Unleaded Please list below all proposed sub-contractors and/or material supplier in accordance with Special Condition No. 15 Sub-Contractors and Material Suppliers. Page 7 of 8
Purchasing Services 4202 East Fowler Avenue, SVC 1073 Tampa, Florida 33620 (813) 974-2481 Invitation to Bid No.: 18-12-YH Entitled: Opening Date: Bulk Fuel Delivery (PATS) November 14, 2017 at 3:00 p.m. Addendum No. 1 Please acknowledge receipt of Addendum No. 1 by signing and returning this page with your Bid Proposal. Authorized Signature and Date Print Name Company Name Company Name Page 8 of 8