2025-2 - Bid Instructions - Gasoline.pdf

ST. BERNARD PARISH SCHOOL BOARD

GASOLINE, DIESEL, LUBRICATING OIL, ANTI-FREEZE, and TRANSMISSION FLUID

INSTRUCTIONS AND SPECIFICATIONS

2025-2026

BID REQUIREMENTS

Prices quoted shall include all fees involved in the OFF SITE Consignment Program.

Amount per gallon must exclude Federal Tax.

Vendor shall bid as follows:

The price per gallon for gasoline and diesel paid to the vendor shall be the average for each fuel provided to the St. Bernard Parish School Board contained in the PAD 3 gasoline and distillate reseller price per Oil Price Information Service (OPIS), 9737 Washington Blvd., Suite 200, Gaithersburg, MD 50878. Prices per gallon shall be adjusted each week in accordance with the

OPIS reports. Bid price will be based on the OPIS average weekly price in St. Bernard Parish, Louisiana, for the week April 16, through April 23, 2025.

Prices quoted shall include all fees involved in the OFF SITE Consignment Program.

Amount per gallon must be net of all taxes exempted by law. The motor fuels and service fees shall be added together for the price per gallon to be charged to the St. Bernard Parish School

Board, constant through the entire term of the contract.

The successful bidder must provide the Oil Price Information Service Publication or other documentation in support of their bid price(s).

If the St. Bernard Parish School Board is required to purchase fuel from another supplier due to the failure of the contractor's services or equipment, the contractor shall reimburse (credit) the St.

Bernard Parish School Board. The St. Bernard Parish School Board shall receive credit for the difference in cost of fuel purchased from another supplier and the price charged by the contractor including all other associated costs.

PRICE ADJUSTMENTS (Lubricating Oil, Anti-Freeze, and Transmission Fluid)

The St. Bernard Parish School Board expects the bid prices to be effective for the period July 1, 2025 through June 30, 2026. However, price adjustments will be allowed for significant price increases incurred by the bidder. The St. Bernard Parish School Board must be provided with documentation of any price increase. The Board will allow the pass thru of the increase without any increase in bidder’s margin.

Any price decreases must also be passed thru to the School Board as well.

OCTANE

The minimum octane shall be:

87 for Unleaded Gasoline

Cetane #42 for Diesel #2 Low Sulfur

QUANTITIES (All quantities estimated based on historical use. Actual usage may vary.)

Gasoline 1,000 gal. Per month

Diesel 8,000 gal. Per month

Lubricating Oil 500 gal. Per year

Anti-Freeze 330 gal. Per year

Transmission Fluid 220 gal. Per year

SPECIFICATIONS

Specifications may be obtained upon request from the St. Bernard Parish School Board Office.

(504-301-2000)

REJECTION OF BIDS

Bids may be rejected if they show additions not called for, conditions or alternate quotations, or for incomplete quotations.

The St. Bernard Parish School Board reserves the right to reject all bids if it is in their best interest.

THE BIDS MUST BE SIGNED IN INK.

INSPECTION

Upon delivery of lubricating oil and anti-freeze as specified, inspection shall be made of each item by a representative of the St. Bernard Parish School Board's Transportation Office. Acceptance of the item or items will be determined, after all requirements of the specifications and bids are met.

ITEM # 1 - GASOLINE AND DIESEL FUEL

It is the purpose of this specification to provide for the purchase and dispensing of off-site consignment motor fuels for the use of the St. Bernard Parish School Board for one year from July

1, 2025, to June 30, 2026.

Award shall be based on the off-site consignment fee price per gallon as well as the off-site location(s) available.

Alcohol and ethanol additives will not be accepted. All motors fuels must meet or exceed federal and state specifications

ITEM #2 - LUBRICATING OIL

Recommended for crankcases of school buses meeting CJ-4 specifications (15 W 40 grade). This bid should reflect the price per gallon delivered in bulk into on site tanks located at 5921 E. St.

Bernard Hwy., Violet, LA 70092 or in 55 gallon sealed drums delivered to the same address. The bid must contain the Trade Name of the oil bid upon.

ITEM #3 – ANTI-FREEZE AND SUMMER COOLANT

Anti-Freeze and Summer Coolant (red) meeting Federal standards and comparable with Chevron

Delo ELC 50/50 pre-mix antifreeze. The bid should reflect the price per gallon in 55 gallon sealed drums delivered to the Transportation Center at 5921 E. St. Bernard Hwy., Violet, LA 70092. The bid must contain the Trade Name of the Anti-Freeze and Coolant bid upon.

ITEM #4 – TRANSMISSION FLUID

Recommended for use in Thomas C2 school buses, meeting ALLISON TranSynd Transmission specifications. The bid should reflect the price per gallon delivered in bulk into on site tanks located at 5921 E. St. Bernard Hwy., Violet, LA 70092 or in 55 gallon sealed drums delivered to the garage at the same address. The bid must contain the Trade Name of the Transmission Fluid bid upon.

REPORTS

Bidder (contractor), at its sole expense, shall provide weekly report to the Coordinator of

Transportation, to substantiate the fuels invoice. The required weekly report shall include the following:

1. Vehicle Department

2. Vehicle Number and Description

3. Date and Time of Fueling

4. Name of Driver or Fueler

5. Location of Fueling

6. Vehicle Mileage

7. Gallons Dispensed into Vehicle

8. Type of Fuel

9. Price and Extended Total of Fueling

10. Miles per gallon of Vehicle

11. Odometer Reading

Monthly reports shall include the following:

1. Monthly recap of weekly report information

2. Beginning and ending mileage

3. Average mile per gallon for each vehicle

4. Cost per mile for fuels used

5. Total consumption of each type of fuel used

6. Any additional reports required by the St. Bernard Parish School Board will be reimbursable at the contractor's actual cost only. Contractor must demonstrate the ability to generate and provide computerized monthly and annual reports on vehicle maintenance cost.

OFF PREMISE LOCATIONS

Contractor shall provide a list of all competitive off premises automated fuel system stations with diesel operating seven (7) day each week basis.

INVOICES

Request for payment for items delivered and accepted shall be submitted to the St. Bernard Parish

School Board. Contractor shall invoice the St. Bernard Parish School Board on a weekly basis for only the motor fuels dispensed into authorized vehicles. Payment for service rendered will be made on a monthly basis. Invoices for items delivered and accepted shall be submitted by the vendor in duplicate.

The St. Bernard Parish School Board is exempted from federal taxes.

DELIVERY - ANTI-FREEZE, LUBRICATING OIL, and TRANSMISSION FLUID

The unit price of each item includes delivery of these items with all transportation charges prepaid to the destination. All items shall be delivered to the specified points of delivery on the date or dates specified when the order is placed.

PLACEMENT OF ORDERS - ANTI-FREEZE, LUBRICATING OIL, and

TRANSMISSION FLUID

Orders will be placed by the St. Bernard Parish School Board's Transportation Office, thirty-six

(36) hours before delivery is expected.

Bid Quantity:

Lubricating Oil 500 gallons (9-55 gallon drums)

Anti-Freeze 330 gallons (6-55 gallon drums)

Transmission Fluid 220 gallons (4-55 gallon drums)

Minimum Order:

Lubrication Oil Approx. 200 gallons in bulk or 3 drums

Anti-Freeze 1 drum

Transmission Fluid Approx. 220 gallons in bulk or 1 drum