4-IFB Sec4. Scope of Work.pdf

Madison County Transit Fuel – Biodiesel and Unleaded No. 25-1-23100

SECTION 4. SCOPE OF WORK

Overview The Contractor shall provide and deliver B11 Biodiesel Fuel during April 1st through October 31st, Standard ULS Diesel (no-Bio Blend) November 1st through March 31st, and 87 Octane Unleaded Fuel on an as needed basis during the contract period. This Contract establishes fixed delivery prices and fixed winter additives prices for Transport Truck Trailer load (7,500 USGAL Diesel, 6,500 Unleaded) and for Small Tank Wagon (200-600 USGAL). Fuel prices are based on the Contractor’s rack pricing source per the terms of this Contract.

Contractor Rights, Requirements and Communications

a) The Contractor shall be responsible for the delivery and pumping of the approved biodiesel and unleaded fuels into the Owner’s UST sites and AST Site.

b) The Ordered quantities for UST site’s shall be the delivered quantities in a single load. No load splitting unless the order quantities are over 7550 USGAL. The vehicle delivering the orders shall be able to carry the minimum of 7550 USGAL and still meet the Federal Department of Transportation gross, and axle weight limits.

c) The Contractor is also responsible for any proper removal and clean-up cost of any excess fuel spilled during the delivery process.

d) All delivery vehicles of petroleum products must be fully equipped with the proper spill, fire and pressure/vacuum limiting protection equipment designated for the products being delivered.

e) The Contractor’s delivery driver must remain with the unit and within a reasonable distance to shut off valves to limit spills or overfills. Drivers shall not be sitting in cab or distracted during offloading petroleum products into the Owner’s tanks.

f) Contractor shall ensure all compartments of the fuel delivery vessel are sealed at the terminal.

Compartment seals shall only be removed by the Contractor’s delivery driver when witnessed by the Owner’s fleet maintenance designated representative at the delivery location. Once the seal(s) are removed they shall be given to the Owner’s representative for record keeping.

g) Contractor will monitor and fill tanks as needed at the AST Site at 1015 Longfellow Ave.

h) Diesel fuel at AST site will be B11 during April 1st through October 31st, Standard ULS Diesel (no-

Bio Blend B-0) November 1st through March 31st.

i) Contractor will install remote tank monitoring devices to the 2 AST commodities for remote viewing. Contractor will have a portal for Owner to see tank level’s

j) Contractor to fill both unleaded and diesel fuel tanks at the same time even if the ordering trigger is for one product over the other.

k) The Owner requires fuel being delivered to the Owner USTs and AST to originate from St. Louis, MO, Hartford, IL, or Wood River, IL terminals.

l) Contractor shall provide the Owner with up-to-date contingency plans to supply unleaded fuel in the event of emergencies such as loss of power, fires, weather events, strikes, worker disputes and/or temporary shutdown at its facilities or its source of unleaded fuel supply.

Deliveries and Locations Fuel deliveries shall be made F.O.B. Destination to the following addresses:

a. Madison County Transit (UST Sites – Estimated 1 Transport loads per month for unleaded fuel and an estimated 2-3 Transport loads per week for biodiesel) 1 Transit Way Pontoon Beach, IL 62040

b. Madison County Transit (AST Site – Estimated 2 Small Tank Wagon load per month for unleaded fuel and an estimated 3 Small Tank Wagons loads per month for biodiesel fuel) 1015 Longfellow Ave.

Edwardsville, IL 62025

Owner’s Rights, Requirements and Communications

a) The Contractor shall accept e-mail, fax, and/or telephone orders.

b) Contractor must be capable of responding by phone and/or on site (depending on request) to the

Owner’s location with any fuel quality or delivery concerns.

c) The Owner will predominantly order a full transport truck trailer load of 7,500 USGAL at a time for

UST sites.

d) AST site will require a pump and meter set for USGAL for deliveries. This location has a manual gauge and the owner will require a remote tank gauge be installed and monitored by the Contractor. The owner requires the ability to see the remote tank gauge fuel level reported daily.

e) The Owner reserves the right to change, add to, or delete locations for delivery or quantities to be delivered at any time when, in the best interest of the Owner, the public body, or operating conditions warrant such a change.

f) The Contractor’s delivery driver or sub-contractor’s delivery driver is to alert the Owner’s designated Fleet Maintenance supervisory team or designated employee upon arrival to the facility.

1) Contractor will be supplied with the Owner’s contact information.

2) Delivery personnel is to communicate with designated Fleet Maintenance personnel using the

Owner’s Veeder Root Monitoring system, for UST’s, to determine which tank(s) and amount to drop fuel into to avoid any overfill and balanced tank levels.

3) Only the Owner’s personnel will be allowed to unlock drop tube covers at UST’s.

4) The Owner’s personnel will make note and ensure the spill buckets are clean and dry prior to delivery hook up to USTs. Any spills captured in the spill bucket are to be emptied/cleaned by the Contractor.

5) Delivery person may be asked to dispense a sample of the fuel delivery before the fuel is dispensed into the tank.

g) The Owner may, at some point during the contract period, require deliveries that are less than the standard 7,500 gallon Diesel Fuel, or less than 6,500 gallon Unleaded deliveries specified in this Scope of Work. This may occur during our fiscal year end and in emergency situations.

h) Unless other arrangements are made, or in case of emergency situations, deliveries shall be made during the regular work week between the hours of 8:30 am and 3:00 pm at UST’s. AST’s will be available for deliveries between 7:00 am and 2:00 pm. AST site is behind unmanned, locked gates. The contractor will be given the gate codes to access key to unlock gates for entry and delivery. Orders placed by 10 a.m. must be delivered no later than 3 p.m. the following day.

No early arrivals or staging for delivery made on the owners premises.

i) Owner requires Contractor to provide fuel order confirmation upon receipt of order.

Biodiesel and Unleaded Fuel Tank Sizes

a) Biodiesel Fuel Tank #1, (UST) 15,000 USGAL Located at 1 Transit Way, Pontoon Beach, IL

62040

b) Biodiesel Fuel Tank #2, (UST) 15,000 USGAL Located at 1 Transit Way, Pontoon Beach, IL

62040

c) Biodiesel Fuel Tank #3, (UST) 6,000 USGAL Located at 1 Transit Way, Pontoon Beach, IL

62040

d) Unleaded Fuel Tank #6, (UST) 10,000 USGAL Located at 1 Transit Way, Pontoon Beach, IL

62040

e) Unleaded Fuel Tank LFD, (AST) 500 USGAL Located at 1015 Longfellow Ave., Edwardsville, IL

62025

f) Unleaded Fuel Tank LFU, (AST) 500 USGAL Located at 1015 Longfellow Ave., Edwardsville, IL

62025 o Note, end of 2025 to early 2026, there will be an installation of a new 15,000 USGAL

UST located at 1 Transit Way, Pontoon Beach IL. This tank will be for unleaded fuel only. Tanks 3 and 6 will be decommissioned and removed shortly after.

Biodiesel and Unleaded Fuel Estimated Annual Usage The Owner is not to be held to an exact USGAL fuel number. Below shows the monthly averages for the prior three complete years and the 2025 YTD average through July 1.

a) Average monthly biodiesel fuel usage for 2022 was 60,011 USGAL per month.

b) Average monthly biodiesel fuel usage for 2023 was 58,820 USGAL per month.

c) Average monthly biodiesel fuel usage for 2024 was 60,153 USGAL per month.

d) Current monthly biodiesel fuel usage for 2025 (January 1st through July 1st) is 52,867 USGAL per month.

e) Average monthly unleaded fuel usage for 2022 was 15,752 USGAL per month.

f) Average monthly unleaded fuel usage for 2023 was 19,991 USGAL per month.

g) Average monthly unleaded fuel usage for 2024 was 20,872 USGAL per month.

h) Current monthly unleaded fuel usage for 2025 (January 1st through July 1st) is 18,886 USGAL per month.

Biodiesel and Unleaded Fuel Quantities, Pricing and Price Verification

a) Price information for acceptable unleaded fuel will be taken from an agreed upon rack pricing source of either OPIS Fax-A-Rack or DTN Energy Fast Rack. Prices will be St. Louis, MO, Hartford, IL, or Wood River, IL area. Prices presented will be branded or un-branded Rack Price Average posted by refiners/operators in the market area.

b) The Owner requires the Contractor to submit a copy of the rack price from the service publication which indicates the type of fuel being delivered applicable to the day loaded into the tanker with its invoice to verify average rack price per USGAL.

c) In the event that the agreed upon Rack pricing discontinues publishing price information during the contract period, the Contractor will provide multiple alternate industry price publications for review and approval.

d) Biodiesel fuel and unleaded fuel price per USGAL shall be for the day loaded for delivery, based on the OPIS Fax-A-Rack or DTN Energy Fast Rack (depending on the Owner’s approval). This price will remain fixed for delivery of biodiesel and unleaded fuel applicable to the day loaded for delivery.

e) The Transport Price per Delivery prices are all inclusive prices to the before mentioned locations, delivered by Contractor or carrier designated by Contractor; the Transport Price per Delivery does not include the price of fuel and any and all applicable federal state or local taxes.

f) Fuel pricing shall be based on the product terminal’s Bill of Lading’s gross metered gallon amount.

g) The Contractor’s invoice must detail the quantity of gallons delivered, rack price for fuel, the Transport or Small Tank Wagon fixed delivery price per load, and applicable taxes, in accordance with the examples in Section 4.8 below. No other charges will be paid by the Owner.

Examples of Billable Charges for B11 Biodiesel and 87 Octane Unleaded Fuel

EXAMPLE 1 EXAMPLE 2

OPIS AVERAGE PRICE per gallon from OPIS Fax-a-Rack: $3.20 $3.20

*Delivery transportation price, plus or <minus>: $ <303.00> $225.00 *Winter additive price for order of 7,500** gallons $150.00 $150.00

Illinois UST Tax: $ x% per gallon Illinois Environmental Impact Fee: $ x% per gallon

Federal Excise Tax – Oil Spill: $ x% per gallon Federal Excise Tax – Storage Tank: $ x% per gallon

*All-inclusive for direct and indirect costs, overhead, and profit.

**Biodiesel orders of less than 7,500 gallons, including Small Tank Wagons, shall be prorated. E.g. Winter additives for a 600-gallon order would be $12.00 for the above example ($150 / 7,500 gal. = .02 x 600 gal. = $12).

Biodiesel Fuel Product Specifications / Blending

a) Fuel must be a B11 during April 1st through October 31st, Standard ULS Diesel (no-Bio Blend B-0)

November 1st through March 31st.

b) B11 Biodiesel blend must meet ASTM D7467-15 for B6 to B20 blends.

c) The Owner Prefers Soy Blend over B100.

d) The Owner prefers all B11 Biodiesel blend deliveries to be rack blended. If splash blending is used, biodiesel must be pumped on top of the first half of the full load of ULS diesel and then the last half dropped on top of that blend in the transport tank before coming to Owner’s UST sites.

e) If B100 is used to formulate the B11 ULSD, it must be furnished by a BQ-9000 accredited producer or certified marketer and meet the ASTM D6751 specification. Contractor to provide BQ9000 certifications from the supplier or legal affidavit from the supplier stating the use of BQ9000 certified B100 is used to blend the B11 ULSD Biodiesel.

f) Blending any fuel with lubricating oil is NOT allowed in any circumstances. Clearing of delivery lines are never to be cleared with lubricating oils.

g) In place of B11 standard ULS Diesel (no-Bio Blend B-0) will be required November 1st through March 31st, the respective rack service price shall be used for billing purposes.

h) For fuel shortages of Biodiesel blends, the Contractor is not to deliver fuel less than B5 during the months of April 1st through October 31st. Prior notification from the Contractor to the Owner’s Fleet Maintenance fleet manager or fleet director will be required before loading the transport equipment from the rack. The Owner will balance the fuel need and timing of the required B11 fuel vs when the B11 will become available.

i) All fuels supplied to the Owner must meet or exceed Federal Interstate Pipeline Specifications, Federal, EPA, State, and Local Laws and Regulatory Requirements for On-Highway Motor Fuels.

Biodiesel Fuel Additives

a) Additive schedule will need to follow standard Season Table for the Midwest.

1. Beginning November 1st and ending March 31st, winter blending required.

2. The owner may ask to have the winter additive and ULS Diesel (no-Bio Blend) time extended or shortened due to weather predictions.

3. Pricing for winter blended additive will be presented in the solicitation, bid and award form as cost per 7500 USGAL.

4. No additives during remaining months will be used.

Unleaded Fuel Product Specifications / Blending

a) Octane rating of not less than 87, based on R+M2 of appropriate seasonal type.

b) Free from water and suspended matter.

c) Distillation residue not to exceed 1 percent.

d) Lead pickup due to distribution shall not exceed Federal EPA limits.

e) Ethanol required by law: at least five percent (5%) not to exceed ten percent (10%).

f) No methanol allowed.

g) Blending any fuel with lubricating oil is NOT allowed in any circumstances. Clearing of delivery lines are never to be cleared with lubricating oils.

h) All fuels supplied to the Owner must meet or exceed Federal Interstate Pipeline Specifications, Federal, EPA, State, and Local Laws and Regulatory Requirements for On-Highway Motor Fuels.

Biodiesel Fuel and Unleaded Fuel Performance Guarantee

a) For the duration of this contract, it will be the Owners responsibility to incur all cost of fuel contamination due to any defect in the structural integrity of the Owner’s USTs system. The Owner adheres to all Illinois OSFM rules and regulation.

b) Any contamination, mixed fuels, or incorrect fuel types placed in the Owners UST system by the contractor will be the sole responsibility of the contractor to rectify. This is to include fuel removal, tank cleaning, line cleaning, damage to vehicles if problem was not discovered prior to fueling rolling stock, and refill of tanks to previous levels.

Biodiesel Fuel and Unleaded Fuel Quality, Sampling, Testing, and Fluid in Tank Testing

a) Owner reserves the right to conduct random fuel testing in UST tanks #1, 2, 3, 6 and both AST tanks LFD and LFU.

b) Testing laboratory will be ISO 9001 certified and approved by the Owner.

c) Additional Items to be checked in biodiesel fuel during winter month testing.

1. Cold Flow

2. Cold Filter Plug Point

3. Pour Point

d) In part of the random testing, the Owner’s approved laboratory will also test for contamination in the tanks. If samples show positive for contamination, a second test will be required. If the second test also shows positive, the Contractor and the Owner will need to immediately discuss remedial action according to any fuel performance guarantee. If any tank is contaminated with moisture and/or microbials, cost to remedy is to be incurred by the Contractor through the Fuel Performance Guarantee.

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