6-01. Notice to Bidders -ITB 139-26 Motor Fuel Topping Off Annual Contract.pdf

CITY OF AMARILLO

PROJECT SPECIFICATIONS

Contract and Bidding Documents for

INVITATION TO BID

Motor Fuel Topping Off Services Annual Contract

FOR

THE CITY OF AMARILLO, TEXAS

Bid Number:

ITB139-26 JLO

Bid Closing:

January 22, 2026, at 3:30 PM

ITB 139-26 JLO

INVITATION TO BID

1. NOTICE TO PROPOSERS

1.1. Proposers may submit proposals electronically by uploading required documents at the City of Amarillo’s partner’s website, Bonfire. This Request for Proposals is for your convenience in submitting an offer for the specified services.

1.2. Proposals will be opened via teleconference as shown below at 3:30 PM on January 22, 2026 or as changed by the issuance of formal addenda to all plan holders, to furnish all labor and materials and perform all work for the construction of the above referenced.

1.3. After the expiration of the time and date above first written, said sealed proposals will be opened at the scheduled location per the bid documents and publicly read aloud.

Bids will be opened via teleconference if date/time stamped on or before the deadline stated at the office listed above. The Teams meeting information is as follows:

Bid Closing - ITB 139-26 JLO Motor Fuel Topping Off Services Annual Contract | Meeting-

Join | Microsoft Teams

1.4. Proposals may be withdrawn prior to the above scheduled time set for closing.

Alteration made before RFP closing must be initialed by offeror guaranteeing authenticity.

1.5. The City of Amarillo Council members will consider the proposals on February 12, 2026, at the 623 S. Johnson St, Amarillo, Texas, or as soon thereafter as may be reasonably convenient, subject to the right to reject any or all proposals and waive any formalities.

1.6. Notice to Proceed will be issued 30 days following the award of the contract by the Amarillo City Council.

1.7. Please allow time to upload required documentation. 24 hours in advance is recommended.

2. The City of Amarillo hereby notifies all Proposers that in regard to any contract entered into pursuant to this advertisement, minority and women business enterprises will be afforded equal opportunities to submit proposals in response to this invitation and will not be discriminated against on the grounds of race, color, sex, disability, or national origin in consideration for an award.

3. The City of Amarillo does not discriminate against persons with disabilities. City of Amarillo pre-proposal meetings and proposal openings are available to all persons regardless of disability. If you require special assistance, please contact the Purchasing Department at

(806) 378-3028.

4. Insurance Specification Attached

Please read carefully https://teams.microsoft.com/meet/28860993973951?p=OD5C3uNALH5pRwa4y3 https://teams.microsoft.com/meet/28860993973951?p=OD5C3uNALH5pRwa4y3

4.1. The successful bidder will not receive a purchase order until an insurance certificate is on file in the purchasing department that is in compliance with the attached city insurance specification 2.04.

4.2. Upon receiving the Notice of Award letter, the contractor must make a good faith effort to provide the insurance required for issuance of the purchase order within 10 calendar days of notice.

4.3. If there is failure to demonstrate this good faith effort, then the contractor will be considered to have abandoned his bid. The bid will then be considered as non-responsive and will be promptly re-awarded to the next low bidder.

4.4. The contractor shall carry insurance in the types and amounts indicated in the bid for the duration of the contract. The insurance shall be evidenced by delivery to the purchasing department of the owner of certificates of insurance executed by the insurer or its authorized agent stating coverage’s, limits, expiration dates and compliance with all applicable required provisions. Upon request, the owner, and/or its agents, shall be entitled to receive without expense, copies of the policies and all endorsements. The contractor shall insure continuous and uninterrupted insurance coverage and shall provide evidence of any renewals and updates all prior to submission for payment in the month of expiration.

Failure to update policies shall be a material breach of the contract. In the event contractor permits its coverage to lapse, contractor’s work shall immediately be suspended, and owner shall be entitled to withhold all payments to contractor until contractor provides evidence of coverage.

4.5. Per the terms of Chapter 176 of the Local Government Code, should any vendor be awarded all or any part of the goods or services on which this Bid or Proposal solicits a return, then it is the vendor's sole responsibility to provide the City of Amarillo, with an updated Conflict of Interest Questionnaire, Form CIQ. The vendor must file the updated form within 7 days after learning that a prior filing (if any) is no longer accurate. This form and the names of the City Council Members, Mayor, City Manager, Deputy City Manager, and Assistant City Manager is available on the City's website located at www.amarillo.gov

5. Cooperative Purchasing

5.1. The contract resulting form this solicitation will be available for use by all governmental entities, providing there is no conflict with any applicable statutes, rules, policies, or procedures. The governmental entities will have the option to use the pricing as agreed to within the resulting contract.

5.2. Governmental entities will issue their internal purchase orders directly to the contractor(s), however, shall reference and cite the City of Amarillo contract number (Solicitation number) within the purchase order document.

6. Ethics-energy boycott

6.1. Texas Government Code, Chapter 809, prohibits a governmental entity from entering into a contract for goods and services with a company that has 10 or more employees, and the contract is $100,000 value or greater. Vendor certifies that it (1) does not boycott energy companies; and (2) will not boycott energy companies during the term of the contract.

7. Ethics- firearms discrimination

7.1. Texas Government Code, Chapter 2274, prohibits a governmental entity from entering into http://www.amarillo.gov/ a contract for goods and services with a company that has 10 or more employees, and the contract is of $100,00 value or greater. Vendor certifies that it: (1) does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and (2) will not discriminate during the term of the contract against a firearm entity or firearm trade association.

8. Funding out clause

8.1. Notwithstanding any contrary provision of this agreement, each payment obligation of the

City created by this agreement is conditioned upon the availability of funds that are appropriated or allocated by the Amarillo City Council for the payment of the product of functionally similar products. If sufficient funds are not allocated and available for any subsequent fiscal year (October 1 to September 30) during the term of this agreement, the

City may terminate this agreement or reduce its obligation to match the appropriated funding. The City shall notify the vendor that funds have not been appropriated by the City

Council at the earliest possible time and this agreement will terminate or be reduced at the beginning of the fiscal year for which no funds or reduced funds have been appropriated by the City Council. No penalty shall accrue to the City in the event this provision is exercised, and the City shall not be obligated or liable for any future payments due or for any damages as a result of termination or reduction under this section. This provision shall not be construed so as to permit the City to terminate or reduce this agreement in order to purchase, lease or rent similar equipment from another entity.

9. Local Preference Consideration - City of Amarillo

9.1. Section 271.9051 of the Texas Local Government Code “consideration of location of respondents principal place of business”: In accordance with SECTION 271.9051 OF THE

Texas Local Government Code, if a local government receives one or more competitive sealed bids from a vendor whose principal place of business is in the municipality and whose bid is within five (5%) percent of the lowest bid price received from a vendor who is not a resident of the municipality, on contracts less than $500,000 the municipality may enter into a contract with (a) the lowest vendor or (b) the vendor whose principal place of business is in the municipality if the governing body of the local government determines, in writing, that the local vendor offers the local government the best combination of contract price and additional economic development opportunities for the local government created by the contract award, including the employment of residents of the local government and increased tax revenues to the local government.

9.2. Please note when an item is part of a lot and no response is entered for that item, then the whole lot will be deemed unresponsive.

9.3. The City of Amarillo will not award a bid to vendors who are delinquent in the indebtedness to this city.

10. Texas ethics commission form 1295

10.1. Effective January 1, 2016 The Texas Legislature adopted House Bill 1295, which added

Section 2252.908 of the Government Code. The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties (Form 1295) to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The Texas Ethics Commission has adopted rules requiring the business entity to file form 1295 electronically with the Commission. Before the City of Amarillo will enter into a binding agreement with a business, that said business must submit form 1295. The said business must go to www.ethics.state.tx.us to file the reports electronically. Once the said business has filed the report electronically the said business will print a copy of the form and submit back to the City with the signed copy of the contracts. Once the City has received the copy of the submitted form 1295 and acknowledged the form on the Texas Ethics Commission website the City will execute the

Contract.

11. Notice - Unit of Measure Warning

11.1. When submitting a response to this bid you must submit your bid with a unit price in the unit of measure as shown on the bid sheet for your bid to be considered. It doesn't matter if the extended price is correct if the unit price is submitted incorrectly, the bid will be deemed non-responsive for that item. If the item is part of a lot, then the lot will be deemed unresponsive.

Example: if we request a unit price per pound do not submit a price per 50# bag as your unit price. If we request a price per round of ammunition do not use the price per box or the price per case as your unit.

The unit of measure for this bid is: GA. = Gallon

TO BE AWARDED BY LOT

GENERAL CONDITIONS OF BIDDING - READ CAREFULLY

1. All bids must be quoted F.O.B. destination when necessary.

2. Show unit prices as requested in bid documents or bid table.

3. State on face of bid exactly what you are furnishing (brand or manufacturer's name) when necessary.

4. Any catalog or manufacture’s reference in this quotation is descriptive, but not restrictive, and is used only to indicate type and grade, unless otherwise specified.

5. Note: The City of Amarillo is exempt from all federal excise and state taxes. Do not include tax in your bid price or invoice. The purchase order issued to the successful bidder contains the required statute to be filed as a tax exemption certificate.

6. The City of Amarillo reserves the right to accept or reject any or all bids or parts of bids and to waive any formalities and technicalities.

7. If your bid is figured on an "all or none" basis, please state so. The city reserves the right to award a bid on this basis. In order to be considered on an all or none basis, bidder is responsible for submitting pricing for all items on the bid.

8. Cash discounts will be figured from date complete shipment of order is received, or date invoice is received by the purchasing department, whichever is later. Purchase order number must appear on all invoices and delivery tickets. Send invoice to mailing address listed at the top of this page.

3. Payment for the material will be made after complete shipment and the entire order has been received by the city, and after the using department has certified receipt of the material and verified that the material is in accordance with the bid submitted.

City of Amarillo, TX

Specifications

Unit price per gallon = the difference above or below the current oil price information service (OPIS) rack average price for Amarillo to include fees, freight charges, and pay any additional charges other than required taxes.

During the period of this contract, prices maybe increased and decreased. However, price changes will be governed by the posted daily rack average prices published in the weekly OPIS publication. Prices will be adjusted on a weekly basis same as delivery date.

Safety datasheets will be required for all chemical substances identified as hazardous.

Specifications for diesel and unleaded fuel are attached. deliveries of fuel under this contract are subject to test to insure compliance with specifications. All tests shall be made per method used by the American

Society of testing material unless otherwise specified. When test analysis shows gasoline meeting specifications, the ordering agency will pay for said test. When test analysis shows fuel does not meet specifications, contractor will pay for said test.

• Lot 1 Conrac

Fuel Oil, Diesel

Rick Husband International Airport

Gasoline, Automotive

Rick Husband International Airport

• Lot 2 Amarillo

Topping Off Various Locations For City Of Amarillo

Per Attached Specification Attachment “A" Topping Off Locations

Topping Off Various Locations For City Of Amarillo

Per Attached Specification Attachment “A" Topping Off Locations

• Lot 3 Randall County

Delivered To:

Randall County Sherrif's Office

9100 S. Georgia, Amarillo, Texas

Randall County Road & Bridge

301 W. Hwy 60, Canyon, Texas

Delivered To:

Randall County Sherrif's Office

9100 S. Georgia, Amarillo, Texas

Randall County Road & Bridge

301 W. Hwy 60, Canyon, Texas

TO BE AWARDED BY LOT