6-FLM110834-1 General Requirements.pdf

FLM110834-1

Salt Lake County Fleet Management Bulk Fuel Supplier Pool

Request for Bids and Resulting Contract

GENERAL REQUIREMENTS

1.0 SCOPE:

Salt Lake County, on behalf of its Division of Fleet Management, “County,” is soliciting bids from qualified firms, “Supplier,” to enter into multiple award contracts with qualified Suppliers to provide bulk fuel for purchase and delivery (Diesel and Unleaded) to multiple County locations. This solicitation is a follow-on issue of the previous solicitation, FLM110834, and the County is seeking to expand the existing vendor pool

It is the intent of the County to utilize the Supplier’s services to help assure that the fuel budget is not exceeded and to provide cost-effective fuel management delivered to the following locations as needed and additional locations may be added in the future.

UST (Underground Storage Tanks) Sites

Location Fuel Type # of Tanks Tank Gallons

Government Center 21st Unleaded 2 24,000 2001 S. State Street, SLC, UT 84190 *Diesel 1 1,000 Meadowbrook Golf Course Diesel 1 2,500 4197 S. 1300 W. Taylorsville, UT 84123 Unleaded 1 2,500 Mick Riley Golf Course Diesel 1 2,500 421 Vine Street, Murray, UT 84107 Unleaded 1 2,500 Midvale Complex Diesel 1 40,000 7125 S. 600 W. Midvale, UT, 84047 Unleaded 1 12,000

Mountain View Golf Course Diesel 1 2,000 2455 W. 8660 S. West Jordan, UT 84088 Unleaded 1 2,000

AST (Aboveground Storage Tanks) Sites

Location Fuel Type # of Tanks

Tank Gallons

Old Mill Golf Course Diesel 1 2,000 6080 S.3000 E. SLC, UT 84124 Unleaded 1 1,000

Riverbend Golf Course Diesel 1 1,000 12765 S. 1040 W. Riverton, UT 84065 Unleaded 1 1,000

South Mountain Golf Course Diesel 1 1,400 1247 E. 13800 S. Draper, UT 84120 Unleaded 1 600

Wheel Historic Farm Diesel 1 1,000 6351 S. 900 E. SLC, UT 84190 Unleaded 1 1,000

Landfill Diesel 1 10,000 6030 W. California Ave, SLC, UT 84104 Unleaded 1 2,000

Transfer Station Diesel 1 8,020

502 W. 3300 S. SLC, UT

Accord Ice Center Unleaded 1 300 5353 W. 3100 S. West Valley City, UT 84120

Murray Ice Center Unleaded 1 300 5201 S. Murray Park Lane (160 E) Murray, UT 84107

Salt Lake City Sports Complex Unleaded 1 300 645 Guardsman Way, SLC, UT 84108

Parks and Rec Diesel 1 20,000 6332 Airport Road, SLC, UT 84118 Unleaded 1 20,000

*Other locations may be added into Salt Lake County Fuel program in the future.

The County reserves the right to allow submission of additional proposals beyond the Proposal due date. With the exception of the date certain timelines of this RFC, these additional proposals shall be subject to the other requirements of the RFC, and processed in the same manner and according to the same standards as all other proposals submitted pursuant to this RFC.

Tasks to be Completed:

Suppliers must comply with the Minimum Requirements outlined herein. Bidders must answer in the affirmative to the Minimum Requirements or may be deemed non-responsive.

2.0 CONTENTS:

If any provision or specification in this “Request for Bids and Resulting Contract” (RFC) is ambiguous or is disputed by a bidder, the bidder must notify the County Contracts and Procurement Division prior to the opening of the bids. No dispute or protest concerning the ambiguity of these specifications or provisions of this RFC shall be accepted following opening of the bids.

3.0 QUESTIONS:

Questions shall be submitted through Bonfire – Utah Public Procurement Portal.

Questions are due prior to the question date and time specified. If a question/answer changes the RFC document, the change will be released in an addendum. Do NOT contact the Agency, Division, Department, or other County officers or employees.

4.0 CONTRACT TERM:

The contract resulting from this solicitation will become effective on the date of execution and be retroactively assigned to expire with the same expiration dates as the existing contracts already executed under the previous solicitation. The County reserves the right to review the contracts regarding performance and cost analysis.

5.0 ANNUAL PURCHASES:

No minimum or maximum quantity or purchases under this contract can be specified.

For information purposes only and not as a guarantee of usage by the County, approximate annual amount under this contract is 850 thousand gallons of fuel, annually.

6.0 DELIVERY:

Delivery of said order is to be completed by 4:00 pm MT the next business day of receipt of order. Supplier shall at their expense clean up any fuel spillage and repair any damage done to County property. Any fuel spill over 25 gallons must be reported to the County immediately.

7.0 AWARD:

Salt Lake County may award bids and contracts to suppliers through a preference system. Please refer to the preference attachment.

Salt Lake County may reject any or all bids if it is deemed to be in the best interest of the County.

The County may award multiple contracts to the responsive, responsible bidders meeting specifications who bid the lowest overall cost to the County. Successful bidders will be added to the existing vendor pool.

This Agreement is non-exclusive. County reserves the right to purchase any good or service covered under this Agreement from other sources during the term of the Agreement.

8.0 PRICING:

First Stage:

Qualified fuel Suppliers who meet the minimum requirements specified herein will be added to the approved Bulk Fuel Supplier Pool.

Second Stage: The Approved Bulk Fuel Suppliers will provide daily emails to Fleet Management at slcofleet@slco.org to include the following pricing breakdown:

1. Diesel Fuel

a. 0 to 500 gallons

b. 501 to 1,999 gallons

c. 2000 to 5,999 gallons

d. 6,000 to 8,999 gallons

e. 9,000 + gallons

When Winter Blend Additive is offered, include price of additive per gallon of fuel as separate price quote.

2. Unleaded Fuel

a. 0 to 500 gallons

b. 501 to 999 gallons

c. 1,000 to 5,999 gallons

d. 6,000 + gallons mailto:slcofleet@slco.org

3. Pricing will be F.O.B. Destination to all locations within the County.

4. Both the Underground Storage Tank and Superfund are to be line items on invoices and are not included in the bid price.

5. The County is tax exempt for Federal Taxes and invoices will not include this tax.

6. Utah State Tax will be charged, for clear Diesel only, as a separate line item on invoice and not included in the bid price.

A. The qualified Supplier that provides the Lowest Bid Price will be contacted by County Fleet Management by 10:00 am MT to order fuel as needed.

The Bid Price must be the price per gallon on the invoice.

9.0 AUDITING:

The Supplier agrees, at no additional cost, to make available to Salt Lake County all records; published price lists and invoices relative to this contract. Information to assist Salt Lake County personnel in performing periodic audits and price checks will be provided during regular business hours.

10.0 REQUIRED INSURANCE POLICIES:

GENERAL INSURANCE REQUIREMENTS FOR ALL POLICIES.

A. Any insurance coverage required herein that is written on a “claims made” form rather than on an “occurrence” form shall (i) provide full prior acts coverage or have a retroactive date effective before the date of this Agreement, and (ii) be maintained for a period of at least 3 (three) years following the end of the term of this Agreement or contain a comparable “extended discovery” clause. Evidence of current extended discovery coverage and the purchase options available upon policy termination shall be provided to the County.

B. All policies of insurance shall be issued by insurance companies licensed to do business in the State of Utah and either:

(i) Currently rated A- or better by A.M. Best Company;

—OR—

(ii) Listed in the United States Treasury Department’s current Listing of Approved Sureties (Department Circular 570), as amended.

C. Bidder shall furnish certificates of insurance, acceptable to the County, verifying the foregoing matters concurrent with the execution hereof and thereafter as required.

D. In the event any work is subcontracted, Bidder shall require its subcontractor, at no cost to the County, to secure and maintain all minimum insurance coverages required of the Bidder hereunder.

E. In the event that governmental immunity limits are subsequently altered by legislation or judicial opinion, Bidder shall provide a new certificate of insurance within 30 (thirty) days after being notified thereof in writing by the County, certifying coverage in compliance with the modified limits or, if no new limits are specified, in an amount acceptable to the County.

F. All required certificates and policies shall provide that coverage thereunder shall not be canceled or modified without providing 30 (thirty) days prior written notice to the County in a manner approved by the County District Attorney.

G. In the event Bidder fails to maintain and keep in force any insurance policies as required herein, County shall have the right at its sole discretion to obtain such coverage and reduce payments to Bidder for the costs of said insurance.

REQUIRED INSURANCE POLICIES.

Bidder agrees to secure and maintain the following required policies of insurance in accordance with the general insurance requirements set forth in the preceding subsection:

A. Workers’ compensation and employer’s liability insurance as required by the State of Utah unless a waiver of coverage is allowed and acquired pursuant to Utah law. This requirement includes Bidders who are doing business as an individual and/or as a sole proprietor as well as corporations, limited liability companies, joint ventures and partnerships. In the event any work is subcontracted, Bidder shall require its subcontractor(s) similarly to provide workers’ compensation insurance for all of the latter’s employees, unless a waiver of coverage is allowed and acquired pursuant to Utah law.

B. Commercial general liability insurance on an occurrence form with the County as an additional insured, in the minimum amount of $1,000,000 per occurrence with a $2,000,000 general policy aggregate and $2,000,000 products completed operations policy aggregate. The policy shall protect the County, Bidder, and any subcontractor from claims for damages for personal injury, including accidental death, and from claims for property damage that may arise from Bidder’s operations under this Agreement, whether performed by Bidder itself, any subcontractor, or anyone directly or indirectly employed by either of them. Such insurance shall provide coverage for premises operations, acts of independent Bidders, and completed operations.

C. Commercial automobile liability insurance that provides coverage for owned, hired, and non-owned automobiles, with the County as an additional insured, in the minimum amount of $1,000,000 per occurrence.

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