7989-20240917090031 MCSD.docx

2024 Request for Proposals (RFP) for Fuel and Propane Supply Marshall County School District Issue Date: September 19, 2024 Proposal Due Date: Monday, October 7, 2024

1. Introduction The Marshall County School District (MCSD) is seeking proposals from qualified vendors for the supply and delivery of fuel (diesel and gasoline) and propane to meet the needs of our school district's transportation and facility operations. The contract will cover a period of one calendar year from the date of approval by the MCSD Board of Education.

2. Scope of Work The selected vendor(s) will be responsible for providing the following services:

· Fuel Supply: Regular delivery of diesel and unleaded gasoline for the district’s bus fleet and other vehicles. Estimated annual consumption is 150,000 gallons. This number is mostly diesel fuel, but will include some gasoline.

· Propane Supply: Regular delivery of propane for heating and other uses in school district facilities. Estimated annual consumption is 35,000 gallons.

· Level Monitoring and Delivery Requirements: The selected vendor will be responsible for monitoring fuel levels at all locations without calls from the district. Deliveries must be made to various locations within the MCSD as specified by below. Vendors must ensure timely and reliable delivery to avoid disruptions in school operations. Please include in the proposal an explanation of how this will be accomplished so as to ensure that no location is ever out of fuel or propane.

· Propane Locations:

· Galena School, 4202 Hwy 4 W., Holly Springs, MS 38635

· H.W. Byers Elementary and High School, 4178 Hwy 72 E., Holly Springs, MS 38635

· Diesel Fuel Locations:

· MCSD Bus Shop, 1227 W. Woodward Ave., Holly Springs, MS 38635

· Byhalia High School, 272 Hwy 309 N., Byhalia, MS 38611

· Galena School, 4202 Hwy 4 W., Holly Springs, MS 38635

· H.W. Byers Elementary and High School, 4178 Hwy 72 E., Holly Springs, MS 38635

· Potts Camp High School, 7050 Church Ave., Potts Camp, MS 38359

· Gasoline Location:

· MCSD Bus Shop, 1227 W. Woodward Ave., Holly Springs, MS 38635

· Quality Assurance: All fuel and propane must meet or exceed industry standards and comply with all federal, state, and local regulations.

3. Proposal Requirements Interested vendors are required to submit a proposal that includes, but is not limited to, the following:

· Company Profile: Overview of the company, including history, qualifications, and experience in supplying fuel and propane.

· Pricing Structure: Detailed pricing proposal, including cost per gallon for each fuel type (diesel, gasoline, and propane), delivery charges, taxes, and any additional fees.

· Delivery Plan: Description of the delivery process, including scheduling, logistics, and emergency delivery capabilities.

· Insurance and Licenses: Proof of relevant insurance coverage and necessary licenses to operate in Mississippi.

4. Evaluation Criteria A contract shall be awarded based on the vendor submission that best meets the needs of the school system.

The following factors will be considered when evaluating proposals:

5. Submission Instructions Proposals must be submitted by Monday, October 7, 2024 by 1:00 p.m. CDT.

Bids will be opened and tabulated at 1:30 that same day.

A bid submission form (found at the end of this document) should be completed and placed near the beginning of any bid submission.

Bids can be submitted electronically by contacting Todd Sanderson at tsanderson@mcschools.us for submission instructions or in a sealed envelope clearly marked as follows:

“2024 Fuel and Propane Bid” If bid is to be mailed, please send it to:

Marshall County School District Attn: Todd Sanderson 122 S. Spring St.

Holly Springs, MS 38635

Envelopes not marked will remain sealed.

Late submissions will not be considered.

6. Questions and Clarifications Questions regarding this RFP must be submitted in writing by Wednesday, October 2, 2024 to Todd Sanderson at tsanderson@mcschools.us. Responses to all questions will be provided by Friday, October 4, 2024.

7. General Terms and Conditions

· The Marshall County School District reserves the right to reject any or all proposals, to waive any informality in the proposals received, and to accept any proposal which, in the opinion of the District, best serves the interests of the District.

· The selected vendor will be required to enter into a contract with the Marshall County School District, the terms of which will be provided upon award of the contract.

8. Conclusion The Marshall County School District looks forward to receiving proposals from qualified vendors for the supply of fuel and propane. Thank you for your interest in partnering with us to ensure the efficient operation of our transportation and facilities.

2024 Fuel and Propane Bid Submission Form

Vendor Name: __________________________________________________

Vendor Point of Contact Name: ____________________________________

Vendor Contact Phone: ___________________________________________

Vendor Contact Email: ____________________________________________

Total Per Gallon Cost for Diesel Fuel: ________________________________

Total Per Gallon Cost for Gasoline Fuel: ________________________________

Total Per Gallon Cost for Propane Gas: ________________________________

By submitting this bid and signing this form we agree to deliver the product outlined in the 2024 Fuel and Propane RFP. We also agree that the pricing listed on this form shall be good for a period of twelve (12) months from the date of approval by the MCSD School Board.

Name Title

Signature Date