Agency Request For Quotation.pdf

KENTUCKY DEPARTMENT OF MILITARY AFFAIRS

AGENCY REQUEST FOR QUOTATION

INSTRUCTIONS

1. Each quotation shall be submitted on the Agency Request For Quotation form

2. Specifications used in the Request for Quotation are intended to be open an nonrestrictive.

References to brand names, catalogs, etc. are to establish a minimum standard of quality and do not preclude Buyer’s consideration of bids of comparable quality. However, all bidders shall provide the brand name and catalog number of product bid if bidding other than specified on the

Request for Quotation.

3. Quotations shall be submitted indicating unit price, total extension for each item, and grand total of the quotation. Firm prices are required. In case of error in the extension prices, the unit price will govern.

4. All prices quoted shall be on the basis of FOB Destination, all freight prepaid, to the ordering agency address specified on the Request for Quotation.

5. All commodities shall be new and current (latest) model, unless otherwise specified.

6. DMA reserves the right to award the items separately or all to one bidder based on the best interest of the Commonwealth. If bidding on an all-or-none basis, it shall be specified on the quotation.

7. The Commonwealth is exempt from federal excise taxes. Bidders shall not include such tax in the quotation.

8. KENTUCKY SALES AND USE TAXES: Sales of tangible personal property or services to the

State of Kentucky and its constitutional agencies are not subject to state sales or use taxes.

9. Any order based on this quotation shall be issued by a Purchase Order contract. No delivery or billable work is authorized until a valid Purchase Order has been fully executed. The Purchase

Order shall represent the entire agreement between both parties. Prior negotiations, representations, or agreements, either written or oral, between the parties hereto relating to the subject matter hereof shall be of no effect upon the Purchase Order.

10. The Commonwealth’s acceptance of the quote indicated by the issuance of a Purchase Order shall create a valid contract consisting of 1) the written Purchase Order, 2) the bidder’s Request for Quotation response, and 3) the Kentucky Revised Statute (KRS) 45A. No change or modification to the Purchase Order shall be authorized without the approval of the Administrative

Services Purchasing Branch Manager.

11. The laws of the Commonwealth of Kentucky shall govern contracts or orders placed as a result of the quote. The rights and obligations of the parties shall be determined in accordance with the laws of the Commonwealth of Kentucky. Furthermore, the parties agree than any legal action that is brought on the basis of an order resulting from this quotation shall be filed in the Franklin

County Circuit Court of the Commonwealth of Kentucky. Any offer conditioned upon governance by the laws of a state other than Kentucky shall not be considered.

KENTUCKY DEPARTMENT OF MILITARY AFFAIRS

AGENCY REQUEST FOR QUOTATION

THIS IS NOT AN ORDER

Return Address: Bluegrass Station, 5751 Briar Hill Rd Bldg 18, Lexington, KY 40516

Business Hours: 8:00 a.m. – 4:00 p.m.

For Information Call: Joe Barrett Telephone Numbers: Voice: 859-293-4224 Fax: 859-293-4215 Email Address: joseph.r.barrett4.nfg@mail.mil

Quotation No: RFQ 095 200000085

Date Issued: 12/13/19 Closing Date: 12/23/19 Closing Time: 2:00 pm

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NOTE TO VENDORS:

1) All blanks MUST be completed.

2) All quotes shall be F.O.B. Destination, Freight Prepaid.

3) Multiple bids will be rejected.

4) Bid may be returned by courier, email, fax, hand-delivery or US mail.

Item No.

Description Quantity Unit Unit Price

Total

1. Bluegrass Station Division has a 10,000 gallon underground storage tank with a dual dispenser for gasoline and a 5,000 gallon above ground storage tank with a single dispenser for diesel fuel located at 5751 Briar Hill Rd, Lexington, KY.

Bluegrass Station Division is seeking bids for the purchase and installation of a compatible self-serve fuel card reader system with a cloud-based infrastructure and all associated hardware and software that will control, authorize and record the dispensing of gasoline and/or diesel fuel as a stand-alone system, capable of unattended, secure operation 24 hours a day, 7 days a week.

Any vendor wishing to bid must make a mandatory site visit prior to submitting a bid.

The system must be able to receive, at a minimum, one set of binary units.

The system must have a cloud-based security encryption (I.A.).

The vendor shall install, implement and test the fuel card reader system, including but not limited to, the central controller, fuel island controllers and receivers and/or transmitters.

The vendor shall provide two hundred (200) programmable cards and/or keys that must, at a minimum, collect the following data at the pump:

1 Each

Date and time of fuel purchase.

Type of fuel purchased.

Number of gallons purchased.

Price per gallon.

Odometer reading.

License plate number.

Vehicle description.

Driver ID or PIN used.

Driver name.

Company name.

Purchase order number.

Task number.

All of the items listed above must be editable/changeable by the end user. Any system that requires Bluegrass Station Division to contract with the vendor or manufacturer for these changes will not be acceptable.

The vendor shall provide robust reporting capabilities that are accessible online to assist with tracking fuel use for Bluegrass Station Division and its tenants and accurate billing detail for ease of payment and reconciliation. The following reporting capabilities must be available, at a minimum, and accessible online:

A report listing each card use detail, including product purchased, dates, times, etc.

A report listing driver ID activity or PIN activity with detail on products purchased, dates, times, etc.

A report listing company name with detail on products purchased, dates, number of gallons purchased, price, license plate number, vehicle description, driver name, purchase order number and task number.

A report listing company name with detail on products purchased, dates, number of gallons purchased, price, license plate number, vehicle description, odometer readings and driver name.

Bluegrass Station Division must be able to modify the report structure as it sees fit without having to rely on the vendor or manufacturer.

The vendor shall provide training and familiarization on the installed equipment and software.

The vendor shall acquire and maintain all applicable permits.

The vendor shall provide as-built technical drawings, test results and technical documentation. The vendor must provide a full point-to-point wiring diagram with electrical requirements with the shop drawings.

The vendor shall comply with all federal, state and local laws.

BID GRAND TOTAL

We submit the above prices and agree to make delivery within _______ calendar days after receipt of order. This offer is good for ______calendar days from the date this quotation is opened. In submitting the above, it is expressly agreed that, upon proper acceptance by the agency indicated herein of any or all items bid above, a contract shall thereby be created with respect to the items accepted. All contracts shall be awarded in accordance with the laws of the Commonwealth of Kentucky.

Partial payments are prohibited unless other-wise specified.

FIRM NAME________________________________________________

SIGNED BY_________________________________________________

NAME & TITLE______________________________________________

(Type or Print)

EMAIL ADDRESS_____________________________________________

ADDRESS___________________________________________________

City State Zip Code

PHONE NO. ___________________________

FAX NO. ______________________________

DATE ________________________________

FED ID _______________________________