B_Fuel Oil.pdf

INVITATION TO BID

TOWN OF SOUTH KINGSTOWN

SOUTH KINGSTOWN SCHOOL DEPARTMENT

#2 HEATING FUEL & MAINTENANCE

BID #SK0024FAC

The Town of South Kingstown will accept sealed bids for the above referenced in the Finance Department, addressed to: Julie A. Mason, Procurement Administrator, 180 High Street, Wakefield, RI 02879, until 11:00 A.M. on October 24, 2025, and will then be publicly opened and read aloud.

NO BIDS WILL BE ACCEPTED AFTER THE 11:00 AM DEADLINE.

The bids will be evaluated pursuant to R.I.G.L. 45-55-5. “Competitive Sealed Bidding”.

Firms interested in submitting a bids may register on-line to download and print bid packages. For further details please visit: ghttp://www.southkingstownri.gov/165/Invitations-to-Bid

For questions related to this bid please contact Julie A. Mason, Procurement Administrator by email: jmason@southkingstownri.gov

Individuals requesting American Sign Language Interpreters or CART service must call the Town Clerk’s Office at (401)789-9331 at least seventy-two (72) hours in advance of the bid opening date.

http://www.southkingstownri.gov/165/Invitations-to-Bid http://www.southkingstownri.gov/165/Invitations-to-Bid mailto:jmason@southkingstownri.gov

SELECTION CRITERIA

The bids will be evaluated as to R.I.G.L. 45-55-5. (2) “Competitive Sealed Bidding”, and the award shall be made on the basis of the lowest evaluated or responsive bid price.

The following factors will be considered in determining the lowest evaluated or responsive bid price:

Increment;

Hourly Service Rates;

Response Time for Fuel delivery;

Response Time for Emergency service

Meets or exceeds bid specifications;

Quality of work previously performed by the company for the Town of South Kingstown, if any;

Distance from South Kingstown;

Services offered;

Early Payment Discount.

TOWN OF SOUTH KINGSTOWN, RHODE ISLAND

GENERAL INFORMATION

1. Receipt and Opening of Bids:

Sealed bids (bids) will be accepted in the Finance Department, Town of South Kingstown, 180 High Street, Wakefield, RI 02879, until the time indicated on the advertisement for bids, for the commodities, equipment or services designated in the specifications and will then be publicly opened and read aloud at specified time.

Envelopes must be clearly marked with the name of the item bid and time and date of the opening.

It is the bidder’s responsibility to see that their proposal is delivered within the time and at the place prescribed. Bids received prior to the time of opening will be securely kept unopened. No responsibility will attach to any officer or person for the premature opening of a proposal not properly addressed and identified.

Any documents incorrectly addressed or misdirected to other locations other than the Finance Department, Town of South Kingstown, and are not present at the time and date specified of the bid opening for whatever cause will be deemed late and will not be considered. Postmarks will not be considered proof of timely submission. Proposals received by facsimile will not be considered

2. Preparation of Bids:

Bids must be submitted on and in accordance with the forms attached hereto, blank places must be filled in as noted, no change shall be made in the phraseology of the bids or in the item or items mentioned therein, must contain the name and proper address of the bidding firm, and must be signed by a responsible member of the firm with his/her signature and official title. Bids that are not complete, or contain any omissions, erasures, alterations, additions or contain irregularities of any kind, may be rejected.

3. Telegraphic Modification:

Telephonic, telegraphic or oral bids, amendments or withdrawals will not be accepted.

4. Withdrawal of Bids:

Bids may be withdrawn personally or by written request at any time prior to the time specified for the opening. Bids may be modified in the same manner.

Negligence on the part of the bidder in preparing the bid confers no right of withdrawal or modification of his bid after such bid has been opened.

5. Bid Security:

Not Applicable

6. Qualification of the Bidder:

The Town reserves the right to request each bidder to present evidence that he/she is normally engaged in purveying the type of product or equipment bid upon. No bids shall be considered from bidders who are unable to show that they are normally engaged in purveying the type of product or equipment specified in the bid bids. The supplier shall make themselves thoroughly familiar with the contents of the notice before submitting their bid proposal.

7. Obligations of the Bidder:

At the time of the opening of the bids, each bidder will be presumed to have inspected the Specifications and Contract documents (including all Addenda). The failure or omission of any bidder to receive or examine any form, instrument or document shall in no way relieve any bidder from any obligation in respect to this bid.

8. Prevailing Wage:

Contractors working on RI Prevailing Wage projects must adjust employees’ hourly rates every July 1 in accordance with updated Davis Bacon rates. Information can be obtained at the following websites: http://www.dlt.ri.gov/pw Projects of $1,000 or more shall include certified payroll pursuant to the prevailing wage law.

9. Prices:

Bidders shall state the proposed price in the manner as designated in the Bid Proposal Form.

10. Delivery:

Vendor services and automatic delivery schedules must be carefully monitored by bid award winner during the heating season. The Town reserves the right to take appropriate corrective action to protect Town personnel and facilities in the event of any extensive or repetitive interruptions of service during the peak heating season as per specifications. If the supplier fails to deliver or install material as required in the time indicated or subsequently agreed to, the contract may be terminated at the discretion of the Town or the School Department. All fees, permits, insurance, workers compensation insurance, etc. are the responsibility of the contractor. The contractor shall be held responsible for all damages to Town property resulting from fuel oils/diesel fuel spillage. The Town may choose to cease automatic delivery at the end of the winter period of each respective year.

http://www.dlt.ri.gov/pw

11. Tax Exemptions:

The Town is exempt from the payment of R.I. Sales Tax under the 1956 General Laws of the State of Rhode Island, §44-18-30 Para.1, as amended. Bid is not to include any taxes from which the Town of South Kingstown is exempted by law;

the Town will complete tax exemption forms required by the supplier.

12. Acceptance or Rejection:

The Town of South Kingstown reserves the right to reject any or all bids, to accept any bid or waive any formality in the bids as deemed advisable in the best interest of the Town. The Town of South Kingstown in addition to soliciting bids in response to this bid, may consult, consider, and make an award for any and all open bid offers for a comparable unit as sought herein from an approved cooperative or consortium.

13. Payment Terms:

The Town of South Kingstown and the South Kingstown School Department agree to pay for any materials and services within 30 days after acceptance. Acceptance means 100% satisfaction that materials or service are in compliance with the Town of South Kingstown specifications.

14. Award & Contract:

Unless otherwise specified, the Town reserves the right to make award by item or items, or by total, as may be in the best interest of the Town.

15. Insurance

The Contractor agrees to defend, indemnify, protect, save and keep harmless the Town of South Kingstown from any and all loss, cost, damage or exposure arising from the negligent acts or omissions of the Contractor in undertaking this project.

The Contractor will maintain in full force at all times workers' compensation insurance for all labor employed on the project. Workers' Compensation coverage must meet the statutory obligations of the State and supply evidence of the same to the Town of South Kingstown (sample attached).

The Contractor will maintain in full force at all times during this engagement General Liability (including products and completed operations) insurance in the minimum amount of $2,000,000 per occurrence for all damages on account of personal injuries and/or property damage arising out of an occurrence. If the Contractor’s General Liability Policy is subject to an Annual Aggregate, said Aggregate must be in multiples of the per occurrence limit of liability. The

Contractor will provide evidence of its General Liability policy to the Town of South Kingstown naming the Town of South Kingstown as an additional insured to the policy.

The Contractor will maintain in full force at all times during this engagement Auto Liability insurance covering all owned vehicles, hired vehicles, or non-owned vehicles in the minimum amount of $1,000,000 per occurrence for all damages on account of personal injuries and/or property damage. The Contractor will provide evidence of its Auto Liability policy to the Town of South Kingstown.

Proof of insurance must be supplied to the Town of South Kingstown prior to award of contract and then on an annual basis throughout the remainder of the contract’s term.

16. Licenses & Certifications:

At the time of award, the successful bidder shall possess and provide evidence of all licenses, trade certifications, trade registrations, etc. pertaining to the requirements of the project.

17. Out of State Corporations:

A bidder who is an out of state corporation shall qualify or register to transact business in this State, in accordance with the Rhode Island Business Corporation Act, RIGL Sec. 7-1.2-1401, et seq.

18. Supplemental Information:

Bidders must submit any associated documentation or product information available on the commodity to be provided.

19. Tests:

Before approval, the South Kingstown Town Manager, or his agent, reserves the right to inspect and/or test materials furnished in accordance with the bidding procedures. If, in the opinion of the South Kingstown School Department or the Town, an analysis of the fuel is desired, the contractor must agree to meet the cost of no more than two tests to be made at a laboratory acceptable to both parties. In the event such tests show a wide discrepancy in the tested oil, the contractor shall agree to supply the School Department or the Town with proportionate additional fuel at no cost.

20. Town Bidding Website:

The Town of South Kingstown officially distributes bid documents through the Bid Net website under the RI Purchasing Group. There are no fees required to register on the website. Copies of solicitation documents obtained from any other source are not considered official copies and the Town is not responsible for those documents. Only those vendors who download the documents from the Bid Net website will receive addendum information, if such information is issued.

If you received this document from any other source, we recommend that you register on the Bid Net website: https://www.bidnetdirect.com/ to obtain an official copy and any associated addendum.

21. Equal Opportunity Employer:

For the purposes of this statement the term “vendor” shall mean any and all individuals, companies, corporations, and business entities that provide goods or services to the Town of South Kingstown pursuant to any and all relevant and appropriate Federal, State, and local purchasing rules, regulations and procedures.

The Town of South Kingstown is committed to the general policy and principle of Equal Employment Opportunity in terms of retaining vendors to provide the Town with goods and services necessary for routine and emergency operations. The Town will not discriminate against vendors as entities, or individual employees thereof on any legally-recognized basis included, but not limited to race, age, color, religion, sex, marital status, national origin, physical or mental disability, Veteran’s status, pregnancy, sexual orientation, genetic conditions, predisposition to certain diseases, or ancestry, except where a bona fide occupational qualification exists.

By submission of your bid, you agree not to discriminate in the above named categories.

22. Contract Period and Terms of Agreement:

The contract period shall be November 1, 2025 (after Town Council approval) through October 31, 2027 with an option to extend for one (1) additional year if mutually agreeable by both parties.

23. Exceptions to the Specifications:

If the material offered differs from the provisions of this specification, such differences must be explained in detail on sheets attached to the bids, and if such deviations do not depart from the intent of this notice and are in the best interest of the Town, the bids will receive careful consideration.

https://www.bidnetdirect.com/

TOWN OF SOUTH KINGSTOWN

#2 HEATING FUEL & MAINTENANCE

BID SPECIFICATIONS SK0024FAC

Contract Period: November 1, 2025, through October 31, 2027.

This contract consists of providing #2 Fuel Oil and Maintenance & Repair Service for #2 Oil Fired Boilers at various Town and School Facilities within the Town of South Kingstown. The Town may choose to extend this agreement for a third year based on prices submitted for the period of November 1, 2027 to October 31, 2028.

REQUIREMENTS:

Furnish approximately 18,000 gallons of #2 Fuel Oil to the following delivery points & perform maintenance & service on the fuel oil burners. Tank capacities indicated.

SCHOOL BUILDING

LOCATION

TANK

CAPACITY

West Kingston Elementary School 3119 Ministerial Rd, W.Kingston 275 gal.

Matunuck Elementary School 310 Matunuck Beach Rd 275 gal.

TOWN BUILDING

Stepping Stone Preschool 30 Spring Street, Peace Dale 550 gal.

Public Safety Generator, exterior tank

1790 Kingstown Road, Wakefield 1,000 gal.

Senior Center Generator, exterior tank

25 ST. Domenic Road, Wakefield

500 gal.

Animal Shelter Generator, exterior tank

132 Asa Pond Road, Peace Dale 200 gal.

Fire Alarm Garage, exterior tank 180 High Street, Wakefield 275 gal.

Larry Tetreault Senior Center 211-C Broad Rock Rd, Peace

Dale

500 gal.

STANDARDS:

Oil is to conform to the U.S. National Bureau of Standards, the American Society for Testing Materials (ASTM). Compliance with EPA standards of latest revision regarding color of heating oil and low sulfur diesel fuel (if applicable is required. Bidders must conform to department of health regulations on limiting sulfur content of fuels and regulations set forth by mandatory petroleum allocation rules. A laboratory analysis of product may be required at any time during the term of the contract, not to exceed three analyses per product. In the event such tests show a wide discrepancy in the tested oil, the contractor shall agree to supply the School Department or the Town with proportionate additional fuel at no cost.

SERVICE:

The bid award winner is to provide an hourly rate for service at the Town locations listed.

Contractor must have a 24 hour, 7 day/week answering service with personnel available within a response time not to exceed 2 hours in any such emergency. The contractor shall have competent and experienced mechanics for oil burner maintenance & repair.

Cost of materials essential to repair or maintenance will be cost plus percentage mark-up per bid. If required, the contractor shall submit documentation of cost from his/her suppliers.

BILLING/PAYMENTS:

Fuel oils delivered or maintenance performed for the School Department shall be billed as follows:

South Kingstown School Dept.

Administration Bldg.

Attn: Director of Administrative Services 307 Curtis Corner Road Peace Dale, RI 02883

Fuel oils delivered or maintenance performed for the Town shall be billed as follows:

Town of South Kingstown

Finance Department Attn: Kerry Taylor 180 High Street Wakefield, RI 02879

Invoices submitted via email: payables@southkingstownri.gov

A designated Town employee should sign for each delivery and/or service ticket to authenticate that the delivery/service was completed. A copy of the signed ticket shall accompany the invoice. Upon receipt of proper invoices, payments will be made with the Town’s or School’s regular payment schedule.

mailto:payables@southkingstownri.gov

CHARGE RATES:

Prices will be based on Daily Petroleum Prices as published in the New York Journal of Commerce. The vendor must use either the Providence harbor posting low or its prime supplier’s price low which must also be posted in the New York Journal of Commerce. If the vendor uses prime supplier’s price the name of that supplier must also be provided.

A copy of the price index used by the vendor must be enclosed with the bid.

The invoices for all fuel oil must be accompanied by a copy of the Daily Petroleum Prices (LOW) for that particular shipment with prices as published in the referenced publication on which the billing is based. All charges are to be reflected in the delivered price to the Town of South Kingstown or South Kingstown School Department as they occur during the period November 1, 2025 through October 31, 2028.

BIDS FORMS & SIGNATURES:

The Bids Pricing Sheet must be complete. A “No Bids” must be entered where a cost or percentage is not being provided. The Bids Pricing Sheet must be signed as noted by an authorized individual or the bid may be rejected. The Bids Certification must be signed by an authorized Company representative.

BID SHEET

SK0024FAC

NOTE: THE FOLLOWING BIDS IS IN ACCORDANCE WITH ALL THE CONDITIONS, INSTRUCTIONS,

AND SPECIFICATIONS AS SPECIFIED:

#2 FUEL OIL

Name of Supplier

Years 1 & 2 (11/1/25-10/31/27)

Year 3 Optional

(11/1/27-10/31/28)

Transportation, Increment Charge or Discount

Response Time Fuel (# of Hours)

Service & Maintenance Hourly Rates

Monday- Friday 8AM-4PM (Per Hour)

Monday-Friday 4PM-8AM

Saturday, Sunday & Holidays

Percent Markup for Parts & Equipment

BID CERTIFICATION

SK0024FAC

I, (WE), the undersigned agree to furnish the Town of South Kingstown and the South Kingstown School Department with #2 Heating Fuel Oil and Services for the period stated, in accordance with the specifications outlined. The price completed on the bid form is the incremental price (for delivery) that will be charged in addition to the Daily Petroleum Low and required taxes.

Company Name

Company Address

Authorized Signature & Title

Date of Signature

REFERENCES

The bidder is required to state below that work of a similar character to that included in the proposed contract he has done and give references which will enable the Town of South Kingstown to make inquiries and judge as to his experience, skill, available financial resources, credit and business standing.

Provide reference names, company name or organization, telephone numbers, type of work performed, etc.

E X P E R I E N C E S H E E T

The following experience sheet shall be completed by each bidder. Any bid submitted without a fully completed experience sheet may be rejected by the Owner.

1. Have you ever failed to complete any work awarded to you? If so, please state where and why.

2. What projects similar to this one has your organization completed within the last 5 years?

(Separate sheets may be submitted for this information)

Class of Work Contract Amount

When Completed

Name, address and telephone number of Contact person