Bid 25_08 Fuel Bid.pdf

HOUSTON COUNTY BOARD OF

COMMISSIONERS

PURCHASING DEPARTMENT

VANESSA A

ZIMMERMAN

200 CARL VINSON PKWY ● WARNER ROBINS, GEORGIA 31088

(478) 236-1700

DIRECTOR OF PURCHASING

November 18, 2024

Dear Vendor:

The Houston County Board of Commissioners is soliciting sealed bids for a period of twelve (12) months, beginning January 1, 2025, and continuing until December 31, 2025, for the provision of the following:

1. Approximately 230,000 gallons of Unleaded Plus Gasoline (minimum 89 octane) containing 10% Volume Ethanol – EIO; AND

2. Approximately 370,000 gallons of Clear-15 Ultra Low Sulfur Diesel Fuel (NO Biodiesel).

There will be three (3) drop points for the gasoline and diesel fuel, which will be ordered on an “as needed” basis and will be designated at the time of each order with a specified delivery schedule. Failure to meet the scheduled delivery twice will constitute a breach of the contract and will be enforced by fine or termination of the contract. We would like your quote to show ALL FREIGHT CHARGES. Please do not include the GUST, Federal Excise Tax, State Road Tax or Sales Tax in your quote. Please quote your prices on a cents per gallon mark-up on the daily GA OPIS average price quote through the Department of Administrative Services of the State of Georgia for delivery to Macon, Georgia. Access to the GA OPIS is at this link https://doas.ga.gov/state-purchasing-division/statewide-contracts/fuel-price-index.

The initial term of the base contract will begin on January 1, 2025, and continue through December 31, 2025. This contract will also include yearly a renewal option as follows:

Option 1 = Period beginning January 1, 2026, and ending December 31, 2026.

You must respond to the Fuel Bid and Option 1 in order for your bid to be considered. “Option” means a unilateral right in the contract by which, for a specified time, Houston County may elect to extend the term of the contract.

Evaluation of the option will not obligate Houston County to exercise the option.

To receive consideration, your sealed bid must be marked with your company name and bid number on the outside of the sealed envelope and received by the deadline at 2:00 p.m. on Thursday, December 5, 2024. Your bid envelope should resemble the following:

Your Company Name Address City, State

Houston County Board of Commissioners Purchasing Department 200 Carl Vinson Pkwy Warner Robins, Georgia 31088

SEALED BID #25-08 – FUEL BID

Bids will be evaluated, recapped and presented to the Houston County Board of Commissioners during their regularly scheduled meeting on Tuesday, December 17, 2024, at 5:00 p.m. at the Houston County Annex Building in Warner Robins, Georgia. The bid award will be based on the best value to Houston County.

THE HOUSTON COUNTY BOARD OF COMMISSIONERS RESERVES THE RIGHT TO ACCEPT NONE, ALL OR ANY

PART OF YOUR BID AND WAIVE ALL INFORMALITIES.

If you should have any questions regarding this bid request, please feel free to contact the undersigned at the above telephone number.

Sincerely, Vanessa A. Zimmerman Director of Purchasing

HOUSTON COUNTY BOARD OF COMMISSIONERS

VANESSA A.

GENERAL INSTRUCTIONS TO BIDDERS

FUEL BID #25-08: 01/01/2025 – 12/31/2025

1. These instructions will bind bidders to terms and conditions herein set forth, except as specifically qualified in special bid and contract terms issued with any individual bid.

2. The following criteria are used in determining low responsible bidders:

(a) Ability, capacity, and skill of bidder to perform required service.

(b) Whether bidder can perform service promptly or within specified time.

(c) The character, integrity, reputation, judgment, experience, and efficiency of bidder.

(d) The performance of previous contracts.

(e) The suitability of equipment or material for County use.

(f) The ability of bidder to provide future maintenance and parts service; and

(g) Awards will be based on the best value to Houston County.

3. The County is exempt from all State Sales Tax and Federal Excise Tax.

4. The bids should be tabulated, totaled, and checked for accuracy. The unit price will prevail in case of errors.

5. All required information should be included in the bid for your proposal to receive full consideration.

6. Any questions or clarifications may be directed to Aindrea Braswell, Fuel Manager, at any of the above-listed numbers, e-mail or address.

7. Quote all prices FOB Destination. Destination to be specified at time of order.

8. SEALED BIDS shall have your company name on the outside of the envelope, be marked “SEALED BID #25-08 – FUEL BID” and addressed to: Houston County Board of Commissioners, Purchasing Department, 200 Carl Vinson Pkwy, Warner Robins, Georgia 31088.

9. All bidders must be recognized dealers in the materials, services or equipment specified and be qualified to advise in their application or use. A bidder at any time requested must satisfy the Purchasing Office that he has the requisite organization, capital, plant, stock, ability and experience to satisfactorily execute the contract in accordance with the provisions of the contract in which he is interested.

10. Houston County will reject any materials, supplies or equipment that do not meet specifications, even though the bidder lists the trade name or names of such materials on the bid or price quotation form.

PURCHASING DEPARTMENT VANESSA A.

FUEL BID #25-08

01/01/2025 – 12/31/2025

BID CERTIFICATION

Quote your cents per gallon mark-up on the GA OPIS Average Daily Price INCLUDING freight charges.

Do NOT include GUST and applicable taxes.

Unleaded Plus (Midgrade) 89 Octane 10% Ethanol

Diesel Fuel Ultra Low Sulfur Clear (No Biodiesel)

I hereby certify that our bid quote meets or exceeds Houston County’s specifications. In compliance with this bid request, the bidder agrees if this bid is accepted within thirty (30) days from opening, to furnish any or all items upon which prices are quoted, at the price set opposite each item, and to deliver as a bid. By signing below, I also certify that I have read, understand and am able to comply with all requirements included in this bid package.

Option 1 = _____ Yes ____ No

Company Name Contact Person

Address

Telephone Number Fax Number E-Mail Address

Authorized Signature Printed Name Date

Contact Person: Aindrea Braswell, Fuel Manager

Purchasing Department 200 Carl Vinson Pkwy Warner Robins, GA 31088 Telephone: 478-236-1700 abraswell@houstoncountyga.gov

FUEL TANK INFORMATION (AS OF 11/18/2024)

Fuel Orders:

1. When the order is placed, Houston County Purchasing Office will submit the order to the Vendor via e-mail and provide the following information to the vendor:

Date delivery is requested for;

Location that fuel is to be delivered to;

Number of gallons needed for each tank (a load will be no less than 7,200 gallons);

Our purchase order number;

Request for invoice(s) and daily OPIS price(s) to be sent to Purchasing Department via e-mail;

The last day of invoice processing for next County Check. The county pays their bills the first and third Tuesdays of each month. When the order is placed, Vendor will be provided with the last day for invoice processing for that next check. If we receive the invoice after that date, it will be processed for the following check.

2. The Vendor should send confirmation of the order and delivery schedule to Houston County via e-mail. Deliveries are expected within a 24-hour time frame unless otherwise specified. If there are any problems with meeting this schedule, the Purchasing Office should be notified immediately.

3. As soon after the delivery as possible, we ask that the Vendor provide the following via e-mail:

Separate invoice for each tank. Each invoice must indicate which tank the invoice references, the type of fuel, and quantity of gallons, unit price, taxes, and other fees.

Daily OPIS for each delivery indicating which OPIS price is to be used.

Fuel Drops:

Tank Location / Delivery Info Tank Size

UST/AGST

(Above or

Below Ground Tank) Product Frequency

Existing Tank

Monitoring Equipment Additional Instructions

Houston County Landfill 2080 Hwy 247 S, Mile Marker 2 Kathleen, GA 31047

478-987-0089 OR 478-973-8326

Monday-Friday / 7:00am-4:00 pm (Please Note: deliveries after 4:00 pm will be turned away)

Tank 1 – 15,000 gals Diesel (Tank 1 has Green Cap)

Below ULS Clear Diesel

NO Biodiesel Approximately one delivery per month Yes, ATG

Approximately 8,250 gals ordered monthly NO deliveries accepted after 4:00pm

Tank 2 – 1,000 gals Gas (Tank 2 has Blue Cap)

Below UNL+ 89 Octane

10% Ethanol Approximately one delivery every two months Yes, ATG

Approximately 300 gals ordered monthly NO deliveries accepted after 4:00pm

Houston County Public Works 2018 Kings Chapel Road Perry, GA 31069

478-218-4800 OR 478-973-8326

7 days a week / 24 hours a day

Tank 1 – 10,000 gals Gas (Tank 1 has Blue Cap)

Below UNL+ 89 Octane

10% Ethanol Approximately two deliveries per month Yes, ATG Approximately 5,000 gals ordered monthly

Tank 2 – 10,000 gals Gas (Tank 2 has Blue Cap)

Below UNL+ 89 Octane

10% Ethanol Approximately two deliveries per month Yes, ATG Approximately 3,000 gals ordered monthly

Tank 3 – 10,000 gals Diesel (Tank 3 has Yellow Cap)

Below ULS Diesel

NO Biodiesel Approximately two deliveries per month Yes, ATG Approximately 8,000 gals ordered monthly

Houston County Sheriff’s Office 200 Carl Vinson Pkwy Warner Robins, GA 31088

478-548-2115 OR 478-973-8326

7 days a week / 24 hours a day

Tank 1 – 10,000 gals Gas (Tank 1 has Blue Cap)

Below UNL+ 89 Octane

10% Ethanol Approximately two deliveries per month Yes, ATG Approximately 12,000 gals ordered monthly

Tank 2 – 10,000 gals Diesel (Tank 2 has Yellow Cap)

Below ULS Diesel

NO Biodiesel Approximately two deliveries per month Yes, ATG Approximately 4,100 gals ordered monthly

VANESSA A.

2020 KINGS CHAPEL ROAD ● PERRY, GEORGIA 31069-2828 DIRECTOR OF PURCHASING

(478) 218-4800 ● FACSIMILE (478) 218-4805

Memorandum To: Houston County Board of Commissioners

From: Vanessa A. Zimmerman, Director of Purchasing cc: Robbie Dunbar, Director of Administration

Date: December 07, 2023

Re: Unleaded Plus Gasoline (10% Ethanol) / Diesel Fuel Bid Recap

Bids were solicited for gasoline and diesel fuel requirements covering the period beginning January 1, 2024, and continuing through December 31, 2024. ten (10) bids were received and re recapped as follows:

Prices are quoted based on a cents-per-gallon mark-up on the State of Georgia OPIS average daily price quote and include freight charges. Prices do not include GUST and applicable taxes.

James River Solutions, Ashland, Va is Low Average Bid on both fuels.

Request approval to award contract to James River Solutions, Ashland, Va for the period indicated.

Bidders E10 Unl Plus

89 Octane

Diesel – Ultra Low

Sulfur Average

James River Solutions, Ashland, Va -0.1090 -0.0560 -0.08250

Petroleum Traders Corp, Ft Wayne, IN -0.1085 -0.0443 -0.07640

Campbell Oil, Elizabethtown, NC -0.0862 -0.0178 -0.05200

Saratoga Rack Marketing, Houston, TX -0.1022 0.0067 -0.04775

Mansfield Oil, Gainesville, GA -0.0589 -0.0090 -0.03395

Indigo Energy Partners, Gainesville, GA -0.0612 0.0005 -0.03035

World Fuel Services, Miami, FL -0.0544 0.0116 -0.02140

Walthall Oil, Macon, GA -0.0100 -0.0175 -0.01375

PS Energy Group, Dunwoody, GA -0.0121 0.0650 0.02645

Colonial Oil Industries, Savana, GA 0.0417 0.0705 0.05610

Frequently asked Fuel bid questions with answers:

When will the bid be awarded and how will vendors be notified?

o Award notice will be sent by email Dec 18, this gives some time for us to trade information with the awarded vendor as needed, to be able to start ordering from that vendor January 1.

When will bid tabulations be made available after the bid opening?

o Bid tabulations can be requested the next day after the bid opening.

To do so e-mail Abraswell@houstoncountyga.org Is there a conference call or zoom meeting to listen to bid openings?

o There is not you may come in person or send a proxy.

Is subcontracting allowed?

o If this has occurred, we have not been informed. We will fuel emergency vehicles, there cannot be a delay, we expect a 24hr – 36hr turnaround of orders to delivery. And using a subcontractor cannot change the agreed bid price.

Are common carriers considered subcontractors?

o NO

What form of payment is required or preferred?

o N/A

Is there a requirement of which OPIS index needs to be used?

o Yes the GA OPIS. This link https://doas.ga.gov/state-purchasing-division/statewide-contracts/fuel-price-index What are the terms of payment? (Net 10,30,45) o The County makes payments twice a month, the first and third Tuesday of the month. For the invoice to make the closest date it must arrive in Abraswell@houstoncountyga.gov e-mail by the second or fourth Monday of the month for processing.

Is this an all or nothing bid? Will each fuel type be awarded separately or to one vendor?

o This is an all or nothing bid. We work with one fuel vendor at a time.

Who was this previously awarded to?

o James River Solutions Can previous bid tabulations please be shared?

o This will be attached to this email.

Can invoice and BOL examples please be shared for the previous awardee.

o This will be attached to this email.

Are any additives required?

o No we do this part in house.

Will split loads be allowed? I see it noted that orders are no less than 7,200 however it looks like some locations only take 300 gallons of certain fuel.

o We do not split loads; the one small tank is taken care of by a local vendor due to this issue.

Are any split load fees allowed to be charged?

N/A

Are truck pumps required for delivery?

o No