ESBD_416269_1746475473584_IFB 0004289 Bulk Fuel FY26_27.pdf

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IF NOT BIDDING

DO NOT RETURN THIS FORM.

BIDDER AGREES TO COMPLY WITH ALL

TERMS & CONDITIONS OF THIS IFB

TEXAS FACILITIES COMMISSION

INVITATION FOR BIDS

AGENCY TO INVOICE

Texas Facilities Commission PO Box 13047

Austin, TX 78711-3047

DESTINATION OF GOODS IF DIFFERENT THAN ABOVE

Various Locations See Attachment A – Price Sheet

For Delivery Locations

BIDDER INFORMATION

Vendor Name:

Address 1:

Address 2*:

City:

State:

Zip Code:

Contact Name:

Phone:

Fax*:

Email:

* If applicable

BID OPENINGMay 28, 2025 @ 3:00 PM CDT

IFB NO.0004289

IFB Title: Bulk Diesel Fuel for Emergency Generators

FAILURE TO SIGN WILL DISQUALIFY BID

*By signing this bid, bidder certifies that if a Texas address is shown as the address of the bidder, bidder qualifies as a Texas Resident Bidder as defined in Texas Administrative Code, Title 34, Part 1, Chapter 20.

Vendor ID # ______________________________________________________________________________

THE ID NUMBER IS THE PAYEE IDENTIFICATION NUMBER ASSIGNED AND USED BY THE COMPTROLLER OF PUBLIC ACCOUNTS OF TEXAS TO PROCESS PAYMENT FOR GOODS/SERVICES. ENTER THIS NUMBER IN THE SPACE PROVIDED ABOVE IF NUMBER IS NOT PREPRINTED. IF THIS NUMBER IS NOT KNOWN, YOU MAY CONTACT THE PURCHASER LISTED BELOW FOR A TEXAS COMPTROLLER OF PUBLIC ACCOUNTS FORM AP-152 – TEXAS APPLICATION FOR PAYEE IDENTIFICATION NUMBER.

PLEASE ALSO ENTER YOUR FEDERAL EMPLOYER’S IDENTIFICATION NUMBER:

In an effort to minimize identity theft, every company MUST have an Employer Identification Number (EIN), also known as a federal tax identification number prior to award of a contract. For information on obtaining your EIN, you may call 800-829-4933.

PREFERENCES

See Section 2.38 of the State of Texas Procurement Manual regarding preferences.

Check below to claim a preference:

For Goods:

( ) Goods produced or offered by a Texas Resident Bidder owned by a Service-Disabled Veteran ( ) Goods produced or offered by a Texas Resident Bidder ( ) Agricultural products grown in Texas ( ) Agricultural products offered by a Texas Resident Bidder ( ) Goods, including agricultural products, produced or grown in the United States

For Services:

( ) Services offered by a Texas Resident Bidder owned by a Service-Disabled Veteran ( ) Services offered by a Texas Resident Bidder

AUTHORIZED SIGNATURE DATE

CASH DISCOUNT ___ % ___ DAYS

WHEN BIDDING:

Bids should be submitted through the Bonfire online portal as specified in the Attachment B - Bonfire Submittal Instructions.

IFB 0004289

Bulk Diesel Fuel for Emergency Generators

SECTION I – GENERAL

PURPOSE: In accordance with the provisions of Texas Government Code 2156.063, Solicitation of Bids, Texas Government Code 2165.001 Custodianship of State Property, and Rules and Procedures adopted by the Texas Facilities Commission (TFC), TFC is seeking bids for bulk diesel fuel purchases for emergency generators. This is for fuel purchases not to exceed $50,000.00 for an initial two-year term at TFC locations listed in Attachment A – Price Sheet.

This Invitation for Bids (IFB) consists of the following documents:

1. IFB 0004289

2. Attachment A – Price Sheet

3. Attachment B – Bonfire Submittal Instructions

Terms and Conditions: Services shall be performed in accordance with TFC’s standard terms and conditions available at the following link:

https://www.tfc.texas.gov/divisions/commissionadmin/prog/internal-procurement-1/sb20/

SCHEDULE OF EVENTS: The solicitation shall be conducted according to the schedule of events below.

TFC reserves the right to make any changes to the schedule by posting an addendum to the ESBD.

EVENT DATE

Issue Invitation for Bids (IFB) May 5, 2025 Deadline for Questions May 13, 2025 TFC’s Response to Questions May 15, 2023 Deadline for Bids May 28, 2025 @ 3:00PM CDT

QUESTIONS: All questions shall be submitted through the Bonfire Portal by the date and time specified in the Schedule of Events.

Except as otherwise provided in this Section, upon issuance of this IFB, other employees and representatives of TFC will not answer questions or otherwise discuss the contents of the IFB with any potential Respondent or its representatives. Failure to observe this restriction may result in disqualification of any subsequent response. This restriction does not preclude discussions unrelated to this IFB.

METHODS OF BID SUBMISSION: Each bid must include the signed cover page. Bids shall be submitted to TFC through the online Bonfire Bid Portal as stated in the Attachment B – Bonfire Submittal Instructions.

a. All proposals shall be fully uploaded and submitted by 3:00 PM on the date specified in the Schedule of Events above. TFC reserves the right to accept late submittals.

b. Telephone, facsimile, and email proposals will not be accepted.

c. Any issues with uploading shall first be addressed with Bonfire Technical Support at the contact information included in Attachment B – Bonfire Submittal Instructions. Contact the Purchaser if there are issues with the site prior to the deadline for alternate arrangements if needed. Failure https://www.tfc.texas.gov/divisions/commissionadmin/prog/internal-procurement-1/sb20/ to contact the Purchaser about uploading issues prior to the deadline will result in response not submitted through Bonfire marked as disqualified.

BID OPENING:

a. A tabulation of responses will be made available after the opening date and time.

b. All submitted Proposals become the property of TFC after the IFB submittal deadline/opening date.

c. Proposals submitted shall constitute an offer for a period of ninety (90) days or until the award is made by TFC, whichever occurs earlier.

SECTION II – STATEMENT OF WORK (SOW)

STATEMENT OF WORK: Provide all labor, materials, tools, coordination, and supervisory activities necessary to perform the following:

1. SCOPE: This specification describes diesel fuel to include ultra-low sulfur red dyed diesel to be delivered to TFC locations identified in the solicitation. The TFC method of measurement (gallons) will be used to determine the quantity of fuel delivered. Fuel furnished to these specifications shall meet all federal regulations and Texas Commission on Environmental Quality (TCEQ) requirements.

2. CONTRACT TERM: This service shall begin September 1, 2025, and Contract shall be continued through August 31, 2027. The contract may be renewed for two (2) additional two (2) year periods, provided the renewal is executed prior to expiration of the current contract term. Any renewals shall be in writing and at the same terms and conditions, plus any approved changes.

This contract is contingent upon the continued availability of funding. If funds become unavailable through lack of appropriations, legislative budget cuts, amendment of the Appropriations Act, state agency consolidations, or any other disruption of current appropriations, provisions of the Termination Article in the Services Contract shall apply.

3. TERMINAL PRICE

3.1. The terminal price shall be the price paid by Contractor from fuel depot.

3.2. The terminal price shall be verified by copy of receipt of fuel purchase submitted with invoices to TFC or other documentation as otherwise acceptable by the TFC Contract Manager.

4. VENDOR CONTSTANT

4.1. The vendor constant is bid per gallon and is payable only on the number of gallons received by TFC.

4.2. The vendor constant includes all applicable taxes, environmental fees, freight charges, load fees, operational overhead and contractor’s profit margin.

4.3. Vendor is responsible for identifying all additional charges not identified within the solicitation such as above ground/below ground tank pumping charges, excess fuel charges, etc., and including these in the vendor constant.

5. PRODUCT SPECIFICATIONS: Fuel identified on the solicitation shall comply with the following corresponding requirements and shall have the level of detergent additives recommended for engines equipped with fuel injection systems. It is the vendor's responsibility to provide the proper type of fuel applicable to the delivery location.

5.1. NO. 2 DIESEL FUEL, ULTRA LOW SULFUR, RED DYE Shall:

5.1.1. Meet the requirements of the Texas Administrative Code (TAC) Title 30, Chapter 114, Subchapter H, Division 2, Sections 114.312-114.317 and 114.319, Alternative Emission Reduction Plan 114.318 will be accepted.

5.1.2. Comply with the requirements of ASTM D975, latest revision.

5.1.3. Comply with the requirements of ASTM D1552, latest revision.

5.1.4. Comply with the requirements of ASTM D482, latest revision.

5.1.5. Comply with the requirements of SAE J313, latest revision.

5.1.6. Contain diesel fuel winter additives during the months of December through

March.

5.1.7. Have a minimum cetane number of 40.

5.1.8. Have a maximum .0015 weight percent of sulfur.

5.1.9. Have a maximum aromatic content of 35%.

5.1.10. Be free of visible evidence of blue dye 1.4 dialkylamine-anthraquinone.

5.1.11. Contain dye solvent red 164.

6. PRODUCT QUALITY: Fuel supplied under this purchase order shall be free from contamination.

6.1. Contamination is defined as any element, which enters pure refined gasoline or diesel fuel either naturally or by purposeful action, which is not a product of refined crude oil with the exception of winter additives, detergents, and identifying dyes.

6.2. TFC or its authorized representative, or both, reserves the right to test fuel quality before, during, and after unloading. The fuel will be rejected should test results show the fuel contains contamination.

6.3. The vendor shall be responsible for:

6.3.1. The removal of the fuel from TFC property within three working days after requested to do so should test results show the fuel contains any contaminant.

6.3.2. All clean-up required to TFC property, storage facilities, and equipment as a result of noncompliance with specifications.

6.3.3. Any and all costs incurred by TFC for any equipment sustaining damage, due to contaminated fuel, delivered by the vendor.

6.4. Any aftermarket additive used shall be identified by brand name or trade name, or both. The manufacturer's additive specifications shall be provided to TFC, upon request. Failure to provide the manufacturer's additive specifications within seven working days of TFC's request will be grounds for purchase order cancellation without further cause. An additive, if used, shall comply with EPA regulations, and shall be compatible with the refiner's product. Additives which increase emissions of sulfur and other substances have proven to damage the environment and which are disallowed by EPA regulations will not be accepted.

7. SPILLAGE AND CLEANUP: The vendor shall be responsible for all spillage, which may occur during transit, loading or unloading operations.

7.1. The vendor shall immediately report any spillage to TFC and clean up the spillage within one working day of the time of the spillage, or other time period as specified by TFC.

7.2. Clean up shall be performed in accordance with EPA and state of Texas guidelines and requirements. Failure to do so will initiate corrective action and charge back to the vendor any costs incurred.

7.3. TFC reserves the right to deny delivery vehicles leaking fuel or other hazardous materials access to TFC property. The vendor will be notified of denied access and shall make delivery within one working day of notification with a TFC approved vehicle.

8. STATE TAXES

8.1. TFC is an End User of dyed diesel fuel and holds the related signed statement registration number by the Texas Comptroller of Public Accounts (CPA).

8.1.1. The state of Texas tax on dyed diesel fuel shall not be included on the vendor's invoice for diesel fuel.

8.1.2. TFC's Dyed Diesel Registration Number is issued under Taxpayer number

17460000742.

9. FEDERAL EXCISE TAXES: TFC is exempt from federal excise taxes on gasoline and diesel fuel.

9.1. The vendor shall provide diesel fuel that is designated for sale as non-taxable.

10. FUEL STORAGE TANK CAPACITY: Storage tank capacity and location are specified in the solicitation. TFC reserves the right to add or remove fuel storage sites at the sole discretion of TFC.

10.1. TFC reserves the right to add or remove fuel sites in Austin at any time. In the event a site is added, the vendor pricing methodology shall remain the same for the added Austin sites.

11. ANNUAL USAGE AND DELIVERY QUANTITY: Estimated annual usage and estimated delivery quantity is specified in the solicitation. All quantities are estimates and no minimum quantity is guaranteed.

11.1. Delivery quantity restrictions are not allowed, and a response offered with such restrictions will be disqualified and not be considered for award.

11.2. Deliveries made more frequently than requested and refusal to deliver quantities less, or more than those listed on the solicitation may be grounds for purchase order cancellation without further cause.

12. ORDERS: The vendor shall:

12.1. Provide a vendor point of contact and a local or toll-free number for the placement of fuel orders.

12.2. Accept telephone orders between 8:00 a.m. and 5:00 p.m., local time, Monday through

Friday, excluding regularly observed state of Texas and federal holidays.

13. DELIVERY: The vendor shall:

13.1. Make delivery within two working days of the delivery request time, unless otherwise stated in the solicitation. TFC may require a shorter delivery time.

13.2. Make delivery between the hours of 8:00 a.m. through 4:00 p.m., local time, Monday through Friday, excluding regularly observed state of Texas and federal holidays.

13.3. Coordinate delivery with TFC. Vendor shall deliver fuel only to a location attended by TFC personnel.

13.4. Provide a delivery ticket for each fuel delivery. The delivery ticket shall indicate the number of gallons delivered into the TFC tank.

13.5. Obtain the signature of the TFC employee in attendance on the delivery ticket. One copy of the delivery ticket shall be left with the TFC employee. Failure to provide a delivery ticket with each fuel delivery and failure to obtain TFC employee signature may be grounds for non-payment of the invoice.

13.6. Provide delivery within the time frame specified in Para. 13.1. If delivery is not accomplished as specified, TFC reserves the right to procure the fuel elsewhere and may bill the vendor the difference between the purchase order price and the actual purchase price.

14. METHOD OF MEASUREMENT: Delivered fuel shall be measured by the gallon. TFC's method of measurement will be used to determine the quantity of fuel delivered.

15. INVOICING INSTRUCTIONS: The vendor shall provide a detailed invoice with reference to the basis for each item charged. Original documentation that validates the charges shall be attached. The original invoice shall be sent to the address shown on the purchase order to ensure timely payment and shall include the following:

15.1. Deliveries shall be invoiced separately.

15.2. Each invoice shall be itemized and shall include:

15.2.1. Complete purchase order number in the following format 25-XXXXXXXX

15.2.2. Federal Employer Identification Number (FEIN).

15.2.3. Name of TFC employee that placed the order.

15.2.4. Delivery address.

15.2.5. Date of order.

15.2.6. Date of delivery.

15.2.7. Receipt for fuel purchase for terminal price.

15.2.8. Type of fuel delivered.

15.2.9. Number of gallons delivered.

15.2.10. Vendor constant.

15.2.11. Additional applicable charges such as: Pump offload fees, Demurrage and

Diversion fees for excess fuel.

15.2.12. Copy of delivery ticket with TFC employee signature of receipt.

15.2.13. Applicable discount (if any).

15.2.14. An invoice requiring correction shall be re-submitted with a new invoice date.

15.3. Failure to submit a correct invoice with all required documentation shall result in a disputed invoice. Payment will not be made until TFC has received a corrected invoice with all required documentation.

16. VENDOR NAME CHANGE: Should the vendor's business name change, or should the vendor's business be sold, transferred to, or assumed by a second party, written notification of the change shall be provided to TFC, by all vendor parties involved, no later than 30 calendar days from the date of change. Written notification should state the type of change, reason for change, and the new Vendor Identification Number (VIN number) of all vendor parties involved, the Federal Employer Identification Number (EIN number) of all vendor parties involved, and legal documentation verifying the change. Failure to provide notification of the aforementioned changes, within 30 calendar days of the change, may be grounds for purchase order cancellation without further cause.

NOTE: Additional documentation concerning the assignment of payments and acceptance of assigned payments may be required from the assignor and assignee with a list of all affected TFC purchase order numbers, requisition numbers, and effective dates.

17. USE OF STATE CONTRACT: If CPA enters into an area or statewide bulk fuel contract, TFC reserves the right to utilize the contract, or another TFC designated method of purchase.

REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK

ATTACHMENT A – PRICE SHEET

# CITY BUILDING ADDRESS

TANK

CAPACITY

(GALLONS)

TANK TYPE FUEL TYPE

ESTIMATED

GALLONS FOR

DELIVERY

ESTIMATED

ANNUAL

GALLONS

1 AUSTIN

Disaster Recovery Operations

Center (DROC) 1110 W. 49th St., Austin, TX 78752

1,000 Above Ground Ultra Low Sulfur Red

Dyed #2 Diesel 300 600

2 AUSTIN Parking Garage N (PKN) 333 San Antonio St., Austin, TX 78701

4,000 Underground Ultra Low Sulfur Red

Dyed #2 Diesel 2,000 5,000

3 AUSTIN NACA Office Building 4601 W. Guadalupe St., Austin, TX 78751

4,000 Above Ground Ultra Low Sulfur Red

Dyed #2 Diesel 500 1,000

VENDOR

CONSTANT:

VENDOR

NAME:

*Vendor constant shall be per gallon and include all applicable taxes, environmental fees, freight charges, load fees, operational overhead and contractor's profit margin. The vendor constant shall remain firm through the initial term of the contract. TFC billed price shall be contractor's actual cost as shown on fuel receipts plus vendor constant. Example: Vendor price from depot: $4.10/gallon; Vendor Constant $0.40; TFC billable cost would be $4.50/gallon.

ATTACHMENT B - BONFIRE SUBMITTAL INSTRUCTIONS

Please follow these instructions to submit via our Public Portal.

1. Prepare your submission materials:

Requested Information

Name Type # Files Requirement Signed Cover Sheet and Addenda File Type: PDF (.pdf) Multiple Required

Attachment A - Price Sheet File Type: PDF (.pdf) Multiple Required

Commodity Codes

Commodity Set Commodity Code Title Description

NIGP 40509 Fuel Oil, Diesel (Use 405-02 for Biodiesel)

Requested Documents:

Please note the type and number of files allowed. The maximum upload file size is 1000 MB.

Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

2. Upload your submission at:

https://tfcstate.bonfirehub.com/opportunities/185417

The Question period for this opportunity starts May 05, 2025 3:30 PM CDT. The Question period for this opportunity ends May 13, 2025 11:30 PM CDT. You will not be able to send messages after this time.

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of May 28, 2025 3:00 PM CDT. We strongly recommend that you give yourself sufficient time and at least ONE (1) day before Closing Time to begin the uploading process and to finalize your submission.

Important Notes:

Each item of Requested Information will only be visible after the Closing Time.

Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed.

You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission.

Minimum system requirements: Microsoft Edge, Google Chrome, or Mozilla Firefox. Javascript must be enabled.

Browser cookies must be enabled.

https://tfcstate.bonfirehub.com/opportunities/185417

Need Help?

Texas Facilities Commission uses a Bonfire portal for accepting and evaluating proposals digitally. Please contact Bonfire at Support@GoBonfire.com for technical questions related to your submission. You can also visit their help forum at https://vendorsupport.gobonfire.com/hc/en-us mailto:support@gobonfire.com https://vendorsupport.gobonfire.com/hc/en-us