Fuel IFB 2025 __docx.pdf

Troup County School District Transportation Department

INVITATION FOR BIDS/PROPOSALS FOR:

Transportation Gas and Diesel Fuel

IFB

Bid Period: Pending Board Approval – June 30, 2030

All Bids must be received by mail at the address listed below by

Monday, February 10, 2025 @ 1:00 pm

All Hand delivered Bids must be received at the address listed below on or before Monday, February 10, 2025 @ 1:00 pm

Troup County Board of Education

100 North Davis Rd, Building C

LaGrange Ga 30241

January 10, 2025

The Troup County School District invites bids for the purchase and delivery of Ultra-low Sulfur

Diesel (no Bio-diesel) and Gasoline (87 Octane) for the Troup County School System.

The awarded vendor shall provide service to deliver approximately 300,000 gallons of Ultra

Low Sulfur Diesel fuel (no Bio-diesel) and approximately 150,000 gallons of gasoline (87

Octane).

The Bid for Ultra Low Sulfur Diesel (no Bio-diesel) fuel will be locked-in price until June 30, 2030.

The Bid for Gasoline (87 Octane) will be locked-in price until June 30, 2030.

This bid will include all over the rack charges, fees, and fuel deliveries throughout the bid period, effective dates listed below. Price increases throughout the length of the bid contract will not be accepted.

Bid period and contract effectives dates:

● Bid period ends Monday, February 10, 2025

● Contract approval at Board of Education meeting Thursday, February 20, 2025

● Vendor award Thursday, February 20,2025

● Contract begins Saturday, March 1, 2025

All Bids must be received by mail at the address listed below by February 10, 2025 @ 1:00 pm

Hand delivered Bids may also be submitted to the address listed below on or before Monday, February 10, 2025 @ 1:00pm

No bids will be accepted after this stated time and date. All bids must be clearly marked

Transportation Fuel on the envelope's exterior. The District accepts no responsibility for opening envelopes that are not properly marked before the stated bid opening.

Bids will be opened in the Troup County BOE office on Monday, February 10, 2025 @ 1:00 PM.

Bids will not be opened publicly. The Bid will be awarded at the first available board meeting within 7 days of the opening. Direct any inquiries to Kevin Wegienka, Transportation Director, email questions only to the following email address; wegienkakl@troup.org Communication about this active bid should not be made with any employee of TCSD except Kevin Wegienka.

Additional Bid Submission Information:

1. There are 3 fueling sites located at

100 North Davis Rd, LaGrange Ga 30241

Whitfield Road, Callaway High School

Long Cane Road, Long Cane Elementary

2. Tank Capacity (all in ground tanks)

100 North Davis Rd, LaGrange Ga 30241 – Diesel 2 tanks 12,200g each, Gasoline 12,200g

Whitfield Road, Callaway High School – Diesel 10,000g, and Diesel 6,000g

Long Cane Road, Long Cane Elementary – Diesel 10,000g

3. Diesel is estimated at 300,000 gallons per year and Gasoline is estimated at 150,000 gallons per year.

4. Bidders must provide a source of gasoline distribution in the event of a mechanical or breakdown of TCSS sole gasoline tank/pump within 20 minutes.

5. Bidders shall provide assistance with Omnitech and Veeder Root Fuel monitor and pumping system within 20 minutes of notification of system failure.

School districts are exempt from all federal and some state gasoline and diesel taxes. See attached. The price quoted should not include a charge for exempt taxes.

mailto:wegienkakl@troup.org

TCSD reserves the right to award by line item, to accept or reject any or all bids, to accept or reject any bid or portion thereof, to accept any single or combination of items in the proposal/bid, to waive irregularity in bids received, and to accept the bid that in the district's best judgment is from the lowest, most responsible, and responsive bidder.

.The successful bidder shall possess or procure all permits, bonds, and licenses, pay all charges, taxes, and fees, and give all notices necessary and incidental to the due and lawful fulfillment of the bid. All costs thereof shall be deemed to be included in the proposal price. The successful bidder shall, at all times, observe and comply with all Federal, State, City, and other laws, codes, ordinances, rules, and regulations in any manner affecting the bid or its performance.

The laws of the State of Georgia shall prevail concerning all purchases and services under this

ITB and subsequent contract(s). Venue shall be in the court of competent jurisdiction in

LaGrange, Troup County, Georgia.

Bids shall be firm for at least 60 days after bid opening.

The bidder may give quotations on any one or more items and may offer alternates where indicated. No substitutes will be accepted once the bid is accepted.

Except as may be specifically permitted, bidder shall not delegate, subcontract, assign, or otherwise permit anyone other than bidder personnel to provide any of the fuel or provide any of the services required of bidder under this contract, or assign any of its rights or obligations hereunder, without the prior written consent of the Troup County School District.

The contract period shall cover the period _February 10, 2025 through June 30, 2030. Prices shall remain firm and fixed throughout the contract period. Pursuant to O.C.G.A. § 20-2-506, the contract must terminate at the end of the calendar year in which the contract was entered into, and at the end of each succeeding calendar year. The contract shall be automatically renewed for each successive year until June 30, 2030 unless the District takes affirmative steps to terminate the contract by notifying the bidder in writing by regular mail postmarked by

December 1st of any year using the bidder’s address provided below that the contract will not renew for the coming calendar year.

Bidders/Vendors shall abide by the school district’s non-discrimination policy. The bidder/vendor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, handicap, or national origin. The bidder/vendor shall take appropriate action to ensure that applicants are employed and that employees are treated during employment without regard to their race, color, religion, sex, handicap, or national origin. Such action shall include, but shall not be limited to the following: employment, upgrading, demotion, transfer, recruitment, layoff, termination, rates of pay or other forms of compensation, and training. It is the further policy of the Board to ensure equal opportunity for minority-owned businesses and minority professionals concerning all work, services, and supplies purchased by the Board and all construction projects undertaken by the Board which are competitively bid by the Board.

The undersigned hereby certifies that the bidder and any subsequent subcontractors have registered with and are participating in a federal work authorization program as outlined in the

O.C.G.A. 13-10-91.

The undersigned hereby certifies that the price(s) and amounts of this bid have been arrived at independently and without consultation, communication, or agreement with any other contractor, bidder, or potential bidder. Neither the price(s) nor the amount of this bid, and neither the approximate price(s) nor the approximate amount of this bid, have been disclosed to any other firm or person who is a bidder or potential bidder, and they will not be disclosed before bid opening. No attempt has been made or will be made to induce any firm or person to refrain from bidding on this contract, or to submit a bid higher than this bid, or to submit any intentionally high or noncompetitive bid or other form of complementary bid. The bid is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit complementary or other non-competitive bids. The bidder, its affiliates, subsidiaries, officers, directors, and employees are not currently under investigation by any government agency and have not in the last three years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion concerning bidding on any public contract. The bidder understands that collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards.

The undersigned hereby certifies and swears that neither this bidder nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal or State department or agency.

The bidder shall be responsible and liable for damage to the storage, building, and grounds areas if the bidder’s employees or agents cause damage during the time of service.

The successful bidder shall supply to the school district proof of insurance for automobile, workers compensation, and general liability. The awarded bidder shall furnish to TCSD a current

Certificate of Insurance and proof of insurance in the following amounts:

A. COMPREHENSIVE GENERAL LIABILITY Standard 1986 ISO (Insurance Services Office)

Occurrence Form Bodily Injury - $1,000,000 Each Occurrence - $2,000,000 Aggregate Property

Damage - $1,000,000 Each Occurrence - $2,000, 000 Aggregate Or Bodily Injury/Property

Damage - $2,000,000 CSL (Combined Single Limit) Each Occurrence/Aggregate

B. COMPREHENSIVE AUTOMOBILE LIABILITY Including Owned, Non-Owned and Hired Vehicles –

Bodily Injury/Property Damage - $2,000,000 CSL per Accident

C. WORKERS’ COMPENSATION Georgia Statutory Coverage Employer’s Liability - $500,000 Each

Accident - $500,000 Disease Policy Limit - $500,000 Disease Each Employee

D. UMBRELLA/EXCESS (if appropriate) $3,000,000 limit of liability for each occurrence and aggregate

Troup County School District must be shown as Additional Insured with respect to liability.

Attach a copy of the policy “Additional Insured” endorsement or state on the certificate that the policy has been specifically endorsed to provide coverage, including Defense Cost Coverage for

Troup County School District as an Additional Insured.

Our insurance carrier requires us to obtain a copy of the insurance coverage documents applicable to your services. (Please attach with Bid)

It is the purpose and intent of this Invitation to Bid (ITB) to award an annual contract for the purchase and delivery of fuel as listed herein for the Troup County School District.

It is understood and agreed that this bid constitutes an offer, which when accepted in writing by the Troup County School District, and subject to the terms and conditions of such acceptance, will constitute a valid and binding contract between the undersigned and the Troup County

School District. It is understood and agreed that we have read the specifications shown or referenced in the ITB and that this bid is made following the provisions of such specifications and all terms of conditions. Any exceptions are noted in writing and included with this bid. By our original signature, entered below, we guarantee and certify that all items included in this bid meet or exceed any and all such stated specifications. We further agree, if awarded a contract, to deliver goods and/or services that meet or exceed the specifications.

TRANSPORTATION FUEL BID SHEET

TO: TROUP COUNTY BOARD OF EDUCATION

FROM: ______________________________

Best Contact Number: __________________

Can you comply with #4 to provide gasoline in the event of a Tank/Pump breakdown within 20 minutes? Yes_____ No____ If not, how long would it take to provide an alternative source of Gasoline distribution? _________________________

Can you comply with #5 to provide assistance with the TCSS fuel monitoring and pumping system within 20 minutes? Yes_____ No_____ If not how long before assistance can be provided? _____________________________

Both the Gasoline (87 Octane, ethanol) and Ultra-low Sulfur Diesel Fuel (no Bio-Diesel) are to be delivered to 100 North Davis Road site, Ultra-low Sulfur Diesel Fuel only to the

Callaway High School, Whitfield Rd and Long Cane Elementary School, Long Cane Road sites.

Bid Price: (Please indicate pricing per gallon over the current freight rate of the daily rack price for the current school year until June 30, 2030.) Bids must be in US Dollars.

Gasoline $_____________________ Diesel $_______________________

(Printed Name (Authorized Company Official) Signature (Company Official)

Date

Bidder’s Address for Notifications