Fuel_Petroleum_Oil_Lubrication_Bid_FY2026_FY2.pdf

Barrow County Schools Transportation Department

266 Hal Jackson Road Winder, Ga 30680 | 770-867-2783

Fuel, Petroleum, Oil & Lubrication Bid

FY2026 – FY2028

BID OPENING: June 30th at 3:30pm

CONTACT: Barbara Puckett Bookkeeper

GENERAL TERMS AND CONDITIONS

1. The bid pricing is for the period of three years July 1, 2025 thru June 30, 2028

2. Provide an emailed inventory tracking information to BCSS Shop Foreman Example:

Reading date, Amount Full, % Full, Adj. Ullage, Days Left, Last Usage, Last Fill Date, Last Fill Amount

3. Inventory monitoring at no additional charge (monitors installed and maintained by the vendor in all BCSS supply tanks)

3. Sales representative must make a regularly scheduled visit each week. For example:

Each Monday at 9:00am

4. Coordinate all scheduled pickup and drop offs with BCSS Shop Foreman for purposes of inventory tracking accuracy

5. Regularly scheduled pickup and delivery will be made during a window agreed upon with BCSS Shop Foreman

6. Must be able to accommodate for "emergency" deliveries

7. Must be able to provide after hours and weekend deliveries thru vendor's outlet or thru other vendors covered under cooperative agreements

8. Pricing for daytime 6:00am thru 6:00pm all other deliveries should be included or listed separately

266 Hal Jackson Road Winder, Ga 30680 | 770-867-2783

10. Must provide estimate of average response time for our operational area of Barrow County in an emergency delivery

11. All additional property that is supplied by the vendor must be tagged as the vendors property prior to installation at Barrow County School System

12. All BCSS property must be branded as Barrow County property when picked up for repair

13. Daily market pricing based on OPIS Net Contract Average WITH NO MARK UP

14. Specific product specifications and quality from ASTM and Colonial pipeline

15. First priority deliveries in a supply shortage event

16. The Barrow County Board of Education reserves the right to accept or reject any or all parts of bids submitted. The Barrow County Board of Education reserves the right to award the contract by line item, specific category or in entirety to one vendor, to use multiple vendors at once to maintain our fleet or return to original vendor, whichever is in the best interest of the school system. Items will be awarded based on requested and received information, vendor history and experience, references submitted, reliability, price availability of product and overall value to the school district.

17. The Barrow County Board of Education reserves the right to terminate the contract at any time with a 30day written notice due to lack of performance or violation of any part of the contract.

Please note here with any comments if your company is unable to accommodate any of the terms above.

Printed and Signature of Company Representative Date

BIDS

• Bids must be on the specifications forms provided.

• No awards of any kind are made at the time of the bid opening. A copy of the bid tabulations and/or the awards will be available upon request after the bid has been awarded.

• Bids received after 9:00 am July 11th, 2025 will be considered a “NO BID” and will neither be opened nor considered.

• Bid may be emailed. The bids should be emailed to:

• Barrow County Schools reserves the right to decline any and all bids.

Email proposals to barbara.puckett@barrow.k12.ga.us

Subject: BCSS Fuel, Petroleum, Oil & Lubrication Bid FY2025 – FY2028 mailto:helen.bryan@barrow.k12.ga.us

Insurance Requirements Before starting any work, the awarded vendors must supply BCSS Transportation Department certificates of insurance for companies doing business in Georgia and acceptable to BCSS as follows:

(A) The contractor or vendor shall carry insurance for contractor’s liability, auto and truck, Worker’s Compensation, Owner’s Protective Liability, and Fire with extended coverage and Builder’s Risk Insurance. If requested, the Contractor or Vendor must submit written proof of insurance coverage.

Worker’s Compensation Statutory Employer’s Liability Statutory Automobile Liability $1,000,000 combined single limit Comprehensive General Liability with following minimum coverage:

General Aggregate $2,000,000 Products-Comp/Ops Aggregate $2,000,000 Personal & Advertising Injury $1,000,000 Each Occurrence $1,000,000 Fire Damage $ 50,000 Medical Expense (any one person) $ 5,000

(B) The requirements of this clause are applicable to any and all subcontracts and subcontractors performing work under this contract. The contractor or vendor shall not subcontract, transfer, or sublet any portion of this work covered by these specifications without written consent of the County.

Indemnification

The Contractor will indemnify, defend and hold the Barrow County School System, its Directors, its employees and agents harmless from all claims, demands, costs, expenses, liabilities and losses including reasonable attorney’s fees which may arise against the Barrow County School System, employees and agents as a consequence of any action or claim arising out of the Contractor’s malfeasance, neglect or omission.

In addition, the vendor selected will need to provide BCSS TRN DEPT a contractor affidavit and agreement, and non-collusion affidavit which will be provide after awarded.

Delivery Items will be delivered to:

Barrow County Schools Transportation Department

266 Hal Jackson Rd

Winder, GA 30680

Price must include shipping and delivery.

All amounts are approximate. More or less of any item may be purchased at bid price. Delivery must be coordinated and scheduled with the Barrow County School System Transportation Department.

Delivery schedule:

Transportation shop will be open for delivery Monday through Friday from 8am to 5pm during the months of August through May.

Transportation shop will be open for deliveries Monday through Thursday from 7:30am to 2:30pm during the months of June and July.

By signing and submitting this bid, you are agreeing to the terms and conditions set forth in this bid package.

Company Name:

Address:

Phone:

Signature of Authorized Company Representative Date

BID FORM (print name of company):

Requested Items Vendor Response Mark up cost per gallon of Diesel Fuel - Ultra Low Sulfur Diesel

Mark up cost per gallon of Gasoline- 87 EPA Conv 10% Ethanol Gas

Delivery charge per gallon of Diesel Fuel - Ultra Low Sulfur Diesel

Delivery charge per gallon of Gasoline- 87 EPA Conv 10% Ethanol Gas

Georgia EPA Fee (GUST)

Federal Tank Fee

Bulk- long drain oil 15W40

Bulk- Transynd / Synthetic Transmission fluid meeting Allison warranty requirements

Bulk- Red HD extended life Coolant

The Barrow County Board of Education requires every bidder to submit an affidavit stating that the fuel being quoted meets the specifications as set forth in the bid including Federal Government Regulations

Quality: All products must meet Federal Government Specifications/Regulations

Printed and Signature of Company Representative Date