Fuel_Services_(Addendum_#1_Revision).pdf

INVITATION TO BID

24-052

FUEL SERVICES

September 19, 2024

OWNER:

BOARD OF COUNTY COMMISSIONERS

SANTA ROSA COUNTY, FLORIDA

SAM PARKER – DISTRICT I

KERRY SMITH – DISTRICT II

JAMES CALKINS – DISTRICT III

RAY EDDINGTON – DISTRICT IV

COLTEN WRIGHT – DISTRICT V

24-052

INVITATION TO BID

FUEL SERVICES

Solicitation advertised utilizing Santa Rosa County Procurement & Purchasing Ordinance 2023-06 adopted June 19, 2023

I. Insurance II. Notice to Respondents

III. Bid Instructions, Submittal Requirements, and General Requirements IV. Scope of Work V. Pricing Table

VI. Vendor Questionnaire and Submission

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1. Insurance

Vendor/Contractor agrees to carry and keep in force for the entire term of the contract with Santa Rosa County, and any extensions thereof, the following minimum levels of insurance coverage for any claims that may result from or relate to the services or products provided by Vendor/Contractor.

Workers’ Compensation: The contractor shall provide a workers' compensation insurance policy that meets the statutory requirements of the Florida Workers' Compensation Law. The policy shall also include employer's liability coverage with a minimum limit of $100,000 per accident, $500,000 per policy for occupational disease, and $100,000 per employee for occupational disease. The contractor shall furnish a certificate of insurance as evidence of such coverage before commencing work under this contract.

Commercial General Liability: The business shall maintain a commercial general liability insurance policy with minimum limits of $1,000,000 for each occurrence and $2,000,000 in the aggregate, covering bodily injury and property damage. The policy shall include the following coverages:

a. Premises/operations liability

b. Products/completed operations liability

c. Contractual liability

d. Liability for independent contractors

Business Auto Liability: The Contractor shall maintain a minimum amount of $500,000 for each occurrence of bodily injury and property damage liability. This amount may be provided by a Combined Single Limit policy or a Split limit policy with at least $500,000 per person, $500,000 per accident and $500,000 for property damage.

This policy shall cover the following types of vehicles:

a. Vehicles owned by the Contractor or its employees

b. Vehicles rented or leased by the Contractor for the performance of the contract

c. Vehicles operated by the Contractor or its employees but not owned, rented, or leased by them

Additionally, the Contractor shall obtain a Special endorsement to extend the coverage to any contractual liability arising from the contract.

Before signing any contract or agreement, the contractor must provide certificates of insurance that meet the following criteria:

a. Santa Rosa County must be included as an additional insured on all coverages related to the contractor's work.

b. Santa Rosa County must receive a written notice at least 30 days before any cancellation or change of any insurance policy.

c. The contractor is responsible for ensuring that all subcontractors comply with the same insurance requirements.

d. These are the minimum requirements that may be modified depending on the nature and risk of the work.

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If there are any exceptional circumstances, the county administrator or his designee has the authority to adjust these requirements.

2. Notice to Respondents

2.1. Summary

MEMORANDUM

TO: Company Addressed DATE: Thursday, September 19, FROM: Santa Rosa County Procurement Office

SUBJECT: 24-052 Fuel Services

Notice is hereby given that the Santa Rosa County Board of County Commissioners will receive sealed bids for Fuel

Services.

Please submit electronic responses via the County e-Procurement Portal:

https://procurement.opengov.com/portal/santarosafl. Submittals may be received up to but not later than 10:00 a.m. on October 10, 2024. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections.

Bidders shall submit all inquiries regarding this bid via the County e-Procurement Portal, located at https://procurement.opengov.com/portal/santarosafl. Please note the deadline for submitting inquiries is 12:00 p.m. on October 3, 2024.

Santa Rosa County Board of County Commissioners encourages all segments of the business community to participate in its procurement opportunities, including small businesses, minority/women owned businesses, and disadvantaged business enterprises. The Board does not discriminate on the basis of race, color, religion, national origin, disability, sex, or age in the administration of contracts.

The Board of County Commissioners reserves the right to waive irregularities in bids, to reject any or all bids with or without cause, and to award the bid that it determines to be in the best interest of Santa Rosa County.

By order of the Board of County Commissioners of Santa Rosa County, Florida.

3. Bid Instructions, Submittal Requirements, and General Requirements

3.1. Pre-Bid Activity

Except as provided in this section, respondents are prohibited from contacting or lobbying the County, County

Administrator, Commissioners, County staff, or any other person authorized on behalf of the County related or https://procurement.opengov.com/portal/santarosafl

5 | P a g e involved with the solicitation. All inquiries on the scope of work, specifications, additional requirements, attachments, terms and general conditions or instructions, or any issue must be directed in writing, via the County e-Procurement Portal located at https://procurement.opengov.com/portal/santarosafl.

All questions or inquiries must be received no later than the last day for questions stated in 24-052Fuel Services &

Legal Notice. Any addenda or other modification to the bid documents will be issued by the County prior to the date and time of bid closing, as written addenda, and will be posted to the Santa Rosa County e-Procurement Portal hosted by OpenGov. Once the bidder has completed registration, they will receive addenda notifications to their email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at https://procurement.opengov.com/portal/santarosafl.

Such written addenda or modification shall be part of the bid documents and shall be binding upon each respondent. Each respondent is required to acknowledge receipt of all addenda. No respondent may rely upon any verbal modification or interpretation.

3.2. Preparation of Bid

The respondent shall submit bids in accordance with the public notice. The respondent shall submit bids in accordance with bid documents and must be listed on the Division of Corporations website (Sunbiz) for the FEIN provided.

Any proposal which contains any omissions, erasures, alterations, additions, irregularities of any kind, or items not called for which shall in any manner fail to conform to the conditions of public notice may be rejected.

A bid submitted by a partnership shall be executed in the partnership name and signed by a partner (whose title must appear under the signature). The official address of the partnership shall be shown below the signature.

A bid submitted by a limited liability company shall be executed in the name of the firm by a member and accompanied by evidence of authority to sign. The state of formation of the firm and the official address of the firm must be shown below the signature.

A bid submitted by an individual shall show the respondent’s name and official address.

A bid submitted by a joint venture shall be executed by each joint venture in the manner indicated on the bid form.

The official address of the joint venture must be shown below the signature.

The bid shall contain an acknowledgement of receipt of all addenda, the numbers of which shall be filled in on the form. The address and telephone number for communications regarding the bid shall be shown.

If the respondent is an out-of-state corporation, the bid shall contain evidence of respondent’s authority and qualification to do business as an out-of-state corporation in the State of Florida. A state contractor license number for the State of Florida shall also be included on the bid form. Respondent shall be licensed in accordance with the requirements of Chapter 489, Florida Statutes.

The bid shall be based upon the completion of the Work according to the drawings and specifications, together with all addenda thereto.

3.3. Submittal of Bid

A bid shall be submitted no later than the date and time prescribed in the solicitation and shall be accompanied by the bid security and other required documents. Applicable bond documents may be uploaded, but any physical checks presented must be delivered to the Procurement Office prior to the Bid Opening. Offers by email, facsimile, or telephone will NOT be accepted.

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3.4. Integrity of Bid Documents

Respondents shall use the original documents provided on the Santa Rosa County e-Procurement Portal and enter information only in the spaces where a response is requested. Respondents may use an attachment to the documents if sufficient space is not available. Any modifications or alterations to the original documents by the respondent, whether intentional or otherwise, will constitute grounds for rejection of a submittal. Any such modification or alteration that a respondent wishes to propose must be clearly stated in the respondent’s response in the form of an addendum to the original bid documents.

3.5. Withdrawal of Submittals

Any Respondent may withdraw its Submittal, either personally or by written request, at any time prior to the scheduled time for opening Submittals.

3.6. Interpretation

No oral interpretation will be made to any Respondent as to the meaning of the drawings or specifications. Every interpretation made to a Respondent will be in the form of an Addendum to the specifications. Addenda will be furnished to each Respondent, but it shall be the Respondent’s responsibility to make inquiry as to Addenda issued.

All such addenda shall become part of the contract and all Respondents shall be bound by such Addenda whether received by the Respondent.

3.7. Bids to Remain Subject to Acceptance

All responses will remain subject to acceptance or rejection by Santa Rosa County for sixty (60) calendar days after the day of the response opening. The County may, in its sole discretion, release any response and return the bid security prior to the end of this period.

3.8. Conditional and Incomplete Bids

Santa Rosa County specifically reserves the right to reject any conditional response.

3.9. Addition/Deletion of an Item

The County reserves the right to add or delete any item from this response or resulting contract when deemed to be in the County’s best interest.

3.10. Specification Exceptions

Specifications are based on the most current literature available. Respondent shall clearly list any change in the manufacturer’s specifications which conflict with the proposal specifications. Respondent must also explain any deviation from the proposal specification in writing. Failure of the respondent to comply with these provisions will result in respondents being held responsible for all costs required to bring the equipment in compliance with bid specifications.

3.11. Familiarity with Laws

All applicable Federal and State laws, County and municipal ordinances, orders, rules, regulations and General

Terms and Conditions of all authorities having jurisdiction over the project shall apply to the solicitation throughout, and they will be deemed to be included in the contract the same as though they were written in full therein.

3.12. Examination of Documents and Site

It is the responsibility of the respondent to inspect the site, scope of the work, and to understand the relevant documents, such as drawings, specifications, addenda, and any other information that may affect the execution of the work and the resources needed. Respondents should ensure that they have a clear and comprehensive

7 | P a g e knowledge of all the conditions and requirements that may impact the performance of the work under the contract.

3.13. Right to Reject

The County reserves the right to waive informalities in a submission, to reject any or all submissions with or without cause, and accept the submission that in its judgment is in the best interest of the County.

3.14. Disqualification of Respondents

Any of the following reasons may be considered as sufficient for the disqualification of a respondent and the rejection of its response:

• Submission of more than one response for the same work from an individual, firm, or corporation under the same or different name. Evidence that the respondent has a financial interest in the firm of another respondent for the same work.

• Evidence of collusion among respondents. Participants in such collusion will receive no recognition as respondents for any future work of the County until such participant has been reinstated as a qualified respondent.

• Incomplete work which in the judgment of the County might hinder or prevent the respondents prompt completion of additional work if awarded.

• Failure to pay or satisfactorily settle all bills due for labor and material on contracts in effect at the time of issuing the solicitation or default under previous contract.

• Listing of the respondent by any Local, State or Federal Government/Agency on its debarred/suspended vendor list.

3.15. Discrimination

An entity or affiliate who has been placed on the discriminatory vendor list may not submit a response on a contract to provide goods or services to a public entity for the construction or repair of a public building or public work, may not submit responses on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity.

3.16. Review of Procurement Documents

Per Section 119.071 (1)(b)-2., Florida Statutes, sealed bids, proposals, or replies received by the County pursuant to a competitive solicitation are exempt from public disclosure until such time as the County provides notice of an intended decision or until 30 days after opening the bids, proposals, or final replies, whichever is earlier.

3.17. Compliance with Florida Statute 119.0701

The Respondent shall comply with all the provisions of section 119.0701, Florida Statutes relating to the public records which requires, among other things, that the Respondent: (a) Keep and maintain public records; (b) Provide the public with access to public records on the same terms and conditions that the public agency would provide the records; (c) ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law; and (d) Meet all requirements for retaining public records and transfer, at no cost, to the public agency all public records in possession of the respondent upon termination of the contract.

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IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO

THE CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE

CUSTODIAN OF PUBLIC RECORDS AT (850) 983-1857, susant@santarosa.fl.gov; 6495 CAROLINE STREET, SUITE M, MILTON, FLORIDA 32570.

3.18. Suspension or Termination for Convenience

The County may, at any time, without cause, order Respondent in writing to suspend, delay or interrupt the work in whole or in part for such period as the County may determine, or to terminate all or a portion of the Contract for the County’s convenience. Upon such termination, the Contract Price earned to the date of termination shall be paid to Respondent, but Respondent waives any claim for damages, including loss of profits arising out of or related to the early termination. Those Contract provisions which by their nature survive final acceptance shall remain in full force and effect. If the County orders a suspension, the Contract price and Contract time may be adjusted for increases in the cost and time caused by suspension, delay, or interruption. No adjustment shall be made to the extent that performance is, was or would have been so suspended, delayed or interrupted by reason for which

Respondent is responsible; or that an equitable adjustment is made or denied under another provision of this

Contract.

3.19. Failure of Performance/Delivery

In case of default by the Vendor, the County after due notice (oral or written) may procure the necessary supplies or services from other sources and hold the Vendor responsible for difference in cost incurred. Continuous instances of default shall result in cancellation of the award and removal of the Vendor from the response list for duration of one (1) year, at the option of the County.

3.20. Audit

If requested, respondent shall permit the County or an authorized, independent audit agency to inspect all data and records of respondent relating to its performance and its subcontracts under this bid from the date of the award through three (3) years after the expiration of contract.

3.21. Non-Collusion

Respondent certifies that it has entered into no agreement to commit a fraudulent, deceitful, unlawful, or wrongful act, or any act which may result in an unfair advantage over other respondents. See Florida Statute 838.22.

3.22. Public Entity Crime Information

Pursuant to Florida Statute 287.133, a respondent may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity more than the threshold amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list.

Note: For respondent’s convenience, this certification form is enclosed and is made a part of the solicitation package.

3.23. Investigation of Respondent

The County may make such investigations, as it deems necessary to determine the stability of the respondent to perform the work and that there is no conflict of interest. The respondent shall furnish to the County any additional information and financial data for this purpose as the County may request.

mailto:WANDAP@SANTAROSA.FL.GOV

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3.24. Form of Agreement

The Contract form shall be provided by the Procurement Office. The successful contractor shall, within 10 days after receipt of the Notice of Award and the contract forms or documents, sign and return to the County

Procurement Office all required contract documents. The awarded contractor shall also provide the policies of insurance or insurance certificate as required. All insurance documents shall be approved by Santa Rosa County

Risk Management before the successful contractor proceeds with the work.

The contractor is responsible for submitting along with their response any exceptions it has to the standard terms of contract, within the attached sample contract. Failure to submit exceptions at time of submittal of the bid will be considered a waiver by the respondent to contest or request exception to the contract provisions. Any exceptions to the standard terms of contract will be taken into consideration as part of the County’s review of the response. The County reserves the right to reject bids depending on the substance of the exceptions.

4. Scope of Work

4.1. Fuel Services

MINIMUM SPECIFICATIONS TO SUPPLY MOTOR FUELS

INTENT:

Santa Rosa County intends to contract with a qualified vendor(s) for the purchase and delivery of no-lead gasoline and Un-dyed #2 Ultra Low Sulfur Diesel. The contract period shall be for one year. After one year, the County may approve the option of renewing the contract at the same or lesser price for a period not to exceed 2 option years with the agreement of the bidder.

PRICING:

Fuel prices shall be based on the daily average price for each product for all companies at the Pensacola Terminal

(regardless which terminal is actually used) as reported by the Oil Price Information Service (OPIS) plus a firm mark up or discount. The firm mark up or discount includes the vendor’s profit, delivery cost and any other cost the vendor wishes to include. The firm mark up or discount shall not change during the term of the contract. The petroleum inspection fee, Florida and local option road use taxes, and all applicable taxes shall be listed and added at the time of invoicing. No other charges shall be added.

Fuel taxes shall be excluded from all calculations. All transportation and complete delivery charges shall be included in the price bid.

EVALUATION/AWARD:

Evaluation of fuel bids shall be based on the firm mark up or discount to the Pensacola OPIS daily average quoted in the bid section. The County reserves the right to reject any or all bids. Discounts to the OPIS daily price shall be considered as a negative add-on.

VENDOR QUALIFICATIONS:

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The primary benefit to the County in contracting for the purchase of motor fuels is to be assured of delivery throughout the contract period at fair market price. Therefore, vendor qualification is paramount, and the County reserves the right to require post bid documentation to the degree felt necessary in order to determine the ability of the bidder to meet all contractual demands. This includes but is not limited to requiring that a “middleman” or

Jobber submitting a proposal to furnish a letter of agreement from his supplier acknowledging with approval, the estimated volumes to be furnished during the contract period.

Vendors shall furnish a complete specification sheet for each type of fuel bid.

ESTIMATATED QUANTITIES & DELIVERY METHODS:

Annual purchase quantities are not guaranteed but are ESTIMATED from past usage. The County’s following purchase quantities are approximated to better enable bidders to determine a competitive bid price for the period of contract.

Unleaded Regular Gasoline 250,000 Gallons Un-dyed #2 Ultra Low-Sulphur

Diesel 300,000 Gallons

The contractor shall afford the County the status of “Best Customer” for the duration of this contract and shall ensure delivery to be as ordered by a County representative. All deliveries shall be made in the presence of a designated representative of the County between the hours of 7:00 a.m. and 4:00 p.m., Monday through Thursday, excluding holidays, and within two (2) working days after order has been placed or within (24) hours in the event of a “Bonafide Emergency” (purchase order number will be given by telephone). A meter must be used to record the quantity of fuel loaded with a copy of the delivery ticket showing beginning and ending meter readings furnished at the time delivery is made, plus temperature adjustments.

REGULAR UNLEADED GASOLINE:

The gasoline supplied under the terms of this bid must meet the following minimum specifications.

A. The gasoline shall be volatile hydrocarbon fuel free from water, suspended matter and suitable for use as fuel in internal combustion engines.

B. Anti-knock index shall be 87 (RON + MON /2) or better.

C. Maximum allowable lead 0.05 gram per gallon, per A.S.T.M. specification D439, complying with State of

Florida gasoline inspection laws.

D. Deliveries will be made in both transport truck (7,000 – 8,000 gallons) and tank wagon (250 – 2,000 gallons) quantities.

The gasoline supplied under the terms of this bid shall meet all requirements of the Florida Department of

Agriculture’s Specifications pertaining to REGULAR UNLEADED GASOLINE.

Regular unleaded gasoline purchased will be subject to periodic testing and gasoline found not meeting the minimum specifications above is to be picked up by and at the supplier’s expense and the contract or contract’s made with such supplier as a result of this bid will be subject to cancellation at the discretion of the County.

Supplier shall pay for any test where fuel does not meet the specification.

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DIESEL FUEL:

The diesel fuel supplied under the terms of this bid must meet the following minimum specifications:

A. The diesel fuel shall be volatile fuel, Ultra low Sulphur, free from water, suspended matter and suitable for use as a fuel in internal combustion engines.

B. Must meet all requirements for number 2 un-dyed diesel fuel.

C. Sulphur content shall not exceed 0.005% by weight.

D. The Cetane number shall be 40 or better.

E. Deliveries will be made in both transport truck (7,000 – 8,000 gallons) and tank wagon (250 – 2,000 gallons) quantities.

Diesel fuel so purchased will be subject to periodic testing and diesel found not meeting the minimum specifications above is to be picked up by and at the supplier’s expense and the contract or contract’s made with such supplier as a result of this bid will be subject to cancellation at the discretion of the County. Supplier shall pay for any test where fuel does not meet these specifications.

ADDITIVES:

DIESEL – All petroleum diesels shall have Stanadyne Lubricity formula fuel conditioner added to enhance the detergent action and improve the lubricity of the fuel. Concentration shall be as recommended by the manufacturer for maximum effect. Additive is required to be mixed at the time of loading fuel on the delivery truck.

LOCATIONS:

The Three locations that will receive deliveries:

6075 Old Bagdad Hwy.

Milton, FL 32583

(2) 10,000-gallon diesel tanks and (1) 10,000-gallon gasoline tank

10047 Chumuckla Hwy.

Jay, FL 32565

(1) 2,000-gallon diesel tank and (1) 2,000-gallon gasoline tank

8369 Avery Olsen Rd.

Navarre, FL 32566

(1) 2,000-gallon diesel tank and (1) 2,000-gallon gasoline tank

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5. Pricing Table

GASOLINE

Unleaded Minimum 87 Octane (Approx. 250,000 gallons) Quantity of deliveries will range from 250 gallons to 8000 gallons.

Line Item Description Quantity Unit of

Measure Unit Cost Total

Provide wholesale price for October 10, 2024. Do not include State, Local and Pollution taxes

1 Gasoline 1 per gallon

2 Dealers Commission 1 per gallon

TOTAL

DIESEL

Ultra low–Sulphur, # 2 un-dyed, with a minimum Cetane number of 40 or higher. Stanadyne diesel fuel additive added at the concentration recommended by the manufacturer for maximum effect. Additive is required to be mixed at the time of loading fuel on the delivery truck. (Approx. 300,000 gallons) Quantity of deliveries will range from 250 gallons to 8000 gallons.

Line Item Description Quantity Unit of

Measure Unit Cost Total

Provide wholesale price for October 10, 2024. Do not include State, Local and Pollution taxes

3 Diesel Ultra Low Sulphur un-dyed with

Additive 1 per gallon

4 Dealers Commission 1 per gallon

TOTAL

6. Vendor Questionnaire and Submission

6.1. Solicitation Requirements*

I certify that I have read through the solicitation, in its entirety, and verify that I understand all materials provided.

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☐ Please confirm

*Response required

6.2. Scrutinized Company Certification*

I certify this respondent is not participating in a boycott of Israel, is not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, and it does not have business operations in Cuba or Syria.

☐ Please confirm

*Response required

6.3. Certificate of Insurance*

Please upload a copy of current required insurance declaration page with Santa Rosa County named interest or

Letter of Insurability from carrier stating the the levels of coverage will be obtained.

*Response required

6.4. Certificate of Authority to do business from the State of Florida (SunBiz)* Please upload Certificate of Authority to do business here.

*Response required

6.5. Sworn Statement Pursuant to Section 287.133(3)(A), Florida Statutes on Entity Crimes.* Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• Sworn_Statement.pdf

*Response required

6.6. References*

Please download the below document, complete, and upload.

• REFERENCES.pdf

*Response required

6.7. Conflict of Interest*

Please download the below document, complete, and upload.

• Conflict_of_Interest.pdf

*Response required

6.8. Debarment Form*

Please download the below document, complete, and upload.

• Debarment_form.pdf

*Response required

6.9. Proposed Subcontractors

Please provide names and addresses for any proposed subcontractors to be utilized for work on this project. )if applicable) 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