IFB #2 Heating Oil 2025-2026 - 260131.pdf

INVITATION FOR BID (IFB)

#2 Heating Oil for Fiscal Year 2025 - 2026

PROCUREMENT in BRIEF

Awarding Authority Quabbin Regional School District

Primary Procurement Contact Julia Saari-Franks, Chief Procurement Officer

Contract Administrator Kevin R. Clark, Director of Buildings, Grounds & School Security

Project Number 260131

Project Name #2 Heating Oil Fiscal Year 2025-2026

Date of Issuance January 13, 2025 10:00 am

Optional Pre-Bid Conference n/a

Deadline for Written Question January 24, 2025 10:00 am

Bid Due Date January 31, 2025 10:00 am

Where Bids are Due QRSD, Educational Support Center 872 South Street, Barre, MA 01005 Late submission shall not be considered

Number of Required Copies Two (2)

Contract Award Date Anticipated, February 14, 2025

Contract Length Fiscal year July 1, 2025 – June 30, 2026

Approximate Start Date July 1, 2025

Bid Security Deposit n/a

Proof of Financial Viability n/a

Certificate of Insurance Submitted prior to June 15, 2025

Consent of Surety n/a

Drug Testing Policy & Program n/a

Prevailing Wage n/a

Procurement Process Invitation for Bid under M.G.L. Chapter 30B, §5

Public Notice Telegram & Gazette, Goods & Services Bulletin, COMMBUYS, QRSD ESC Bulletin Board, QRSD website

Documents Required After Contract Execution

Performance Bond n/a

#2 Heating Oil IFB: 260131

The Quabbin Regional School District (the Awarding Authority), operating under Massachusetts

General Law (MGL), Chapter 30B §5, is requesting fixed price bids for #2 Heating Oil for the

2025-2026 school year, July 1, 2025 – June 30, 2026.

I. General Information and Bid Submission Requirements:

a. Bids shall be submitted in writing and shall be addressed to Julia Saari-Franks, Chief

Procurement Officer, located at the Educational Support Center of Quabbin Regional

School District, 872 South Street, Barre, MA 01005 by 10:00 a.m. on Friday, January

31, 2025.

b. Bids shall be accepted only if received by 10:00 a.m., whether hand-delivered, delivered by courier, or received through the mail. Postmarks shall not be considered. Bids submitted by fax or email shall not be considered.

c. If Quabbin Regional School District is closed for unforeseen and/or uncontrollable events, the submission deadline shall be postponed until 10:00 a.m. on the next regularly scheduled school day. Notice of closure shall be posted on the district’s main webpage located at www.qrsd.org, under School Closing Information and on

Boston local news stations.

d. Bidders shall submit two (2) copies of their entire bid in a sealed envelope, marked as follows:

IFB: #2 Heating Oil Bid Fiscal Year 2025-2026

Due Date: January 31, 2025

The Bidders name, address, and contact phone number shall be clearly visible on the outside of the sealed envelope.

e. Bids shall be opened, read and recorded, in public, on the due date immediately following the time due.

f. Quabbin Regional School District shall not reimburse Bidders for any costs incurred in preparing responses to the IFB.

#2 Heating Oil IFB: 260131 http://www.qrsd.org

g. Bidders shall be allowed to correct, modify, or withdraw bids up to the date and time of the opening. After this time, no changes shall be allowed.

h. Bidder’s bid price shall be submitted on the Pricing Sheet (Appendix F) only.

i. All words, signatures, and figures submitted on the bid shall be in ink. Bids which are conditional, obscure, or which contain additions not called for, erasures, alterations, or irregularities, may be rejected as informal. More than one bid from the same bidder shall not be considered.

II. Specifications/Scope of Work:

a. The Awarding Authority seeks to purchase #2 Heating Oil with a maximum 10% biofuel content.

b. The volume specified in Appendix A: Contact Information & Estimated Usage is projected estimates based on past years’ data. Actual quantity purchased may be increased or decreased in accordance with demands of district facilities during the term of contract. The bid price shall remain constant for all gallons purchased from

July 1, 2025 - June 30, 2026.

c. There shall be no minimum delivery requirements and no additional charge pertaining to delivery quantity.

III. Required Insurance Coverage:

a. Workers Compensation: The contractor shall carry Workers’ Compensation coverage with statutory limits, including Employers Liability (per occurrence) of $1,000,000 (one million dollars) per occurrence.

b. General Liability Insurance: The contractor shall carry commercial General Liability Insurance with an insurance company satisfactory to the Awarding Authority so as to save the Awarding Authority harmless from any and all claims including Pollution Liability Claims, Environmental Damage Claims and Claims related to Hazardous Materials or damages arising out of Bodily Injury to or Property Damage caused by accident resulting from the use of implements, equipment or labor used in the performance of the contract or from any neglect, default, or omission or want of proper care, or misconduct on the part of the contractor or for anyone in his employ during the execution of the work. General Liability for Bodily Injury, including Accidental Death: $1,000,000 (one million dollars) per occurrence, $2,000,000 (two million dollars) aggregate.

c. Automobile Liability: The Contractor shall carry Comprehensive Automobile Liability Insurance to include any and all owned, leased and/or hired vehicles.

Comprehensive Automobile Liability for Bodily Injury: $1,000,000 (one million dollars) per person/per occurrence, and Comprehensive Automobile Liability for Property Damage: $1,000,000 (one million dollars) per occurrence, or a Combined Single Limit of $1,000,000 (one million dollars).

d. The above insurance policies shall also be subject to the following requirements:

i. At least two (2) weeks prior to starting work on this contract, the

Contractor shall present to the Awarding Authority, Certificates of Insurance stating coverages stated above. The Certificate of Insurance shall name the Awarding Authority as an additional insured on all policies.

ii. Certificate of Insurance renewals shall be filed with the Awarding Authority at least ten (10) days prior to the expiration date of required policies.

iii. No cancellation of any insurance, whether by the insurer or by the insured, shall be effective unless written notice thereof is given to the Awarding Authority at least fifteen days prior to the intended effective date, which date has been expressed in the notice. Prior to the effective date of any such cancellation, the Contractor shall secure new insurance to cover the policies so cancelled.

IV. Awarding Authority Right to Cancel or Reject IFB:

The Awarding Authority reserves the right to cancel this Invitation for Bid or reject, in whole or in part, any or all bids, if the Awarding Authority determines that cancellation or rejection serves the best interests of the Awarding Authority.

V. Certifications: Bidder, Tax Compliance Form, Non-Collusion:

Certifications of Bidder (Appendix B), Tax Compliance (Appendix C), and Non-Collusion

(Appendix D) shall be completed and included with the bid at time of the bid opening.

VI. References:

Bidders, not currently providing services to the Quabbin Regional School District, shall submit references from all public school districts where a contract of similar scope was performed within the past five (5) years. A Reference Form (Appendix E) is attached. A comparable form may be submitted. The Awarding Authority reserves the right to contact any of the references submitted.

VII. Addendum and Questions:

a. All questions pertaining to this IFB’s terms, conditions or specifications shall be presented in writing to Julia Saari-Franks, jsaari-franks@qrsd.org . Deadline to submit questions shall be January 24, 2025.

b. Answers to any/all questions and responses to any/all inquiries shall be issued as an

Addendum to the IFB. Addenda shall be emailed to all Bidders requesting and/or receiving the IFB. Certification of receipt of any and all addenda shall be required as part of the bid, noted on the Pricing Sheet.

VIII. Rule of Award:

A contract shall be awarded to the responsive and responsible bidder offering the lowest fixed price/gallon for #2 heating oil, as specified in the IFB.

Massachusetts General Law, Chapter 30B, §2 defines a responsive bidder as “a person who has submitted a bid or proposal which conforms in all respects to the invitation for bids or request for proposals.”

Massachusetts General Law, Chapter 30B, §2 defines a responsible bidder as “a person who has the capability to perform fully the contract requirements, and the integrity and reliability which assures good faith performance.”

IX. Additional Contract Terms & Conditions:

a) Purchases made by the Awarding Authority are exempt from taxes and bid prices shall exclude any taxes. A tax exemption certificate shall be furnished upon request.

b) It shall be understood that deliveries shall be based on the present or future government regulations and restrictions as to quality and quantities.

c) Forfeiture Provisions: The Contractor agrees to maintain sufficient quantities of the appropriate heating oil on hand to ensure a continuous supply to the delivery locations contained herein for the duration of the contract period. If the Contractor is unable to furnish heating oil for any given day, the Contractor shall reimburse the Awarding Authority for costs above the bid price for furnishing heating oil from an alternate source.

d) Normal Deliveries:

i. Deliveries shall be made within 48 hours of request for delivery.

ii. Normal deliveries shall be made prior to 3:00 pm, unless authorized by the Contract Administrator prior to time noted, during the normal work week and/or days when schools are in session. No deliveries on Saturdays, Sundays, and holidays, unless authorized.

#2 Heating Oil IFB: 260131 mailto:jsaari-franks@qrsd.org

iii. If there is a dispute between the district’s number of gallons ordered and the driver’s measurement, the driver shall contact the Contract Administrator, Kevin Clark at 978-434-7900. All efforts shall be taken to resolve the disputed measurement prior to the driver leaving the site.

e) Emergency Deliveries: An emergency delivery call shall not exceed 4 hours of wait time and delivery shall be available 7 days per week.

f) Safety: The Contractor shall be responsible for safely dispensing the heating oil according to all state and local refueling codes. All caps, fittings and closures shall be securely in place by the Contractor.

g) Precautions against Injury to Persons: The Contractor shall take adequate precautions to protect persons from injury or potential harm by utilizing any means required by public authorities, local conditions or the directives of the Awarding Authority’s representatives.

h) Protection of Owner’s Property: The Contractor shall maintain adequate protection of the Awarding Authority’s property from any harm arising in connection with the bid, and shall pay or cause payment to be made for any such damages incurred.

i) Accident Reports: The employees of the Contractor shall make a written report of all accidents in which their equipment became involved while on Awarding Authority’s property within 24 hours. In the event the accident involves injury or death, a verbal report shall be made immediately by telephone, after notification of police, to the Contract Administrator, Kevin Clark at (978) 434-7900.

j) Damage: The site of delivery shall be cleaned of any oil spillage or other debris resulting from heating oil delivery and returned to its original condition at the Contractor’s expense. The Contractor shall be completely responsible for cleanup of any spills, leak or escape of heating oil that is caused by the Contractor. The cleanup shall start immediately after an incident. In the event of any major spill, the Contractor shall submit a plan to the Contract Administrator for approval for the cleanup of any hazardous releases that are caused by the Contractor.

k) Specifications Not Met: If the Awarding Authority has problems with the heating oil delivered, such as plugged filters, the Contractor, if requested, shall pay for an analysis of the heating oil. If it can be determined that the heating oil did not meet specifications, any heating oil that does not meet the specifications of the bid shall be pumped out and replaced by the Contractor at no additional cost to the Awarding Authority.

l) Delivery Receipts: All vehicles used to deliver heating oil shall be metered prior to delivery and the invoice shall contain the reading before the drop for each building and on each delivery receipt signed by an authorized agent of the Awarding Authority. Full tanker truck deliveries require a bill of lading to state the heating oil’s origin.

m) Responsiveness: The supplier shall maintain a dispatcher, twenty-four hours a day, for all Awarding Authority’s school locations.

n) Invoicing: Contractor shall submit to the Awarding Authority a separate invoice for each delivery that includes the following information: Type of Delivery, Meter Reading before Drop, Total Gallons Dropped, Price per Gallon, Total price and copy of signed delivery slip attached.

o) Breach of Contract: In the case of failure, on the part of the Contractor, to execute the work as per agreement, the Awarding Authority reserves the right to terminate the contract, satisfying its wants through another company, and the Awarding Authority shall collect from the Contractor any increase over the bid price as a result of such failure on the part of the Contractor.

p) Force Majeure: Failure to perform when such failure is due to an Act of God, public enemy, fire, earthquake, floods, embargos, or other similar causes beyond the control of the Contractor, may be considered a force majeure and limit contractual liability; however, only the Massachusetts Office of the Attorney General and its courts may determine if force majeure is applicable in waiving contractual liability.

q) Subcontracting of Award: No subcontracting of the award shall be made without written consent of the Awarding Authority.

r) Funding: All contracts awarded as part of this bid shall be subject to availability of funds from local appropriation. If funds are not appropriated for this purpose, the Awarding Authority may terminate this contract and shall not be obligated to make any further payments.

s) Indemnification: Unless otherwise provided by law, the Contractor shall indemnify and hold harmless the Awarding Authority and its employees against any and all liability, losses, damages, costs or expenses for personal injury or damage to real or tangible personal property that the Awarding Authority may sustain, incur or be required to pay, arising out of or in connection with the performance of the contract by reason of any negligent action/inaction or willful misconduct by the Contractor, its officers, agents, employees or subcontractors.

t) Choice of Law: This Contract, and all claims or defenses based on, arising out of, or related to this Contract of the relationship of the parties created hereby, including without limitation those arising from or related to the negotiation, execution, performance, or breach of this Contract whether sounding in contract, tort, law, equity, or otherwise, shall be governed by, and enforced in accordance with, the internal laws of the Commonwealth of Massachusetts, including its statute of limitations, without reference to its choice of law rules or any principle calling for application of the law of any other jurisdiction.

APPENDIX A

IFB - #2 Heating Oil, FY26 - July 1, 2025 - June 30, 2026

CONTACT INFORMATION& ESTIMATEDUSAGE

Facility / Address / Telephone

Contact Emergency contact

Kevin Clark 978-434-7900

# of Storage Tanks

Tank Capacity (in Gallons)

Estimated Usage

(in Gallons)

Quabbin Regional Educational Support Center 872 South Street, Barre, MA 01005 978-355-4668

Kevin Clark 978-434-7900

4 275 2,000

Quabbin Regional Middle/High School 800 South Street, Barre, MA 01005 978-355-6177

Kevin Clark 978-434-7900

2 12,500 60,000

Ruggles Lane School 105 Ruggles Lane, Barre, MA 01005 978-355-2934

Jay Pimental 978-758-1071

1 10,000 40,000

Hardwick Elementary School 76 School House Drive, Gilbertville, MA 01031 413-477-6351

George Murray 978-434-7907

1 10,000 29,000

Hubbardston Center School 8 Elm Street, Hubbardston, MA 01452 978-928-4487

Jay Pimental 978-758-1071

1 10,000 30,500

New Braintree Grade School 15 Memorial Drive, New Braintree, MA 01531 508-867-2553

George Murray 978-434-7901

1 6,000 15,000

Oakham Center School 1 Deacon Allen Drive, Oakham, MA 01068 508-882-3392

George Murray 978-434-7901

1 8,000 21,500

TOTAL ESTIMATED GALLONS 198,000

APPENDIX B

BIDDERCERTIFICATION

I, the undersigned representative of the bidder, certify that I have studied the General Information & Bid

Submission Requirements and Scope of Work/Project Description for the Invitation to Bid #2 Heating Oil for the 2025-2026 School Year for the Quabbin Regional School District and I fully understand the requirements contained within.

I further certify that I am authorized to submit this bid on behalf of the bidder that I represent.

By: ___________________________________ ___________________________________

Signature Clearly printed email address

Clearly printed name of person signing the bid

Clearly printed name of business

Clearly printed address of business

Clearly printed telephone number of business Date

APPENDIX C

TAXCOMPLIANCECERTIFICATION

Pursuant to Massachusetts General Laws, Chapter 62C, §49A, I certify under penalties of perjury that I, to the best of my knowledge and belief, am in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and Bidders and withholding and remitting child support.

I further certify that I am authorized to sign this certification on behalf of the bidder that I represent.

______________________________ OR ______________________________

Clearly printed Name of Individual or d/b/a Clearly printed Name of Corporate Business

Social Security Number Federal Identification Number

Signature of Individual Corporate Officer Signature

Date Date

APPENDIX D

IFB - #2 Heating Oil, FY26 - July 1, 2025 -June 30, 2026

CERTIFICATEOFNON-COLLUSION

I, the undersigned, certify under penalties of perjury, that this bid has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word

“person” shall mean any natural person, business, partnership, corporation, union, committee, club or other organization, entity, or group of individuals.

I further certify that I am authorized to sign this certification on behalf of the bidder that I represent.

By: __________________________________________________________________

Signature

Clearly printed name of person signing the bid

Clearly printed name of bidder

Date

APPENDIX E

REFERENCE FORM

Name of Bidder: _____________________________________________________________

Any bidder not currently providing services for the Quabbin Regional School District shall submit all references for whom they have provided similar services within the Commonwealth of Massachusetts within the past five (5) years. Contact names, addresses and telephone numbers shall be provided. This form may be copied. Alternate forms, which provide the same information, are acceptable.

Reference: ________________________________________________ Contact: ____________________________

Address: __________________________________________________Phone:_____________________________

Description and date(s) of services provided: ________________________________________________________

Reference: ________________________________________________ Contact: ____________________________

Address: __________________________________________________Phone: _____________________________

Description and date(s) of services provided: ________________________________________________________

Reference: _________________________________________________Contact: ___________________________

Address: __________________________________________________Phone: _____________________________

Description and date(s) of services provided: ________________________________________________________

APPENDIX F

PRICING SHEET

TO THE AWARDING AUTHORITY:

I, the undersigned, submit the following bid to supply #2 Heating Oil to the district in accordance with the specifications, terms and conditions within this IFB for the contract price/gallon specified below. I further certify that I am authorized to sign this pricing sheet on behalf of the bidder that I represent.

This bid includes, if issued, addenda number(s) _____________________________________.

The Bid Price is _______________________________________________________________.

(written in words)

$ ____________/gallon.

(written in numbers)

By: __________________________________________________________________

Signature

Clearly printed name of person signing the bid

Clearly printed name of business

Date

APPENDIX G

SAMPLE #2 HEATINGOIL CONTRACT

This agreement (“Contract”) is made this ______ day of __________, 2025 by and between the Quabbin Regional School District, hereinafter referred to as the “Awarding Authority”, and ____________________, with a principal place of business at ___________________________, hereinafter referred to as the “Contractor”.

The Awarding Authority and the Contractor agree as follows:

Article 1. Contract Documents. This “Contract”, as used herein, shall include all bid documents including instructions to all bidders, the Contractor’s bid, the specifications, terms and conditions, requirements, any applicable addenda, and all documents and forms submitted with the Contractor’s bid or proposal.

Article 2. Scope of Work. Reference IFB Section II. Specifications/Scope of Work.

The Contractor shall deliver #2 heating oil, with no more than 10% biofuel content, to all District locations for the Contract Term with no variation from the bid price and no additional costs.

Article 3. Contract Term. The term of this Contract shall be July 1, 2025 through June 30, 2026.

Article 4. Contract Price. The Awarding Authority shall pay the Contractor $ _____/gallon for every gallon delivered during the contract term.

Article 5. Payment. The Awarding Authority agrees to pay to the Contractor the sum set forth in the Contractor’s bid and the Contract within thirty (30) days of receipt of invoice or delivery ticket.

Article 6. Approved Subcontractors. No Subcontractors shall be used for this Scope of Work without prior written approval of the Awarding Authority nor may any portion of the work be assigned to any other party.

Article 7. Conditions. The Contractor shall adhere to all Federal, State and Local statutes, regulations, ordinances and rules pertaining to delivery of oil to public buildings.

Article 8. Submittals.

Prior to starting work on this contract, the Contractor shall present to the Awarding Authority Certificates of Insurance stating coverages stated in the IFB. The Certificates of Insurance must name the Awarding Authority as an additional insured on all policies.

A. The Contractor shall provide Certificates of Insurance for the following coverage:

Workers’ Compensation, General Liability, and Auto Liability.

B. The Contractor shall provide a W-9 prior to the start of the project.

Article 9. Indemnification Unless otherwise provided by law, the Contractor will indemnify and hold harmless the Awarding Authority and its employees against any and all liability, losses, damages, costs or expenses for personal injury or damage to real or tangible personal property that the Awarding Authority may sustain, incur or be required to pay, arising out of or in connection with the performance of the contract by reason of any negligent action/inaction or willful misconduct by the Contractor, its officers, agents, employees or subcontractors.

The Chief Procurement Officer of the Quabbin Regional School District, acting by and through the Quabbin Regional School District School Committee, has executed this Contract as of the latest date so written.

Quabbin Regional School District Contractor

By: _________________________ By: _________________________ Julia Saari-Franks Name Chief Procurement Officer Title Director of Administrative Services

Date: _______________________ Date: _______________________