K1 bid spec.doc

COMMODITY ITEM:

K1 Heating Fuel

CONTRACT PERIOD:

July 1, 2011 to June 30, 2012

SCOPE: The Division of Purchases is soliciting quotations to contract a portion of the normal requirements of all State Agencies 12 month requirements for K1 heating fuel as per the below specifications. Contracts may be extended for a period of one year upon mutual agreement between the Department and the Contractor. Bidders are asked to submit a fixed margin bid as well as a lock-in quote for the bid date. Contract will be awarded based on the fixed margin quote, and then the State will decide whether to lock in that day or wait until a more advantageous time to lock in. Once we lock in the price then it will be locked in for the full year. All prices quoted will be OPIS reported Rack price (Rack) or New York Market futures. Bidders must be able to deliver to all of the locations listed on the attached spreadsheet. The State of Maine Division of Purchases reserves the right to reject any and all quotations submitted and determine equivalency.

PRICE: The price of fuel delivered will the OPIS rack price for the rack location posted by OPIS for the day the fuel is delivered. The Bidder must certify on the invoice the rack price of the product delivered and which rack the product was shipped from.

DELIVERY: Deliveries are to be made within 48 hours of placing the order. Unless prior arrangements are made deliveries are to be made during normal working hours, Monday through Friday between 7:00 am and 3:30 unless otherwise arranged. Whenever possible deliveries shall include a legible metered delivery ticket which has been processed through a meter certified and sealed by the State of Maine, Department of Weights and Measures, and stamped with quantities, location, time (A.M/P.M.) date, driver and product. When bulk deliveries are made the driver shall stick the tank before and after product is delivered and enter the readings onto the delivery ticket. A copy of the delivery ticket, signed when possible by both the driver and a person from the receiving facility, should be left at the location receiving the fuel.

Dealers must have the capability to deliver to above ground storage tanks utilizing a remote fill system on the tank.

SPILLS AND/OR ACCIDENTS: While performing work under this contract, the contractor shall be responsible for completing clean up of any spills or accidental releases to the environment at no cost to the State. The contractor shall notify all local, state and federal authorities as required by law in the event of such a release or threat of release. The contractor will immediately notify the user facility contact person, in writing, in the event of a spill, release, or threat of a release to the environment and prior to initiating clean up response actions. If prior notification of the facility contact is not possible, then the contractor shall take appropriate response actions, and notify the contact person, in writing, as soon as possible thereafter. The contractor must provide a written summary of the response actions taken in any case within the timelines established for reporting of spills and /or contamination. A copy must also be sent to Terry DeMerchant, Division of Purchases, 9 State House Station, Augusta ME 04333-0009.

Trucks must be equipped with adequate spill containment equipment/supplies & the driver must be trained in the proper usage of that equipment. If customers are required to have a SPCC plan in place, the contractor must become familiar with this plan, and understand their role in any such plan.

All invoices will include the purchases Master Agreement (Contract) number.

All invoices will be submitted within 36 hours of delivery. Only original invoices will be paid. Statements will not be accepted for payment. There will be one invoice with delivery ticket # to be paid for each delivery.

ORDERING PROCEDURE: The Contractor will receive telephone or email orders from the various State agencies under this contract.

Delivery of any fuel that is less than the specification required may result in cancellation of the contract.

The Department may spot test any product supplied to verify quality.

QUANTITIES: Estimated quantities supplied with this request are based on a 12 month average usage and should be used only as a basis of estimation as per the spreadsheet attached.

EXTENSION CLAUSE: The State Director of the Bureau of General Services reserves the right to extend a contract beyond the indicated expiration date with the mutual consent of the contractor.

PROCUREMENT CARD: State policy requires vendors to accept the State of Maine Procurement Card as a form of payment, with very rare exceptions. Your company will be required to accept these cards. The pricing offered to the State of Maine shall be the final cost to the State of Maine regardless of payment method. No surcharge or other compensation will be allowed. The State of Maine reserves the right to reject your bid if you are unwilling to accept this condition.

QUESTIONS/ANSWERS: If you have a question regarding this RFQ, you must submit your questions thru the Question and Answer link on the Solicitation Details View page. Your answer will appear there as well. It is the vendor’s responsibility to log in to view all questions and answers posted there. Questions and Answers obtained any other way will not be valid for this RFQ.

Kerosene (K1) HEATING OIL SPECIFICATIONS

Specific gravity (water = 1) 0.81

Flash Point 120 d56

Boiling Point (F) min350

Vapor pressure(mmHg) 1

Vapor Density (air-1) 6.0

In addition to the listed requirements, the finished product shall exhibit good filterability and shall be essentially free of all foreign contaminants including but not limited to soaps, gels, emulsive materials, and reactive materials such as metals and inorganic basic or acidic compounds.

PRICE QUOTATION RESPONSE FORM

Name of Company: ____________________________________Phone: _____________

Address: _____________________________________________

OPIS Rack Location or New York Market Futures

Date of Quote

(6/07/11) OPIS Rack price per gallon

Mark-up Price per gallon

Transportation cost per gallon

Total fixed margin price per gallon

Total Delivered Price

Lock in Price as of 6/07/11

The undersigned is authorized by the above named company to submit this price quote and agrees to abide by the guidelines outlined in the request for price quotation.

Signed: _____________________________________________ Date: _____________

Title: _______________________________________________

E-mail address: ____________________