RFQ_Caesar Creek_bulk_fuel (1).pdfRFQ_Caesar Creek_bulk_fuel (1).pdf

Project Title: High Octane Ethanol-Free Gasoline for Caesar Creek State Park

Bid Submission: All bids must be received by 10:00 am on 9/10/2026.

Submit bids must be submitted using Ohio Buys.

Inquiries: All inquiries must be submitted in Ohio Buys.

Background Information:

The Department of Natural Resources, Division of Parks and Watercraft operates 76 State Parks across the State of Ohio including on the Lake Erie islands. A contract solution is needed for High Octane Ethanol-Free Gasoline for Caesar Creek State Park.

Objectives:

The contract will have an initial term of 2 years, running from November 1, 2026 –October 31, 2028 with a potential renewal for an additional 2 years, through April 30, 2030.

Scope of Work:

1. Fuel types to be available on this contract include:

High Octane Ethanol-Free gasoline.

2. Orders and Delivery:

Supplies will be delivered to the participating agency within two (2) business days after receipt of order, Monday through Friday 7:30 a.m. to 3:00 p.m., except state observed holidays, unless emergency conditions dictate otherwise or by special arrangement with the ordering facility. No fuel is to be delivered to an unattended location unless prior arrangements have been made with the ordering location. The delivery driver should contact the pre-arranged delivery contact prior to completing a delivery to an unattended location.

The delivery driver must check in with the agency contact at the location and present delivery documents prior to delivering fuel unless an unattended delivery has been previously arranged. The delivery driver must provide a copy of any readings, either from a meter or from a stick reading, taken before or after delivery.

3. Quality Assurance:

All fuels delivered under this Contract must meet the industry standard specifications for each type of fuel. Fuels must contain no waste products or impurities. Fuel that does not meet specifications, does not contain appropriate additives, or that contains waste products or impurities, may cause damage to Agency equipment or vehicles.

4. Additional Requirements:

1. Customer Assistance: The State of Ohio may request that the Contractor provide technical expertise regarding the product supplied and or customer support with ordering and billing during normal business hours.

2. Safety Data Sheets: Upon request by any facility, material safety data sheets must be submitted by the Contractor.

3. Accidental Release or Spillage: Accidental release or spillage during delivery of product by the Contractor will result in the Contractor being held responsible for all costs of cleanup and disposal of all contaminated materials. Cleanup and disposal must be conducted in accordance with state and federal EPA regulations and guidelines.

5. Pricing

The Contract pricing for conventional clear 90 octane gasoline will be adjusted based on the daily prices listed in the Oil Price Information Service (“OPIS”) Wholesale Rack report for Columbus, OH.

This price appears in the report under the heading: OPIS Contract Benchmark File, *OPIS Gross Conventional Sub-Octane Prices, Rack Average. This average price, which does not include taxes or discounts, is the base reference price (“Base Price”) which will be used to calculate the daily Contract pricing. This price adjustment procedure, outlined under Pricing Formula, is to continue from the effective date of this Contract through the duration of the Contract.

The OPIS report is published by the United Communications Group, 11300 Rockville Pike, Suite 1100, Rockville, MD 20852-3030 and is published daily, Monday through Friday. The successful Bidder’s selling prices are to be established each day that the OPIS is published and said prices must remain firm for that day. Selling price must be rounded to the nearest hundredth cent.

The State of Ohio reserves the right to make a change to another price index, whether electronically or in paper form. The Contractors would receive notification of any such change.

In the event the OPIS ceases publication and/or a viable listing of reference prices relating to Columbus, Ohio is no longer available through the OPIS, the parties to this Contract must mutually establish a replacement reference price index.

PRICING FORMULA: The formula for calculating the Contract pricing per gallon will be the following:

Daily Base Price + Cost Differential + Applicable Taxes = Total Delivered Price Per Gallon

1. The Daily Base Price is established as outlined in the Pricing section above. Daily Base Price is determined based upon date of fuel delivery.

2. The Cost Differential is the amount per gallon, delivered, as provided by the Bidder on the Price Schedule page(s). This amount will include the Bidder’s processing costs, profit and cost for F.O.B. prepaid delivery.

3. Any and all Applicable Taxes for conventional clear high-octane fuel purchased for resale will be included in the Total Delivered Price Per Gallon. These taxes should be itemized on each invoice. It is the Contractor’s responsibility to itemize all applicable taxes correctly. Taxes will not be paid if they are not itemized on the invoice. Overcharged taxes added to an invoice in error will be refunded to the State.

6. Fixed Price with Economic Adjustment

The Contract cost differential(s) will remain firm throughout the initial term of the contract.

Thereafter, prior to Contract renewal, the Contractor may submit a request to adjust their cost differential(s) to be effective on the effective date of the Contract’s renewal.

Differential increases must be supported by a general price increase in the cost of the services rendered, due to increases in the cost of labor, freight, Workers' Compensation and/or Unemployment Insurance, etc.

Should there be a decrease in the cost differential(s) due to a general decline in the market or some other factor, the Contractor is responsible to notify DAS immediately. The price decrease adjustment will be incorporated into the Contract and will be effective on all purchase orders issued after the effective date of the decrease.

7. Transport capability: Contractors must be capable of handling deliveries of products against this Contract. Bidders must be able to provide supporting documentation that includes, but is not limited to, the following:

1. Distribution facilities and geographical location of these distribution facilities.

2. Ability to deliver within the time frame noted within this Bid document.

3. If deliveries are to be made by subcontractors, those subcontractors must be identified, and a letter from the subcontractor (common carrier) stating its ability to perform deliveries against this Contract must be a part of this written document.

4. Bidders must submit with the Bid evidence that the Supplier: maintains a permanent place of business; has adequate equipment; has adequate transportation vehicles to supply the required products and has suitable financial status to meet obligations incident to the work.

Bidder will enter the following into the item grid within Ohio Buys:

Location Fuel Type Cost Differential Caesar Creek High Octane Ethanol-Free gasoline

F.O.B. DESTINATION/PRE-PAID/ALLOWED. The Contractor must provide Deliverables under this Contract F.O.B. Destination/Pre-Paid/Allowed. The place of destination will be specified by the Ordering Agency on the agency’s purchase order or other ordering document. Cost of the freight must be borne and paid by the Contractor unless otherwise stated.

All risk of loss, regardless of the cause, will remain with the Contractor until title to the Deliverable passes to the State. Unless otherwise provided in this Contract, the State will determine whether the Contractor provided each Deliverable required in this Contract and has fully met all work requirements of this Contract. Title to any Deliverables will pass to the State on Acceptance of the Deliverable.

Evaluation. The contract will be awarded to the lowest responsive and responsible bidder as determined by the State.

Contract Award. The contract will be awarded to the lowest responsive and responsible bidder by low lot total. Low lot total will be determined by multiplying the unit cost by the estimated usage listed in the bid and then adding each of the totals together to arrive at a total for all items. Failure to bid all items may result in the bidder being deemed not responsive

All invoices must be submitted DIRECTLY to Financial Shared Services (FSS).

There are three options available to submit invoices to FSS:

• EMAIL the invoice to: invoices@ohio.gov

• MAIL the invoice to: Financial Shared Services, PO Box 182880, Columbus, Ohio 43218-

In order to process your invoice, please make sure all the required information listed below is on your invoice before submitting it to OSS or they will be returned for not being a proper invoice.

mailto:invoices@ohio.gov

1. The invoice must be in PDF or JPEG format.

2. Must include the Purchase Order (PO) number assigned. You may shorten it to the last five digits.

3. Supplier full name as it appears on your PO.

4. The Ship to and/or service facility name and full address

5. Unique invoice number

6. Date of service or date work was completed.

7. Complete itemization of services performed, materials or goods supplied and/or labor furnished.

8. Line charge(s). If parts are included, please break out the line charges with product and charges separately.

9. No State of Ohio sales tax

10. Remit to address must match our records for payment