VilcoTanksRFBid2013[1].doc

Bureau of Remediation and Waste Management Fiberglass Home Heating Oil Tanks 15 March 2013

REQUEST FOR BIDS

Fiberglass Home Heating Oil Tanks March, 2013 State of Maine Department of Environmental Protection

Bureau of Remediation and Waste Management 17 State House Station

Augusta, Maine 04333

I. INTRODUCTION

The State of Maine Department of Environmental Protection (MEDEP) is seeking bids from heating equipment wholesalers to purchase, store, distribute, and resell 15 double wall, fiberglass, home heating oil tanks and 113 single wall, fiberglass, home heating oil tanks in the period from 1 April 2013 to 31 March 2014.

All contractors must be established heating equipment wholesalers and willing to deliver individual tanks statewide to the building (almost always a single family residence) where that tank will be installed. Note that the installing heating contractor has the option of having you deliver the tank to their place of business as opposed to the building where that tank will be installed. Note that you will be dealing with many different heating contractors.

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.

II. SCOPE OF WORK

PURPOSE

The State of Maine Department of Environmental Protection (MEDEP) intends to install 15 double wall, fiberglass, home heating oil tanks and 113 single wall, fiberglass, home heating oil tanks at various sites throughout Maine in the period from 1 April 2013 to 31 March 2014. The installations of these home heating oil tanks will be performed by oil companies and heating contractors hired by the MEDEP or by the 8 Community Action Programs (CAPs) located throughout Maine. In order to avoid high shipping costs that come about from ordering 1 or 2 tanks at a time, two truckloads (128 tanks, 240 gallon storage capacity each, in a covered trailer 53’ long) of tanks will be ordered by a heating equipment wholesaler. The wholesaler will then store, distribute, and sell these fiberglass home heating oil tanks as described by this Request for Bids.

Each tank will be sold by the wholesaler to the heating contractor at the price stated on the bid form in this Request for Bids. There will be one price for the double wall fiberglass tanks and one price for the single wall fiberglass tanks. The wholesaler must deliver each tank statewide to the building at which it will be installed or - when requested by the installing heating contractor - deliver the tank to the heating contractor’s place of business. The price stated on the bid form will include the delivery of the tank.

The MEDEP will guarantee the sale of all 128 tanks by the end of March 2014. Should any of these 128 tanks be unsold at that time, the MEDEP will purchase them from the wholesaler at the prices stated on the bid form in this Request for Bids.

TABLE OF CONTENTS

A.

Minimum Requirements

B.

Responsibilities of the Contractor

C.

Responsibilities of the MEDEP

D.

Geographic Information to Help You Prepare Your Bid

E.

Technical Specifications for Fiberglass Heating Oil Tanks

F Guarantee

G.

Minimum Requirements Form

H.

Bid Form A. Minimum Requirements:

Contractors shall meet the following minimum requirements:

Be an established heating equipment wholesaler.

Signed statement (see attached form, Minimum Requirements Form) that they realize that all submissions by bidders will be considered available for public view following the bid award, subject to the Freedom of Access Laws of the State of Maine (1 MRSA 401).

Signed statement (see attached form, Minimum Requirements Form) that the proposal and fees contained in the proposal will remain firm through 31 March 2014.

B. Responsibilities of the Contractor:

1. The contractor shall purchase and provide 15 double wall, fiberglass, home heating oil tanks and 113 single wall, fiberglass, home heating oil tanks. Tanks shall be as specified in Technical Specifications for Fiberglass Heating Oil Tanks (Item E, below).

2. The 128 tanks, with a storage capacity of 240 US Gallons each, shall be shipped in covered trailers 53’ long.

3. The contractor shall sell these tanks to heating contractors hired by the 8 Community Action Programs (CAPs) throughout Maine or hired by the MEDEP. The price at which these tanks shall be sold will be at the price stated on the bid form in this Request for Bids. There will be two prices: One for the double wall tanks; and one for the single wall tanks.

4. Individual tanks are to be delivered free of charge to any party to the building at which it will be installed or - when requested by the installing heating contractor - to the heating contractor’s place of business. The price stated on the bid form will include the delivery of the tank.

6. Store and distribute 128 filter protectors made to fit on the top of the fiberglass heating oil tanks. These filter protectors will be purchased - from a sheet metal fabricator - by the MEDEP. Sheet metal fabricator shall deliver the filter protectors to your warehouse, store, or distribution point in the Portland area, the Bangor area, or someplace in between.

The contractor will distribute these filter protectors so that one filter protector accompanies each fiberglass tank sold. There will be no charge to the heating contractor or the MEDEP for the storage, distribution, and delivery of these filter protectors. The price for which the fiberglass tanks will be sold shall include whatever costs may occur in the storage, distribution, and delivery of these filter protectors.

7. These filter protectors for the top of the fiberglass tanks are approximately 12”L x 12”W x 12”H.

8. Deliver tanks and filter protectors in good and unblemished condition.

9. Contractor need not accept delivery of tanks before 15 April 2013.

10. Contractor need not accept delivery of all tanks in one shipment. However, contractor must deliver tanks to the installing heating contractor as if they were “in stock”. Should delivery of tanks from the manufacturer to the wholesaler be broken down into two loads delivered at different times, then the Contractor is responsible for assuring a continuous supply of tanks for delivery to the installing heating contractors.

Should the two truckloads of tanks be scheduled to arrive more than two weeks apart, then the first truckload to arrive shall contain 8 double wall tanks and 56 single wall tanks.

C. Responsibilities of the MEDEP:

1. MEDEP shall purchase any of the 128 fiberglass, heating oil tanks - not sold by 31 March 2014 - for the prices stated on the bid form in this Request for Bids.

D. Geographic Information to Help You Prepare Your Bid:

1. Individual tanks are to be delivered free of charge. The price stated on the bid form will include the delivery of the tank.

2. The MEDEP realizes that the requirement to deliver the fiberglass home heating oil tank to the building where it will be installed introduces a variable that will affect your bid price and that this variable is very hard to predict. The installation sites are simply not known yet and will often not be known until 2 - 3 weeks before the tank is to be installed.

3. The contractor should realize that many of these tanks will be installed in rural areas well removed from their established warehouses.

4. It is expected that 5 double wall tanks will be installed in Dixfield, approximately 3.2 road miles from the intersection of US Route 2 and State Route 142.

5. The vast majority of the tanks will be installed by the Community Action Programs (CAPs). It is expected that they will install 92 single wall fiberglass tanks throughout the state. An estimate of how much travel time will be expended by your delivery driver can be obtained by looking at the home heating oil tanks installed OUTSIDE by the CAPs in the year 2011.

In 2011, the CAPs installed 140 tanks outside under the DEP Home Heating Oil Tank Replacement program. The following table shows the road miles likely traveled from known larger towns or cities to the installation sites in 2011. These distances should aid you in determining how far you will have to drive in order to deliver the 92 fiberglass tanks that will be installed via the CAPs and the 31 fiberglass tanks that will be installed via the MEDEP at locations yet to be determined.

6. The table below shows an average of 24.5 road miles likely travelled for each delivery. But that is assuming you have a warehouse or distribution point in each of 13 cities or larger towns:

Bangor

Portland

Calais

Presque Isle

Ellsworth

Rockland

Farmington

Rumford

Houlton

Sanford

Lewiston

Waterville

Machias

Should you have fewer warehouses or distribution points then the number of road miles you travel is likely to increase.

7. Note that this table and the information presented is to impress upon you the great distances you are likely to travel in delivering these tanks. The MEDEP cannot predict the actual miles travelled or guarantee some upper limit of travel mileage.

8. The table is presented on the following 4 pages. An explanation of the table follows that.

continued on next page

Site Town - Town in which the tank was installed.

Major Town - One of 13 towns where a wholesaler might have a warehouse, store, or distribution point.

Distance from Major Town - Road miles calculated via Yahoo Maps from the “Major Town” to the street address where the tank was installed.

Other Town - A town that may be closer to the installation site and where a wholesaler might also have a warehouse, store, or distribution point.

Distance from “Other Major Town” - Road miles calculated via Yahoo Maps from the Other Major Town to the street address where the tank was installed.

Distances calculated using the Yahoo Maps website (http://maps.yahoo.com/#env=F). and the “Get directions” function.

The origin point of the Major Town (or Other Major Town) is given by Yahoo maps and always seems to be a major intersection in the downtown area of the city or town.

The destination point is the street address where the tank was installed. Street address of tank recipient is not displayed to protect privacy.

E.

Technical Specifications for Fiberglass Home Heating Oil Tanks:

1.

Fiberglass Home Heating Oil Tank: A UL 2258 tank is required. Tank shall be as manufactured by Vilco, or equal. Tank shall be manufactured to comply with the UL standard 2258 Outline of Investigation for Tanks for Oil Burner Fuel - Non-Metallic.

a.

240 US gallon capacity.

b. Fiberglass construction. Fiberglass and resins to be resistant to ultraviolet light (UV resistant). Fiberglass and resins to be resistant to fire.

c.

Fiberglass saddles / feet are integral with tank.

d.

Four top openings along top centerline of tank: Size of opening is 2” NPT.

e.

No burner supply connection at or near the bottom of the tank.

f.

No drain connection or plug. Tank has no bottom outlet.

g.

30 year limited warranty against leaks caused by corrosion.

h.

Five million dollar ($5 million) environmental liability insurance provided by manufacturer for each installation.

i.

If double wall tank, then double wall construction provides interstitial space to contain leaks from primary tank. Monitoring sight glass to allow monitoring of interstitial space 2.

Tanks are available from

Vilco

1334 Cobequid Road

Waverley, Nova Scotia

Canada B2R 1L9

Contact:

Pierre Cote

(902) 860 - 0822 cell = (514) 919-8265

Glenn Webster

(902) 860 - 0822 gwebster@vilco.ca http://www.vilco.ca/ F.

Guarantee:

1.

The standard guarantee offered by the wholesaler on items sold shall be in effect.

G. Minimum Requirements Form: This form must be completed and included in your proposal.

1.

I understand that all submissions by bidders will be considered available for public view following the bid award, subject to the Freedom of Access Laws of the State of Maine (1 MRSA 401).

Fees contained in the proposal will remain firm through 31 March 2014.

Signature of Company Representative

Date

H. Bid Form:

This form must be completed and included in your proposal.

1.

__________________________________ is an established heating

Company Name equipment wholesaler in Maine.

2. We will individually sell the 15 double wall, fiberglass home heating oil tanks to heating contractors or the MEDEP at the price of $______________ each.

Cost of Double Wall Tank We will individually sell the 113 single wall, fiberglass home heating oil tanks to heating contractors or the MEDEP at the price of $___________________ each.

Cost of Single Wall Tank

3. The total cost of the 128 tanks will be

15 x $___________________ + 113 x $___________________

Cost of Double Wall Tank

Cost of Single Wall Tank for a Total Cost of $_________________________

Total Cost

Make sure the math given above is correct. The award of the contract will be based on the “Total Cost”, but the math must be correct. Bids with incorrect math in item #3 or prices different than shown in item #2 will not be allowed.

4. Prices to remain in effect through 31 March 2014.

Signature of Company Representative source: VilcoTanksRFBid2013[1]