2018-2019 Heating Fuel Bid

The State of Maine Department of Administrative and Financial Services, Division of Procurement Services, is requesting quotations for #2 heating oil and off-road low sulfur diesel fuel supplies for state facilities during the 2018–2019 heating season, with quotations due September 24, 2018 at 4:00 p.m. Eastern Standard Time.

The scope encompasses approximately 1.28 million gallons of #2 heating oil annually (90 percent, or 1.16 million gallons, available for quote) and 16,109 gallons of low sulfur diesel fuel for off-road equipment use, distributed across five regional zones: Bangor, Capital/South/West, Downeast, Midcoast, and Northern Maine. Delivery points include over 200 individual state facilities spanning correctional institutions, military installations, parks, fish hatcheries, forest service locations, and transportation maintenance facilities. All fuel must comply with ASTM D975 specifications, with low sulfur diesel at 0.005 percent sulfur content. Deliveries are limited to Monday through Friday, 7:00 a.m. to 4:00 p.m., to occupied facilities.

Pricing is structured on a margin-over-rack basis, with vendors paid a fixed monetary margin per gallon above the Oil Price Information Service (OPIS) wholesale rack price. Bidders may quote individual regions or multiple regions; award within a region is limited to that region only. Vendors must submit price per gallon quotes with designated OPIS rack locations and total fixed margins.

The contract term runs October 1, 2018, through September 30, 2019, with two optional one-year renewals through September 30, 2021, subject to continued funding and satisfactory performance. Payment terms are net 30 upon receipt of accurate invoices with contract number and delivery documentation; credit card payment is accepted without surcharge.

Award will be made on a best-value basis considering conformance to specifications and lowest pricing. Maine business and economic impact under Executive Order 2017-003 may allow up to a 10 percent price reduction for qualifying vendors. Vendors must provide quarterly delivery reporting, accept orders from political subdivisions and school districts at quoted prices, and certify debarment status and non-collusion prior to award.