Bulk Fuel RFP

Description: GENERAL • The City shall give a minimum 24-hour notice for delivery. • The City reserves the right to award the bid on the basis of individual, categorical or in the aggregate, as may be deemed necessary and appropriate to meet the City's specific needs. • Stated quantities in the Material Specifications (Section 3.0) are estimates of usage for a twelve-month period. The City reserves the right to purchase increased or decreased amounts of each item as may be deemed necessary at the prices quoted on this bid form. • Individual orders may be made for any quantities below the indicated quantities. Prices submitted need to detail the minimum amount deliverable and the pricing of less than minimum load. Releases shall be verbal and/or written; if verbal, a written confirmation will follow. • Prices quoted shall remain firm for a delivery period of 12-months, January 1, 2027 thru December 31, 2027, and include all applicable charges including delivery. The City is exempt from Federal Excise Tax and State Sales Tax. Bidder is requested to show taxes separately. All invoices should be submitted to accountspayable@bristoltn.govFor security reasons, you must enable JavaScript to view this E-mail address. . REQUIREMENTS • All fuel purchased must be transferable from tanker into underground storage tanks. • All delivery times must be scheduled at time of order and deliveries shall be made within two days (2) after notification by the Public Works Department or the City's authorized representative. • All bidders must specify if delivery location requires a tanker drop or tank wagon delivery and quote price accordingly. • All deliveries must be accompanied by designated City of Bristol, Tennessee personnel. A delivery may be rejected if attempted without a pre-arranged delivery time. • Delivery tickets are to be provided when the fuel is delivered. Delivery tickets will contain type of fuel, net and gross gallons delivered, date, and signature of individual who received the fuel. • Bio diesel is not accepted. • ASTM Industry Fuel Specifications , min 40. • City may ask for a diesel anti gel additive for winter months but staff will request at time of order. Expense for additive should be shown as a separate line item on invoicing. • Consideration for award of bid will include the bidder being an established distributor and/or dealer. The City reserves the right to request the bidder provide information on business history, references, bank, and credit references, and similar qualification documents. • Both gasoline and diesel will be free from excessive amounts of solid and foreign materials. The City reserves the right to remove samples for laboratory testing. If sample fails to meet contracted specifications, the City reserves the right to purchase fuel from the tank. Any equipment damages caused by the inferior fuel will be the responsibility of the bidder. Fuel shall meet ASTM standards. • Bidder is requested to specify source of fuel supply on returned bid. • All drivers and accompanying personnel must abide by all safety rules including, but not limited to, rules of the City of Bristol, Tennessee, OSHA, TOSHA, EPA, TDOT, etc. • All fuel supplied must comply with all federal, state, and local laws and regulations. • The City of Bristol, Tennessee will be a priority customer and receive first claim on fuel in the event of a fuel shortage. In the event the low bidder is unable to provide fuel, bidder will reimburse the City for any differential in cost incurred by the City. • Bidder will be responsible for any spillage. If the City needs to clean or otherwise remedy the results of the spill, the bidder will be responsible for all costs the City incurs. GASOLINE: Unleaded 87 Octane Gasoline -- E10 One (1) storage tank with the capacity for 9,000 gallons Estimated usage: 12,000 - 13,000 gallons per month Minimum per year: 100,000 gallons Maximum per year: 155,000 gallons DIESEL: Ultra Low Sulfur Diesel (On-Road) One (1) storage tank with the capacity for 9,000 gallons Estimated usage: 9,500 - 11,000 gallons per month Minimum per year: 90,000 gallons Maximum per year: 140,000 gallons The City normally orders a split shipment of the above two (2) products for a full 8,000-gallon delivery. We currently order approximately two (2) to three (3) shipments of combined product per month. PRICING • Bidder shall submit a price based on the OPIS daily "rack average" price for the Knoxville, Tennessee location. Price would include a mark-up for the product. The mark-ups quoted shall be the difference offered above (+) or below (-) the daily "rack average" price per the OPIS rate for Knoxville, Tennessee on date of delivery. • Mark-up shall include all charges above (+) or below (-) the OPIS daily "rack average" price. Bids showing additional charges, i.e. transportation, metering charges, inspection fees, superfund, etc., shall not be considered and shall constitute cause for rejection of said bid. • Mark-ups exceeding four decimal places to the right of the decimal point will be rounded back to the fourth (4th) place. If a mark-up does not include a plus (+) or minus (-), then the bid will be interpreted as a plus (+). • Daily OPIS "rack average" for Knoxville, Tennessee will be the source of information used for price verification by City staff.