The board of County Commissioners of Powder River County, Montana, will receive bids at the County Clerk's office in the Courthouse in Broadus, Montana, to be opened on the 30th day of November, 2026, at 10:00 AM for the following:
Provide and deliver, F.O.B. destination as listed herein, gasoline and diesel fuel on an "as
needed" basis for the period beginning December 1, 2026, through October 31, 2027.
I. GENERAL INFORMATION AND REQUIREMENTS
A. Contract period:
The purpose of this document shall be to initiate a "term" contract between Powder River
County and gasoline and diesel fuel vendors for supply and delivery of gasoline and tax
exempt diesel fuel products, F.O.B. as per locations listed herein, for the period of time
that shall begin December 1, 2026, and continue through October 31, 2027.
• #1 and #2 diesel F.O.B. County Shop, Broadus
• Unleaded gas, octane not less than 87, F.O.B. County Shop, Broadus
• Unleaded and Unleaded gas, octane not less than 87, and diesel at vendor station for
sheriff's dept., fire dept., nursing home and transportation bus.
• #1 and #2 diesel F.O.B. Powder River County Landfill
II. VENDORS RESPONSIBILITIES
A. Notification of Delivery
Fuel shall be delivered on an "as needed" basis, and road dept. tanks shall be filled at the
end of each month.
B. Lead Time
Delivery shall be required not more than twenty-four (24) hours after phone notification
of need by Powder River County. Should the vendor, for any reason whatsoever, be
unable to make delivery of the requested fuel within the 24-hour period, Powder River County reserves the right to purchase fuel, as necessary from any other available source.
C. Receipt of Fuel Deliveries
One of the following methods shall be required as documentation of delivery of fuel per
location:
1) Metering devices shall be used by the vendor when making deliveries.
2) In all cases, delivered fuel must either be signed for by an employee of the County or
the place of delivery must be designated on the ticket.
D. Billing and Invoicing
In all cases, billing and invoicing of fuel purchases be directed to the Clerk and Recorder,
Powder River County, PO Box 200, Broadus, Montana 59317.
III. FUEL QUALITY REQUIREMENTS
All fuel provided and delivered under the terms of this contract shall meet or exceed
Federal fuel commodity specifications as referenced below, or in their most current
equivalent.
A. Gasoline: All gasoline provided shall meet or exceed federal specifications VV-G-
1609B, July 1978, with reference to regular and no-lead grades
B. Diesel Fuels: All diesel fuels provided shall meet or exceed federal specifications
VV-F-800B, April 1975, with reference to grades DF-1 and DG-2.
Note: If a question concerning the quality of fuels being provided under the terms and
conditions of this contract should arise, Powder River County reserves the right to "spot"
test any and all fuel deliveries for any vendor or vendors involved, and to refuse said
deliveries if quality is in any way determined unsatisfactory.
IV. PROCEDURE FOR HANDLING FUEL PRICE FLUCTUATIONS
Due to the volatile nature of fuel commodity prices, Powder River County shall allow the
successful vendors to raise or lower prices by compliance with the following procedure:
A. At the time a fuel cost price fluctuation occurs, Powder River County shall require the
distributor/supplier for the vendor (i.e., Exxon, Conoco, Cenex, , etc.) to supply a
written, dated notice detailing the amount of the price fluctuation and the fuel
commodities affected, which shall be mailed, for faxed to Powder River County, PO
Box 200, Broadus, Montana or fax # 406-436-2151.
B. In addition, at the time a price fluctuation occurs, the vendor, himself, shall be
required to supply a written, dated notice detailing the effect the price fluctuation will
have on his "base price" for fuel provided under the term contract for each location affected. This notice shall be mailed or faxed to the address as noted above.
C. Please note that under the terms and conditions of this contract, notices of price
fluctuation shall be required from both the vendor and his distributor/supplier. Failure to
provide this information as required will result in a delay or non-payment of affected
invoices. Invoice prices must reflect the same "price in effect" on the date of delivery.
D. At any time during the contract period, the County may require listing of the bid price
and any price changes that have taken place to determine the correct price.
E. Questions concerning this procedure may be directed to the Powder River County
Commissioners.
This contract will be for a period of twelve (12) months.
Bids should be submitted on a total cost basis with all costs figured in and any changes must be accompanied by an invoice from bidders' supplies
Bid should include proof and limits of liability insurance of bidder.
Bids will be accepted until 10:00 AM on Monday, November 30, 2026, in the Commissioner's office of the Courthouse in Broadus.
The Board of County Commissioners reserves the right to accept or reject any or all bids.
