864 Broad Street, 4 th Floor Augusta, Georgia 30901-1215 BID COVER SHEET Fuel Management Service RFP #16-888 Date: Vendor Name: Address: Bid Total $ Bid Bond Attached Yes No Not applicable Addendum(s) Yes # No Not applicable
PAGE 2 OF 15 TO: FROM: PROVIDERS OF FUEL MANAGEMENT SERVICES RICHMOND COUNTY BOARD OF EDUCATION DATE: SUBJECT: You are invited to submit sealed proposals for a contract to provide the County Board of Education of Richmond County, Georgia, (herein after referred to as Richmond County School System or RCSS) with FUEL MANAGEMENT SERVICE as described in the following specifications. The service contract shall begin July 1, 2016 and end June 30, 2017, with an option to renew for one year at the same cost, terms, and conditions as the original contract contingent upon the mutual agreement of the vendor and RCSS. Also note further requirements under the following conditions. STANDARD TERMS AND CONDITIONS (1) TIME AND PLACE: Bids will be received by the Richmond County School System until 3:00 p.m. EST, on Wednesday, April 13, 2016, at 864 Broad Street, Augusta, Georgia 30901. Late bids will not be considered. (2) LATE BIDS AND PROPOSALS: Regardless of cause, late bids and proposals will not be accepted and will automatically be disqualified from bid consideration. It shall be solely the vendor s risk to ensure delivery at the designated office by the designated time. Late bids and proposals will not be opened and may be returned to the vendor. (3) PROPOSAL FORM: Each proposal must be submitted on the provided proposal form. (4) SEALED BID REQUIREMENT: Each bid must be submitted in a sealed envelope addressed to Dr. Angela Pringle, Superintendent of Schools, c/o Mr. C. Gene Spires, Controller, Richmond County School System, 864 Broad Street, 4 th Floor, Augusta, Georgia 30901. Each sealed envelope containing a bid must be plainly marked on the outside FUEL MANAGEMENT SERVICE RFP #16-888 and the envelope must bear on the outside the name and complete address of the vendor. If forwarded by mail, the sealed envelope containing the bid must be enclosed in another envelope addressed to Dr. Angela Pringle, Superintendent of Schools, c/o Mr. C. Gene Spires, Controller, Richmond County School System, 864 Broad Street, 4 th Floor, Augusta, Georgia 30901. (5) REJECTION OF PROPOSALS: The Richmond County School System reserves the right to reject, in whole or in part, any and all proposals received, to waive technicalities, or to negotiate any term(s) or provision(s) of such proposals as meet the requirements and specifications of this RFP, such rejection, waiver, or negotiation to be accomplished in any manner necessary to serve the best interests of the Richmond County School System. The Richmond County School System also reserves the right to be the sole judge of the suitability
PAGE 3 OF 15 of any and all proposals for use by the Richmond County School System. The Richmond County School System reserves the right to reject or otherwise disregard, in whole or in part, any ambiguous proposals or proposals which are uncertain as to terms or compliance with specifications. (6) NON-WITHDRAWAL PERIOD: Proposals may not be withdrawn for a period of thirty (30) days from the date of bid opening. (7) STATE-MANDATED WALK AWAY PROVISION: In the event a contract is awarded for more than one year: 202-2-506 (b) (1) Pursuant to O.C.G.A. 20-2-506, notwithstanding any other provision herein this contract shall terminate absolutely and without further obligation on behalf of the School System at the close of each calendar year in which it was executed and at the close of each successive calendar year for which it may be renewed provided thirty (30) days prior written notice is given by the School System to the vendor prior to the end of such calendar year. In addition, this contract shall terminate immediately and absolutely at such time that appropriated and otherwise obligated funds are no longer available to satisfy the obligation of the School System under the contract. This contract shall be deemed to obligate the School System for the sums payable during the calendar year the agreement was executed or in the event of a renewal by the School System for those sums payable at the end of any renewed calendar year. The contract shall be deemed to have been automatically renewed for each applicable calendar year, not to exceed the initial term of contract, unless positive action is taken by the School System to terminate such contract herein as set forth. Jurisdiction and Venue This contract shall be governed and constructed in accordance with the laws of the State of Georgia, Richmond County. Venue and jurisdiction will be that of a court of competent jurisdiction in Richmond County, Georgia. (8) CANCELLATION: In the event at any time during the contract period the vendor cannot provide acceptable service, the Richmond County School System reserves the right to make other temporary arrangements for the procurement of Fuel Management Service. (9) DUTY TO PROTECT: The Contractor (or Vendor) shall not knowingly send any employee, agent or subcontractor personnel who is a registered sex offender or who has been convicted of sexual abuse to any school building or school property when students are attending school or a school related activity. The Contractor (or Vendor) shall make periodic criminal history record inquiries as
PAGE 4 OF 15 authorized by O.C.G.A. 35-3-34, as now written, or here-after amended; or allowed by all or any other laws allowing such inquiry, to identify these persons who have been convicted of sexual abuse or any other act which would require such person to be entered into a national or state sexual offender registry. For the purpose of this policy, the term periodic shall mean that the criminal history record inquiries shall be made current upon the awarding of a successful bid on contract and checked no less than annually during the duration of the contract. See ATTACHMENT A for Sex Offender Acknowledgement Form. (10) E-VERIFY: The Contractor agrees to comply with the requirements of A.R.S. 41-4401. a. The Contractor warrants compliance with all Federal immigration laws and regulations relating to employees and warrants its compliance with Section A.R.S. 23-214, Subsection A. (That subsection reads: After December 31, 2007, every employer, after hiring an employee, shall verify the employment eligibility of the employee through the E-Verify program.) b. A breach of a warranty regarding compliance with immigration laws and regulations shall be deemed a material breach of the contract and the Contractor may be subject to penalties up to and including termination of the contract. c. The Owner retains the legal right to inspect the papers of any employee who works on the contract to ensure that the Contractor or its subcontractor(s) is/are complying with the foregoing warranty under paragraph (a). See ATTACHMENT B for E-Verify Affidavit Form (11) SMOKE FREE ENVIRONMENT: Bidder shall post notice and prohibit employees from using or displaying tobacco products, including smokeless tobacco, while the employee is on duty at the assigned location. There shall be no use of any tobacco products on any property of the Richmond County School System. (12) AWARD METHOD: Contract will be awarded based on lowest responsible and responsive bidder meeting specifications and overall general value received. (13) TIME OF THE ESSENCE: Failure of the successful vendor to perform contracted service or deliver the merchandise within the required time shall constitute a material breach of contract. If a breach occurs, the vendor may be responsible for any damages the school system incurs, may be removed from the Richmond County School System s bid list and will forfeit the bid bond. (14) CONDITIONS ALLOWING FOR REMOVAL FROM BID LIST: Any of the following conditions, depending on severity, may cause removal from the bid list: a. Failure to meet performance guaranties b. Failure to meet warranty requirements c. Failure to meet time limitations d. Attempt to deliver substitutions e. Failure to make timely deliveries
PAGE 5 OF 15 f. Failure to post bid bonds if required g. Failure to comply with the terms of the contract because of a misquote other than an obvious typing error or obvious low or high bids (15) BID LIST: The Richmond County School System maintains a bid list for many categories that are let for bid each year. Please contact Cecilia Perkins in the Business Office at (706) 826-1298 if you have questions concerning the bid list. (16) TAX EXEMPT: The Richmond County School System is exempt from State sales taxes. Bid prices shall exclude Federal or State taxes that can be eliminated in sales to public school systems in the state of Georgia. (17) BUY OUT CLAUSE: If in the event the contractor sells, transfers or relinquishes, whether voluntarily or by operation of law, their ownership interest in the corporation, partnership or proprietorship identified under this agreement, this agreement shall terminate unless prior written consent has been granted by the Richmond County School System. Such consent shall not be unreasonably withheld. The contractor shall promptly notify the Richmond County School System of any actual or proposed change in, transfer or acquisition by another party of control of said corporation, partnership, or proprietorship. For purposes of this document, the word control as used herein is not limited to major stockholders but includes actual working control in whatever manner exercised. Any approval by the Richmond County School System of transfer or ownership or control shall be contingent upon the prospective controlling party becoming a signatory to the agreement and otherwise complying with all the terms and conditions herein. (18) SERVICE REQUIREMENT: The successful vendor agrees to accomplish all work covered by these specifications. (19) QUESTIONS, REQUESTS FOR CLARIFICATION, OR INTERPRETATIONS REGARDING THIS REQUEST FOR PROPOSAL: All communications concerning this request for proposal must be submitted in writing, by fax or electronic mail to: Richmond County School System Attn: Cecilia Perkins Business Office 864 Broad Street Augusta, Georgia 30901 Fax #706-826-4612 Email perkice@boe.richmond.k12.ga.us Only written questions submitted by fax or email will be accepted. No response other than what is written and distributed by the Business Office will be binding upon the Richmond County School System. Originating departments may be called upon for clarification in their area of expertise at the discretion of the Business Office. Written responses to questions, requests for clarification,
PAGE 6 OF 15 or interpretations will be furnished to all participating vendors. All requests for clarification or interpretations must be submitted to the Business Office on or before the close of business March 30, 2016, 5:00 P.M. (20) ADDENDUMS: In the event an addendum becomes necessary, it will originate in the Business Office and will be distributed by fax or email to all participating vendors. Any addenda issued during the time of the request for proposal distribution should be acknowledged by the participating vendor and attached to their response form. (21) INSPECTION OF PUBLIC RECORDS: All information received from vendors shall be subject to inspection once the bid is awarded under Georgia Public Records Act. I. SPECIFICATIONS FOR FUEL MANAGEMENT SERIVCE: 1) SERVICE AND EQUIPMENT: Vendor is to furnish all plant, labor, equipment and materials to perform all operations in connection with fuel management. 2) SPECIAL NOTATION ON VARIATION IN QUANTITIES: The quantity of services represents the estimated and not the actual amounts which may be required during the contract period for fuel. The fact that the quantities listed below are estimates shall not in any case relieve the vendor of its obligation to fill all orders which may be required during the contract period. Estimated services which are not ordered prior to the expiration of the period specified, or termination of the contract, will be automatically cancelled with no liability to the Richmond County School System. The Richmond County School System will order from the vendor all orders needed during the term of this contract. ESTIMATED FUEL CONSUMPTION (based on paid invoices): Annual usage July 1, 2014 June 30, 2015 was 507,000 gallons of diesel and 48,500 gallons of unleaded gasoline. 3) LOCATIONS AND CAPACITIES OF FUEL TANKS: Transportation Department 2950 Mike Padgett Hwy. Augusta, GA 30906 1 Regular 87 Octane Unleaded Gasoline 10,000 gallon capacity tank 2 Ultra-Low Sulfur Diesel 10,000 gallon capacity tank
PAGE 7 OF 15 1 Ultra-Low Sulfur Diesel - 15,000 gallon capacity tank Maintenance & Facilities 1781 15 th Street Augusta, GA 30901 Split Tank: 1 Regular 87 Octane Unleaded Gasoline 8,000 gallon capacity tank 1 Ultra-Low Sulfur Diesel 4,000 gallon capacity tank Tanks at both locations are located underground. 4) VEHICLES: 214 Buses Diesel 15 Vehicles Diesel 4 Buses Gasoline 175 Vehicles Gasoline II. DESCRIPTION OF SPECIFICATIONS: 1) Vendors must have all current licenses, permits, and insurance required by law or stature, rules or ordinances. 2) Fuel must meet or exceed all government regulations for fuel quality. 3) All gasoline fuel prices are to be of not less than 87 Octane Unleaded gasoline. 4) The successful bidder must agree to place a high priority on the supply and delivery of fuel to the Richmond County School System. 5) The vendor shall state the price per gallon for gasoline and diesel fuel in the format provided on the Proposal Schedule. 6) The vendor must provide automated bulk fuel inventory management for each location. Inventory levels must be tracked on a daily basis and monitored to maintain fuel levels consistent with usage. Richmond County School System personnel will not be responsible for supplying this information to the vendor. The vendor must be able to electronically acquire the necessary data from the systems already in place at each location. The Richmond County School System will be responsible for insuring that each system has remote access capability, including any necessary phone or data lines. Currently, the Richmond County School System s Transportation Department has an employee assigned to track fuel levels and order fuel. Vendors are encouraged to set up a time to visit the Transportation facility to determine if the monitoring systems in place are adequate for use by the vendor.
PAGE 8 OF 15 7) The vendor must provide the Richmond County School System with a monthly inventory report for each tank that will ensure accurate records to meet compliance regulations. This report should note inventory gallons, deliveries and dispersals on a daily basis as well as the results from each tank test performed. 8) The vendor must be able to perform basic on-line diagnostics of automatic tank gauges and advise designated Richmond County School System personnel of problems that occur as well as recommended courses of corrective action. 9) The vendor must include detailed information regarding their monitoring and management system with the proposal. This information must include how the system operates and any sample reports showing what the system is capable of providing to RCSS. 10) The cost for all services must be included in the vendor s proposed fuel margin or total price. No itemized charges will be accepted by the Richmond County School System except required state and federal taxes and fees. Include any annual cost savings that RCSS could realize from participating in a Fuel Management contract with your company. 11) Vendors (or their representatives) delivering items or performing service under this contract are liable for any damage, injury or loss incurred by the Richmond County School System. 12) Goods covered by this RFP shall comply with all Federal and State Occupational Safety and Health Acts. 13) Vendor is to provide up to three (3) references where work of a similar size and scope has been completed. 14) The vendor shall provide one designated employee name, telephone number, and email address to serve as the point of contact for the Richmond County School System. This contact person will be available weekdays during the hours of 8:00 am and 5:00 pm. The vendor must provide emergency contact information for service needs that fall outside the normal work day. There must not be an answering machine or voice mail that instructs the caller to wait for service or to leave a number for returning calls. 15) Deliveries shall be authorized only by orders of the Director of Transportation for Richmond County School System or a designee. Vendor shall make the deliveries in the presence of a designated RCSS employee and obtain a signed receipt. RCSS will not pay any invoice unless there is compliance. RCSS will have a person on call should an emergency situation occur.
PAGE 9 OF 15 16) The service period of this contract shall begin on July 1, 2016 and end on June 30, 2017. If agreed to by both parties, optional renewal shall begin on July 1, 2017 and end on June 30, 2018. 17) Contract will be based on one of the options listed below as deemed best for the Richmond County School System based on proposals submitted: Option 1: OPIS Daily Proposal to include a sample invoice for diesel and regular unleaded gasoline. Include a cost breakdown for freight, taxes, fees, etc. This will be based on the national index published by OPIS as a daily average for the day of delivery for each product delivered. Vendor must also provide a separate set delivery cost to each location that will remain in effect throughout the term of the contract. All prices are to be exclusive of any state sales tax and federal excise tax. Richmond County School System reserves the right to audit vendor s records and invoices to insure the integrity of the program. Option 2: Alternate Proposal An alternate proposal may be submitted if the vendor has an option more beneficial to the School System than Option 1. III BILLING AND INVOICE SPECIFICATIONS: 1) All invoices for the fuel management contract are to be sent by mail or electronically to the Richmond County School System, 864 Broad Street, 4 th Floor, Business Office, Augusta, Georgia 30901. Richmond County School System will verify invoices before payment is made to the vendor. 2) Payment terms are to be Net 30 days from date of delivery. However, we will make every attempt to pay within 10 days. 3) Invoices for fuel management must include any and all freight charges, applicable taxes, administrative fees, profit or other associated fees. 4) Vendors (or their representatives) are solely responsible for debt and obligations with suppliers, subcontractors, partners or employees of the company.
PAGE 10 OF 15 REQUEST FOR PROPOSAL FORM DUE APRIL 13, 2016 DATE: NAME OF FIRM: ADDRESS: PHONE NUMBER: FAX NUMBER: EMAIL ADDRESS: PERSON SUBMITTING PROPOSAL: TITLE: SIGNATURE: PERSON ASSIGNED BY VENDOR TO SERVICE ACCOUNT: TITLE: TELEPHONE: EMAIL: PROPOSALS WILL BE RECEIVED UNTIL 3:00 PM, EST, WEDNESDAY, APRIL 13, 2016
PAGE 11 OF 15 CHECKLIST DUE APRIL 13, 2016 Request for Proposal Form Completed Checklist Completed Attachment Sex Offender Acknowledgement Form Completed Attachment E-Verify Form Completed Option 1 Proposal OPIS Daily Gasoline/Diesel Cost Breakdown Form (Page 12) Option 2 Proposal Alternate. Attach clear details and cost to the school system. Vendor is aware of the term of contract Vendor acknowledges and accepts specifications set forth in the RFP Please indicate in comments any area where your company does not comply with terms and conditions. Details of any work necessary to insure that each monitoring system has remote access capability (Page 7, Item 6) Detailed information regarding monitoring and management system to include how the system operates and any sample reports (Page 8, Item 9) Projected annual cost savings, if any, from fuel management contract (Page 8, Item 10) References (Page 8, Item 13) (Form Page 13) COMMENTS: PERSON SUBMITTING CHECKLIST: TITLE: SIGNATURE:
PAGE 12 OF 15 OPIS DAILY PRICING OPTION 1 PROPOSAL GASOLINE/DIESEL Vendor Name: Date: Description Cost Proposal Unleaded Gasoline 87 Octane Firm Mark Up per Gallon $ /gallon Unleaded Gasoline 87 Octane 10% Ethanol Firm mark Up per Gallon $ /gallon Ultra-Low Sulfur Diesel 15 ppm Non- Dyed Firm Mark Up per Gallon $ /gallon Gasoline Cost/Gallon Breakdown Georgia EPA Tax Georgia Govt. Prepaid State Georgia MTR (D) Fuel Tax Federal Oil Spill Federal LUST Tax Monitoring Fee Delivery Fee Diesel Cost/Gallon Breakdown Georgia EPA Tax Georgia Govt. Diesel Prepaid State Georgia MTR (D) Fuel Tax Federal Oil Spill Federal LUST Tax Monitoring Fee Delivery Fee Fuel Type Projected Cost Savings/Gallon Projected Annual Cost Savings Gasoline 87 Gasoline 87 10% Ethanol Diesel ULS Non-Dyed
PAGE 13 OF 15 REFERENCES RCSS requests up to three (3) references where work of a similar size and scope has been completed: 1) Company Name Brief Description of Project Completion Date Contact Person Telephone Facsimile Email Address 2) Company Name Brief Description of Project Completion Date Contact Person Telephone Facsimile Email Address 3) Company Name Brief Description of Project Completion Date Contact Person Telephone Facsimile Email Address
PAGE 14 OF 15 ATTACHMENT A Sex Offender Acknowledgement Form Read, sign and return this form to the Richmond County Board of Education The Contractor (or Vendor) shall not knowingly send any employee, agent or subcontractor personnel who is a registered sex offender or who has been convicted of sexual abuse to any school building or school property when students are attending school or a school related activity. The Contractor (or Vendor) shall make periodic criminal history record inquiries as authorized by O.C.G.A. 35-3-34, as now written, or here-after amended; or allowed by all or any other laws allowing such inquiry, to identify these persons who have been convicted of sexual abuse or any other act which would require such person to be entered into a national or state sexual offender registry. For the purpose of this policy, the term periodic shall mean that the criminal history record inquiries shall be made current upon the awarding of a successful bid on contract and checked no less than annually during the duration of the contract. Upon notification and acceptance of the bid, the Contractor (or Vendor) shall certify to the Richmond County Board of Education that periodic criminal history record checks are made by the company for all employees and that to the best of the Contractor s (or Vendor) knowledge it has no employee or agent who has been convicted of a sex offense or who is a registered sex offender, who will be assigned to any school building or school property while students are attending school or a school related activity. I have read and understand the above Richmond County Board of Education Policy regarding my or my company s obligation as a contractor (or vendor). I further acknowledge that the failure to comply with the requirements to identify a sex offender, to comply with any part of this policy, to assign a sex offender to any school building or school property while students are attending school or a school related activity will constitute a breach of the contract. Contractor (or Vendor) signature Date signed Witness signature Date signed
PAGE 15 OF 15 ATTACHMENT B E-VERIFY AFFIDAVIT under O.C.G.A. 13-10-91(b)(4) Read, fill out and return this form to the Richmond County School System By executing this affidavit, the undersigned Contractor verifies its compliance with Immigration Reform and Control Act of 1986 (IRCA), Pub.L. 99-603, stating affirmatively that the individual firm or corporation which is engaged in services on behalf of the Richmond County School System has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established by federal law and regulation. Furthermore, the undersigned Contractor will continue to use the federal work authorization program throughout the contract period. Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows: Federal Work Authorization User Identification Number: Date of Authorization: Name of Project: Fuel Management Solicitation Number (if applicable): RFP #16-888 Name of Public Employer: Richmond County School System I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on,, 201 in (city) (state) Signature of Authorized Officer or Agent Printed name and Title of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF, 201. NOTARY PUBLIC My Commission Expires: