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Home My WebLink About102-96 RESOLUTIONRESOLUTION NO. 102-96 A RESOLUTION AWARDING BID NO. 96-59 IN THE AMOUNT OF $80,000, TO MITCHELL OIL COMPANY TO PROVIDE GASOLINE AND DIESEL FUEL, AND SERVE AS AN ALTERNATE FUELING FACILITY FOR THE CITY'S FLEET. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. The City Council hereby awards Bid No. 96-59, in the amount of $80,000, to Mitchell Oil Company, to provide gasoline and diesel fuel and serve as an alternate fueling facility for the City's fleet. A copy of the bid tabulation is attached hereto marked Exhibit "A" and made a part hereof. PASSED AND APPROVED this 1st day of October , 1996. a P' r > • rcc • a?, 11.7: • Ctrs ATTEST- By: TTEST •� By://GCI,i�.(J / ((l l b Traci Paul, City Clerk APPROVED: ed Hanna, Mayor 0 0 0 0 0 ° v v v v PPPPP 5 m n1 Q) jO6 :euvwwns aUVMV ale > CO > CO >> ppm D>, CO > 0 > CO •2 > ,0W > `^ s =c ppmCO a > C{ m O H . 8q c n. oaoy - -4 on, - 0 n- oaCo% Z nm - 0 04 oaoyy - nm -~ i nM oao rC nm -. UNIT/OUANT COSI nm °ri UNIT/OUANT COST 5R UNIT/OUANT rnsT nm � c UNIT/OUANT COST nm °. 3 nM gib �� b T rp .. ~ m el, C H m 1 m m O' E Q H T O m S019 do NOILV1(18V1. W O G Z D T RO w ❑❑[ 0 00 13 13 O c m 0 0 0 0 c 0 0 (mn O • 0 ❑ ❑ m m /� X 2 T D r mom= 10- <• - P3- '03 nr n=r N - r N T r N -11 O- EXECUTION OF BID Upon signing this Bid, the bidder certifies that they have read and agree to the requirements set forth in this bid proposal, including specifications terms and standard conditions,and pertinent information regarding the articles being bid on, and agree to furnish these articles at the prices stated. UNSIGNED BIDS WILL BE REJECTED NAME OF FIRM: Afi./o/J4/Co. ,..14e. BUSINESS ADDRESS: ?n ?off (ob1.-alert CAA PHONE: (6b141-12.--262(171 TAX PERMIT: 71- 042-.325 CITY. STATE: ZIP AUTHOR • D GNA�iJFjP: 7 oz DATE: 2 942/6 TITLE: 44114-1-4Zsgf CASH DISCOUNT �� DAYS Peggy Vice, Mailing Address: Purchasing Manager INVITATION TO BID Purchasing Dept. 113 W. Mountain Rm 306 CITY OF FAYETTEVILLE, ARK. Fayetteville AR 72701 BID # 96-59 DATE ISSUED: September 3, 1996 DATE & TIME OF OPENING: September 12, 1996 11:00 AM BUYER: Peggy Vice, Purchasing Manager DATE REQUIRED: Per Provisions Attached F.O.B. Point of Delivery Fayetteville, AR BUYERS PHONE # (501) 575-8289 GUARANTEED DELIVERY DATE: Per Provisions Attached ITEM # DESCRIPTION QUANTITY UNIT PRICE TOTAL 140,000 Gallons Estimated Annually 130,000 Gallons Estimated Annually 40,000 Gallons Estimated Annually 40,000 Gallons Estimated Annually Per Pricing Sheet Attached Per Pricing Sheet Attached Per Pricing Sheet Attached Per Pricing Sheet Attached 1. 2. 3. 4. Unleaded Gasoline Per Item #1 of Attached Specifications and Requirements Dyed Diesel Fuel Per Item #2 of Attached Specifications and Requirements Dyed Winter Mix Diesel Fuel per Item #3 of Attached Specifications and Requirements Dyed Alternate to Winter Mix Diesel Fuel per Item #4 of Attached Specifications and Requirements Attached "Basic Proposal this Bid will for a period 1996 with Renewal Option All pricing Requirements of 12 by Lhe information must appear on the Time frame for execution of calendar months commencing November 1, City of Fayetteville. EXECUTION OF BID Upon signing this Bid, the bidder certifies that they have read and agree to the requirements set forth in this bid proposal, including specifications terms and standard conditions,and pertinent information regarding the articles being bid on, and agree to furnish these articles at the prices stated. UNSIGNED BIDS WILL BE REJECTED NAME OF FIRM: Afi./o/J4/Co. ,..14e. BUSINESS ADDRESS: ?n ?off (ob1.-alert CAA PHONE: (6b141-12.--262(171 TAX PERMIT: 71- 042-.325 CITY. STATE: ZIP AUTHOR • D GNA�iJFjP: 7 oz DATE: 2 942/6 TITLE: 44114-1-4Zsgf CASH DISCOUNT �� DAYS • • CITY OF FAYETTEVILLE, ARKANSAS SPECIAL TERMS & CONDITIONS BID 96-59 THIS REQUEST FOR BID IS NOT TO BE CONSTRUED AS AN OFFER, A CONTRACT, OR A COMMITMENT OF ANY KIND; NOR DOES IT COMMIT THE CITY TO PAY ANY COSTS INCURRED BY THE BIDDER IN THE PREPARATION OF THIS BID. 1. All bids shall be submitted on forms provided by the City with the item bid and the bid number stated on the face of the sealed envelope. Bidders MUST provide the City with their bids signed by an employee or officer having legal authority to submit bide on behalf of the bidder. The entire cost of preparing and providing responses shall be borne by the bidder. 2. Bidders shall include all applicable local, state, and federal taxes in this bid. The responsibility of payment shall remain with the 'successful bidder. Tax amount MUST show as a separate item in the area provided. 3. Bide received after the date and time set for receiving bids will NOT be considered. The City will NOT be responsible for misdirected bide. Vendor should call the Purchasing Office at (501) 575-8289 to insure receipt of their bid documents prior to opening date and time listed on the bid form. 4. The City reserves the right to accept or reject any or all bide, waive formalities in the bidding and make a bid award deemei to be in the best interest of the City. The City shall be able to purchase more or less than the quantity indicated subject to needs and availability of funds. 5. Each bidder MUST state on the face of the bid form any anticipated delay in number of days from the date specified on the Invitation to Bid. Such anticipated delay shall be fully explained. 6. Time is specifically made of the essence and failure to properly deliver fuel in compliance with the needs of the City of Fayetteville may subject the contractor to the payment of damages. 7. All bid prices shall be FOB Point of Delivery as specified by the bidder in the Invitation to Bid. 8. Any exceptions to the requirements of the City of Fayetteville MUST be noted on the Bid Form. If products/location and/or services other than those described on this bid document are proposed, the bidder must include complete descriptive information. The City reserves the right to request any additional information it deems necessary from any or all bidders after the submission deadline. 10. All items marked "MANDATORY REQUIREMENT FOR CONSIDERATION OF BID" MUST be completed and returned with the bid or the bid may be considered as non- responsive and rejected on that basis. BID#96-59 BASIC PROPOSAL REQUIREMENTS ITEM #1 UNLEADED GASOLINE General Requirements are as follows for the furnishing of an accepted commercial grade of a minimum 87 octane gasoline. The approximate usage rate is 140,000 Gallons annually. Fuel is to be provided at a readily accessible location within the City Limits of the City of Fayetteville which will allow unattended fueling on a 24 hour per day, 7 day per week basis. Dispensing of fuel shall be controlled in a manner which will allow the City of Fayetteville to utilize the currently issued fuel cards (Gasboy). Installation of the Gasboy Control Head and reader will be provided by the City. In addition, any required dedicated telephone service will be provided by the City. Maintenance costs of the Gasboy and related equipment shall be the responsibility of the City. Maintenance of the storage facility, tanks, and pumping equipment shall be the responsibility of the vendor. The fueling facility shall be properly lighted and secured to prevent any unauthorized use of fuel. The facility shall provide a traffic pattern which safely moves any/all types of motor vehicles currently operated by the City without the necessity of backing. An alternate fueling location shall be provided in the event of equipment failure to allow an uninterrupted supply of fuel. The alternate location shall be maintained in a manner consistent with the initial site. All storage tanks shall be tested on a regular basis for moisture content with test results provided to the City. Maintenance of an acceptable level shall be the responsibility of the vendor. Verification of fuel quality and conformance to Accepted Commercial Grade shall be provided to the City when requested. Responsibility to comply with all Federal, State and Local Requirements regarding the storage facility shall remain with the vendor without recourse to the City in the event of any violations. ALL PRICING IS TO BE PER GALLON 1. Base Price per Gallon: This shall be based on an average for the period of September 5, 1996 through September 9, 1996. Verification Required 2. Source of Pricing Structure: 3. Applicable Taxes: 4. Environmental Fees: 5. Handling Fees: 6. Additional Fees: Explain: • r l6 2C - 5i*T' f l) _9 r' t 071.T Oaao P ( Y.-E-tt&a11C4_ Total Price Per Gallon: ;eV( cc 7. Primary Fueling Location: 731 S. 244l7n(Zko c t. ecL 8. Alternate Fueling Location: (mob: 1 (LA -c-{$(5• ALL UPGRADE OR DOWNGRADE VARIATIONS/DE JIATIONS FROM THE ABOVE LISTED REQUIREMENTS MUST BE CLEARLY ANNOTATED. IN THE ABSENCE • OF SUCH STATEMENTS, T11E BID SHALL BE ACCEPTED AS IN STRICT COMPLIANCE WITH ALL TERMS AND CONDITIONS AND THE SUPPLIER SHALL BE HELD LIABLE. ITEM #2 DYED DIESEL FUEL General Requirements are as follows for the furnishing of an accepted commercial grade of #2 Diesel Fuel. The approximate usage rate is 130,000 Gallons annually. Fuel is to be provided at a readily accessible location within the City Limits of the City of Fayetteville which will allow unattended fueling on a 24 hour per day, 7 day per week basis. Dispensing of fuel shall be controlled in a manner which will allow the City of Fayetteville to utilize the currently issued fuel cards (Gasboy). Installation of the Gasboy Control Head and reader will be provided by the City. In addition, any required dedicated telephone service will be provided by the City. Maintenance costs of the Gasboy and related equipment shall be the responsibility of the City. Maintenance of the storage facility, tanks, and pumping equipment shall be the responsibility of the vendor. The fueling facility shall be properly lighted and secured to prevent any unauthorized use of fuel. The facility shall provide a traffic pattern 2 which safely moves any/all types of motor vehicles currently operated by the City without the necessity of backing. An alternate fueling location shall be provided in the event of equipment failure to allow an uninterrupted supply of fuel. The alternate location shall be maintained in a manner consistent with the initial site. All storage tanks shall be tested on a regular basis for moisture content with test results provided to the City. Maintenance of an acceptable level shall be the responsibility of the vendor. Verification of fuel quality and conformance to Accepted Commercial Grade shall be provided to the City when requested. Responsibility to comply with all Federal, State and Local Requirements regarding the storage facility shall remain with the vendor without recourse to the City in the event of any violations. ALL PRICING IS TO BE PER GALLON 1. Base Price per Gallon: This shall be based on an average for the period of September 5, 1996 through September 9, 1996. Verification Required j 2. Source of Pricing Structure: icirN 3. Applicable Taxes: 4. Environmental Fees: , 0910 5. Handling Fees: 6. Additional Fees • Explain: 2, 1)'715 1 07132) Total Price Per Gallon: •117i 7. Primary Fueling Location: 1 3 \ S. iC a2 -or hacic �Cd. 8. Alternate Fueling Location: k S 3 ALL UPGRADE OR DOWNGRADE VARIATIONS/DEVIATIONS FROM THE ABOVE LISTED REQUIREMENTS MUST BE CLEARLY ANNOTATED IN THE ABSENCE OF SUCH STATEMENTS THE BID SHALL BE ACCEPTED AS IN STRICT COMPLIANCE WITH ALL TERMS AND CONDITIONS AND THE SUPPLIER SHALL BE HELD LIABLE. ITEM #3 DYED WINTER MIX DIESEL FUEL General Requirements are as follows for the furnishing of an accepted commercial grade of Dyed Winter Mix Diesel Fuel (75% #2 - 25% #1) . The approximate usage rate is 40,000 Gallons annually. Time frame for the use of this fuel will be at the discretion of the City. Fuel is to be provided at a readily accessible location within the City Limits of the City of Fayetteville which will allow unattended fueling on a 24 hour per day, 7 day per week basis. Dispensing of fuel shall be controlled in a manner which will allow the City of Fayetteville to utilize the currently issued fuel cards (Gasboy). Installation of the Gasboy Control Head and reader will be provided by the City. In addition, any required dedicated telephone service will be provided by the City. Maintenance costs of the Gasboy and related equipment shall be the responsibility of the City. Maintenance of the storage facility, tanks, and pumping equipment shall be the responsibility of the vendor. The fueling facility shall be properly lighted and secured to prevent any unauthorized use of fuel. The facility shall provide a traffic pattern which safely moves any/all types of motor vehicles currently operated by the City without the necessity of backing. An alternate fueling location shall be provided in the event of equipment failure to allow an uninterrupted supply of fuel. The alternate location shall be maintained in a manner consistent with the initial site. All storage tanks shall be tested on a regular basis for moisture content with test results provided to the City. Maintenance of an acceptable level shall be the responsibility of the vendor. Verification of fuel quality and conformance to Accepted Commercial Grade shall be provided to the City when requested. Responsibility to comply with all Federal, State and Local Requirements regarding the storage facility shall remain with the vendor without recourse to the City in the event of any violations. ALL PRICING IS TO BEPER/' GALLON % 1. Base Price per Gallon: • litter r This shall be based on an average for the period of September 5, 1996 through September 9, 1996. Verification Required 4 • • • 2. Source of Pricing Structure: 3. Applicable Taxes: 1% 4. Environmental Fees: CE)/0 5. Handling Fees: I 7 Co 6. Additional Fees: . ('<_LTM" Explain: ) I Med INACIA.NC9 vwIt- L., Total Price Per Gallon: KC 7. Primary Fueling Location: • i2A7 n2hac L 2.c1, 8. Alternate FuelingLocation: io, kg._ I fl&c14-5 ALL UPGRADE OR DOWNGRADE VARIATIONS/DEVIATIONS FROM THE ABOVE LISTED REQUIREMENTS MUST BE CLEARLY ANNOTATED. IN THE ABSENCE OF SUCH STATEMENTS THE BID SHALL BE ACCEPTED AS IN STRICT COMPLIANCE WITI! ALL TERMS AND CONDITIONS AND THE SUPPLIER SHALL BE HELD LIABLE. ITEM #4 ALTERNATE TO DYED WINTER MIX DIESEL FUEL General Requirements are as follows for the furnishing of an accepted commercial grade of an alternate to Dyed Winter Mix Diesel Fuel. This will consist of standard dyed #2 Fuel with an accepted additive to prevent gel and wax in weather below freezing. The approximate usage rate is 40,000 Gallons annually. Time frame for the use of this fuel will be at the discretion of the City. Fuel is to be provided at a readily accessible location within the City Limits of the City of Fayetteville which will allow unattended fueling on a 24 hour per day, 7 day per week basis. Dispensing of fuel shall be controlled in a manner which will allow the City of Fayetteville to utilize the currently issued fuel cards (Gasboy). Installation of the Gasboy Control Head and reader will be provided by the City. In addition, any required dedicated telephone service will be provided by the City. Maintenance costs of the Gasboy and related equipment shall be the responsibility of the City. Maintenance of the storage facility, tanks, 5 • • and pumping equipment shall be the responsibility of the vendor. The fueling facility shall be properly lighted and secured to prevent any unauthorized use of fuel. The facility shall provide a traffic pattern which safely moves any/all types of motor vehicles currently operated by the City without the necessity of backing. An alternate fueling location shall be provided in the event of equipment failure to allow an uninterrupted supply of fuel. The alternate location shall be maintained in a manner consistent with the initial site. All storage tanks shall be tested on a regular basis for moisture content with test results provided to the City. Maintenance of an acceptable level shall be the responsibility of the vendor. Verification of fuel quality and conformance to Accepted Commercial Grade shall be provided to the City when requested. Responsibility to comply with all Federal, State and Local Requirements regarding the storage facility shall remain with the vendor without recourse to the City in the event of any violations. ALL PRICING IS TO BE PER GALLON 1. Base Price per Gallon: 71 L o This shall be based on an average for the period of September 5, 1996 through September 9, 1996. Verification Required 2. Source of Pricing Structure: G 3. Applicable Taxes: CSZ Vl/� 4. Environmental Fees: 00 10 5. Handling Fees: 0 2 OD 6. Additional Fees: , O 2 17 I c 0 Explain: -urn? \\U.;n%Cl snLJ�. Covii2 1�ke\tj1 llec.heicp--C Total Price Per Gallon• , ��✓ 7. Primary Fueling Location: 731 S vo o2hc c.A.. rid` 8. Alternate Fueling Location: \&00,\21 eT( k -S 6 • • • ALL UPGRADE OR DOWNGRADE VARIATIONS/DEVIATIONS FROM THE ABOVE LISTED REQUIREMENTS MUST BE CLEARLY ANNOTATED. IN THE ABSENCE OF SUCH STATEMENTS, THE BID SHALL BE ACCEPTED AS IN STRICT COMPLIANCE WITH ALL TERMS AND CONDITIONS AND THE SUPPLIER SHALL BE HELD LIABLE Alternates will be considered provided when each Supplier clearly states on the face of his proposal exactly the manner proposed to furnish the products required to comply with the needs of the City and forwards necessary descriptive material which clearly indicates the product/method proposed. All Bids are subject to Staff analysis. Fleet requirements, User Department/Division requirements, site location, site condition, service availability and support capabilities will be considered. Please direct all inquiries regarding this proposal to the City of Fayetteville, Attn: Fleet Operations Superintendent, 1525 S. Happy Hollow Road, Fayetteville, AR 72701, 501-444-3494. 7