HomeMy WebLinkAbout86-13 RESOLUTIONRESOLUTION NO.86-13
A RESOLUTION AWARDING BID #13-15 AND APPROVING A
CONTRACT WITH LITTLEFIELD OIL COMPANY IN AN ESTIMATED
ANNUAL AMOUNT OF $1,764,000.00 TO PROVIDE GASOLINE, DIESEL
FUEL AND BIO FUEL FOR CITY VEHICLES AND EQUIPMENT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby awards Bid
#13-15 and approves a contract with Littlefield Oil Company in an estimated annual amount of
$1,764,000.00 to provide gasoline, diesel fuel and bio fuel for city vehicles and equipment.
PASSED and APPROVED this 16t' day of April, 2013.
APPROVED:
ATTEST:
By:
SONDRA E. SMITH, City Clerk/Treasurer
°
FAYETiEVILLE o�
Ole
�ao'0�i i0(N\��`
0a ®,.
Dennis Pratt / Barbara Olsen
Submitted By
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
4/16/2013
City Council Meeting Date
Agenda Items Only
Fleet Operations Transportation
Division Department
Action rtequirea:
A resolution approving a contract between City of Fayetteville and Littlefield Oil Company to provide gasoline, diesel
and Bio fuel to the City per Bid #13-15 for an estimated annual amount of $1,764,000.
$ 1,764,000.00 $ 1,764,429.00 Gasoline/Diesel for City vehicles
Cost of this request Category / Project Budget Program Category / Project Name
9700.1910.5213.00 $ - Material and Supplies
Account Number Funds Used to Date Program / Project Category Name
$ 1,764,429.00 Shop Fund
Project Number Remaining Balance Fund Name
Budgeted Item �X Budget Adjustment Attached
-Z d'=L3
Date
Date
Finance and Internal Services Director Date
(/-/-/3
Date
4DL�
ate
Previous Ordinance or Resolution #
Original Contract Date:
Original Contract Number:
Received in 2_ 1 3 P 1 2: 5 1 R I V D
Clerk's Office
Received in
Mayor's Office
3
Ty
teville
li
IME kRY,.4 ti$,1S
CITY COUNCIL AGENDA MEMO
To: Mayor/City Council
Thru: Terry Gulley, Director of Transportation
From: Dennis Pratt, Fleet Operations Supt.
Date: March 28, 2013
Subject: Approval of Bulk Fuel contract
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENT CORRESPONDENCE
PROPOSAL: That City Council approve the Bulk Fuel contract with Littlefield Oil Company to supply
gasoline, diesel and Bio fuel per Bid #13-15.
RECOMMENDATION: Bid 13-15 was opened Feb 26, 2013. Littlefield Oil Company was the low bidder; a
bid tab sheet is attached.
Fleet recommends that Council approve the contract between City of Fayetteville and Littlefield Oil Company
to supply fuel to the City per Bid 13-15.
BUDGET IMPACT: Fuel has been budgeted for on both the capital and operating sides.
RESOLUTION NO.
A RESOLUTION AWARDING BID #13-15 AND APPROVING A
CONTRACT WITH LITTLEFIELD OIL COMPANY IN AN ESTIMATED
ANNUAL AMOUNT OF $1,764,000.00 TO PROVIDE GASOLINE, DIESEL
FUEL AND BIO FUEL FOR CITY VEHICLES AND EQUIPMENT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby awards Bid
#13-15 and approves a contract with Littlefield Oil Company in an estimated annual amount of
$1,764,000.00 to provide gasoline, diesel fuel and bio fuel for city vehicles and equipment.
PASSED and APPROVED this 16th day of April, 2013.
APPROVED:
s
LIONELD JORDAN, Mayor
ATTEST:
SONDRA E. SMITH, City Clerk/Treasurer
ARKANSAS
CONTRACT
THE CITY OF FAYETTEVILLE, ARKA'NSAS
Reference: Bid 13-15, Bulk Fuel
Contractor: Littlefield Oil Company
Term: 1 year with 4 automatic renewal options, for a total of a 5 year contract
This contract executed this %day of 6ZAAU i - , 2013, between the City of Fayetteville,
Arkansas, and Littlefield Oil Company. In consideration of the mutual covenants contained herein, the parties
agree as follows:
1. Littlefield Oil Company at its own cost and expense shall furnish all labor, materials, supplies,
machinery, equipment, tools, supervision, bonds, insurance, tax permits, and all other accessories and
services necessary to complete items bid per Bid 13-15 as stated in Littlefield Oil Company bid
proposal, and in accordance with specifications attached hereto and made a part hereof under Bid 13-
15, all included herein as if spelled out word for word.
2. The City of Fayetteville shall pay Littlefield Oil Company based on their bid proposal in an amount not
to exceed the mark-up prices bid in Bid 13-15. Payments will be made after approval and acceptance
of work and submission of invoice. Payments will be made in accordance with Bid 13-15.
3. The Contract documents which comprise the contract between the City of Fayetteville and Littlefield
Oil Company consist of this Contract and the following documents attached hereto, and made a part
hereof:
A. Bid form identified as Invitation to Bid 13-15 with the specifications and conditions typed
thereon.
B. Littlefield Oil Company bid proposal.
C. The Notice to Prospective Bidders and the Bid Tabulation.
4. These Contract documents constitute the entire agreement between the City of Fayetteville and
Littlefield Oil Company and may be modified only by a duly executed written instrument signed by the
City of Fayetteville and Littlefield Oil Company.
5. Littlefield Oil Company shall not assign its duties under the terms of this agreement.
6. Littlefield Oil Company agrees to hold the City of Fayetteville harmless and indemnify the City of
Fayetteville, against any and all claims for property damage, personal injury or death, arising from
Littlefield Oil Company performance of this contract. This clause shall not in any form or manner be
construed to waive that tort immunity set forth under Arkansas Law.
7. Littlefield Oil Company shall furnish a certificate of insurance addressed to the City of Fayetteville,
showing that he carries the following insurance which shall be maintained throughout the term of the
Contract. Any work sublet, the contractor shall require the subcontractor similarly to provide worker's
compensation insurance. In case any employee engaged in work on the project under this contract is
not protected under Worker's Compensation Insurance, Littlefield Oil Company shall provide and
shall cause each Subcontractor to provide adequate employer's liability insurance for the protection of
such of his employees as are not otherwise protected.
Workmen's Compensation Statutory Amount
Bid 13-15, Bulk Fuel
Page 1 of 2
Comprehensive General &
Automobile Insurance
Bodily Injury Liability
Property Damage Liability
$500,000 for each person injured.
$1,000,000 for each accident.
$1,000,000 aggregate.
The premiums for all insurance and the bond required herein shall be paid by Littlefield Oil Company.
8. Littlefield Oil Company to furnish proof of licensure as required by all local and state agencies.
9. This contract may be terminated by the City of Fayetteville or Littlefield Oil Company with 30 days
written notice.
10. Freedom of Information Act: City of Fayetteville contracts and documents prepared while performing
city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of
Information Act request is presented to the City of Fayetteville, the contractor will do everything
possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas
Freedom of Information Act (A.C.A. 25-19-101 et. Seq.). Only legally authorized photo coping costs
pursuant to the FOIA may be assessed for this compliance.
11. Changes in Scope or Price: Changes, modifications, or amendments in scope, price or fees to this
contract shall not be allowed without a prior formal contract amendment approved by the Mayor and the
City Council in advance of the change in scope, cost or fees. However, In the event an additional soy
based supplier becomes available, the City and Littlefield Oil Company shall renegotiate the mark-up
price per gallon, based on what is reasonable for both parties.
WITNESS OUR HANDS THIS=/ DAY OF , 2013.
LITTLEFIELD OIL COMPANY
By:
1 t::J,—
Signature
BIZF1D A2T6-ZG0TLV 212ASit&4 t-
Prin ed e & Title
ATTEST ignature)
Company Secretary (Printed Name)
Business Address
34o3 6AVfrnAo6R
City, State & Zip Code
Date Signed: t3
Bid 13-15, Bulk Fuel
Page 2 of 2
CITY OF FAYEVEVILLE, ARKANSAS
By;
JORDA,W,, layor
404� e 4,W%
ATTEST: (Signature)
Sondra Smith, City Clerk 0%nIIIfill/,
`��••• GAT Y p� ••.� �'.��
FAYETTEVILLE:t�'=
s
Date Signed: / q ,�✓✓� " • •GU ��`�
-"III llll����
ya'F�tte�y."ille
BID:13-15
DATE: 02/26/13
2:00 PM
CITY OF FAYETTEVILLE
Bid 13-16, Bulk Fuel
MatYs�e1d Otl`GbMpatiy t�f "
ompany Littlefield Oil Compan aiYts llle,.lriC Pirtroleum Traders Corpor
Markup PER
Total Line Item Bid
Mark up PER
I I Total Line Item Bid
Mark up PER
Total Line Item Bid
Mark up PER
Total Line Item Bid
GALLON
(Mark Up)
GALLON
I I (Mark Up)
GALLON
(Mark Up)
GALLON
(Mark Up)
A-1
Dyed Ultra Low Sulfer Diesel
20,000
0.0414
82
00038380
1,234.00
0
228.00
leaded 67craneaS0e
X$
00374
10
$ .4
4
03
=$
007
0A-2
$ 209.
S$
239.80
b e.
Schedule B (Bob - Tail Delivariesj '.
B-1
1#2 DyedUltra
Low Sulter Diesel
8,400
X $ 0.1128 =
$ 947.52
$ 0.1000
$ 840.00
$ 0.3404 1=
$ 2.859.38
$ 0.2500
- $ 2,100.00
B-2
lumeaaeo tv uctane Gasoline
2,600
X $ 0.1048
$ 272.48
$ 0.1000 .
$ 260.00
$ 0.3404 =
$ 885.04
$ 0.2500 1=
$ 650.00
Total Schedule B:
$ 1,220.00
Total Schedule B: $ 1,100.00
Total Schedule B:
$ 3,744.40
Total Schedule B:
2,750.00
A-
" tF�
rtCft1TI0um
tem fL
. . ..... ..
C-1 100 crane -Low Lead
2,500
X Total Schedule C:
NO BID Total Schedule C: NO BID Total Schedule C: NO BID
Total Schedule C:
NO BID
TOTAL BID
TOTAL BID T TAL BID
TOTAL BID
AMOUNT:
$..... 20$83.00, AMOUNT: $:.. `....:.2;681y80; AMOUNT:
`NOTICE: Bid award is contingent upon vendor meeting minimum specifications and formal authorization by City officials.
A 0
City of Fayetteville, Arkansas
Purchasing Division — Room 306
113 W. Mountain
Fayetteville, AR 72701
Phone: 479.575.8220 ,
A R K A N S A S TDD (Telecommunication Device for the Deaf): 479.521.1316
INVITATION TO BID: Bid 13-15, Bulk Fuel
PRE -BID MEETING: Friday, February 08, 2013 at 10:00 AM, Local Time — Room 326
DEADLINE: Friday, February 22, 2013 before 2:00 PM, Local Time
DELIVERY LOCATION: Room 306 —113 W. Mountain, Fayetteville, AR 72701
PURCHASING AGENT: Andrea Foren, CPPB, CPPO, aforen ci.fayetteville.ar.us
DATE OF ISSUE AND ADVERTISEMENT: Monday, February 04, 2013
INVITATION TO BID
Bid 13-15, Bulk Fuel
No late bids will be accepted. Bids shall be submitted in sealed envelopes labeled with the name and
address of the bidder.
All bids shall be submitted in accordance with the attached City of Fayetteville specifications and bid
documents attached hereto. Each bidder is required to fill in every blank and shall supply all
information requested; failure to do so may be used as basis of rejection.
The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated
herein, and in strict accordance with the specifications and general conditions of bidding, all of which are made a part of
this offer. This offer is not subject to withdrawal unless upon mutual written agreement by.the Proposer/Bidder and City
Purchasing Manager.
Name of Firm:
Contact Person:
E-Mail:
Business Address:
City:
Signature:
City of Fayetteville, AR
Bid 13-15, Bulk Fuel
Page 1 of 16
State:
Title:
Date:
Zip:
City of Fayetteville
Bid 13-15, Bulk Fuel
Advertisement
City of Fayetteville, AR
Invitation to Bid
Bid 13-15, Bulk Fuel
The City of Fayetteville is accepting sealed bids for the purchase of bulk fuel for a one year term, with
an option to renew for an additional four (4) years. All bids shall be submitted to the City
Administration Building, City Hall, Room 306, 113 West Mountain Street, Fayetteville, Arkansas
72701 before the deadline stated below.
All bids are due before Friday, February 22, 2013 before 2:00 PM, local time. All bids are due
before the time stated. No late bids shall be accepted. City of Fayetteville reserves the right to
deviate from the estimated purchase quantities.
A non -mandatory pre -bid meeting will be held on Friday, February 08, 2013 at 10:00 AM, local time in
Room 326 at City Hall, 113 W. Mountain, Fayetteville, AR 72701. Note: All interested parties are
strongly encouraged to attend.
Bid forms can be downloaded from the City's Purchasing Web Site at www.accessfayetteville.orq.
All questions should be directed to Andrea Foren.
The City reserves the right to reject any and all bids and to waive formalities deemed to be in the
City's best interest.
Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified
small, minority and women business enterprises to bid on and receive contracts for goods, services,
and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions
of their contract to qualified small, minority and women business enterprises.
City of Fayetteville
By: Andrea Foren, CPPB, CPPO
479.575.8220
aforenCa.ci.fayetteville.ar.us
TDD (Telecommunications Device for the Deat): (479) 521-1316
Date of advertisement: 02/04/2013
City of Fayetteville, AR
Bid 13-15, Bulk Fuel
Page 2 of 16
City of Fayetteville
Bid 13-15, Bulk Fuel
General Terms and Conditions
1. SUBMISSION OF BID & BID EVALUATION:
a. Bids shall be reviewed following the stated deadline, as shown on the cover sheet of this document.
b. Bidders shall submit bids based on documentation published by the Fayetteville Purchasing Division.
c. Bids shall be enclosed in sealed envelopes or packages addressed to the City of Fayetteville, Purchasing
Division, Room 306, 113 W. Mountain, Fayetteville, AR 72701. The name, address of the firm and Bid,
RFP, or RFQ number shall be on the outside of the packaging as well as on any packages enclosed in
shipping containers or boxes.
d. The City will not be responsible for misdirected bids. Vendor should call the Purchasing Office at
479.575.8220 to ensure correct receipt of bidding documents rp for to opening time and date listed on the
bid form.
e. Bidders must have experience in providing products and/or services of the same or similar nature.
f. Bidder is advised that exceptions to any of the terms contained in this bid must be identified in its
response to the bid. Failure to do so may lead the City to declare any such term non-negotiable.
Proposer's desire to take exception to a non-negotiable term will not disqualify it from consideration for
award.
g. Local time is defined as the time in Fayetteville, Arkansas on the due date of the deadline. Bids shall be
received before the time as shown by the atomic clock located in the Purchasing Division Office.
h. Bids will be evaluated and awarded based on the best interest of the City of Fayetteville. The. City
reserves the right to award bids in their entirety, none, or by line item.
2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION:
No oral interpretations will be made to any firms as to the meaning of specifications or any other contract documents. All
questions pertaining to the terms and conditions or scope of work of this bid must be sent in writing via e-mail to the
Purchasing Agent. Responses to questions may be handled as an addendum if the response would provide clarification
to the requirements of the bid. All such addenda shall become part of the contract documents. The City will not be
responsible for any other explanation or interpretation of the. proposed bid made or given prior to the award of the
contract.
3. DESCRIPTION OF SUPPLIES AND SERVICES:
Any reference to a particular brand or manufacturer is done in an effort to establish an acceptable level of quality for this
project. Brands or manufacturers that are included in bid that are of at least equal quality, size, design, and specification
as to what has been specified, will be acceptable for consideration only if approved by the City of Fayetteville Purchasing
Division. The City of Fayetteville reserves the right to accept or reject any requested equal.
4. RIGHTS OF CITY OF FAYETTEVILLE BID PROCESS:
In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the following:
a. The City of Fayetteville reserves the right to select the bid that it believes will serve the best interest of the
City.
b. The City of Fayetteville reserves the right to accept or reject any or all bids.
c. The City of Fayetteville reserves the right to cancel the entire bid.
d. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in the
invitation to bid or in bids submitted.
City of Fayetteville, AR
Bid 13-15, Bulk Fuel
Page 3 of 16
e. The City of Fayetteville reserves the right to request any necessary clarifications, additional information,
or data without changing the terms of the bid.
5. COSTS INCURRED BY BIDDERS:
All expenses involved with the preparation and submission of bids to the City, or any work performed in connection
therewith, shall be borne solely by the bidder(s). No payment will be made for any responses received, or for any other
effort required of, or made by, the bidder(s) prior to contract commencement.
6. CONFLICT OF INTEREST:
a. The bidder represents that it presently has no interest and shall acquire no interest, either direct or
indirect, which would conflict in any manner with the performance or services required hereunder, as
provided in City of Fayetteville Code Section 34.26 titled "Authority of City Employee to Contract With The
City".
b. All bidders shall promptly notify Andrea Foren, City Purchasing Agent, in writing, of all potential conflicts
of interest for any prospective business association, interest, or other circumstance which may influence
or appear to influence the bidder's judgment or quality of services being provided. Such written
notification shall identify the prospective business association, interest or circumstance, the nature of
which the bidder may undertake and request an opinion to the City as to whether the association, interest
or circumstance would, in the opinion of the City, constitute a conflict of interest if entered into by the
bidder. The City agrees to communicate with the bidder its opinion via e-mail or first-class mail within
thirty days of receipt of notification.
7. WITHDRAWL OF PROPOSAL:
A bid may be withdrawn prior to the time set for the bid submittal, based on a written request from an authorized
representative of the firm; however, a bid shall not be withdrawn after the time set for the bid unless approved by the
Purchasing Division.
8. LATE PROPOSAL OR MODIFICATIONS:
1. Bid modifications received after the time set for the bid submittal shall not be considered. Modifications in writing
received prior to the deadline will be accepted. The City will not be responsible for misdirected bids. Bidders
should call the Purchasing Division at (479) 575-8220 to insure receipt of their submittal documents prior to opening
time and date listed.
9. LOCAL, STATE, AND FEDERAL COMPLIANCE REQUIREMENTS:
a. The laws of the State of Arkansas apply to any purchase made under this bid. Bidders shall comply with
all local, state, and federal directives, orders and laws as applicable to this proposal and subsequent
contract(s) including but not limited to Equal Employment Opportunity (EEO), Disadvantaged Business
Enterprises (DBE), & OSHA as applicable to this contract.
b. Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small,
minority and women business enterprises to bid on and receive contracts for goods, services, and
construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their
contract to qualified small, minority and women business enterprises.
10. PROVISION FOR OTHER AGENCIES:
Unless otherwise stipulated by the bidder, the bidder agrees to make available to all Government agencies, departments,
municipalities, and counties, the proposal prices submitted in accordance with said proposal terms and conditions therein,
should any said governmental entity desire to buy under this proposal. Eligible Users shall mean all state of Arkansas
agencies, the legislative and judicial branches, political subdivisions (counties, local district school boards, community
colleges, municipalities, counties, or other public agencies or authorities), which may desire to purchase under the terms
and conditions of the contract.
City of Fayetteville, AR
Bid 13-15, Bulk Fuel
Page 4 of 16
11. COLLUSION:
The Proposer, by affixing his or her signature to this proposal, agrees to the following: "bidder certifies that his or her bid is
made without previous understanding, agreement, or connection with any person, firm or corporation making a proposal
for the same item(s) and/or services and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal
action."
12. RIGHT TO AUDIT, FOIA, AND JURISDICITON:
a. The City of Fayetteville reserves the privilege of auditing a vendor's records as such records relate to
purchases between the City and said vendor.
b. Freedom of Information Act: City contracts and documents prepared while performing City contractual
work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is
presented to the City of Fayetteville, the (Contractor) will do everything possible to provide the documents
in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19-
101 et. seq.). Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this
compliance.
c. Legal jurisdiction to resolve any disputes shall be in Washington County, Arkansas with Arkansas law
applying to the case.
13. CITY INDEMNIFICATION:
The successful bidder(s) agrees to indemnify the City and hold it harmless from and against all claims, liability, loss,
damage or expense, including but not limited to counsel fees, arising from or by reason of any actual or claimed
trademark, patent or copyright infringement or litigation based thereon, with respect to the goods or any part thereof
covered by this order, and such obligation shall survive acceptance of the goods and payment thereof by the City.
14. VARIANCE FROM STANDARD TERMS_& CONDITIONS:
All standard terms and conditions stated in this request for bid apply to this contract except as specifically stated in the
subsequent sections of this document, which take precedence, and should be fully understood by bidders prior to
submitting a proposal on this requirement.
15. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION:
Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event, should call
479.521.1316 (telecommunications device for the deaf), not later than seven days prior to the deadline. Persons needing
translation of this document shall contact the City of Fayetteville, Purchasing Division, immediately.
16. PROCUREMENT POLICY FOR RECYCLED MATERIALS:
The City of Fayetteville wishes to encourage its bidders to use recycled products in fulfilling contractual obligations to the
City and that such practices will serve as a model for other public entities and private sector companies.
17. PAYMENTS AND INVOICING:
The bidder must specify in their bid the exact company name and address which must be the same as invoices submitted
for payment as a result of award of this bid. Further, the successful bidder is responsible for immediately notifying the
Purchasing Division of any company name change, which would cause invoicing to change from the name used at the
time of the original bid. Payment will be made within thirty days of invoice received. The City of Fayetteville is very credit
worthy and will not pay any interest, fees, or penalty for untimely payments. Payments can be processed through
bidder's acceptance of Visa at no additional costs to the City for expedited payment processing. The City will not
agree to any nonrefundable deposit or retainer that would remain property of the bidder even if the hourly work actually
performed by the bidder would not justify such fee.
The City will pay the awarded bidder based on unit prices provided on invoicing. Progress payments will be made after
City of Fayetteville, AR
Bid 13-15, Bulk Fuel
Page 5 of 16
approval and acceptance of work and submission of invoice. Payments will be made within 30 days of accepted invoice.
18. CANCELLATION:
a. The City reserves the right to cancel this contract without cause by giving sixty (60) days prior notice to
the Contractor in writing of the intention to cancel or with cause if at any time the Contractor fails to fulfill
or abide by any of the terms or conditions specified. Contractor also has the right to cancel contract with
providing a sixty (60) calendar day notice to the City.
b. Failure of the contractor to comply with any of the provisions of the contract shall be considered a
material breach of contract and shall be cause for immediate termination of the contract at the discretion
of the City of Fayetteville.
c. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to
cancel and obtain from another source, any items and/or services which have not been delivered within
the period of time from the date of order as determined by the City of Fayetteville.
d. In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify the
vendor of such occurrence and contract shall terminate of the last day of the current fiscal period without
penalty or expense to the City
19. ASSIGNMENT SUBCONTRACTING CORPORATE ACQUISITIONS AND/OR MERGERS:
a. The Contractor shall perform this contract. No assignment of subcontracting shall be allowed without
prior written consent of the City. If a bidder intends to subcontract a portion of this work, the bidder shall
disclose such intent in the bid submitted as a result of this bid.
b. In the event of a corporate acquisition and/or merger, the Contractor shall provide written notice to the
City within sixty (60) calendar days of Contractor's notice of such action or upon the occurrence of said
action, whichever occurs first. The right to terminate this contract, which shall not be unreasonably
exercised by the City, shall include, but not be limited to, instances in which a corporate acquisition and/or
merger represent a conflict of interest or are contrary to any local, state, or federal laws. Action by the
City awarding a proposal to a firm that has disclosed its intent to assign or subcontract in its response to
the bid, without exception shall constitute approval for purpose of this Agreement.
20. NON-EXCLUSIVE CONTRACT:
Award of this bid shall impose no obligation on the City to utilize the vendor for all work of this type, which may develop
during the contract period. This is not an exclusive contract. The City specifically reserves the right to concurrently
contract with other companies for similar work if it deems such an action to be in the City's best interest. In the case of
multiple -term contracts, this provision shall apply separately to each item.
21. LOBBYING:
Lobbying of selection committee members, City of Fayetteville employees, or elected officials regarding request for
proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by the
bidder/proposer/protestor or any member of the bidder's/proposer's/protestor's staff, and agent of the
bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an organization that is
responding to the request for proposal, request for qualification, bid or contract, or has a pending bid protest is strictly
prohibited either upon advertisement or on a date established by the City of Fayetteville and shall be prohibited until either
an award is final or the protest is finally resolved by the City of Fayetteville; provided, however, nothing herein shall
prohibit a prospective/bidder/proposer from contacting the Purchasing Division to address situations such as clarification
and/or questions related to the procurement process. For purposes of this provision lobbying activities shall include but
not be limited to, influencing or attempting to influence action or non -action in connection with any request for proposal,
request for qualification, bid or contract through direct or indirect oral or written communication or an attempt to obtain
goodwill of persons and/or entities specified in this provision. Such actions may cause any request for proposal, request
for qualification, bid or contract to be rejected.
22. ADDITIONAL REQUIREMENTS:
City of Fayetteville, AR
Bid 13-15, Bulk Fuel
Page 6 of 16
The City reserves the right to request additional services relating to this bid from the bidder. When approved by the City
as an amendment to the contract and authorized in writing prior to work, the Contractor shall provide such additional
requirements as may become necessary.
23. ADD OR DELETE LOCATIONS OR SERVICES:
The City reserves the right to unilaterally add or delete locations and/or services, either collectively or individually, at the
City's sole option, at any time after award has been made as may be deemed necessary or in the best interests of the
City. In such case, the Contractor(s) will be required to provide services to this contract in accordance with the terms,
conditions, and specifications.
24. INTEGRITY OF BID DOCUMENTS:
Bidders shall use the original bid form(s) provided by the Purchasing Division and enter information only in the spaces
where a response is requested. Bidders may use an attachment as an addendum to the bid form(s) if sufficient space is
not available on the original form for the bidder to enter a complete response. Any modifications or alterations to the
original documents by the bidder, whether intentional or otherwise, will constitute grounds for rejection of such
response. Any such modifications or alterations a bidder wishes to propose shall be clearly stated in the bidder's
response and presented in the form of an addendum to the original bid documents.
25. OTHER GENERAL CONDITIONS:
a) Bidder is presumed to be familiar with all federal, state, and city laws, ordinances, and regulations which in any
manner affect those engaged or employed in the Work, or the materials or equipment used, or that in any way
affect the Work and shall in all respects comply with said laws, ordinances, and regulations. No claim of
misunderstanding or ignorance on the part of Bidder or Proposer will in any way serve to modify the provisions of
the contract. No representations shall be binding unless embodied in the contract.
b) Prices shall include all labor, materials, overhead, profit, insurance, shipping, freight, etc., to cover the products
and services presented. Sales tax shall not be included in the bid price. Applicable Arkansas sales tax laws
will apply when necessary but will not be considered in award of this project.
c) Each bidder should state the anticipated number of days from the date of receipt of an order for delivery of
services to the City of Fayetteville.
d) Bidders must provide the City with their bids signed by an employee having legal authority to submit bids on
behalf of the bidder. The entire cost of preparing and providing responses shall be borne by the bidder.
e) The City reserves the right to request any additional information it deems necessary from any or all bidders after
the submission deadline.
f) The 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 for any costs incurred by bidder in preparation. It shall be clearly understood that any costs
incurred by the Proposer in responding to this request for proposal is at the bidder's own risk and expense as a
cost of doing business. The City of Fayetteville shall not be liable for reimbursement to the Proposer for any
expense so incurred, regardless of whether or not the proposal is accepted.
g) If products, components, or services other than those described in this bid document are proposed, the bidder
must include complete descriptive literature for each. All requests for additional information must be received
within five working days following the request.
h) NOTE: Any uncertainties shall be brought to the attention to Andrea Foren immediately via telephone
(479.575.8220) or e-mail ( aforen(fti.fayetteville.anus ). It is the intent and goal of the City of Fayetteville
Purchasing Division to provide documents providing a clear and accurate understanding of the scope of
work to be completed and/or goods to be provided. We encourage all interested parties to ask questions
to enable all bidders to be on equal bidding terms.
i) Any inquiries or requests for explanation in regard to the City's requirements should be made promptly to Andrea
City of Fayetteville, AR
Bid 13-15, Bulk Fuel
Page 7 of 16
Foren, City of Fayetteville, Purchasing Agent via e-mail (aforenCa)-ci.favetteville.ar.us) or telephone
(479.575.8220). No oral interpretation or clarifications will be given as to the meaning of any part of this request
for proposal. All questions, clarifications, and requests, together with answers, if any, will be provided to all firms
via written addendum. Names of firms submitting .any questions, clarifications, or requests will not be disclosed
until after a contract is in place.
j) Any information provided herein is intended to assist the bidder in the preparation of proposals necessary to
properly respond to this bid. The bid is designed to provide qualified Proposers with sufficient basic information to
submit proposals meeting minimum specifications and/or test requirements, but is not intended to limit a bid's
content or to exclude any relevant or essential data.
k) Bidders irrevocably consent that any legal action or proceeding against it under, arising out of or in any manner
relating to this Contract shall be prevailed by Arkansas law. Proposer hereby expressly and irrevocably waives any
claim or defense in any said action or proceeding based on any alleged lack of jurisdiction or improper venue or any
similar basis.
1) The successful bidder shall not assign the whole or any part of this Contract or any monies due or to become due
hereunder without written consent of City of Fayetteville. In case the successful bidder assigns all or any part of any
monies due or to become due under this Contract, the Instrument of assignment shall contain a clause substantially
to the effect that is agreed that the right of the assignee in and to any monies due or to become due to the
successful bidder shall be subject to prior liens of all persons, firms, and corporations for services rendered or
materials supplied for the performance of the services called for in this contract.
m) The successful bidder's attention is directed to the fact that all applicable Federal and State laws, municipal
ordinances, and the rules and regulations of all authorities having jurisdiction over the services shall apply to the
contract throughout, and they will be deemed to be included in the contract as though written out in full herein. The
successful bidder shall keep himself/herself fully informed of all laws, ordinances and regulations of the Federal,
State, and municipal governments or authorities in any manner affecting those engaged or employed in providing
these services or in any way affecting the conduct of the services and of all orders and decrees of bodies or tribunals
having any jurisdiction or authority over same. If any discrepancy or inconsistency should be discovered in these
Contract Documents or in the specifications herein referred to, in relation to any such law, ordinance, regulation,
order or decree, s/he shall herewith report the same in writing to City of Fayetteville.
26. ATTACHMENTS TO BID DOCUMENTS: N/A
City of Fayetteville, AR
Bid 13-15, Bulk Fuel
Page 8 of 16
City of Fayetteville
Bid 13-15, Bulk Fuel
Detailed Specifications: Bulk Fuel
1.0 GENERAL:
1.1 The City of Fayetteville intends to establish a term contract to supply and deliver fuel products
(gasoline, diesel, soy based bio, and aviation fuel on an as needed basis to various locations in the City
of Fayetteville).
1.2 All product(s) bid shall meet or exceed the minimum requirements or they will be deemed incomplete
and will not be considered for bid award.
1.3 All specifications written are to minimums, unless otherwise noted.
1.4 All bulk tank wagon delivery trucks shall have Weights and Measures certified meters. Copies of
current certificates shall be provided.
1.5 Vendor warrants, represents, and assures that the products and services to be provided shall conform
in all respects to the requirements of the specifications.
1.6 To insure availability, vendor shall have fuel supply contracts with a minimum of two (2) major
suppliers.
1.7 Quantities listed are approximate anticipated annual requirements based on prior purchases.
1.8 Bidder agrees to sell other automotive fuel products required for specific applications not listed in this
bid but available from contracted suppliers at a price not to exceed the same cost factor of the highest
per unit mark up listed in this bid. (Example: Site C - 100 Octane Aviation Fuel).
1.9 The City reserves the right to secure from another source if needed product cannot be delivered within
the specified time.
2.0 TERM:
2.1 Contract shall be for a term of one year from date of award. Contract may be extended for four
additional one year terms upon mutual agreement of the City and the vendor.
2.2 The City may terminate this contract or any part hereof with seven (7) days notice for cause in the
event of any default by the Contractor, or if the Contractor fails to comply with any of the terms and
conditions of this contract. Late deliveries, deliveries of products which are defective or do not conform
to this contract, unsatisfactory performance as judged by the Contract Administrator, and failure to
provide City, upon request, with adequate assurances of future performance shall all be causes
allowing City to terminate this contract for cause. In the event of termination for cause, City shall not
be liable to Contractor for any amount.
3.0 INSURANCE:
3.1 Contractor agrees to comply with all applicable City ordinances and state and federal laws and
regulations.
3.2 If any work under this agreement is subcontracted in any way, Contractor shall execute written
agreement with Subcontractor containing the same Indemnification Clause and Insurance
City of Fayetteville, AR
Bid 13-15, Bulk Fuel
Page 9 of 16
Requirements set forth herein protecting City of Fayetteville and Contractor. Contractor shall be
responsible for executing the agreement with Subcontractor and obtaining Certificates of Insurance
verifying the insurance requirements.
3.3 Prior to commencing any work or services under this Contract, Contractor shall furnish City of
Fayetteville with Certificate(s) of Insurance, or formal endorsements as required by this Contract,
issued by Contractor's insurer(s) as evidence that policies are placed with acceptable insurers as
specified herein and provide the required coverage, conditions, and limits of coverage and that such
coverage and provisions are in full force and effect. If a Certificate of Insurance is submitted as
verification of coverage, City of Fayetteville shall reasonably rely upon the Certificate of Insurance as
evidence of coverage but such acceptance and reliance shall not waive or alter in any way the
insurance requirements or obligations of this agreement. If any of the above cited policies expire
during the life of this Contract, it shall be Contractor's responsibility to forward renewal Certificates
within forty-eight (48) hours after the renewal date containing all the aforementioned insurance
provisions. Certificates shall specifically cite the following provisions:
a. Commercial General Liability
b. Auto Liability
C. Commercial General Liability
i. Contractor shall maintain Commercial General Liability insurance with a
limit of not less than $1,000,000 for each occurrence.
ii. The policy shall cover liability arising from premises, operations,
independent contractors, products -completed operations, personal injury
and advertising injury.
d. Contractor shall maintain Business Automobile Liability insurance with a limit of
$1,000,000 each accident on Contractor's owned, hired, and non -owned vehicles
assigned to or used in the performance of the Contractor's work or services under this
Contract.
e. Contractor shall maintain Workers Compensation insurance to cover obligations imposed
by federal and state statutes having jurisdiction of Contractor's employees engaged in the
performance of work or services under this Contract.
4.0 RECORDS AND AUDIT RIGHTS:
4.1 Contractor's records (hard copy, as well as computer readable data), and any other supporting
evidence deemed necessary by the City to substantiate charges and claims related to this contract
shall be open to inspection and subject to audit and/or reproduction by City's authorized representative
to the extent necessary to adequately permit evaluation and verification of cost of the work, and any
invoices, change orders, payments or claims submitted by the Contractor or any of his payees
pursuant to the execution of the contract.
4.2 The City's authorized representative shall be afforded access, at reasonable times and places, to all of
the Contractor's records and personnel pursuant to the provisions of this article throughout the term of
this contract and for a period of three years after final payment.
5.0 MINIMUM SPECIFICATIONS:
5.1 Minimum standards shall be determined in accordance with the American Society for Testing and
Materials (ASTM). All fuel must comply with provisions of the "Federal Clean. Air Act" and any
subsequent revisions as amended.
City of Fayetteville, AR
Bid 13-15, Bulk Fuel
Page 10 of 16
5.2 UNLEADED REGULAR GASOLINE
a. Unleaded regular gasoline shall meet or exceed specifications of ASTM D949
b. Minimum Octane rating — eighty seven (87)
5.3 ULTRA LOW SULPHUR RED DYED No. 2 DIESEL FUEL
a. The Diesel Fuel shall meet or exceed specifications of ASTM D975
b. Minimum cetane rating of forty five (45)
C. If additives are added to reach cetane number, the cost of such additives shall be
included in the bid pricing. The City shall pay no extra cost for additives. If
additives are included, please disclose such on bid form.
5.4 BIO DIESEL
a. Bio Blend can only be from a Soy base that meets ASTM D-7467
b. The facility shall be a registered as a BQ9000 production plant
C. No other bio-based product will be accepted
d. Bio batch information will be presented when delivered
6.0 ADDITIONAL INFORMATION REQUIRED WITH BID:
6.1 Each bidder shall attach information sheets containing the following minimum information in order to
determine the best service, support, and price offer for the City of Fayetteville.
a. Company name
b. Office address
C. Name of officers or majority owners
d. Number of owned transport tanker units
e. Number of owned tank wagon units
f. Name, address and contact information of all currently contracted transporters
6.2 Bidder shall provide the following information with bid:
a. Provide a listing of all contracted fuel suppliers.
b. Provide a listing of all contracted terminals in the NWA or Fort Smith area.
C. Provide the source of third party price information.
6.3 Cancellation of a fuel supplier or terminal that factored into low bid award may be cause for contract
cancellation
a. Additional suppliers may be added upon notification of the City
6.4 The cost basis for fuel deliveries shall be the gross rack price as reported in the Oil Price Information
Service (OPTS) newsletter, which is published every Monday. This index contains rack prices
confirmed the prior Thursday evening at 5:59 p. m. EST all year round except Thanksgiving, when the
prices are confirmed on Wednesday at 5:59 p.m. EST. The bid form contains mark up pricing for each
type of fuel. This markup shall be added to the OPTS price to arrive at the total price charged to the
City. The City shall pay NO additional fees, surcharges, etc. No price increase shall be allowed in
this contract.
a. These prices and listed quantity estimates will be used to determine a bid price to which
margin price will be added to determine the final bid price.
6.5 Copies of actual purchase invoices on dates indicated shall be provided with the bid.
City of Fayetteville, AR
Bid 13-15, Bulk Fuel
Page 11 of 16
7.0 CONTRACT BULK FUEL PRICING:
7.1 The contract price for all fuel shall be the margin price (in cents per gallon, to a maximum of
four decimal places) for each line item, to be added to, the listed OPTS rack price as described.
That price will be used for all deliveries until the following Friday.
7.2 Margin prices shall include all costs of the contractor in performance of the contract to include
overhead, profit, delivery and unloading fuel into the applicable storage tank and any other cost.
7.3 Additional charges not specifically outlined in this bid (additional handling, split load, split drop, etc.) will
not be allowed unless listed and attached to the bid. Listed charges will be considered in final bid
award.
7.4 The margins bid shall to remain firm for the entire contract period.
7.5 No taxes are to be included in the contract prices. Applicable taxes shall be itemized and billed as a
separate item on invoices.
&0 BULK FUEL DELIVERY METHOD:
8.1 All orders will be placed by authorized city staff by phone, FAX, or other mutually agreed process.
8.2 All orders must be filled no later than the second business day following date of order.
8.3 Order quantities will allow for full tanker delivery except locations where specified tank size will not
accommodate.
8.4 Site A gasoline orders will be for split tanker with diesel delivery at same location or split tanker with
Site B. Charges (if any) for these services shall be clearly listed in attachment to the bid.
8.5 Contractor shall accommodate for delivery into above ground tanks where specified.
8.6 Delivery times shall be coordinated with each delivery location.
9.0 BULK FUEL DELIVERY TICKET:
9.1 A delivery ticket containing the following information shall be provided at the time of each delivery:
a. Contractor's name
b. Address
C. Delivery location and tank
d. Type of fuel
e. Grade of fuel
f. Terminal
g. Supplier
h. Bill of lading fuel quantity (net gallons)
i. Reading prior to unloading
j. Reading following unloading
9.2 The City shall only authorize payment for the actual (net) quantity of fuel delivered to each site.
9.3 Company driver and City personnel shall both sign and date the delivery ticket.
City of Fayetteville, AR
Bid 13-15, Bulk Fuel
Page 12 of 16
10.0 BILLING (MUST BE PROVIDED WITHIN 24 HOURS OF DELIVERr:
10.1 All invoices shall clearly outline the following:
a. Contractor's name
b. Address
C. Delivery location and tank
d. Type of fuel
e. Terminal
f. Fuel supplier
g. OPIS price
h. Margin price (price bid)
i. Applicable taxes
j. Valid Purchase Order Number.
k. Net Gallons Delivered
I. All invoices must be accompanied by the following information:
M. Copy of Terminal Bill of Lading
n. Copy of Suppliers Invoice
11.0 PAYMENT.
11.1 The City prefers to pay with a P-Card (VISA) card at no additional fee or cost to the City, which
provides payment of invoices within 24-48 hours, depending on Bidder's credit card processor.
However, if VISA payments are not an acceptable method of payment, the City's payment terms for
this bid shall be net fifteen (15) from date of accepted invoice.
City of Fayetteville, AR
Bid 13-15, Bulk Fuel
Page 13 of 16
Bid 13-15, Addendum 1
Date: Wednesday, February 13, 2013
To: All Prospective Vendors
s
1
Ile,
y�
A A N e A S
From: Andrea Foren, CPPB, CPPO — 479.575.8220 — aforenijj�ci.fayetteville.ar.us
RE: Bid 13-15, Bulk Fuel
This addendum is hereby made a part of the contract documents to the same extent as though it were
originally included therein. Bidders should indicate their receipt of same in the appropriate blank of the bid
form. Failure to do so may subject bidder to disqualification.
Bid 13-15 has the following modifications and clarifications listed below:
1.) This addendum contains the following documents (new and revised):
a. Revised Bid Form
I. Included with this Addendum is a revised bid form; this form shall be used by all
bidders. Failure to use accurate bid form shall result in bid resection
b. Revised Appendix A - Site Locations & Current Usage
c. Sign -in sheet from the non -mandatory pre -bid meeting held on Friday, February 08, 2013
d. Appendix B — Additional Information: Includes (1) 2007 bid tabulation and (2) sample of an
invoice from the current supplier.
2.) The resulting notes, clarifications, and changes were discussed during the pre -bid meeting or other
questions asked by interested parties:
a. The current supplier for bulk fuel is Littlefield Oil.
b. Current fuel pricing structure is actual rack price (paid by vendor) plus markup as bid in 2007.
i. See attached Appendix B (described above).
C. This bid is intended to be awarded by the Fayetteville City Council on March 19, 2013 or April
02, 2013. Contract shall go into effect the following Monday after the City Council has awarded
the bid.
d. Hours for delivery shall be Monday — Friday from 8:00 AM — 3:00 PM.
e. References in the bid to the "OPTS price" shall be understood to be the weekly OPTS average
price listed and described in the bid documents (reference 6.4 and 7.1).
f. 100 octane gasoline on Site 7C is intended for use in aircraft.
g. Delivered bio shall be "splash mixed" with the diesel before delivery.
City of Fayetteville, Arkansas
Bid 13-15, Addendum 1
Pa e1of10
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h. REVISED PAYMENT TERMS: In order to receive the best pricing the City hereby changes
payment terms for all fuel invoices to net seven (7) calendar days via ACH payment from
date of accurate invoice received. The City encourages electronic invoice processing via
e-mail, etc.
i. This bid does not include any equipment or services for oil waste disposal.
j. The City does not have a DBE/MBE/WBE requirement for this bid; however, the City
encourages DBE/MBE/WBE participation on all City contracts.
k. Bidders have the option of bidding the following schedules or combination thereof:
i. Schedule A, Schedule B, and Schedule C: Bidders may bid on all 3 schedules
ii. Schedule A and Schedule B: Bidders who bid Schedule A shall also bid on Schedule B.
Bidders who bid on Schedule B shall also bid on Schedule A.
iii. Schedule C Only: Bidders may bid only on Schedule C
Bids shall be evaluated in the following manner:
i. Lowest bid for Schedule A and Schedule B combined. Schedule A and Schedule B shall
be awarded to a single provider.
ii. Schedule C shall be evaluated independently.
iii. The City of Fayetteville reserves the right to award Schedule C as an independent
contract, separate from Schedule A and Schedule B.
City of Fayetteville, Arkansas
Bid 13-15, Addendum 1
Paae 2 of 10
�elecoi'r���unicat=nsD i.,e'#'o the0�: "3i�. Nloun, yet �eti ,�1r. 7LI:;t
City of Fayetteville
Bid 13-15, Bulk Fuel, Addendum 1 — REVISED BID FORM
Revised Bid Form
Bid,13-15, Schedule A (Full TaW Deliveries}
Line
Estimated Monthly
Mark up PER GALLON
Total Line Item Bid (Mark
Item
Descri tion
Usage Gallons
use 4 decimals
u
A-1
#2 Dyed Ultra Low
20 030
x
$0•---
-
$
Sulfur Diesel
A-2
Unleaded 87
11 000
x
Octane Gasoline
----
A-3
Soy Based Bio
3,000
x�
----
_
*TOTAL BASE BID - Schedule A:
(does not include OPTS cost for fuel or wholesaler cost for bio)
*Total Base Bid above does not include cost per gallon for the weekly rack pricechargedbased on the index or actual
cost of soy based bio. Sales tax shall not be included in the bid price. Applicable Arkansas sales tax laws will apply as
necessary but will not be considered in award of this project. Schedule A & B shall be awarded to the overall low bidder
for the total sum bid of the two schedules.
This bid form is formatted for all bidders to provide mark up pricing for each item. This mark up price shall be
added to the WEEKLY PUBLISHED OPIS priceto arrive at the total price charged to the City. Item A-3 shall be
added to the actual cost charged by the Soy Based Bio Wholesaler. The City shall pay NO additional fees,
surcharges, etc. No price increase shall be allowed in this contract.
NOTICE:
THIS BID FORM CONTINUES ON THE NEXT PAGE
City of Fayetteville, Arkansas
Bid 13-15, Addendum 1
Pa e3of10
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City of Fayetteville
Bid 13-15, Bulk Fuel, Addendum 1 — REVISED BID FORM
Revised.Bid Form (Continued)
wl"�_.
,W55 : d»..K'.aa - ✓F..1 v*; ,Gi a , ur.._ 3 a:.',,, . .'. "c-__.t "<,..'. 3d,M
Line_ Estimated Monthly Mark up PER GALLON Total Line Item Bid (Mark
Item Description Usage (Gallons use 4 decimals u
C-1 100 Octane - Low
2 500
X
=
$
Lead'
----
*TOTAL BASE BID - Schedule C
(does not include base cost for fuel)
$
*Total Base Bid above does not include cost per gallon for the weekly rack price charged based'on the index. Sales tax
shall not be included in the bid price. Applicable Arkansas sales tax laws will apply as necessary but will not be.
considered in award of this project. Schedule A & B shall be awarded to the overall low bidder for the total sum bid of the
two schedules.
This bid form is formatted for all bidders to provide mark up pricing for each item. This mark up price shall be
added to the WEEKLY PUBLISHED OPTS price to arrive at.the total price charged to the City. The City shall pay
NO additional fees, surcharges, etc. No price increase shall be allowed in this contract.
NOTICE:
THIS BID FORM CONTINUES ON THE NEXT PAGE
City of Fayetteville, Arkansas
Bid 13-15, Addendum 1
Pa e4of10
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,
City of Fayetteville
Bid 13-15, Bulk Fuel, Addendum 1 — REVISED BID FORM
Revised Bid Form (Continued)
EXECUTION OF BID -
Bidders are requested to indicate by check mark or "Yes/No" on each line of the Technical Specifications the
compliance of the item bid. Actual specification of any deficient item shall be noted on the bid sheet or separate
attachment. If specifications of item bid differ from provided literature, deviation must be documented and
certified by the manufacturer as a regular production option.
Upon signing this Bid, the bidder certifies that:
1. He/she has read and agrees to the requirements set forth in this proposal, including specifications, terms,
standard conditions, and any pertinent information regarding the articles being bid on.
2. Unless otherwise noted and explained, the unit bid and listed meets or exceeds all of these requirements as
specified by The City of Fayetteville.
3. The Bidder can and. will comply with all specifications and requirements for delivery, documentation and support
as specified herein.
4. I, as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the
information provided herein is accurate and true.
5. Bidder shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and
conditions of employment in addition to all federal, state, and local laws.
6. Bidder shall disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any
relationship with any City of Fayetteville employee. Response shall disclose if a known relationship exists
between any principal and employee of your firm and any City of Fayetteville employee or elected City of
Fayetteville official. If no relationship exists, this should also be stated in your response. Failure to disclose such
a relationship may result in cancellation of a purchase and/or contract as a result of your response.
1.) NO KNOWN RELATIONSHIP EXISTS
2.) RELATIONSHIP EXISTS (Please explain):
Unsigned bids will be rejected. Items marked * are mandatory for consideration.
*NAME OF FIRM:
*BUSINESS ADDRESS:
*CITY:
*PHONE:
*E-MAIL:
*BY: (PRINTED NAME)
*AUTHORIZED SIGNATURE:
*TITLE:
Purchase Order/Payments shall be issued to this name
*STATE:
Acknowledge Addendums:
Addendum No. Dated:
Acknowledged by:
Addendum No. Dated:
Acknowledged by:
Addendum No. Dated:
Acknowledged by:
*ZIP:
City of Fayetteville, Arkansas
Bid 13-15, Addendum 1
Pa e5of10
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City of Fayetteville
Bid 13-15, Bulk Fuel, Addendum 1 — REVISED APPENDIX A
Appendix A: Site Locations & Current Usage Information — REVISED
it i
l
Tank Size
Esumatea
Estimated delivery
Schedule on Bid
I(
site
(Gallons)
Site Description
Site Address
Tank Type
Monthly
Fuel Type
Method
Form
iI'll
Usa
25,000
Two connected
Fleet Operations
1525 S. Happy Hollow
Above
20,000
#2 Dyed Ultra Low
.
Full TankLoad
Schedule A'
Rd.
Ground
Sulfur Diesel
1
A
tanks
Included with
FleetOperations3,000
1525 S. Happy
Above
Soy Based Bio
'Full Tank Load
Sehedue.A
2
A
1A above
Rd.
Ground
W
NOTE FOR 1A and 113: This.location has two tanks that are connected for a total of25,000 gallon capacity. The fuel for this delivery shall arrive to the,City already
U
splash blended and mixed. Estimates are based off of 10% soy based bio for the. winter months, and 20% soy based bio for summer months.
z
6,000
Fleet Operations
1525 S. Happy Hollow
Above
3,500
Unleaded 87 Octane
Full Tank load spk
ScheduleA
Rd.
Ground
frill load with Site 4B:
3
A
10,000
City Hall
125 N. Church St.
Under Ground
7,500
Unleaded 87 Octane
Felt Tank f oad splif
Schedule A
hill load ��nth Safe 4A;
4
B
550
Airport
4500 S:.School Avenur3,
Above
300
#2 Dyed Ultra Low
j
Ta,3kVitagpn n Schedule 13
5
C
Ground
Sulfur Diesel
1,000
Airport
45,00.18., School Avenue -
Above
400
Unleaded 87 Octane
IT." 1 Wac�n Schedule S
6
C
Ground
1,000
Airport
Wo, School Avenue,
Above
2,500
100 Octane - Low
.
Lead
a
31000
Westside WWTP
15 Broyles Road
Above
1700
Unleaded 87 Octane
TaFk1lU go i Schedule B
8
*D
Ground
3,000
Westside WATP
15 Broyles Road
Above
5.800
#2 Dyed Ultra Low
Tank Wagon Schedule t3
9
*D
Ground
Sulfur Diesel
3,000
Noland VNNTP
1400 N Fox Hunter Road
Above
1,500
#2 Dyed Ultra Low
Tan1s Iago� Stredule 8
10
E
Ground
Sulfur Diesel
1;000
Noland WVUTP
1400 N Fok Hunter Road
Under. Ground
400
#2 Dyed Ultra Low
Tankifagon Schedule $
11
E
Sulfur Diesel
u fi
2,000
Noland VM.TP
1400 N Fox Hunter Road
Under Ground
500
Unleaded 87 Octane
'Taal+ VUag+ n " Schedule B.
12
E
1,500
BMS Generator
16464 Wyrrlan Road
Above
100
#2 Dyed Ultra.Low
�TaOR VUagon� S edule B E ;
13
F
Tank
Ground
Sulfur Diesels
ti
Schedule B�
2;000_
BMS Diesel Tank
16464 Wyman Road
300nkllVago
#2 Dyed Ultra Low
143
F
Ground d
Sulfur Diesel
City of Fayetteville, Arkansas
Bid 13-15, Addendum 1
Pa e6of10
:cav Tar ,at?:Crf� s Devk,, tfcm 3" e T)eaf I)DC 4.:. ✓.. -I Mli 3 =a s. ie 3f „_ Fayu.,ev.Iic-, R 72701
4 City of Fa
aye
Attendam
ARKANSAS BID/RFP/RFQ #:—Old
Description:_ .c l &_ Pr -
Function (circle one) : Bid Opening, Select
Name
2�
3
4
5---3/m CARRO
7 .
8
9
10
11
12
13
14
15
16
17
18
19
20
tteville
Sheet
Committee Meeting, Pre -Bid, Interview
Date:_ 0,2 �$ Time:
Com
Title Phone
ram;
`..�(79 -11A1y- 3v9
�� lCjce,�- qV 3�P�3�
City staff e-mail Includes "@2cl.fayetteville.ar.us"
Email
City of Fayetteville
Bid 13-15, Bulk Fuel, Addendum 1
Appendix B — Additional Information (Page 1 of 3)
Bid Tabulation from 2007
BID: 07-46
6M/2007
2:00 PM
CITY OF FAYETTEVILLE
Bid 07-46, Fuel
¢yi,,�ia 1 14777 $$ P
1 Frost Oil Company
$398.879.50
$62,951.25
$604,623.25
$172,719,75
[ $1,239,173,75
(
2 Fuels & Supplies
$405,516,30
$64,034.75
$610,060.00
$179,880,00
$1,259,491.05
3 Littlefield Oil Company
$397,986.1$
$59,106-75
$603,042.00
$167,886,00
$1,228,022,90
4 Mid -South Sales
$398,456.20
$60,346,50
$602,604.75
$169,596.75
$1,231,004.20
5 Petroleum Traders Corporation
$397,964.90
No Bid
$61 1.026,63
No Bid
� $1,008,991.63
I (tankers only)
`N07lCr: Biel award is contingent upon vendor ineotin9 minimumspecifica0ons and formal authorization by City officials.
CERTIFIED: 1/ ,Avg Y -A Y! ; 'q
P. VICE PURCH MGit- IYJJINEATE
City of Fayetteville, Arkansas
Bid 13-15, Addendum 1
Pa e8of10
)01 9r 5... �; ' �,; :tr.-F y- _ u.=1e,r 12Tti
City of Fayetteville
Bid 13-15, Bulk Fuel, Addendum 1
Appendix B — Additional Information (Page 2 of 3)
Copy of recent invoice (1 of 2)
Invoice
Littlefield Oil Company, Inc.
PO Ro)( 180100
Fort Smlth, AR 72918 USA
479-646{595
Account Num¢8r: -000310
Invoice Number: 202941
tnvoicr_ plate; 01/18143 06.35MA
City of Fayetteville -Fret
1525 S Nappy Hollovv Road
Fayetteville, AR 72701
Amount Due: $17.660.05
Due Date: OW02 3
Shipping Address:
Uptown
City of Fayetteville Uptown
Fayetteville, AR 72710
Page 1 of 1
HE1 DOT- Name, Class, ID, Group
Product.... Product Oescription De€ivered OuanGty Unit Price Extended Price
Uanler. LUU I ral"'pert Vet1(cle; Truck 102 Saiespomon: none
Ortter Number, 202941 - Purchase Order Number: 13£ BOL Number. 152105
41 Unleaded Regular Untgaded Regulaurallons 8,074.0800 2.66050 $16:159.68
Shipping l Freight Charge: S10b.06
Tax: 51,349.74
To1zd This Item. 517,6C6,70
NET 15 Days Terms; 50.00
Invoiw Taxes
Certificate Number
Amount Due
Exempt
Federal Exc€se Gasoline
716446452
$0.00
Yes
Federal Environmental Fee.
71601a462
$6,07
No
Fedoad 0.1 Sp1N Fee
716018462
$11,54
Kd
Arkansas Environmenla€ Fro
716018462
$16.,22
No
Arkansas Excise Gasoline
716046462
$1,305.91
No
No terms discount avalable for this invoice.
j0IP
Products. Total•
.516,159,8E
Shipping f Freight Total:
$148.43
Tax Total:
$1, 41.74
Invoice Total:
$17,650.0S
Disoount Total:
80.00
Not Invoice Total:
$17,650.05
Total Duo: *17.00.06
City of Fayetteville, Arkansas
Bid 13-15, Addendum 1
Pa e 9 of 10
,elecolmm;:rkati n Dev;ce foi'the ev£ fl,"M(479, 52 :31 i'3!Ak-sf.Mountal ,-i-aye.zei t,r, V?001
City of Fayetteville
Bid 13-15, Bulk Fuel, Addendum 1
Appendix B — Additional Information (Page 3 of 3)
Copy of recent invoice (2 of 2)
FOR smut NAZ'2.
Lad E"! =81S AM&
put sem! Runva 5172
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om CUREA ARRE
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----------------- —
1 SUNECT TO CONECT MR OF MERTAL ERNR3
--- ----------------------------------------- �N"
.. ............. ....
City of Fayetteville, Arkansas
Bid 13-15, Addendum I
Page 10 of 10
T
Bid 13-15, Addendum 2
Date: Tuesday, February 19, 2013
To: All Prospective Vendors
From: Andrea Foren, CPPB, CPPO — 479.575.8220 — aforen(o)-djayetteville.arms
RE: Bid 13-15, Bulk Fuel
� E
RKANS .
This addendum is hereby made a part of the contract documents to the same extent as though it were
originally included therein. Bidders should indicate their receipt of same in the appropriate blank of the bid
form. Failure to do so may subject bidder to disqualification.
Bid 13-15 has the following modifications and clarifications listed below:
1.) All references in bid documents to the "OPTS price" are hereby modified to the WEEKLY OPTS price
from the terminal located in Rogers, Arkansas.
2.) Mark up for pricing on Soy Based Bio (Line item A-3) shall be based off the location of the current soy
based bio supplier in Missouri. The City reserves the right to renegotiate mark up charged to the City
on soy based bio in the event additional acceptable suppliers become available.
City of Fayetteville, Arkansas
Bid 13-15, Addendum 2
Pa e 1 of 1
s.'estM.Oun a;.;-F yezz- A€�. zrc>L:,`;
Bid 13-15, Addendum 3
Date: Wednesday, February 20, 2013
To: All Prospective Vendors
T ¢
R IK ANjAS
From: Andrea Foren, CPPB, CPPO - 479.575.8220 — aforen(a)ci.fayetteville.ar.us
RE: Bid 13-15, Bulk Fuel
This addendum is hereby made a part of the contract documents to the same extent as though it were
originally included therein. Bidders should indicate their receipt of same in the appropriate blank of the bid
form. Failure to do so may subject bidder to disqualification.
Bid 13-15 has the following modifications and clarifications listed below:
1.) Due to the possibility of inclement weather in the area, the deadline for this bid has been extended until
Tuesday February 26 2013 before 2:00:00 PM, local time. All bids shall be received before this
deadline at the City Administration Building (City Hall), 113 W. Mountain, Fayetteville, AR 72701.
Acknowledgement of this Addendum can be faxed to 479.575.8257 with the company name written
accompanied with an authorized signature.
2.) The approved Soy Based Bio supplier for the City of Fayetteville is Archer Daniels Midland, Company,
www.adm.com. No other soy based bio suppliers have been approved by the City at this time. Please
note, the soy based bio shall be picked up after the fuel so it can be properly splash mixed when it
arrives at the City's delivery location.
a. Archer Daniels Midland Company (Missouri Office, currently location supplying the City of
Fayetteville through the current fuel contractor).
Location: Deerfield, Missouri
Phone: 1-217-451-6678
Contact: Dwain
City of Fayetteville, Arkansas
Bid 13-15, Addendum 3
Page 1 of 1
r2'l(:3
the,Deaf 3�':D= 479. 2 .?'6 �t '<v .:,a.:..
City of Fayetteville
Bid 13-15, Bulk Fuel, Addendum 1 - REVISED BID FORM
Revised Bid Form (Continued)
EXECUTION OF BID -
Bidders are requested to indicate by check mark or "Yes/No" on each line of the Technical Specifications the
compliance of the item bid. Actual specification of any deficient item shall be noted on the bid sheet or separate
attachment. If specifications of item bid differ from provided literature, deviation must be documented and
certified by the manufacturer as a regular production option.
Upon signing this Bid, the bidder certifies that:
1. He/she has read and agrees to the requirements set forth in this proposal, including specifications, terms,
standard conditions, and any pertinent, information regarding the articles being bid on.
2. Unless otherwise noted and explained, the unit bid and listed meets or exceeds all of these requirements as
specified by The City of Fayetteville.
3. The Bidder can and will comply with all specifications and requirements for delivery, documentation and support
as specified herein.
4. I, as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the
. information provided herein is accurate and true.
5. Bidder shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and
conditions of employment in addition to all federal, state, and local laws.
6. Bidder shall disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any
relationship with any City of Fayetteville employee. Response shall disclose if a known relationship exists
between any principal and employee of your firm and any City of Fayetteville employee or elected City of
Fayetteville official. If no relationship exists, this should also be stated in your response. Failure to disclose such
a relationship may result in cancellation of a purchase and/or contract as a result of your response.
1.) NO KNOWN RELATIONSHIP EXISTS
2.) RELATIONSHIP EXISTS (Please explain):
Unsigned bids will be rejected. Items marked * are -mandatory for consideration.
*NAME OF FIRM:
Purchase OrderlPavmebts shall be issued to this name
*BUSINESS ADDRESS: _3 0 3 GAJA'hP,061A
*CITY: t'o Q_r Sin rria *STATE: A R. *ZIP: 7 3 9 o$
*PHONE: FAX: -101 6 ` °17-76
*E-MAIL: (A lames o ( 4 [e_�;eidoi 1 - G, oly
v
*BY: (PRINTED NAMEU10-tA \ J1y J,1S
*AUTHORIZED SIGNATURE:
Va
*TITLE: . �fLrZ51 D�LhiT
Acknowledge Addendums:
Addendum No. _� Dated: 1 13115 Acknowledged by:
Addendum No. a Dated: 1 11 6P Acknowledged by:
Addendum No. 3 Dated: a JAcknowledged by:
City of Fayetteville, Arkansas
Bid 1345, Addendum 1
Paae 5 of 10
eleco snuriicatiop !}eviee:ic3r ftDod ..7bf3:�+4 �3j 52i.-13%.G 1 . Ve F1 +lougtain :Fay ttavil[e; Aj3:72:7ij.1
Bid 13-15, Addendum 1
Date: Wednesday, February 13, 2013
To: All Prospective Vendors
From: Andrea Foren, CPPB, CPPO — 479.575.8220 — aforen a0ci.fayetteville.anus
RE: Bid 13-15, Bulk Fuel
This addendum is hereby made a part of the contract documents to the same extent as though it were
originally included therein. Bidders should indicate their receipt of same in the appropriate blank of the bid
form. Failure to do so may subject bidder to disqualification.
• Bid 13-16 has the following modifications and clarifications listed below:
1.) This addendum contains the following documents (new and revised):
a. Revised Bid Form
I. Included with this Addendum is a revised bid form: this form shall be used by all
bidders. Failure to use accurate bid form shall result in bid reiection.
b. Revised Appendix A - Site Locations & Current Usage
c. Sign -in sheet from the non -mandatory pre -bid meeting held on Friday, February 08, 2013
d. Appendix B — Additional Information: Includes (1) 2007 bid tabulation and (2) sample of an
invoice from the current supplier.
2.) The resulting notes, clarifications, and changes were discussed during the pre -bid meeting or other
questions asked by interested parties:
a. The current supplier for bulk fuel is Littlefield Oil.
b. Current fuel pricing structure is actual rack price (paid by vendor) plus markup as bid in 2007.
i. See attached Appendix B (described above).
c. This bid is intended to be awarded by the Fayetteville City Council on March 19, 2013 or April
02, 2013. Contract shall go into effect the following Monday after the City Council has awarded
the bid.
d. Hours for delivery shall be Monday — Friday from 8:00 AM — 3:00 PM.
e. References in the bid to the "OPTS price" shall be understood to be the weekly OPTS average
price listed and described in the bid documents (reference 6.4 and 7.1).
f. 100 octane gasoline on Site 7C is intended for use in aircraft.
g. Delivered bio shall be "splash mixed" with the diesel before delivery.
City of Fayetteville, Arkansas
Bid 13-16, Addendum 1
Page 1 of 10
.u.rnr®rr ,
Telec*md . j.c #ip i479 .x2i..t 76 71' W Ft loui+tairt:. ayefteY. , A ?270i
h. REVISED PAYMENT TERMS: In order to receive the best pricing the City hereby changes
payment terms for all fuel invoices to net seven (7) calendar days via ACH payment from
date of accurate invoice received. The City encourages electronic invoice processing via
e-mail, etc.
i. This bid does not include any equipment or services for oil waste disposal.
The City does not have a DBE/MBE/WBE requirement for this bid; however, the City
encourages DBE/MBE/WBE participation on all City contracts.
k. Bidders have the option of bidding the following schedules or combination thereof:
i. Schedule A Schedule B and Schedule C: Bidders may bid on all 3 schedules
ii. Schedule A and Schedule B: Bidders who bid Schedule A shall also bid on Schedule B
Bidders who bid on Schedule B shall also bid on Schedule A.
iii. Schedule C Only: Bidders may bid only on Schedule C
Bids shall be evaluated in the following manner:
i. Lowest bid for Schedule A and Schedule B combined. Schedule A and Schedule B shall
be awarded to a single provider.
ii. Schedule C shall be evaluated independently.
iii. The City of Fayetteville reserves the right to award Schedule C as an independent
contract, separate from Schedule A and Schedule B.
City of Fayetteville, Arkansas
Bid 13-16, Addendum 1
Page 2 of 10
1o*mt�n�cat!w3 vi4� 4F t►eCi of 7D :(4ry 27-t t 1i"sltVe�tt;+lou an; aYe vi erAR: 2701
City of Fayetteville
Bid 13-15, Bulk Fuel, Addendum 1 - REVISED BID FORM
Revised Bid Form
Lane':
Es#maed iUlontti y-
Mark gp. PER GALt;ON
Total Line Item Bid (Mark
Item
... Descfil tion ....Usage;
...Usa e:Galtons< . ,
:use4:�leeinats .
u
92 Dyed _Ultra. Low
000
oo
Sulfur. D.ieagl
.._-
-2:
Unleaded. $7
Octane.as . Gollhe
11,00.0
-- —
A=3
Soy f3ased.Bio
3;o0a
X
:$0. t 5 0 0
_
l}So 00
.*i`OU IM E BID : Sch'ed:ule
0O
(does Winclude<OPI:S co: t fog°fuel:ar vt olesaler cost:-fo'r fi(OY
$ �� ---
`fotal.;Base- Bid::apove:: loo not include cost .peT for:the woe. Jjr rack;prlce charged Based: on the. it �ieX:;or actiaaf.
cost of soy based 11i Sales fax shall not tie include# in tf�e Ip price. App((.cabte Arkansas sales tax laws wil l apply as:
.necessary buff Will rnot;be.considered.ih award:of'ttais.prolect: Scheclule.A.& B shall lac awarded to the overall tow bidder
_ for..f:the total sure bid°ofi.fhe.two.-schedules . _
fps} o x fir, o a: n �n o dacha a is ul3 p c sal( b"
d �o e �P E � , S�p>rt o . "�r e e ov aI c a : �to �'e ty Jte �A� �h�I e•
d e ia� � a afg�d e�o�. � ed`�St,.o Q ` aYe : e�tty s 11�pa ddat�o ,�eos
NOTICE:
THIS BID FORM CONTINUES ON THE NEXT PAGE
City of Fayetteville, Arkansas
Bid 1346, Addendum 1
Page 3 of 10
�inw��m�a���iA�
iele�onnrnunic�tioril?eYicef�itsel3 af... b {479 521_i31G 1T3Westyioi+@tao-royetYev!.e-Rff,7,2 Qt
City of Fayetteville
Bid 13-15, Bulk Fuel, Addendum I — REVISED BID FORM
Revised Bid Form (Continued)
104
N ron,
Estimated
Mark- q
pPER=GALLON
luse:4---declinallsl.
hidude base ..c6tt-16t
T-001, Line. Mena Bid 'd,
(M#K.
fiall Jdft -wilt eipply, ast 06.0 ih-,.'th AP
e�'. Poe"
rii~cessary`biat'w..ill not tie.
. -
considered in.award of thisproject-Schecliile A-.&,'-B belawarded fo.-the -overall low. b[dder -fbrfhe� total surnbida:
NOTICE:
THIS BID FORM CONTINUES ON THE NEXT PAGE
City of Fayetteville, Arkansas
Bid 13-15, Addendum I
Page 4 of_1 0
113W#
rayettevvilk
City of Fayetteville
Bid 13-15, Bulk Fuel, Addendum 1 — REVISED APPENDIX A
Appendix A: Site Locations & Current Usage Information — REVISED
Site:
TankSize
(Gal(drts}.
3 e Dgscripbon:
Site.AOdress.
Tank. -Type
M n.th.j
Fuel Type
Estimated°delnrery 5che�ule7id
Method
City of Fayetteville, Arkansas
Bid 1346, Addendum 1
Page 6 of 10
���III I�IIAOA�I II I��II il/���11
lelewmr+iunicaioE�:st3eviGe:fort oi�eaf....Ti113.{49S);527,1,3,%,b. t1'3�/��t:tgios?ritairt.�Paye[tey�'llt�:l�k327i.
i
I .
• I
011 City of Fayetteville
Tay
Attendance Sheet
� A
A R K A N S A S eID/RFC/RFQ'#:��_
Description: r ' " �,
Function (circle one) : Bid Opening, Selection Committee
Name
2 % / i G/ley,
3
4
5...37m CARr2aL.L-_•�
. 7 •
8
9
10
11
12
13
14
15
16
17
18
, Pre -Bid, Interview
Date:__O,a _i $ / /3
Time: /0;00 am
city staff e-mail includes "Ccl.fayetteville.ar.us"
Company _
Title
Phone
Email
qV y 3 q 13 q
S.44.Aq
'-d/79 - c/(oa - 51 1
i At c4 �i:2nott.�u+
..�
C
19 '
20
City of Fayetteville
Bid 13-15, Bulk Fuel, Addendum I
Appendix B — Additional Information (Page 1 of 3)
Bid Tabulation from 2007
.6*W-46
2*0 PM
'PIFY00 FAYEMMk�;E
V-�
4604623.2&
WzMIS
Z. :Fuel ,& SUPPA-
V*Wtoo
2 'Ugefiddbt Oampady:
ft:
S59.3al.5
$603.azdd:
vleiM.O-
$!�;228.02.t$6
:4 Mf#-ScitTth"!es
r 1,0M .,Cool"
.440.
City of Fayetteville, Arkansas
Bid 13-16, Addendum I
Page 8 of, 10
.... ........... ................. I ...... . ......... - ..... .......... ...........
City of Fayetteville
Bid 13-15, Bulk Fuel, Addendum 1
Appendix B — Additional Information (Page 2 of 3)
Copy of recent invoice (1 of 2)
Invoice
Uttle wld cat company, Inc.
eo Dot 190t00
Fot SM%1.AR 72818 LSA
479440-C 95
AtzwintNun6er 1000810
Imot<a t+timeer. 202941
tm olce Date; 01118113 6"MM
City of Fayetteville4Uet
1525 S Happy Hollow Road
Fayetteville. AR 72701
Anlnutt Due; SR'ASMAS
Due Date: 02W13
Shipping Addrm.
uptown
City of Fayetteville uptown
Fayetteville. AR 72710
Page; of 1
HM DOT Name, C1m.1D. Crow
Prod" Produatoftu Swr tmtpdw EAeoddd Pdee
Canter; LOC TAM V*dde- Trudt 102 "Caper"M none
OrS-1 anber. 202941 Pu hose OrderNumber I" SOLNumber_ 1M0'S
6A74A000 2;e6050 �t8.1S9.88
A?t1 eAFtegtgar thkeaded.Reg Sh%OV1FfoVMCh*(aW *105.08
Tax 1.841.74
TOW Tidsnure 317.606.70
NET 1S Daya Tc1nu; $0.00
bw6ke Taxes
CertrCate NU"RW
ArruW Due
Exemet
fed" S9*0Onowle
710018462
$0.00
Yee
F40*0 EiWhOtfslenfat Foe
710018462
$8.07
Ne
Fadaal be SPS Fee
71WO462
Si1,94
No
At OmW EnW9nMMW Fee
7160t$462
W=
No
At mx" tw"6 Gowns
716044462
$1,305.91
No
;NO tOiaMdFaoountAvaMAMelOrnrisimroroe.
pop
Produc4TWAP
$10.159.00
Shlaft/FroWTatal:
$14&48
Taft TOW.
41341.74 _
invoke Total;
WIGWAG
ObwontTotra;
s9.ao
Not Invokelr*w.
i1T.6S0A5
TOW40W 5174650.05
City of Fayetteville, Arkansas
Bid 13-15, Addendum 1
Pa e9of10
......................................................................... ..... .
gleconimuniratlgq:,Qevtrt?fotthe#+af TIO:i79521,s3:16
it"�:Yde°st�lquntatR-Fayette., _eal#t'+i,2Tpt
City of Fayetteville
Bid 13-15, Bulk Fuel, Addendum 1
Appendix B -Additional Information (Page 3 of 3)
Copy of recent invoice (2 of 2)
TTranaPOqrke Pariaers L.P. Order itaLer:'•-
3R Rf1INAL ft 00i2224: Tirderaie: 41I$ 3�
.0 4•iivabar.:.0152105
: 3 tdafd. Start; Otltatl3 ;
01 N HUDSON Folio 01.1O
_06:35.
: Laad 01118/19 Oh:46
.Naabar:•
ROSERS AR 72756 _ iapat Serial Hu*W. 5173
.Eras: .
Order Type. Rack
SILL Old LADING s
Loadspot #unber: 02
StackholdWCustsadr 4 Accountruansiocee ( RECEIVED BY
Tyy�re•�i 1 A:couat N; 5506900 TM66190 GENERATIONS TRANSPORT
3 00U00U1 A SCAC $: GETO
TRANSAGNTAISHE PVOUCT SERVICE I PHILLIPS 66 1 Tractor 4.
T1455069 I Trailer E: 49
P14ILLIPS 66~ {
County. )
E Retail or Petroee R 1 Consignee
00427 6-AR) � ORIVE.P.
OIL 8ignat
Terairat EPA € 0412981672 X
Destination EPA A VARIOM, AR 1 OMM22�. _�_"
------------__-
This is aed to certify that the herela aamaterials are properly ciassifieA describy�; aged, carked, and labeled, and are
-in Proper condition for transpor (ion, according to the applicable regulations of th TGent 1tf Transportation.
i DELIVERY INSTPdFTIONS: -_
SOL CMERTS: ABOVE SUPPLIER IS RESPWISLE F4R DESTINATION STATE TAT 01MOTOR FUEL
ar+Haew r il1ERMY MIACTI CMt= IM 4E4=9MCC>fc"P618 ffiffffi#
'TOTALS.(GALLUMS:1--------------______---__ ___ �-___--------
PRODUCT DESCRIPTION DROSS 1_ NET T£FIP WAY OCT RVP` TANK $ESSASE NUADER4S)
008706 87 CONv RES NL (PhIA-.psi 8500 U04 42.6 65.1 87.00
1536,1502,18i5,E0R00G
RZD MSS: UN18031 GASOLINEt 3 PG 11, t Cargo Tank„ SEE E96 GUIDE 120
TOTAL 0500 8604
PSG 8 MESSADE
1 1536 CDMItEMTIONAL GAS. MEETS T(VP SPECS FOR STATE WERE LOADED. - THIS. PRODUCT' DOES HOT. MEET. THE RE€UIREMENTS FOR
REFDRWLATED SASOLINE AND MAY NOT 89yU�SED. IN AM REFORMULATED GASOLINE COVERED AREA ETHERS HAY.B£ PRESENT.
1502 SASOLINE.IIEETS.ALI,,APPLICABLE TIER 2:ACTOR vEHICLE EMISSION.SULFUR STANDARDS RE ULAIED UHDER.WCFR
PARTS OG, 85 ANA:06
1915 VATIOMAL DE-ThSE#T AODITIZED GASOLINE
EOR000 £D: CONTAINS NO ETHANOL. THE RVP GOES NOT. EXCEED .XXJ PSI.
---PRODUCT BY COMPARTMENT- ------_-_--_ _- ____-------
a? 9 R PRODUCT
10 PRODUCT #AMC GROSS NET TEMP GRAV
Oi 22 00706 87 M: RED NL (Phi;ll!00 9500 2529 4&i 65.5
0.087,04 SV COHV:.REG RL (BASE) 2500 2529 43.4 65.5
0.46006 ?NiTec 6676C 0.960 0.6P60 43.4 60.0
02 22 000706 87 COW RES NL'(Phillips) 150.0 1517 43.7 65.5
000700 07 CONV REG NL (BASE) 1500 1517 43.7 65.5
1 W006 HiTec 6676C 0.3760 0.3760 43.7 40.0
03 2, 608706 87 CWV RES NL (Phillips) 1000 1013 42.6 6b,4
008700 97 1xW REG NL (BASE) 1000 Iola 42.0 66.0
I 000006 kiTec W6C 0.22510 0.2510 42.0 60.0
�y 04 21 008706 a?. CONY no HL (Phillips) 100.0 lots 42.0 66r0
003700 4 87 CONV REG RL (BASE) 1000 1013 4210 66.0
r 000006 HiTec 66769 0.2510 0.9.510 42.0 60.0
05 2t 008706 07 CONV REG NL (Phillips) 2500 2532 41.9 46.0
0.00700 07 CaftV RES RL (SASE) 2500 2582 VUV 66.0
000006 HiTec 6676C 0.6260: OiWoi 0.4 60.0
! SUB,TECT TO CORRECTION OF ELERICAL ERRORS EUS)OR£F( S.I6tiATURE >f .
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'No C(1STOl4£R TAN! s :OtF Flu__
City of Fayetteville, Arkansas
Bid 1345, Addendum 1
Page 10 of 10
............................................... .
Tcte�00islunicaxiop50ev10e: the.CaeaF TDt3.(4?4J521-1316 . ti'3LVestMgv[3tain�Fayetteptt.�c,A�ii`?7�1
Bid 13-15, Addendum 2
Date: Tuesday, February 19, 2013
To: All Prospective Vendors
From: Andrea Foren, CPPB, CPPO — 479.575.8220 — aforen(2ci.favetteville.arms
RE: Bid 13-15, Bulk Fuel
This addendum is hereby made a part of the contract documents to the same extent as though it were
originally included therein. Bidders should indicate their receipt of same in the appropriate blank of the bid
form. Failure to do so may subject bidder to disqualification.
• Bid 13-16 has the following modifications and clarifications listed below:
1.) All references in bid documents to the "OPTS price" are hereby modified _to the WEEKLY OPIS price
from the terminal located in Rogers, Arkansas.
2.) Mark up for pricing on Soy Based Bio (Line item A-3) shall be based off the location of the current soy
based bio supplier in Missouri. The City reserves the right to renegotiate mark up charged to the City
on soy based bio in the event additional acceptable suppliers become available.
City of Fayetteville, Arkansas
Bid 13-15, Addendum 2
Page 1 of 1 ����������,�,�,,,�
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Bid 13-15, Addendum 3
Date: Wednesday, February 20, 2013
To: All Prospective Vendors
From: Andrea Foren, CPPB, CPPO — 479.575.8220 — aforen aaci.fayetteville.arms
RE: Bid 13-15, Bulk Fuel
This addendum is hereby made a part of the contract documents to the same extent as though it were
originally included therein. Bidders should indicate their receipt of same in the appropriate blank of the bid
form. Failure to do so may subject bidder to disqualification.
• Bid 13-16 has the following modifications and clarifications listed below:
1.) Due to the possibility of inclement weather in the area, the deadline for this bid has been extended until
Tuesday, February 26, 2013 before 2:00:00 PM, local time. All bids shall be received before this
deadline at the City Administration Building (City Hall), 113 W. Mountain, Fayetteville, AR 72701.
Acknowledgement of this Addendum can be faxed to 479.575.8257 with the company name written
accompanied with an authorized signature.
2.) The approved Soy Based Bio supplier for the City of Fayetteville is Archer Daniels Midland, Company,
www.adm.com. No other soy based bio suppliers have been approved by the City at this time. Please
note, the soy based bio shall be picked up after the fuel so it can be properly splash mixed when it
arrives at the City's delivery location.
a. Archer Daniels Midland Company (Missouri Office, currently location supplying the City of
Fayetteville through the current fuel contractor).
Location: Deerfield, Missouri
Phone: 1-217-461-6678
Contact: Dwain
City of Fayetteville, Arkansas
Bid 1345, Addendum 3
Page1of1
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