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Home My WebLink AboutF - 24-18-ITB - Citywide Fuel Supply Addendum 1 Finance Department Procurement Division 1225 Main Street Sebastian, FL 32958 (772) 388-8231 24-18-ITB – Addendum 1 Page 1 of 4 ADDENDUM NO. 1 August 12, 2024 24-18-ITB - Citywide Fuel Supply The original Invitation to Bid shall remain in full force and effect, except as modified herein, which shall take precedence over any contrary provisions in the prior documents. REVISED DUE DATE: Please note the due date for this solicitation has changed. Please see below for the revised due date. SECTION I: CLARIFICATIONS • N/A SECTION II: QUESTIONS 1. Question: The 'Length of Contract and Renewal Clause' mentions "two (2) 24-month renewal options." Are these extensions mutually agreed upon? Answer: Yes, please refer to Section 3.2 of the solicitation document. 2. Question: Is conventional and 10% ethanol blended gasoline acceptable? Answer: Yes PROPOSED SCHEDULE EVENT DATE TIME RELEASE DATE: Wednesday, July 24, 2024 - PRE-BID MEETING N/A - QUESTIONS DUE DEADLINE: Wednesday, August 7, 2024 2:00 PM Local Time BID DUE DATE: MONDAY, AUGUST 19, 2024 2:00 PM Local Time RECOMMENDATION OF AWARD – CITY COUNCIL MEETING Wednesday, September 11, 2024 6:00 PM Local Time PROPOSAL SUBMITTAL All proposals must be submitted via VendorLink electronically at https://www.myvendorlink.com/. Finance Department Procurement Division 1225 Main Street Sebastian, FL 32958 (772) 388-8231 24-18-ITB – Addendum 1 Page 2 of 4 3. Question: Are all tanks accessible by a full-sized transport truck (18-wheeler), or will any of the tanks require a smaller tank wagon delivery? If so, which tanks will require the smaller vehicle? Answer: The underground tanks are accessible by truck. However, generators at the Police Department, City Hall, and the Airport will require tank wagon delivery. 4. Question: Will a metered bill of lading from the terminal be acceptable in place of the metered truck requirement? Answer: Yes 5. Question: The "Description" for pricing on page 42 lists one grouping of prices as "500 Gallon Minimum Delivery." Is this pricing supposed to be for transport truck (5000 min) deliveries? Any delivery <5000 would need to be delivered by Tank Wagon and would need to be charged at the "Tank Wagon Delivery - No Minimum Delivery" margin. Answer: Answer: Yes. Please see the revised price sheet included in this addendum. 6. Question: Would it be possible to adjust the 500 Gallons to 5000 for Minimum Delivery? If not, would it be possible to use the margin for "Tank Wagon Delivery" on any delivery that is <5000 gallons that would require Tank Wagon for delivery? Answer: Yes. Please see the revised price sheet included in this addendum. 7. Question: Regarding the indemnification language listed on page 16… attached you will find our legal department’s revised indemnification language we wish to use instead. Would this language be acceptable for the indemnification and hold harmless clauses? This revision would be negotiable. Answer: No. 8. Question: Will the bid award be split by product or awarded all to one bidder? Answer: Per section 3.1, The award shall be made to the lowest, most responsive, and responsible contractor(s). The City reserves the right to make multiple awards in its best interest. 9. Question: Will you split the award by tank wagon and transport? Answer: Per section 3.1, The award shall be made to the lowest, most responsive, and responsible contractor(s). The City reserves the right to make multiple awards in its best interest. Finance Department Procurement Division 1225 Main Street Sebastian, FL 32958 (772) 388-8231 24-18-ITB – Addendum 1 Page 3 of 4 10. Question: Have any addendums been released for this bid? Answer: No. 11. Question: Do you consider common carriers to be subcontractors? Answer: No. 12. Question: If we attend the bid opening, will we be able to review other submitted bids? Answer: No. 13. Question: If not, how and when will we be notified of the low bidder, and can we receive a copy of the bid tabulations? Answer: The apparent low bidder will be announced at the virtual bid opening. Once the evaluation process is complete, the bid tabulation and Notice of Intent will be posted to VendorLink. At that time, bid submittals will become public records. 14. Question: What is your current turnaround on payment of invoices? Answer: 30 Days. 15. Question: Can you do better than 30 days for payment terms, i.e. Net 10 or Net 15? Answer: We cannot commit to Net 10 or Net 15. 16. Question: Do you currently receive a discount for prompt payment of invoices? Answer: No. 17. Question: What is the average load size for gas and diesel? Answer: 500 Diesel, 5000 Unleaded 18. Question: An open records request was sent to your Purchasing department, when will we be receiving the information? Answer: The Public Records Request was fulfilled on 8/12/2024. The information has also been attached to this addendum for your convenience. Finance Department Procurement Division 1225 Main Street Sebastian, FL 32958 (772) 388-8231 24-18-ITB – Addendum 1 Page 4 of 4 19. Question: Will you accept up to 5% biodiesel in your diesel fuel? Answer: No 20. Question: Will a firm fixed price be considered? If not, why? Answer: Yes 21. Question: Are the tanks on a keep-fill program? Answer: No. However, we want all generators to be on a keep-fill program. 22. Question: Our tax department has identified the following taxes as being applicable to the following products in the bid: a. Conventional Gas: Federal LUST .001, Federal Oil Spill .00214 i. Federal Superfund .00405, State Motor Fuel .21, State Inspection .00125 ii. State Environmental Fee .02071, Indian River County .154 b. Ethanol (E10) Gas: Federal LUST .001, Federal Oil Spill .001926, i. Federal Superfund .003645, State Motor Fuel .21, State Inspection .00125 ii. State Environmental Fee .02071, Indian River County .154 c. Clear On-Road Diesel: Federal LUST .001, Federal Oil Spill .00214 i. Federal Superfund .00405, State Motor Fuel .21, State Environmental Fee .02071, ii. Indian River County .154 d. Dyed Off-Road Diesel: Federal LUST .001, Federal Oil Spill .00214 i. Federal Superfund .00405, State Environmental Fee .02071 Are these taxes to be included in the margin or billed separately when invoiced? Answer: Billed separately when invoiced. SECTION III: REVISIONS TO THE SCOPE OF WORK • N/A SECTION IV: ATTACHMENTS • Section 5 – Revised Bid Price Form • July 2023 - July 2024 Glover Oil Invoices o Uploaded Via VendorLink Finance Department Procurement Division 1225 Main Street Sebastian, FL 32958 (772) 388-8231 24-18-ITB – Addendum 1 Page 5 of 4 Sincerely, Jessica Graham, CPPB Procurement/Contracts Manager Acknowledgment of Addendum No. 1 by Contractor The Respondent hereby acknowledges receipt of the following Addendum: This addendum shall be completed and signed by an authorized representative and returned with the solicitation submittal. The Acknowledgment of the addendum receipt will become an integral part of the solicitation document. Acknowledging receipt of this Addendum, the undersigned understands and accepts the foregoing solicitation changes and clarifications. All other bid terms, conditions, and specifications as originally issued remain unchanged _________________________________ ______________________________________ Printed Name Signature _________________________________ ______________________________________ Title Date 24-18-ITB Failure to complete and submit this form with your bid package may result in the rejection of your bid Page 42 of 42 SECTION 5 REVISED BID PRICE FORM The bid prices shall remain good for ninety (90) days after the due date of this ITB. By signing below, the Bidder certifies that the price quoted represents and includes the entirety of the work, fees, profit, overhead, general requirements, general conditions, etc., of the project per the ITB documents. By affixing their signature to the Bid Price Form, the Bidder hereby states that they have read all bid specifications, terms, and conditions outlined in the ITB and agree to such. Bidder declares that the individual signing this Bid Price Form has the legal capacity to sign on behalf of Bidder and to obligate Bidder contractually. Furthermore, Bidder hereby agrees to provide the services described in the ITB for the unit or lump sum prices as noted below, which includes all supervision, labor, materials, equipment, supplies, machinery, tools, apparatus, insurance, bonds, transportation, overhead, profit, applicable taxes and costs of all kinds necessary to complete the services. Description Per Gallon Markup (+/-) To Wholesale Rack Price Transport (5,000 Gallon Minimum Delivery) Premium Unleaded 87 Premium Unleaded 89 Premium Unleaded 92 Diesel #2 Ultra Low Sulfur Diesel #2 Ultra Low Sulfur – Red Dye Tank wagon (No Minimum Delivery) Premium Unleaded 87 Premium Unleaded 89 Premium Unleaded 92 Diesel #2 Ultra Low Sulfur Diesel #2 Ultra Low Sulfur – Red Dye All prices shall be F.O.B. Destination unloaded and placed in its designated location at the City of Sebastian Public Works Compound, 505 Airport Drive W, Sebastian, FL 32958; City of Sebastian Municipal Airport, 202 Airport Drive E, Sebastian, FL 32958; City of Sebastian City Hall, 1225 Main Street, Sebastian, FL 32958; or City of Sebastian Police Department, 1201 Main Street, Sebastian, FL 32958. Bidder Name: Signature: Date: