HomeMy WebLinkAboutExhibit I. RFP Addendum No. 3 updatedEXHIBIT A - REVISED
TECHNICAL SPECIFICATIONS
FOR
GASOLINE AND DIESEL FUELS &
DISPENSING FACILITY SERVICES
This Exhibit A replaces any previously issued Technical Specifications issued. The City of
Bremerton operates a fleet of approximately 300 vehicles using the following fuels:
Diesel 100
Unleaded Gasoline 250
Experienced annual consumption in gallons:
Diesel 60,000
Unleaded Gasoline 101,000
Consumption figures are rounded but are within 10% of 2019 actuals. These numbers are given
for estimating purposes only. They do not represent guaranteed or implied quantities or order
for fuels. The “mix” of use is presented for estimating purposes only.
Octane ratings are/shall be those commonly accepted as the industry standard prescribed by
the vehicle manufacturers.
A.PRICING AND BASIS OF BID AWARD
The contract will be awarded for a three (3) year term beginning March 1, 2021. April 1, 2022
Thereafter, the City retains the option to extend the contract annually for up to three (3)
additional one (1) year terms.
Bids will be received, and a contract awarded on an All or None basis. The contract will
not be split between two or more Vendors.
Bidder must bid and provide all fuel products listed.
Daily Tacoma OPIS Contract average price
Products provided shall be priced at the average range of Oil Price Information Service
(OPIS Daily Rack Price plus OPIS Multiplier) or Weekly PADD Report as of 10/5/2020 for
the Seattle Area West Coast as published by the US energy Information
Administration. Bidders will specify a firm, fixed margin above the average range price
listed for our location, as reported in the applicable publication. Margins will be used for
bid evaluation. The weekly per gallon price will be determined by adding the “margin
price” (for each type of fuel) to the average listed OPIS PADD 5 Report for
Seattle/Tacoma West Coast, published weekly, except for the last week in June and
December. Daily Tacoma OPIS Contract average price.
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EXHIBIT A - REVISED
Bids will be evaluated using the margin bid applied to experienced annual usage for all
product combined. The lowest average overall margin, based on experience annual
usage, will be used to determine award after considering City administrative expenses
associated with each bidder’s service proposal.
Margins shall be fixed for the term of this agreement including any contract extension
periods.
Vendor will be responsible for all set-up and materials costs for initializing the system
for City use, including required vehicle cards and driver PIN numbers
B.FUELING FACILITIES
Shall supply all City card-holders with the following fuel types on demand:
Diesel 100
Unleaded 250
Biodiesel, if available, shall have a maximum blend of 20%.
The dispensing facility for all commodities included herein shall be within five (5)
minute drive, unhindered by traffic, of the City of Bremerton Equipment Services
Maintenance facility located at 100 Oyster Bay Ave. N. Bremerton.
C.CARD LOCK SYSTEM
The following specifications pertain to the “Card Lock” system and represent the
minimum standards acceptable to the City.
1.For security reasons it is desirable to utilize a one (1) card system with the
following specifications.
i.Each listed vehicle will have its own assigned fuel card that corresponds
with the vehicle numbering system used by the City of Bremerton.
ii.Each listed operator will be issued a unique Personal Identification
Number (PIN) to be issued by the Vendor in a four (4) digit numerical
format.
2.Equipment Services will advise the Vendor when new or replacement
cards/PIN numbers are required.
3.Vehicle cards and/or PIN numbers will be provided within seven (7) calendar
days following the request from Equipment Services Division.
4.Vendor should provide online card management and account access
5.Pricing must include setup/installation and new cards and break out annual
reoccurring costs, one-time set-up, and warranty fees. Systems should be a
cloud-based server housed in the continuous United States and include
guarantee that data transmission shall not be released without proper public
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EXHIBIT A - REVISED
notification requirements. Vendor shall allow the City to determine the length
of data storage. Card issuance shall be within 30 days of contract award and will
be no cost. If internet connectivity is disrupted, back-up service shall be made
available maintaining continuous connectivity.
6. Card reads at each deliver site shall be supplied by the following:
Fire station 1: 2 tanks with one card reader- 1 diesel and 1 unleaded
Fire station 2: 1 tank and one card reader- diesel
Fire station 3: 1 tank and one card reader- diesel
D.REPORTING
The following specifications pertain to the “Reporting” system and represent the
minimum standards acceptable to the City.
All reports will be submitted to the Equipment Services Division. The reporting system
shall have the capability to produce reports requested by the City in a variety of formats,
including but not limited to:
By vehicle: Vehicle numbering must match the City’s vehicle numbering system utilizing
4 to 6 digits (example 1425 or 111425).
By operator/driver
By date and time of purchase
By location of purchase
By type and quantity of fuel
Monthly reports and statements shall be in electronic format which can easily be
inputted into the City of Bremerton’s asset management system.
The City of Bremerton will accept and pay invoices monthly. The City does not pay from
statements. Vendor shall submit monthly billing in a format that includes:
Billing period dates
Invoice number
Date and time of purchase
Vehicle number
Driver name
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EXHIBIT A - REVISED
Odometer reading
Product
Gallons delivered by grade
Price per gallon by grade
Plus margin per gallon
Appropriate tax
Extended price
All fueling receipts shall be posted in dated order for each vehicle and include all
information shown in 3 above.
E.SERVICE AND ACCESS - required response items and are part of the scoring
The following specification pertains to hours and conditions of service and access and
are predicated on the City’s need to respond to the emergency needs of its citizens
regardless of hour, day, weather conditions and other acts of nature.
Access of fueling services shall be twenty-four (24) hours per day, seven (7) days per
week including holidays.
A twenty-four (24) hour emergency telephone number will be posted and clearly visible
on the pumps or at another appropriate on-site location with instructions as to how to
contact the Vendor to report emergencies or service failure. Vendor will provide twenty-
four (24) hour repair service coverage. Service response will be no longer than two (2)
hours from the time the call is placed.
Vendor agrees to provide the City with an uninterrupted source of fuels in the event of
emergencies caused wholly or in part by embargoes, civil unrest, national emergency,
acts of nature or re-implementation of allocations.
The Vendor shall provide and demonstrate emergency power generation in accordance
with all federal, state and local laws and provide uninterrupted service, to ensure the
continued operation of pumps and accounting systems in the event of a natural or
catastrophic event that disrupts normal operation of the fueling facility. The availability
of this generator shall be at minimum within the first year of this contract.
The Generator should have automatic start capabilities that are not dependent upon
approvals.
a.In event of catastrophic damage to the fueling station, vendor will provide
portable on-site fuel delivery within 12-24 of time of request.
b.Requests for non-scheduled delivery to on-site tanks should be responded to
within 12-24 hours of time of request.
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EXHIBIT A - REVISED
Requests for various on-site delivery will be made within 12-24 hours of time of request.
Allocations and availability of fuels shall not be less than one hundred percent (100%) of
fuels purchased during the past full year with delivery available on a monthly average
basis.
Preference may be given to firms offering card lock services throughout Western
Washington. Availability of interstate services is desirable.
F.BULK FUEL DELIVERY
The City of Bremerton owns and maintains four (4) above ground bulk fuel tanks located at
each of the Fire Stations within the city. This fuel delivery shall be made part of this bid and
the bid will show price of each fuel by gallon to include the standard margin and the delivery
cost (per gallon). Delivery locations are included below:
a.Station 1- 911 Park Ave.
1.Bremerton, WA
b.Station 2- 5005 Kitsap Way
1.Bremerton, WA
c.Station 3- 3031 Olympus
1.Bremerton, WA
G.BULK LUBRICANT DELIVERY
Vendor shall supply bulk lubricants at a minimum discount of 20% Margin off list
price. This bulk lubricant delivery shall be made part of this bid and the bid will show
the price of each lubricant by gallon and the delivery cost (per gallon).
Delivery location shall be at the City of Bremerton Equipment Service Division at:
City of Bremerton
Public Works & Utilities
104 Oyster Bay Ave. N.
Bremerton, WA 98312
98337
98312
98310
DocuSign Envelope ID: 00D8A276-D62F-4F7F-A305-CA39D64A5459
EXHIBIT B - PRICE SCHEDULE - REVISED
Item
No. Description
PIN/Vehicle
Assignment
Method
Described
Reporting
compliance
with
Section B
of Exhibit A
Margin
above/below
Average OPIS
Daily or PADD
5 Report price
listed for
West Coast as
of 10/5/2020
per gallon
Soonest
arrival time
for will call
or
emergency
response
delivery
(i.e. 2
hours)
Delivery
Price of
10/5/2020
Price per
gallon
Annual
Price
1 Card Lock System
2 System Setup
3 Diesel (OPIS Rack price x OPIS
multiplier)
4 Biodiesel (OPIS Rack price x OPIS
multiplier)
5 Unleaded (OPIS Rack price x OPIS
multiplier)
6 Bulk Fuel and Lubricant Delivery
6 a Bulk Fuel type 2 and Lubricant
Delivery
7 Emergency Fuel and Lubricant
Delivery and Service
clear form
DocuSign Envelope ID: 00D8A276-D62F-4F7F-A305-CA39D64A5459