Motor Fuel, Lubricants, and Other Supplies Bid Number 11. Bids due by 3:00 p.m. on Wednesday, May 25 th, 2016

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1 Motor Fuel, Lubricants, and Other Supplies Bid Number 11 Bids due by 3:00 p.m. on Wednesday, May 25 th, 2016 Okeechobee County Historic Courthouse 304 NW 2 nd Street, Okeechobee, FL GENERAL SPECIFICATIONS These specifications are intended to furnish the Okeechobee County Board of County Commissioners with the aforementioned product(s), according to the specifications below. It is clearly understood that the following are minimum specifications of the products. The Okeechobee County Board of County Commissioners reserves the right to accept any or all bids or to choose the bids considered to be in their best interest. The Okeechobee County Board of County Commissioners may award contract(s) on or after May 25th, NO BID WILL BE CONSIDERED UNLESS RECEIVED BEFORE THE DATE AND TIME SPECIFIED ABOVE. Please place Fuel Bid #11 on the outside of your envelope. BIDS MAY BE HAND DELIVERED OR MAILED

2 Technical Specifications OKEECHOBEE COUNTY Purchase of Motor Fuel, Lubricants and other Supplies Okeechobee County is seeking bids for furnishing gasoline, number 2 diesel, lubricants and other supplies to be used by various county departments. This bid is structured to allow fluctuation in market price. SEALED BIDS for motor fuel and lubricants will be received and publicly opened in Okeechobee County Historic Courthouse Administration Office, 304 NW 2"d Street, Room 222 on Wednesday, May 25th,2016 at 3:00 PM. The period of the contract will be for 4 years with the option to renew for an additional 4 years by mutual agreement between Okeechobee County and the Vendor. 1.) DEFINITIONS: "OPIS Net Average Rack Price" shall mean the fuel pricing service provided by OPIS, an industry benchmark for pricing Fuel. This contract shall use the OPIS Contract Average in net format for daily rack averages as established by OPIS Averages. Fuel prices are listed by port. "Fuel" shall mean any Fuel product obtained through this Contract. Fuel products may include Ultra Low Sulfur Grade No.2 Diesel, Ultra Low Sulfur Grade No. 2 Red Dye Diesel and E l O Unleaded 87 Octane. "Markup" shall mean the Contractor's price to cover all costs associated with providing Fuel to County facilities as more particularly detailed in section 5. Markup will mean both positive and negative numbers. Markup for Fuel shall be on a price per gallon basis. 2.) FUELS: The contractor shall deliver the following products: Unleaded 87 Octane conforming to Florida Administrative Code SF-2.001, Florida Department of Agriculture and Consumer Services. Billing to be adjusted to 60 degrees F. temperature on transport delivery. Ultra-Low Sulfur Diesel Fuel, Grade No. 2, for use in over the road diesel engines, complying with Florida Department of Agriculture and Consumer Services standards SF Billing to be adjusted to 60 degrees F. temperature on transport delivery. Ultra-Low Sulfur Diesel Fuel - Red Dye - Grade No. 2, for use in off the road diesel generators, complying with Florida Department of Agriculture and Consumer Services standards SF Billing to be adjusted to 60 degrees F. temperature on transport delivery. Unleaded 87 Octane Gasoline E lo, comply with Florida Department of Agriculture and Consumer Services standards SF Billing to be adjusted to 60 degrees F. temperature on transport delivery. 4 I P.::1 g e

3 3.) LUBRICANTS AND OTHER FLUIDS: a.) Synthetic SAE High Mileage Blend 10-W-30 for Gasoline Engines Approximately 400 gallons bulk per year and 10 cases of quarts b.) Synthetic SAE 15-W-40 for Diesel Turbo Engines Approximately 400 gallons bulk per year and 10 cases of quarts c.) Lithium Grease 120 lbs. keg 2 per year d.) Gear Oil 85W lbs. keg 2 per year e.) Hydraulic Fluid Universal Transdraulic or equal bulk only - 1,000 gallons per year f.) Windshield Washer Fluid All Season One gallon containers 100 gallons per years g.) Anti-Freeze Universal Blend 50/50 Diluted - 6 cases of 6 gallons per case per year 55 gallon drum, 3 per year. 4.) SCOPE OF WORK This contract is to provide Fuel, Lubricants and Other Supplies. The Contractor must efficiently provide required supplies to meet the requirements of the County. The bidder must meet the following requirements: Fuel costs will be determined based on OPIS (Oil Price Information Service) Contract Average (net format) reference city (port) in effect at 9:59 a.m. eastern time on May 16, attach the OPIS Contract Average net format Rack Price sheet with the bid; Markup will be established for each type of Fuel. Markup for Fuel shall be based on a price per gallon basis. Fuel costs shall exclude any taxes and/or fees that the County is exempt from paying. All Fuel costs will include OPIS Contract Average net format, the Contractor's Markup and all applicable taxes and/or petroleum associated fees allowed. Invoice prices shall reflect the actual date of delivery and the OPIS Contract Average for that date. 5.) PRICES Prices shall be submitted on County invoices determined by the date and port used. For Gasoline and Diesel: Prices will be calculated using the following information: OPIS Contract Average net format rack price as determined by the port used for delivery. Contractor's markup as determined by the Price Sheet. All applicable Fuel taxes and/or petroleum associated fees the County is obligated to pay. All applicable delivery and/or service charges as allowed. 5 I P.::1 g e

4 Contractor agrees that Contractor is prohibited from billing in a manner that exceeds the stated prices included in the Contract. The Contractor agrees that the price charged to the County shall be subject to audit; and the Contractor shall make any and all records supporting the invoiced prices available for inspection, upon written request by the County. The Markup shall be noted on the Price Sheet as follows: Discount Markup - A Discount Markup shall be noted as a negative number, using either a minus sign "-.xx" or enclosed within parentheses "(.xx), i.e. "-.01" or "{.01)". Markup - All other prices will be construed as a positive number for the Markup. The Markup or Discount Markup may include the Contractor's profit and any other costs the Contractor wishes to include. Prices shall be per gallon for the Markup and Discount Markup. Other charges are those costs the contractor does not include in the markup, i.e. actual freight charge, pump charges etc. 6.) COSTS OF LUBRICANTS AND OTHER SUPPLIES: Costs of lubricants and other supplies shall be marked on a separate Price Sheet as a delivered price per the quantity supplied i.e. per gallon for bulk or per size container (quarts, gallons, case etc.) for non-bulk products. The county is sales tax exempt. 7.) DELIVERIES All delivery costs for Lubricants and Other Supplies will be included in the bid price. All deliveries except for Grade Number Two Red Diesel - will be made to either the Public Works Yard at 804 NW 2 nd Street, Okeechobee, FL or Vehicle Maintenance at 306 NW 9 th Avenue, Okeechobee, FL Grade Number Two Red Diesel will be delivered to one of seven different locations, all within the southern portion of the county. 8.) INVOICING AND PAYMENT: Contractor agrees to be paid upon submission of properly prepared invoices for Fuel /Lubricants/Supplies purchased. Invoices shall be submitted to the County for each delivery made. The Contractor shall submit invoices for Fuel in sufficient detail for a proper pre-audit and post-audit, pursuant to section of the Florida Statutes. Fuel contract invoice prices will be allowed to increase or decrease during the contract period. However, only the OPIS Contract Average net format rack price shall be used for contract price adjustments. The effective date of per gallon OPIS Contract Net format average rack price changes shall be the OPIS publication of the day of delivery, which must accompany the invoice. Fuel invoice to be adjusted to a temperature of 60ºF on transport delivery. If applicable, freight charges shall be the actual cost of freight, markup will not apply. County payments terms will be in accordance with F. S and of the Florida Statutes. TAXES: Invoice Fuel prices shall not include State of Florida and/or Federal taxes from which the State and/or County is exempt. Any questions regarding applicable Fuel taxes may be directed to the Department of Revenue at (850) I P.::1 g e

5 FEDERAL AND STATE STANDARDS: It is the intent of the County that all specifications herein are in full and complete compliance with all Federal and State of Florida laws and regulations applicable to the type and class of commodity being provided. This includes but is not limited to, Federal Motor Equipment Safety Standards, Occupational Safety and Health Administration, Environmental Protection Agency Standards and State of Florida requirements that apply to the type and class of commodity being provided. In addition, any Federal or State legislation that should become effective during the term of the Contract, including any renewals, regarding equipment safety or emissions shall immediately become a requirement of the Contract. The Contractor must meet or exceed any such requirements of the laws and regulations. If an apparent conflict exists, the Contractor must contact the Contract Administrator immediately. INSURANCE: The successful contractor will carry and maintain throughout the period of the Agreement comprehensive general liability insurance in the amount of $1,000,000 to cover all classifications of work contemplated herein, and will also carry and maintain auto liability insurance within the limits of $1,000,000 for each person and for each occurrence. Certificates demonstrating insurance coverage shall be furnished to the county within fifteen (15) days of the execution of the Agreement. Maintenance of such insurance is a condition precedent to the compensation of the contractor for products delivered. The contractor shall also maintain statutory workers' compensation insurance and employer's liability insurance to cover employees and volunteers as required by state and federal law. AWARD OF CONTRACT: Award of contract for motor fuel shall be based on the total of per gallon OPIS Contract Average net format price, per gallon bid margin/markup and any other charges. Per gallon bid margin/markup is to include all costs for overhead, profit, delivery, subcontractor for transportation, taxes (other than Florida State sales and excise tax as may be applicable) etc. that are the responsibility of the bidder. The margin/markup over OPIS Contract Average net format average rack price included in the bid shall remain in effect throughout the term of the contract. Pricing shall be subject to change in accordance with the OPIS Contract Average net format rack price increases and decreases throughout the term of the contract. Actual OPIS Contract Average net format rack price changes only shall be passed on. Award of contract for Lubricants and other supplies shall be based on lowest bid for the product offered. Multiple contract for lubricants and supplies may be awarded or the county, at its sole discretion, may award only one contract for lubricants and other supplies based on the lowest cumulative cost of all lubricants and other supplies using the estimated quantities given. TERM OF AGREEMENT: The agreement shall be for a 4 year period and will be renewable for up to four additional years. If for any reason, the Contractors services become unsatisfactory, the contract may be terminated allowing the County to reevaluate the available sources for the purchase of fuels/lubricants and other supplies for the remainder of the contract term. SEALED BID ENVELOPES MUST BE CLEARLY MARKED Bid envelopes must be clearly marked on the outside, "Sealed Bid Okeechobee County Motor Fuel", include an original and 1 copy and must be received by 3 PM on the bid opening date. Bids are subject to rejection if not submitted on the form provided with attachments as requested throughout the bid. Okeechobee County Board of County Commissioner will award to the lowest responsible bidder. Any or all bids may be rejected for good cause. Multiple contracts may be awarded, one for fuels and one for lubricants. INCLUDE A COPY OF YOUR W-9 - Each sealed bid shall include a W-9 for the submitting company. 7 I P.::1 g e

6 INVITATION TO BID PROPOSAL FORM MOTOR FUEL, LUBRICANTS AND OTHER SUPPLIES The undersigned hereby certifies that the unit prices proposed are effective as of May 16, 2016 and that they have read the Bid Specifications and thoroughly understand same and propose as follows to meet or exceed the Bid Specifications. FUEL PRODUCTS Items: 1.) APPROXIMATELY 60,000 GALLON ANNUAL PURCHASE OF E l O UNLEADED 87 OCTANE (12,000 max gal tank) Delivery - Public Works Yard 2.) APPROXIMATELY 70,000 GALLON ANNUAL PURCHASE ULTRA LOW SULFUR NO. 2 DIESEL (12,000 max gal tank) Delivery - Public Works Yard 3.) APPROXIMATELY 10,000 GALLON ANNUAL PURCHASE ULTRA LOW SULFUR NO. 2 RED DYE DIESEL Delivery - Seven Generator locations all in southern Okeechobee County NET PRICE OF PRODUCT ONLY, DO NOT ADD FEDERAL, STATE OR LOCAL TAXES. THE MARGIN/MARKUP OVER RACK PRICES INCLUDED I N THIS BID SHALL REMAIN IN EFFECT THROUGHOUT THE TERM OF THE CONTRACT. Okeechobee County Fuel Margin/Markup Quotes Item 1 Description OPIS Net Reference City & Average Rack Price Per Gallon Rack Price (As of May 16, 2016) Per Gallon Bid Margin/Markup Total Per Gal Bid Price (For Evaluation Purposes Only) 2 3 Unleaded E Octane Mid- Level Ultra Low Sulfur Number 2 Diesel Ultra Low Sulfur Number 2 Diesel Red Dye Bids will be evaluated on OPIS Contract Average Net Format Report Reference City Rack Price as of 9:59 am May 16, 2016 for each item plus the Per Gallon Margin/Markup. The County reserves the right to evaluate and award the Unleaded Gasoline, Diesel Fuel requirements on an "All or None" basis for each product and may award to more than one bidder. Quantities shown are for evaluation purposes only. The County makes no guarantee as to the quantities that will be purchased under the Contract.

7 LUBRICANTS AND OTHER SUPPLIES Items: 1.) Synthetic SAE High Mileage Blend 10-W-30 for Gasoline Engines Approximately 400 gallons bulk per year and 600 quarts 2.) Synthetic SAE 15-W-40 for Diesel Turbo Engines Approximately 600 gallons bulk per year and 600 quarts 3.) Lithium Grease 120 lbs. keg 2 per year 4.) Gear Oil 85-W lbs. keg 2 per year 5.) Hydraulic Fluid Universal Transdraulic or equal bulk only - 1,000 gallons per year 6.) Windshield Washer Fluid All Season One gallon containers 100 gallons per years 7.) Anti-Freeze Universal Blend 50/50 Diluted 6 cases of 6 gallons per case per year 55 gallon drum, 3 per year NET PRICE OF PRODUCT AND DELIVERY ONLY, DO NOT ADD FEDERAL, STATE OR LOCAL TAXES. THE PRICE INCLUDED IN THIS BID SHALL REMAIN IN EFFECT THROUGHOUT THE TERM OF THE CONTRACT.

8 Lubricants and Other Supplies Item Description Additional Information 1 Estimated Quantity per Year Synthetic 10-W- 30 for Gas Engines - Quarts High Mileage Blend 600 Quarts Bid Price per Unit Total Estimated Quantity times unit Price Bid(For Evaluation Purposes Only) 1a 2 2a Synthetic 10-W- 30 for Gas Engines - Bulk High Mileage Blend 400 Gallons Synthetic 15-W- 40 for Turbo Diesel Engines - Quarts 600 Quart Synthetic 15-W- 40 for Turbo Diesel Engines - Bulk 600 Gallons 3 Lithium Grease 120 lb. Keg 2 Gear Oil 85-W Keg Hydraulic Fluid Bulk Only Windshield Washer Fluid Universal Transdraulic or equal All Season One Gallon Containers Anti-Freeze Universal Blend 50/50 Diluted 36 Anti-Freeze Universal Blend 50/50 Diluted 55 Gallon Drum 3 1,000 Gallons 100 Gallons

9 Additional Information Okeechobee County has only had the need for a few emergency deliveries but would like to know what the response time would be if an emergency arises. Emergency Delivery can be provided within hours notice Other charge(s) to above ground tanks, if applicable. Pump Charge $ Freight Charge $ Please attach to the bid a sheet of all applicable taxes such as pollution taxes and other percentages added to fuel oils. Delivery within hours after receipt of order.

10 OKEECHOBEE COUNTY INVITATION TO BID Okeechobee County requests bids from qualified vendors for the purchase of fuel, lubricants and other supplies on an annual contact basis. Bids should be submitted on the "Invitation to Bid" summary sheet. This bid sheet and the full RFP may be obtained by calling (863) or via If you download from the County Website, you must register with the Public Works Director to obtain Addendums. Please include all of the information requested on the bid summary sheet. The bidder does not have to provide a bid on all items listed on the Invitation to Bid. The bidder may submit bids on portions of the fuel types requested but must respond to the sections requesting information on emergency delivery for any bid. Bids will be due no later than 3 PM May 25, 2016 and should be submitted in a sealed envelope and clearly marked "Sealed Bid #11 Motor Fuel Any question or inquiries should be directed to: Lee Evett, Public Works Director at (863) Proposals should be sent to: Okeechobee County, 304 NW 2nd Street, Room 202, Okeechobee, FL All bids received after the deadline for submission will not be opened or considered. Okeechobee County reserves the right to waive formalities or informalities, to reject or award any and all bids or part(s) thereof, or to negotiate further with any or all bidders and accepts no responsibility for the expense of preparation or delivery of bids to the County. Responses to the "Invitation to Bid" will be submitted to the Board of County Commissioners on or after May 26, 2016 with recommendation(s) for bid award(s). Sharon Robertson, Clerk Board of County Commissioners Frank Irby, Jr., Chairman Board of County Commissioners PUBLISHED: May 1 & 4, 2016