SPECIAL CONTRACT TERMS AND CONDITIONS SECTION I GENERAL INFORMATION

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1 I.1 OVERVIEW SPECIAL CONTRACT TERMS AND CONDITIONS SECTION I GENERAL INFORMATION This Solicitation No.CN , will cover the requirements for truck transport delivery (over 5,000 gallons) of either Ultra Low Sulfur Diesel #2 or Bio-Diesel (B5 thru B20) ( Fuel, or, collectively Fuels) to specified locations as shown on the accompanying fuel tank location sheets and corresponding bid sheets. The awarded supplier/suppliers will purchase the commodity itself on the commodity futures market as further detailed in Section III, Contract Clause III.1, entitled Pricing Structure. I.2 CONTRACT TERMS AND CONDITIONS/ORDER OF PRECEDENCE Invitation for Bid No. CN is comprised of the following documents that are incorporated by reference and are listed in order of precedence in the event of a conflict between the documents: 1. These Special Terms and Conditions and any attachments referenced herein; 2. Standard DGS Purchase Order Terms and Conditions SAP, GSPUR-12E, (Rev 6/16/07) which can be found at 3. General Conditions and Instructions to Bidders for Supplies for RFQ-Invitation for Bids, STD-203 (SAP), (1/17/03), which can be found at I.3 TERM OF CONTRACT Each Contract shall commence on the effective date and expire on Oct 31, 2010, unless extended or renewed in accordance with Sections 1.9 and 1.10 below, respectively. I.4 BIDDING Diesel Fuel/Bio-Diesel Fuel The bid price is the price differential above the NYMEX Futures Market commodity price for heating oil and the quality/product differential. The price differential includes all transportation, delivery, handling charges, fees, overhead, profit, and any applicable taxes, etc. The price differential shall remain fixed for the entire contract period. The quality/product differential addresses the price difference between heating oil and diesel fuel products. The quality/product differential shall be agreed upon by the awarded supplier and the Commonwealth at the time the NYMEX heating oil commodity pricing is determined for a quantity of diesel or bio-diesel fuel. The Pricing Structure Clause, in Section III, details the calculation of a total fuel price for both diesel fuel and bio-diesel fuel. For diesel fuel and bio-diesel fuel, bids are requested by group. Each group has a various number of counties. Each county represents one or two Commonwealth facility locations. The estimated quantities represent the combination of each facility s diesel fuel requirement in a particular county. From that total quantity, it cannot be determined what quantity will be purchased as strictly ultra low diesel fuel and what quantity will be purchased as a bio-diesel fuel blend. The Department of Transportation Page 1 of 9

2 piloted the use of B5 in eight counties in their District 8 last year and plan to expand the use of B5 to other districts during this contract term. I.5 INCURRING COSTS The Commonwealth is not liable for any costs or expenses incurred by Qualified Suppliers in the preparation of their bids. I.6 PRICE SUBMISSION INSTRUCTIONS Suppliers will submit their pricing responses utilizing the Excel worksheets on disk (floppy/cd). The Excel work book has two worksheets: one worksheet for ultra-low sulfur diesel fuel/ bio-diesel fuel and a worksheet for diesel additive. When completing the worksheets, Suppliers must include the following information: Price Differential per gallon Diesel Fuel and Bio-Diesel Fuel Supplier FIN Insert your Federal Identification Number Supplier Name Insert your company name Vendor Number Insert your assigned SAP vendor number Return a disk (with Supplier s name printed on the disk label) along with a printed hard copy of the completed worksheets/item sheets with the signed bid in a sealed envelope. If you have any questions regarding the disk or its contents, please contact Jack Banks, at or Greg Knerr, at I.7 AWARD For diesel fuel and bio-diesel fuel, group award shall be made to the responsive and responsible bidder with the lowest price differential for each particular group. The offered price for the additives will not be an evaluation factor for award. I.8 PURCHASE ORDERS Under this contract, all purchase orders will be executed by the Department of General Services, Bureau of Procurement. I.9 OPTION TO EXTEND The Department of General Services reserves the right, upon notice to the Contractor, to extend the Contract or any part of the Contract for up to three (3) months upon the same terms and conditions. This will be utilized to prevent a lapse in Contract coverage and only for the time necessary, up to three (3) months, to enter into a new contract. I.10 OPTION TO RENEW The contract(s) or any part of the contract(s) may be renewed for an additional four (4) one-year terms by mutual agreement between the Commonwealth and the Contractor(s). If the Contract(s) is/are renewed, the same terms and conditions shall apply. Page 2 of 9

3 I.11 LIQUIDATED DAMAGES (DIESEL FUEL AND BIO-DIESEL FUELONLY) The delivery of fuel not meeting specifications defined in PCID 1056 i.e. winter blend, may cause interruption of the proper implementation of the Commonwealth s winter roadway safety program. The Commonwealth and the awarded supplier, therefore, presume that in the event of any such interruption due to the failure to meet specifications, the amount of damage which will be sustained as $ per business day per inoperable truck involved in the Commonwealth s winter roadway safety program. The Commonwealth and the awarded supplier further agree that, the awarded supplier shall pay such amount as liquidated damages not as a penalty. The Commonwealth shall be held responsible for roadways that are officially closed, obstructed, or impassable due to winter weather conditions and is required to release the supplier from the liquidated damages for the day(s) of obstruction to traffic. The Commonwealth has the following option for deducting amounts due to the Commonwealth as liquidated damages: May deduct such from any money payable to the awarded supplier or May bill the awarded supplier as a separate item. It is the responsibility of the Department of General Services to investigate instances of fuel not meeting specifications and causing interruption of the proper implementation of the Commonwealth s winter roadway safety program by gathering information from the using agency and the contractor. The Department of General Services will determine whether liquidated damages are an appropriate remedy in each instance. The Commonwealth shall notify the awarded supplier in writing of any claims for liquidated damages pursuant to this paragraph before the date the Commonwealth deducts such sums from the money payable to the awarded supplier. I.12 OPTION FOR SEPARATE COMPETITIVE BIDDING PROCEDURE The Department of General Services reserves the right to purchase supplies covered under this Contract through a separate competitive bidding procedure, whenever the department deems it to be in the best interest of the Commonwealth. The right will generally be exercised only when a specific need for a large quantity of the supply exists or the price offered is significantly lower than the Contract price. I.13 INQUIRIES: Direct all questions concerning this solicitation to the appropriate buyer named herein. Jack Banks Bureau of Procurement 555 Walnut Street, Forum Place Harrisburg, PA (717) (717) Fax jbanks@state.pa.us Page 3 of 9

4 SECTION II SCOPE OF WORK II.1 SCOPE OF SUPPLY REQUIREMENTS Supplier is required to supply and deliver the designated fuel type to those specific facilities in their awarded counties that appear on the Fuel Tank Locations List. The list includes the estimated quantity, number of tanks, whether tanks are above ground or underground, and their sizes at each location. When deemed in the best interest of the Commonwealth, additional locations may be added within a supplier s awarded county or awarded group of counties. II.2 DELIVERIES Supplier shall deliver fuel within five (5) days after receipt of a Field Purchase Order or agency notification for delivery. In an emergency situation, the Supplier shall deliver Fuel(s) within 24 hours after agency notification of delivery or as otherwise agreed to, by the using agency and the Supplier. Deliveries shall be at the tank inlets at each individual facility for each individual fuel type. Transportation terms are F.O.B. DESTINATION for all deliveries. The Minimum Truck Transport ( T.T. ) delivery quantity is 5,000 gallons. II.3 DELIVERY NOTES Contractor is responsible for deliveries of awarded items; however, contractor may arrange to have another company make the actual delivery subject to the same terms and conditions of the contract. The Commonwealth has a number of above ground, concrete vaulted, fuel storage tanks. Product enters a vaulted tank through a 4 port equipped with a 2 grooved male adapter. The existing adapter and overfill protection equipment does not permit full infusion of a standard delivery nozzle into the tank. Delivery vehicles are required to carry a cam-and-groove, or quick disconnect fitting adapter, (if not already equipped with one), to insure the proper connection to the tank. It is not permissible to remove the overfill protection to gain access to the tank, nor to deliver product through any other existing port on the tank. This procedure is strictly enforced to insure the integrity of the overfill mechanism, and the tank system in general. II.4 DELIVERY DOCUMENTS Computerized bills of lading, metered slips from the terminal loadings, and sealed compartment deliveries are acceptable. An authorized representative of the Commonwealth must be present at all deliveries. The driver must obtain a signature from the Commonwealth s authorized representative verifying the readout. For Diesel Fuel Only: For winter blending, stamp or write Fuel Additized with at ratio on the delivery document. Otherwise, the agency will not accept delivery. All Fuels: The Commonwealth will pay for the gross amount of gallons received metered or otherwise; no adjustment will be made for temperature, etc. Page 4 of 9

5 II.5 SECURITY CLEARANCE (DEPARTMENT OF CORRECTIONS) At Department of Correction s facilities, all awarded suppliers, who utilize regular delivery transportation, will have to submit clearance checks for all their drivers and their subcontractor s drivers (regardless if delivery is inside or outside of the fence). Common carriers will not be required to render clearance checks, however are subject to search and escort procedures. All carriers reporting to outside warehouses must secure their vehicle (windows closed and doors locked), sign in at warehouse and wait for further directions from correctional staff. II.6 SPILLAGE Accidental release or spillage during delivery of the product by the supplier shall result in the supplier being held responsible for all costs associated with the cleanup and disposal of all contaminated soil. When a spill occurs, the supplier shall immediately notify the Department of Environmental Protection (DEP). Cleanup and disposal must be conducted in accordance with state and federal regulations and guidelines. All spillages must be corrected on an immediate basis to the satisfaction of the ordering agency and DEP. II.7 LIABILITY The supplier shall insure that adequate safety measures are taken to protect agency buildings, grounds, and/or equipment from damages resulting from the furnishing and delivery of the fuel. The supplier shall be liable for any damages from which it or its employees are responsible. The supplier shall provide constant surveillance during delivery by having a person in attendance at all times at the point of transfer. II.8 FUEL SPECIFICATIONS Diesel Fuel The low-sulfur and ultra-low sulfur diesel fuel shall comply with Pennsylvania Commercial Item Description ( PCID ) 1056, entitled Fuel, Diesel, effective 5/4/09. Bio-Diesel Fuel The bio-diesel fuel shall be a blend by volume. These fuels shall conform to the attached PCID 1107, entitled Bio-Diesel Fuel, B100, effective 5/4/09 and the PCID 1056, entitled Fuel, Diesel effective 5/4/09. The blend of fuels shall be accomplished by the injection blending or splashing blending method. II.9 LABORATORY TESTING RESULTS The Department of General Services reserves the right to require all awarded suppliers to provide certified data from laboratory testing performed by the suppliers, or performed by an independent laboratory, as specified by the department. All costs associated with supplying these samples are the responsibility of the supplier. II.10 CERTIFICATION The awarded supplier must provide certifications for each delivery of the fuel products listed below. Certifications will be submitted on company letterhead or stamped/written on delivery receipt. Page 5 of 9

6 Diesel Fuel and Bio-Diesel Ultra low sulfur diesel fuel meets all EPA requirements Biodiesel fuel (B100), used as a blend stock, is derived from virgin soybean, rapeseed, corn or canola oils. Winter Blend diesel fuel has a cold filter plugging point of -15 F or lower. For winter blending, stamp or write Fuel Additized with at ratio on the delivery document. Otherwise, the agency will not accept delivery. II.11 WINTER BLEND (DIESEL FUEL and BIO-DIESEL FUEL ONLY) When ordering winter blend diesel fuel, agency purchase orders will include a line item for ultra low sulfur diesel fuel/bio-diesel fuel that pertains to their county and type of delivery and also include a line item for additive. As an example, a purchase order for 500 gallons of winter blend will have a line item for 500 gallons of the diesel fuel and a line item for 500 gallons of additive. The additive is priced per gallon and is an up charge for the treatment of each gallon of fuel. Note: The purchase of winter blend is considered optional. The Department of General Services recognizes that some facilities monitor their fuel very closely and treat their diesel fuel deliveries with additives themselves. Note: Purchase orders for heating oil that include additive shall be executed in the same manner. Page 6 of 9

7 SECTION III PRICING AND INVOICING III.1 PRICING STRUCTURE 1. For each type of fuel, the Commonwealth intends to purchase, on an as needed basis, a specific quantity for locations within the awarded counties or awarded groups of counties at a firm fixed price. The pricing structure of this contract are determined as follows; Diesel Fuel/Bio-Diesel Fuel - the sum of the applicable awarded price differential for a particular group of counties plus the NYMEX commodity futures price for heating oil for a given month or months plus a mutually agreed upon quality/product differential that addresses the cost difference between the NYMEX commodity price for heating oil and the commodity price for diesel fuel. 2. For Diesel Fuel and Bio-Diesel Fuel: To establish the commodity price, the New York Mercantile Exchange (NYMEX) Futures Market for Heating Oil, stated in net gallons, will be utilized on a real time basis. To arrive at a fixed commodity price, the Department of General Services (DGS) will provide the Supplier with specified quantities for delivery in a future month or months. DGS and the Supplier will then agree to the commodity price for each applicable delivery month or months based upon the real time NYMEX posted pricing. When the commodity price is fixed, DGS and the Supplier will also agree upon a quality/product differential for each applicable delivery month or months based on the current price difference between heating oil and diesel fuel. 3. It is understood that the heating oil futures contracts trade in units of 42,000 gallons. It is also understood that the trading hours for both commodities is 9:00AM to 2:30PM (EST). III.2 INVOICES The total fuel price for diesel fuel and bio-diesel fuel is comprised of the NYMEX commodity futures price plus the quality/product differential plus the applicable awarded differential. When invoicing, no other taxes or fees shall be added to the aforementioned total fuel price. This action only delays invoice payment. Any applicable taxes or fee assessments shall be included in the price differential (See I.4, BIDDING). If, as a result of legislation or any regulatory body, a new tax or fee is established subsequent to bid opening then the supplier may request that the new tax or fee be added as part of the total fuel price. As a minimum, the request shall include the name, amount, effective date, and applicability, of the new tax or fee, as well as reference to the legislation or regulation that authorized it. If the Commonwealth agrees that it is subject to the new tax or fee, then a change notice will be issued to allow for payment. III.3 PAYMENT METHOD To facilitate prompt invoice payments, Commonwealth Agencies may utilize the Purchasing Card and /or the Utility Purchasing Card. III.4 REPORTING REQUIREMENTS The Commonwealth requires a monthly electronic (Microsoft Excel/Access) summary report from the Contractor. The electronic format shall be jointly determined by the Contractor and the Commonwealth. As a minimum, the report shall contain the following information: Contract Number, Contractor Name, Account Number, Invoice Page 7 of 9

8 Number, Customer Name, Delivery Address (include Street, City, State), Delivery Date, Fuel Description, Quantity, Unit of Measure, Unit Price, and Total Price. The report must be filed within thirty (30) days after the end of each month with the Commonwealth. In addition, the Contractor may be asked to furnish additional information to the Commonwealth regarding deliveries, payments, invoices, etc. Page 8 of 9

9 SECTION IV REQUIRED DATA IV.1 ADDRESS OF PURCHASE ORDER Commonwealth agencies may issue purchase orders against this Contract for supplies required by the agencies (using agencies). Please state below where the Purchase Orders should be sent (name, address, city, state, zip code). Address: Contact person: Telephone Number: Address: IV.2 EMERGENCY DELIVERY PROVISION In the event of, and for the duration of, any state of emergency or disaster declared by the Governor, the supplier for any county in which the emergency of disaster is officially declared shall attempt to provide continuous twenty-four hour service as directed by the Commonwealth. For the purpose of maintaining necessary communications and services, the supplier has designated, in the space provided below, a primary and if available, a secondary contact person or title. The supplier guarantees that the persons so designated will be available throughout the emergency. County Facility Address Contact Person(s) Title Phone Number(s) Page 9 of 9

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