B24-2000 Transportation Fuels

Agency:	Oswego Boces
State:	New York
Type of Government:	State & Local
Posted Date:	Mar 18, 2024
Due Date:	Apr 16, 2024
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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When submitting a sealed bid, please be sure to put thebid title and bid number on the outside envelope being mailed.

Please attach a completed W9 to your bid response.

Vendor:

Bid Contact:

Ordering Contact:

Address:

Ordering Address:

Phone #:

Fax #:

E-Mail:

Tax ID #:

Ordering Phone #:

Ordering Fax #:

Ordering E-Mail:

Web-Site:

Center for Instruction, Technology & Innovation (CiTi)

Oswego County Board of Cooperative Educational Services

179 County Route 64

Mexico, NY 13114

(315) 963-4253 phone

www.CiTiboces.org

www.CiTiboces.org/cooperativepurchasing

Specification and Instructions for the Supply of

Transportation Fuels

Bid Number: B24-2000

Bid Contract Dates: July 1, 2024 to June 30, 2025

Date of Bid Opening: April 16, 2024 @ 12:30 p.m.

BID PARTICIPANTS:

APW School District

Center for Instruction, Technology & Innovation (CiTi)

Central Square Central School District

Hannibal Central School District

Mexico Academy & Central School District

Oswego City School District

Phoenix Central School District

Sandy Creek Central School District

Town of New Haven (New York)

Town of Parish (New York)

Town of Scriba (New York)

Cooperative CiTi Bid

Do not separate these sheets

Please submit all questions on the Question form of the packet and email to the attention of:

Amy Rhinehart, School Purchasing Officer

purchasing@CiTiboces.org

179 County Route 64

Mexico, NY 13114

315-963-4253 phone

All public bid openings hosted by The Center for Instruction, Technology & Innovation (CiTi) are made available virtually via the Zoom

platform. Bidders and members of the public can join the live bid opening virtually by sending an email request in advance of the opening

date and time to: purchasing@citiboces.org. Bidders and members of the public who wish to join the bid opening in-person must follow all

visitor policy guidelines when present on CiTi property.

B24-2000 Transportation Fuels

Oswego County Board of Cooperative Educational Services

Amy Rhinehart, School Purchasing Officer

This is a cooperative bid for the purchase of fuel commodities

for the following school districts and municipalities: Altmar-

Parish-Williamstown Central School District, Center for

Instruction, Technology & Innovation (CiTi), Central Square

Central School District, Hannibal Central School District,

Mexico Academy & Central School District, Oswego City

School District, Phoenix Central School District, Sandy Creek

Central School District, the Town of New Haven (NY), the

Town of Parish (NY), and the Town of Scriba (NY).

Bidding Instructions & Special Conditions for the

Submission of Vendor Responses

1) Sealed bids for the furnishing and delivery of items as required

and as set forth in these specifications prepared by the CiTi

Purchasing Office are sought at this time.

2) Copies of the specifications may be obtained by contacting Amy

Rhinehart, School Purchasing Officer at the Business Office of

the CiTi, 179 County Route 64, Mexico, New York 13114, by

calling (315) 963-4253 or emailing purchasing@CiTiboces.org

Bid opportunities and current bids are available electronically at

www.CiTiboces.org/cooperativepurchasing Bid specifications can

also be found online at BidNet Direct:

3) ALL questions with regard to this bid MUST be submitted in

writing. Please email the bid questionnaire form that is attached

as part of this bid proposal to the attention of CiTi Purchasing

Officer at: purchasing@CiTiboces.org

4) No questions will be entertained by any other means. All

questions must be submitted at least ten (10) business days prior

to the official bid opening. Questions received after this time may

not be addressed.

Accepting Sealed OR Electronic Bid

Submissions:

5) SEALED BIDS must be received via mail, postal or shipping

carrier at: CiTi, 179 County Route 64, Mexico, NY 13114 until,

but not later than 12:30 p.m. April 16, 2024. Sealed bid

envelopes can also be hand-delivered to CiTi’s Receiving

Department (Green Steel Building at the end of the CiTi Campus

Driveway in Mexico). CiTi’s Receiving Department is open

Monday – Friday 8:00 a.m. to 2:00 p.m.

6) ELECTRONIC BIDS must be submitted via BidNet Direct no

later than 12:30 p.m. April 16, 2024. This is the ONLY manner

in which electronic submissions will be accepted. Emailed or

faxed bid responses are not acceptable.

7) In the event that the CiTi Business Office is closed due to

unforeseen circumstances, the bid deadline will be extended to

the next business day that CiTi is open for business. The time of

day will remain 12:30 p.m.

8) A public bid opening will take place on April 16, 2024 at

12:30 p.m.

9) All public bid openings hosted by CiTi are made available

virtually via the Zoom platform. Bidders and members of the

public can join the live bid opening virtually by sending an email

request in advance of the opening date and time to:

purchasing@citiboces.org. Bidders and members of the public

who wish to join the bid opening in-person must follow all visitor

policy guidelines when present on CiTi property.

10) For Sealed Bid Submissions: Bidders must supply signed hard

copies of their completed bids in a sealed envelope marked with

the name of the bidder and the bid number on the front of the

envelope to the address listed in the manner specified within the

Bid Documents.

11) All express envelopes must be clearly marked with the words

“Sealed Bid Enclosed” on the front of the outside envelope. This

is important in assuring that the bid is delivered properly. The

sealed bid envelope must be included in the express envelope.

12) For Electronic Bid Submissions: Bidders must submit a signed

photocopy of the bid forms and a completed vendor response

sheet via BidNet Direct.

13) The proposal as presented shall remain valid for a minimum

period of forty-five days (45) from the date of bid opening.

14) The bidder shall not change or provide the bid sheets in a

different format than the one provided.

15) The following three (3) forms are included herein and form a part

of this bid proposal: 1. Bid Proposal Certifications (Non-

Collusion Bidding Certification and Conflict of Interest

Certification). 2. Exceptions or Limitations/Acknowledgement of

Terms and Conditions. 3. Iran Divestment Act Certificate of

Compliance. Failure to fully execute these three (3) statements

will constitute grounds for rejection of a bid submission.

16) The bidder shall state the discount that will be allowed to the bid

participants for prompt payment. In the absence of such a

discount, payment will be made approximately thirty days (30)

after receipt of materials and invoice.

17) All bids are to be on the basis of delivery prepaid to destination.

18) CiTi reserves the right to waive any informalities on bids

received.

19) CiTi reserves the right to reject any or all bids and to re-advertise.

20) All costs incurred by the bidders in preparation, estimating and

submission of a bid are the responsibility of the bidder.

B24-2000 Transportation Fuels: Instructions and Special Conditions, Page 1 of 6

B24-2000 Transportation Fuels

Oswego County Board of Cooperative Educational Services

Amy Rhinehart, School Purchasing Officer

Orders and Billing

21) Quantities listed on the bid are from the school districts and

municipalities listed as active bid participants. Each bid

participant will prepare its own individual Purchase Order for its

respective share of the bid. CiTi will in no way be held

responsible for any financial obligations incurred by any bid

participant.

22) Each bid participant will be required to give vendors a minimum

of 48 hours notice that they require a delivery. In the event of an

emergency, only 24-hour notice may be given. Exception to this

is the Central Square School District that requires next day

delivery to their identified fuel and diesel tanks. This is noted on

the district’s defined gallonage worksheet.

23) Unless otherwise specified on a bid participant’s declared

estimated gallonage worksheet (contained within), vendors will

make delivery within 48 hours after receipt of order (ARO). After

48 hours, the bid participants will be free to invoke the Buy

Against Clause.

24) Invoices shall be presented to each bid participant for the

quantities ordered as per the Purchase Order.

25) Because they are governmental agencies, purchases made by the

bid participants are not subject to sales tax. The bid participants

will furnish proof of tax exemption upon request.

Delivery

26) Delivery is to be made to locations in each school district or

municipality, as per the Delivery Schedule included in the bid.

The Purchase Order shall designate the place of delivery and

whether it will be on an automatic replenishment basis or as

called basis.

27) The ability to make prompt deliveries in accordance with each

bid participant’s requirements is of the essence in the

performance of this contract and shall be a factor in the awarding

thereof.

28) Delivery of fuel will be in trucks used exclusively for the

transporting and delivery of fuel. All deliveries must be

metered. Deliveries must be accompanied by a delivery ticket

showing date of delivery, fuel type, fuel grade, and number of

gallons delivered.

29) Bill of Lading will not be accepted in lieu of a Metered

Delivery ticket.

30) Bidder agrees to maintain a sufficient supply of fuel to satisfy the

requirements of the bid participants and so that emergency

deliveries can be made within a 24-hour period. Bid participants

will indicate at the time of the 1st call for a fuel delivery whether

service will be on an “automatic replenishment basis” or “Call as

required basis." If automatic replenishment is selected by a

district/municipality, a minimum tank level must be agreed to. If

the fuel level falls below the minimum, the school

district/municipality shall have the right to purchase sufficient

fuel on the open market to fill such tank and will charge any

increase in price paid over the current contract price to the

account of the awarded contractor.

31) Due to weather conditions, emergency deliveries must be able to

be made upon demand.

32) All deliveries are to be F.O.B. Destination. Deliveries are to be

made as specified by the purchasing contact.

33) Bid participants are to be notified immediately of any delivery

problems. Emergency contact information for each bid

participant is included herein.

34) Material Data Safety Sheets (MSDS) must accompany every

shipment for all items having an established MSDS, as set forth

by the New York State Right to Know Law enacted in 1970, and

the Federal Hazard Communication Standard enacted in 1983.

35) During the scheduled delivery times, the vendor agrees to remove

all products which do not meet specifications.

36) In any of the situations mentioned, the vendor is required to pick

up damaged goods at the time of delivery, and immediately issue

credit. Additionally, if the discrepancies are not noted until after

receipt of the goods, the vendor agrees to pick up the items on the

next delivery.

37) For the purposes of the bid, deliveries under 5,499 gallons will be

considered Tank Wagon Deliveries (TW) and deliveries over 5,500

gallons will be considered Motor Transport Deliveries (MT).

Pricing

38) The bidder shall insert the price for each item being bid upon in

the area provided on the bid forms. The price inserted must be

net and fixed for Propane; net and fixed for Ethanol-Free 90

Octane; and a net variable rate (escalator rate) for all other

fuel commodities. Included in all bid pricing should be charges

and/or fee for delivery, freight and transport, ancillary fees, fuel

additives, and overhead where applicable. Please do not include

gross receipt tax. No charges will be allowed for federal, state, or

municipal sales and excise taxes as all participating school

districts and municipalities are tax exempt. The bid participants

will furnish proof of tax exemption upon request.

Fixed Pricing shall be firm for the contract period of one (1)

year, beginning July 1, 2024, and ending June 30, 2025.

Escalator Rates shall be firm for the contract period of one (1)

year, beginning July 1, 2024, and ending June 30, 2025.

39) Pricing adjustments for fuel commodities bid with a net variable

rate (escalator rate) will be based on published posting date prices

in the Oil Price Information Service (OPIS) Oil Price Daily

report. For all fuels awarded as an escalator rate: SYRACUSE,

NY will be the pricing location used for this bid. Pricing will

B24-2000 Transportation Fuels: Instructions and Special Conditions, Page 2 of 6

B24-2000 Transportation Fuels

Oswego County Board of Cooperative Educational Services

Amy Rhinehart, School Purchasing Officer

fluctuate based on the Friday posted pricing and will hold firm

for one week. The pricing will change Friday morning, based on

the Friday OPIS Oil Price Daily posted price, and will be held

until the following Thursday night. If there is no OPIS Oil Price

Daily posting due to a Friday holiday, the pricing will remain the

same until the Monday or the next published OPIS Oil Price

Daily posting date.

Propane

40) Propane will be bid in a Fixed Net Pricing manner that shall be

firm and fixed for the contract period of one (1) year, beginning

July 1, 2024 and ending June 30, 2025.

Please include a copy of your standard tank rental/lease

agreement with the bid packet, including any tank

rental/lease fees.

Ethanol-Free 90 Octane

41) Ethanol-Free 90 Octane will be bid in a Fixed Net Pricing

manner that shall be firm and fixed for the contract period of one

(1) year, beginning July 1, 2024 and ending June 30, 2025.

Remaining Fuel Commodities

42) Kerosene, Diesel, #2 Fuel Oil, 87 Unleaded and 89 Unleaded will

be bid with an escalator rate. The escalator rate for each fuel shall

remain constant throughout the contract period of July 1, 2024 to

June 30, 2025, while the posted fuel market price will fluctuate.

The escalator price will reflect the amount of the weekly fuel

market price as posted on the OPIS Oil Price Daily report (New

York Harbor Barge Reseller rack for SYRACUSE, NEW

YORK) on March 15, 2024. The awarded vendor must agree to

substantiate price increases by providing the School District, a

copy of the New York Harbor Barge Reseller rack for

SYRACUSE, NEW YORK for the dates in question.

The fluctuating market price is calculated by finding the

SYRACUSE pricing for the fuel in question and averaging the

two figures. The escalator rate is the amount charged by the

bidder for overhead, delivery, profit, etc, and is added to the

current market price at the time of purchase.

Example of how Unleaded Gasoline 87 Octane was

calculated on the CiTi Transportation Fuels Bid (this bid

used the Albany pricing): The Albany pricing for February

26, 2010 was - [2.1255 – 2.1434] add 2.1255+ 2.1434 =

2.13445 [calculated to reach an average price]. The bidder

applies an escalator price of .025 for Motor Transport

delivery to the averaged price calculated to attain the actual

cost; in this case, the district cost is $2.1594 per gallon.

43) The date of delivery to the school district/municipality will

determine the price (NOT the order date).

Quantities

44) Bidders are advised that quantities are estimates and the bid

participants reserve the right to increase or decrease the quantities

specified within this bid. It is further understood that all

quantities whether increased or decreased are to be furnished at

the contracted price. The Bidder hereby waives claim for any

damage due to any change in the estimated quantities.

Insurance

45) For all of the services set forth herein and as hereinafter

amended, Vendor shall maintain or cause to be maintained, in full

force and effect during the term of this Agreement, at its expense,

a Workers’ Compensation insurance, liability insurance covering

personal injury and property damage, and other insurance with

stated minimum coverages, all as listed below. Such policies are

to be in the broadest form available on usual commercial terms

and shall be written by insurers of recognized financial standing

satisfactory to the CiTi who have been fully informed as to the

nature of the Services to be performed. Except for Worker’s

Compensation and professional liability, the CiTi, School

Districts, and municipalities shall be an additional insured on all

such policies with the understanding that any obligations imposed

upon the insured (including, without limitation, the liability to

pay premiums) shall be the sole obligation of Vendor and not

those of the CiTi, School Districts, and municipalities.

Notwithstanding anything to the contrary in this Agreement,

Vendor irrevocably waives all claims against the CiTi, School

Districts and municipalities for all losses, damages, claims, or

expenses resulting from risks commercially insurable under this

insurance described in this Article 13. The provisions of

insurance by Vendor shall not in any way limit Vendor’s liability

under this Agreement.

Worker’s Compensation

46) Pursuant to General Municipal Law §108, the parties hereto agree

that this Agreement contract SHALL BE VOID and of no effect

unless the Vendor shall secure Worker’s Compensation for the

benefit of, and keep insured during the life of the contract, such

employees, in compliance and as may be necessary with the

provisions of the Worker’s Compensation Law.

Insurance Requirements

47) Notwithstanding any terms, conditions, or provisions, in any other

writing between the parties, the Vendor hereby agrees to effectuate

the naming of CiTi, School Districts, and municipalities as an

unrestricted, additional insured on the contractor's insurance policy,

with the exception of workers’ compensation. If the contractor is

self-insured, evidence of its status as a self-insured entity shall be

provided to the CiTi Business Office. If requested, the contractor

must describe its financial condition and the self-insured funding

mechanism(s).

B24-2000 Transportation Fuels: Instructions and Special Conditions, Page 3 of 6

B24-2000 Transportation Fuels

Oswego County Board of Cooperative Educational Services

Amy Rhinehart, School Purchasing Officer

The policy naming the bid participants as additional insured shall,

without exception:

 Be an insurance policy from an A.M. Best rated “secured” New

York State licensed insurer.

 Contain a 30-day notice of cancellation.

 State that the insurer's coverage shall be primary coverage for

CiTi and the municipalities and school districts listed as bid

participants, its officers, and employees.

 The bid participants shall be listed as additional insured by

using endorsement CG 2010 10 85 or broader. The certificate

must state that this endorsement is being used. If another

endorsement is used, a copy shall be included with the

certificate of insurance.

The contractor agrees to indemnify the bid participants for any

applicable deductibles.

Required Insurance Minimums

Commercial General Liability Insurance

$1,000,000 per occurrence, $2,000,000 aggregate General Aggregate

to apply on a per project basis

Automobile Liability

$1,000,000 CSL for owned, hired and borrowed and non-owned

motor vehicles

Excess/Umbrella Insurance

$1,000,000; $3,000,000; $5,000,000 each Occurrence and

Aggregate

(Per the type and size of the project)

Workers' Compensation and N.Y.S. Disability

Statutory Workers’ Compensation, Employer’s Liability and NYS

Disability Benefits Insurance for all its employees

Pollution Liability Insurance

$1,000,000.00 for Fuel Spill/ Environmental Response

Statutory Compliance

48) In acceptance of this Agreement, the Vendor(s) covenants and

certifies that it will comply, in all respects, with all federal, state

and county laws which regarding work for municipal

corporations including, but not limited to, Workers

Compensation and Employers Liability Insurance, hours of

employment, wages and Human Rights, and the provisions of

General Municipal Law §§103(a) and 103(b) and State Finance

Law §§139-A and 139-B.

Protection of Property

49) Vendor assumes the risk of and shall be responsible for, any loss

or damage to CiTi and participating municipalities and school

districts, including property and equipment leased by the

participants, used in the performance of this Agreement and

caused, either directly or indirectly by the acts, conduct,

omissions or lack of good faith of Vendor, its officers, directors,

members, partners, employees, representatives or assignees, or

any person, firm, company, agent or others engaged by Vendor as

an expert consultant specialist or subcontractor hereunder.

In the event that any such property is lost or damaged, except for

normal wear and tear, then the political subdivision shall have the

right to withhold further payments hereunder for the purposes of

set-off in sufficient sums to cover such loss or damage.

Vendor agrees to defend, indemnify and hold the all bid

participants listed on the cover page harmless from any and all

liability or claim for loss, cost, damage or expense (including,

without limitation, reasonable attorney fees and costs of litigation

and/or settlement) due to any such loss or damage.

The rights and remedies of the bid participants provided herein

shall not be exclusive and are in addition to any other rights and

remedies provided by law or by this Agreement.

Additional Terms and Conditions

50) The bidder will guarantee to meet all standards set forth in the

specification sheet. Bidders will guarantee the fulfillment of this

contract for a period of one (1) year from July 1, 2024 through

June 30, 2025.

51) The bidder agrees to save, defend, keep harmless and indemnify

CiTi and participating municipalities and school districts, and all

their agents from any and all claims, however caused, resulting

from or in any way connected with the awarded bidder’s

performance of the contract or arising out of each and any

product defect or failure.

52) Fuels are subject to random samplings at the discretion of each

bid participant. Such samplings shall be submitted to an impartial

qualitative and quantitative commercial laboratory for analysis.

Should such analysis fail to conform to the petroleum industry

standards, the participating districts and municipalities reserve

the right to terminate this contract.

53) The submission of a bid will be construed as an indication that

the contractor is fully informed as to the extent and character of

the fuels and can furnish the fuels fully of the bid.

54) The bidder agrees to comply with the provisions of the

Workmen’s Compensation Act and the bidder agrees to

indemnify and save harmless the boards, districts, and other

employees from claims of the Workmen’s Compensation Act.

Fuels shall conform to the Clean Air Act of 1993.

B24-2000 Transportation Fuels: Instructions and Special Conditions, Page 4 of 6

Bid Title	Bid Response Date	Bid Contract Period	Bid Packet	Addendum
B24-2000 Transportation Fuels	Tuesday, April 16, 2024 at 12:30 p.m.	7/1/2024 - 6/30/2025	B24-2000 Bid Packet and Response Sheets

B24-2000 Transportation Fuels

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