City-Wide Vendor Contract for Diesel Fuel

Agency: City of Milwaukee
State: Wisconsin
Type of Government: State & Local
NAICS Category:
  • 324110 - Petroleum Refineries
Posted Date: Apr 28, 2020
Due Date: May 5, 2020
Solicitation No: 17233
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
bid due date/time bid# description purchasing agent
Tuesday, May 5, 2020 at 2:00 PM CST 17233 City-Wide Vendor Contract for Diesel Fuel Diana Herrejon
diherre@milwaukee.gov

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City of Milwaukee
Department of Administration Purchasing Division
INVITATION TO BID #17233
FOR
CITY-WIDE VENDOR CONTRACT FOR DIESEL FUEL
PLEASE COMPLETE
Vendor Company Name:
Address:
Purchasing Agent:
Phone:
E-Mail:
Bid Closing Date:
Bid Closing Time:
Diana Herrejon
414-286-3716
diherre@milwaukee.gov
April 14, 2020
2:00 P.M. CST
Ship to Address:
Bill to Address:
VARIOUS REFER TO SPECIFICATION NO. 14-D-3
DATED 06/07/2016
VARIOUS REFER TO SPECIFICATION NO. 14-D-3
DATED 06/07/2016 AND PAYMENT TERMS SECTION
BELOW
IMPORTANT: Bids must be submitted in accordance with the “Bid Submittal” section of this solicitation. The email
address for submitting bids is procurement.services@milwaukee.gov. Bids submitted via email directly to the
Purchasing Agent will be rejected.
Documents incorporated into this Invitation to Bid:
1.
Plans and/or specifications associated with this Invitation to Bid located on the City of Milwaukee,
Department of Administration – Purchasing Division’s “Current Bid Opportunities” webpage,
http://city.milwaukee.gov > Directory > Purchasing Division > Current Bid Opportunities, specifically:
City of Milwaukee Specification 14-D-3 (2016.06.07)
Insurance Requirements
2.
The “City of Milwaukee Purchasing Contract Including Terms and Conditions” revised February 04, 2020
which can be found on the City of Milwaukee, Department of Administration – Purchasing Division’s
“Policies & Procedures” webpage, http://city.milwaukee.gov > Directory > Purchasing Division > Policies
& Procedures.
Bid Information
City-wide Vendor Contract for the purchase of #1 and #2 Diesel Fuel, B100 Biodiesel
Fuel and Off-Road Diesel Fuel on an as-needed basis for a period of three (3) years from date of award in
accordance with City of Milwaukee Specification 14-D-3 dated June 7, 2016.
The vendor shall enter the information for bid evaluation purposes on City of Milwaukee Specification
No.14-D-3.
Estimated Annual Usage 1,281,548 Gallons
(Refer to Award Statement for User Department Estimated Usage Breakdown)
Bid #17233
City-Wide Vendor Contract for Diesel Fuel
Bid Submittal
1.
When and Where to Submit Your Bid. All bids must be received by the Department of Administration,
Purchasing Division via the email address or physical address below no later than the closing date and
time listed on the first page of this Invitation to bid. All bids received after the specified closing date and
time will be rejected. You may submit your bid in hard copy or by email.
a.
If you submit a hard copy: Your bid must be sealed, addressed, and delivered to the Department
of Administration, Purchasing Division Room 601, City Hall, 200 East Wells Street, Milwaukee, WI
53202. If you submit a hard copy of your bid, your bid must be physically sealed. Your bid
envelope must be plainly marked with the following information:
Bid Number
Bid Closing Date
Bid Closing Time
Commodity/Service being bid
Any bid received in an envelope not properly and clearly marked as specified above may result in the bid
being rejected.
Bidders wishing to hand deliver their bid may bring their bid and have it date/time stamped in the following
location:
Department of Administration
200 E. Wells Street, Room 606
Milwaukee, WI 53202
b.
If you email your bid: Bids must be emailed to procurement.services@milwaukee.gov. Bids email
to the purchasing agent will be rejected. Bidders who choose to use email to transmit bids do so
at their own risk. The City cannot and does not guarantee that emailed bids are received.
Emailed bids must be received in their entirety before the bid closing time. Emailed bids must
include a binding signature page that is complete and fully signed (electronic signatures are
acceptable). If requested by the City, an original signed copy of the electronically submitted bid
must be received by the Purchasing Division within four (4) business days. Failure to respond in
four (4) business days may result in bid rejection.
2.
What to Include in Your Bid. Failure to submit the bid in the manner described herein can result in bid
rejection.
A.
This completed Invitation to Bid document.
B.
Any descriptive literature required by the Invitation to Bid, specifically: The vendor must provide
a documented plan to the Milwaukee Water Works (MWW) on how they will be supplying
diesel fuel in the event of a regional disaster for critical customers to ensure MWW is
serviced in a timely manner and that the vendor has multiple sources to provide diesel
fuel.
C.
An additional detailed breakdown of what the bidder is proposing to provide. This detailed
breakdown shall provide sufficient information so that confirmation of specification compliance
can be easily determined.
D.
Bid Deposit or Bid Bond, if required: None
E.
Performance Bond, if required: None
F.
Signed bid addenda, if any.
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Bid #17233
City-Wide Vendor Contract for Diesel Fuel
G. Slavery Disclosure Affidavit, if applicable, found at : http://city.milwaukee.gov > Directory >
Purchasing Division > Forms & Affidavits.
H.
Form W-9. The City of Milwaukee uses the information from the contractor’s Form W-9 for set-up
and continued maintenance of tax information. The Form W-9 is a required form to ensure
payment can be made and any appropriate reporting performed in the event of a bid award.
Blank copies of the W-9 form are available from the Internal Revenue Service
(http://www.irs.gov).
I.
Affidavits supporting any requested bid preferences, found at : http://city.milwaukee.gov >
Directory > Purchasing Division > Forms & Affidavits.
J.
Ethical Purchasing Affidavit of Compliance, found at : http://city.milwaukee.gov > Directory >
Purchasing Division > Forms & Affidavits.
K.
“City of Milwaukee Purchasing Contract Including Terms and Conditions” revised February 04,
2020, which can be found on the City of Milwaukee, Department of Administration Purchasing
Division’s “Policies & Procedures” webpage, http://city.milwaukee.gov > Directory > Purchasing
Division > Policies & Procedures.
L.
If the Contract resulting from this Invitation to Bid will be paid for with federal funding, you must
submit the Certification Regarding Debarment, Suspension and Other Responsibility Matters, and
the Byrd Anti-Lobbying Certification located at the end of the “City of Milwaukee Purchasing
Contract Including Terms and Conditions” revised February 04, 2020.
Bid Addenda
1.
Any changes made as a result of a written request will be issued via a bid addendum, and, if necessary,
an extension will be made to the bid closing date. Any addenda will be posted to the City of Milwaukee
Purchasing Division’s website (www.city.milwaukee.gov > Directory > Purchasing Division > Contract
Opportunities > Current Bid Opportunities). Bidders are responsible for checking this website for any
future addenda, etc., prior to the bid closing date. All addenda must be signed and returned by the bid
closing date and time. Bidders who do not return the addenda may have their bid rejected. Electronic
signatures are acceptable. If you are unable to access the internet, contact the Purchasing Division at
414-286-3501 to obtain a hard copy.
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Bid #17233
City-Wide Vendor Contract for Diesel Fuel
Award Statement
1. Award will be made individually by department (Department of Public Works (DPW). Milwaukee Fire
Department (MFD), and WATER, or in total (All Departments) to the lowest responsible and
responsive bidder(s) complying with the specifications and the specified delivery requirements
whichever is in the best interests of the City.
For an individual department award, bidders must provide quotes for all of the locations listed in this
bid and/or specification for an individual department to be eligible for an individual department award.
For a total award, bidders must provide quotes for all user departments and their locations listed in
this bid and/or specification to be eligible for a total award.
- Low bidder for #1 and #2 Diesel Fuel and B100 Bio-Diesel Fuel for DPW shall be determined from
the average of the quoted total cost per gallon for #1 and #2 Diesel Fuel (excluding delivery costs)
multiplied by DPW’s estimated usage of 1,115,000 gallons plus the total cost per gallon for B100 Bio-
Diesel Fuel multiplied by DPW’s estimated minimum usage of 27,007 gallons plus the average the
quoted transport delivery cost multiplied by 1,142,007 gallons, and the quoted split load delivery cost
multiplied by 32.
- Low bidder for #1 and #2 Diesel Fuel for MFD shall be determined from the average of quoted total
cost per gallon for #1 and #2 (excluding delivery costs) multiplied by MFD’s estimated annual usage
of 166,548 gallons plus the average of the quoted tank wagon delivery cost multiplied by 166,548
gallons. MFD does not order split loads.
- Low bidder for Off-Road Diesel for WATER shall be determined from the quoted total cost per gallon
(excluding delivery costs) plus the average of the quoted tank wagon delivery cost to Linnwood,
Riverside, Florist and Grange.
The low total bidder for #1 and #2 Diesel Fuel, B100 Biodiesel and Off-Road Diesel shall be
determined from the grand total cost of the individual bids for DPW, MFD, and WATER detailed
above.
2.
Bid Preferences. All requests for bid preferences must be supported by the appropriate affidavit
found at city.milwaukee.gov/Purchasing > Forms & Affidavits.
a.
Local Business Enterprise (LBE). If a LBD is a responsive and responsible bidder, the LBE shall
be awarded the contract provided its bid does not exceed the lowest bid by more than 5% and the
difference does not exceed $25,000. If the LBE is certified as a Small Business Enterprise (SBE)
with the City of Milwaukee’s Office of Small Business Development, the LBE shall be awarded the
contract provided its bid not exceed the lowest bid by more than 10% and the difference does not
exceed $30,000. See City Milwaukee Ordinance 365-7. Additional information regarding the LBE
incentive and revised criteria can be found on the Purchasing Division’s website at:
city.milwaukee.gov/Purchasing > Programs > Local Business Enterprise (LBE) Program. It is your
responsibility as a bidder to familiarize yourself with this ordinance and the supporting affidavit
prior to submitting your bid.
b.
Milwaukee-Made, Milwaukee County-Made, and American-Made Goods. Contracts shall be
awarded to the lowest responsible bidder who qualifies for the City of Milwaukee-Made,
Milwaukee County-Made or American-Made program in conformance with City of Milwaukee
Ordinance 310-18.9 if: the bidder submits an affidavit with their bid indicating they meet the
requirements of the Ordinance, and the bid does not exceed the lowest bid by more than 12% or
$25,000.
If a Milwaukee-made good is not available, the city shall then purchase a Milwaukee county-made
good, provided the purchase does not increase the cost by more than 12% or $25,000. If a
Milwaukee-made or Milwaukee county-made good is not available, the city shall then purchase
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Bid #17233
c.
d.
City-Wide Vendor Contract for Diesel Fuel
an American-made good, provided the purchase does not increase the cost by more than 12% or
$25,000.
If the multiple groups are being bid, all items in each group must be City of Milwaukee-made or
Milwaukee County-made or American-made to qualify. It is your responsibility as a bidder to
familiarize yourself with this ordinance and the supporting affidavit prior to submitting your bid.
Socially Responsible Contractor (SRC). If a bidder is seeking to qualify for the SRC bid incentive
and is a responsive and responsible bidder, the “SRC bidder” shall be awarded the contract
provided its bid does not exceed the lowest bid by more than 5% and the difference does not
exceed $25,000. See City of Milwaukee Ordinance 310-10. Each proposer seeking to qualify as
a socially-responsible contractor shall submit, as part of its proposal, a sworn affidavit describing
actions taken and programs implemented to eliminate, or substantially reduce, the barriers to
employment for current and prospective employees of the contractor, and the outcomes of these
actions and programs. It is your responsibility as a bidder to familiarize yourself with this
ordinance and the supporting affidavit prior to submitting your bid.
Any bidder proposing to supply goods and/or services under Ordinance 310-10, and who
demonstrates entitlement to the preference provided by that ordinance, shall not also receive the
benefit of the bid award provided under the Local Business Enterprise (LBE) program in Section
365-7-1. A bidder may apply for both preferences, but will first be considered for entitlement to
the preference provided under Ordinance 365-7-1. Should a bidder seek to qualify for all three
bid preferences (LBE, Buy American and SRC) and in a situation where multiple bidders are
seeking to qualify for various different bid preferences, precedence shall be given to the bidder
seeking to qualify for a bid incentive in the following descending order:
1. LBE bid incentive
2. Buy American bid incentive
3. SRC bid incentive
3.
Tie Bids. The Purchasing Division may determine the award of a tie bid using a method of chance. Tie
bids are defined as all things being equal, such as price, quality, services, etc.
Delivery Requirements
Delivery is required as follows. These delivery requirements are in addition to, not in place of, delivery
requirements in the “City of Milwaukee Purchasing Contract Including Terms and Conditions” revised February
04, 2020:
Delivery is required within six (6) hours of receiving a request from the City in accordance with
Section X. A - Availability of Specification 14-D-3 dated June 7, 2016.
Delivery is required as follows:
DPW Delivery Hours: 6:00 AM through 2:30 PM weekdays only, unless special arrangements are
made. This would consist of emergency deliveries during weekend and night time hours as arranged with
the vendor.
MFD Delivery Hours: 7:00 AM through 5:00 PM Monday through Friday
MPD Delivery Hours: Monday through Saturday
MWW Delivery Hours: 7:00 AM through 2:30 PM weekdays only, unless special arrangements are
made. This would consist of emergency deliveries during weekend and night time hours as arranged with
the vendor.
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