Dutchess BOCES RFB No. 2 Fuel Oil RFB 2627-06

NOTICE TO BIDDERS
RFB 2627-06
No. 2 Fuel Oil
The Dutchess County Board of Cooperative Educational Services (Dutchess BOCES) in
accordance with Section 103 of Article 5-A of the General Municipal Law, hereby invites the
submission of sealed bids to provide No. 2 Fuel Oil as required by Dutchess BOCES, as set forth
in this solicitation.
Bid forms may be obtained from the offices of the Dutchess BOCES, 5 BOCES Road,
Poughkeepsie, New York, 12601 upon request or on our website: www.dcboces.org.
This Request for Bids is being offered by Dutchess County Board of Cooperative Educational
Services (Dutchess BOCES) through Taylor Fiorito, Purchasing Agent. Sealed bids, on the forms
provided, are to be filed with the same, and will be publicly opened at the Dutchess BOCES
Conference Center at 11:00 a.m. on June 23, 2026. In the event that Dutchess County BOCES is
closed the day of the Bid opening, the bid(s) will be opened the next day that Dutchess County
BOCES is open.
All questions or requests for clarification regarding this RFB must be submitted in writing via
email to the purchasing department no later than June 10, 2026. Responses will be shared with all
known bidders.
Point of Contact for this RFB is:
Dutchess BOCES
ATTN: Taylor Fiorito, Purchasing Agent
5 BOCES Rd, Poughkeepsie, NY 12601
Email: taylor.fiorito@dcboces.org
Phone: 845.486.4800 ext. 2203
Attachments:
Attachment 1. 2627-06 - No. 2 Fuel Oil Bid Offer Sheet

(RFB) #2627-06
No. 2 Fuel Oil
RECEIPT CONFIRMATION FORM
PLEASE COMPLETE AND RETURN THIS FORM ASAP
RFB NUMBER: #2627-06 TITLE: No. 2 Fuel Oil
Vendors: Please complete and return this form as soon as possible. Doing so will ensure you
receive all future updates on this request. Email to: taylor.fiorito@dcboces.org
COMPANY NAME
ADDRESS
CITY
STATE
ZIP
POC:
TITLE:
PHONE:
FAX:
EMAIL:
______ We intend to submit a bid no later than 11:00 a.m. on June 23, 2026.
I understand that all communications related to this request will be sent to the email address I
provided, and I authorize Dutchess BOCES to do so.
______ We DO NOT intend to submit a bid in response to this request.
Dutchess BOCES is interested in the reasons why bidders fail to submit bids. Please indicate
your reason(s) by checking all appropriate item(s) below and returning this form to the address
below.
Insufficient time allowed for preparation Quantities too small
of bid.
Other :_____________________________
We do not offer these goods/services.
Insurance requirements are too ____________________________________
restrictive.
____________________________________
Bond requirements are too restricting.
Workload does not allow us to bid at this time. ____________________________________
Specifications unclear or too restrictive.
____________________________________
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1. INSTRUCTIONS TO BIDDERS
Bidders are responsible for carefully reviewing the entire contents of this RFB packet, including
all requirements, specifications, and terms. Please ensure all required documentation is included,
completed in full, and submitted according to the instructions provided.
The checklist below outlines the mandatory submission items. Each box must be checked off by
the bidder to confirm compliance. Incomplete submissions or failure to follow these instructions
may result in disqualification.
All bids become the property of Dutchess BOCES and may be subject to disclosure under the New
York State Freedom of Information Law (FOIL), Public Officers Law 84-90.
Bid Due Date: June 23, 2026 at 11 a.m.
Submission Address: Dutchess BOCES, ATTN: Purchasing Department, 5 BOCES Rd,
Poughkeepsie, NY 12601
Bid Format: All bids must be sealed and clearly labeled as:
"RFB# 2627-06 - No. 2 Fuel Oil"
This includes marking the outside of any express mail envelope that may be used.
Bids must include:
IRS Form W-9
Bidders are required to submit one completed hard copy of the Certifications Packet, pages
15-22 in this RFB, with all pages properly and legibly completed with the appropriate
signatures.
Certificate(s) of Insurance (COI), if available at the time of bid submission. Successful
bidder(s) shall provide certificates prior to contract award or execution.
Written verification from the bidder's source of supply confirming the ability to provide #2
fuel oil and guaranteeing availability for the duration of the contract.
Bid Offer Sheet per Attachment 1
2. INTRODUCTION & BACKGROUND
BOCES are cooperative associations of school districts established by New York State law to share
services efficiently and economically. Dutchess BOCES Purchasing manages procurement for all
programs and operations, leveraging collective buying power to achieve best value for Dutchess
BOCES and its component districts.
3. SCOPE OF SERVICES
The purpose of this Request for Bids (RFB) is to secure qualified vendors to supply, deliver, and
invoice #2 fuel oil to Dutchess BOCES and participating districts. Deliveries shall be made on an
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No. 2 Fuel Oil
as-needed basis in accordance with the requirements of Dutchess BOCES and participating
school districts. The contractor agrees that for some participating school districts, based on that
district's needs, automatic delivery arrangements will be developed by the contractor.
Vendors shall provide:
* #2 fuel oil meeting all requirements of this RFB and applicable ASTM standards.
* Delivery to participating district locations as required.
* Accurate delivery documentation and invoicing reflecting actual gallons delivered.
* Emergency or off-schedule deliveries when requested by Dutchess BOCES or
participating districts.
Fuel Specifications
All #2 fuel oil supplied under this contract shall conform to the latest applicable ASTM
standards, including all applicable federal, state, local, and environmental regulatory
requirements. Fuel delivered under this contract shall be suitable for normal operation of heating
equipment maintained by Dutchess BOCES and participating school districts.
Reclaimed oil of any type will not be accepted. Fuel supplied shall be free from water, acid, grit,
sediment, and fibrous or other foreign matter likely to clog or damage burners or related
equipment.
Safety Data Sheets (SDS)
In accordance with applicable federal and New York State hazard communication laws and
regulations, the contractor shall provide current Safety Data Sheets (SDS) for any hazardous
chemical or toxic substance supplied under this contract, including #2 fuel oil. SDS
documentation shall be provided to Dutchess BOCES and/or participating school districts upon
delivery or upon request. Failure to provide required SDS documentation may result in delayed
payment until such documentation is received.
The contractor shall also notify Dutchess BOCES of any significant changes to the chemical
composition, hazard classification, handling requirements, or safety information associated with
products supplied under this contract and shall provide updated SDS documentation as
applicable.
Contract Period
The initial term of this contract shall begin on September 20, 2026, or upon Board of Education
approval, whichever is later, and shall continue for one (1) year through September 19, 2027. The
end date of the initial term is fixed and shall not be extended due to a delayed start. Four (4) one-
year extension options may be made upon mutual consent.
While Dutchess BOCES intends to execute extensions as described above, nothing herein shall be
construed as binding Dutchess BOCES to any extension. Dutchess BOCES reserves the right to
decline a contract extension for any reason permitted by law.
Estimated Quantities
The quantities of #2 fuel oil listed in this bid are provided for estimation purposes only and do not
constitute a guarantee of purchase. By submitting a bid, the contractor agrees to supply all #2 fuel
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oil required by Dutchess BOCES and/or participating school districts during the contract period,
regardless of whether actual quantities are greater or lesser than the estimates provided.
Participating Districts and Delivery Locations
This contract may be utilized by Dutchess BOCES and participating school districts identified in
this solicitation. Exact delivery locations, tank information, delivery schedules, and site-specific
instructions shall be coordinated directly between the contractor and the participating district
following contract award.
Dutchess BOCES reserves the right to add or remove participating districts, facilities, delivery
locations, or estimated quantities during the term of the contract as operational needs require.
NOTE: Certain participating districts may maintain large-capacity storage tanks typically utilized
for #4 fuel oil. In emergency situations, such tanks may require delivery of #2 fuel oil under this
contract.
Piggybacking
This solicitation and any resulting award(s) are intended to be available for piggybacking use by
other governmental entities under GML 103. Use by another entity is subject to the awarded
vendor's consent and must be under the same terms, conditions, and pricing as this contract.
Dutchess BOCES is not a party to such transactions and assumes no responsibility for
performance, ordering, or payment by any other entity. For school districts within New York
State, see the Eligible School Districts page of this RFB.
4. Pricing
Pricing Structure
Pricing for #2 fuel oil shall be based on the OPIS Oil Price Daily for ULSD Diesel Dyed,
Newburgh, NY terminal (Low posting), plus the contractor's fixed margin and any additional
fees identified on the bid offer sheet. The awarded contractor margin and any listed fees shall
remain firm for the duration of the contract.
The OPIS benchmark price identified on the bid offer sheet is for bid evaluation purposes only
and shall not represent the contract price during the term of the agreement.
The price charged for each delivery shall be based on the applicable OPIS posting in effect at the
time of delivery, plus the awarded contractor margin and any fees identified on the bid offer
sheet. Dutchess BOCES reserves the right to require pricing to be applied on a daily basis, rather
than a weekly basis, in response to market conditions.
Price Reporting and Verification
The contractor shall provide weekly pricing updates to Dutchess BOCES. Such updates shall
include the applicable OPIS posting, the awarded contractor margin, any applicable fees, and the
resulting delivered price per gallon.
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All pricing must be supported by OPIS documentation. Copies of the applicable OPIS postings
shall be provided with invoices or upon request to verify that pricing is in accordance with the
terms of the contract.
Unit of Measure
All pricing shall be based on price per gallon. In the event that OPIS Oil Price Daily changes its
reporting format to price per barrel, such pricing shall be converted to a per gallon basis using 42
gallons per barrel, carried out to four (4) decimal places.
Delivered Pricing
Prices quoted shall be F.O.B. destination to agency storage tanks and shall be based on gross
gallons delivered. Pricing shall include all applicable costs, including but not limited to
transportation, overhead, fees, and surcharges (e.g., NY NORA Fee, NY Oil Spill Fee, and any
applicable federal or state environmental fees). No additional surcharges shall be permitted
unless explicitly identified in the bid offer sheet.
Source of Supply
Bidders shall provide, with their bid submission, written verification from their source of supply
confirming the ability to supply the estimated requirements of #2 fuel oil and guaranteeing
availability for the duration of the contract.
5. QUALIFICATIONS & REQUIREMENTS
To be considered for award, vendors must meet the following minimum qualifications and provide
documentation upon request:
Vendors must hold all licenses, permits, certifications, and registrations required under
applicable federal, New York State, and local laws
Vendors should have a minimum of two years' experience providing similar services.
Vendors shall demonstrate the ability to provide reliable fuel supply, delivery, and
emergency response services as required under this contract.
Dutchess BOCES reserves the right to disqualify bidders based on unsatisfactory
references, past performance, failure to meet bid requirements, or a determination of non-
responsibility.
6. CONTRACTOR RESPONSIBILITIES
The awarded contractor shall be responsible for performing all services in a professional and fully
compliant manner. Responsibilities include, but are not limited to, the following:
Timely Service Delivery
The contractor shall ensure that fuel deliveries are provided as scheduled and in accordance with
the requirements of Dutchess BOCES and participating school districts. The contractor shall
respond to District inquiries, delivery requests, service issues, and emergency notifications in a
timely and professional manner.
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Emergency delivery situations impacting building operations, heating service, or safety shall be
acknowledged within four (4) hours of notification. Emergency response requirements shall
apply only when expressly designated by the District and do not establish a standing twenty-four
(24) hour, seven (7) day on-site obligation.
Fuel Delivery
The contractor shall be responsible for the delivery of #2 fuel oil to Dutchess BOCES and
participating school districts in accordance with district requirements and site-specific delivery
instructions. The contractor shall coordinate with each participating district regarding delivery
schedules, site access, restrictions, tank information, and operational procedures.
The contractor shall provide advance notification of deliveries to the designated Buildings and
Grounds Supervisor, Director of Facilities, or other authorized district representative, in
accordance with district procedures.
Delivery Equipment and Documentation
All vehicles delivering fuel must be equipped with accurate, state-inspected flow meters or, for
deliveries exceeding 7,000 gallons, a certified rack delivery slip. For large deliveries, district
personnel must visually verify the quantity. All deliveries must include proof of delivery signed
by authorized BOCES or district personnel.
Automatic Deliveries
Where requested, the contractor shall provide automatic deliveries, including degree-day based
deliveries, to ensure uninterrupted fuel supply throughout the contract period. Arrangements for
automatic deliveries shall be made directly with the requesting district, and the contractor shall
comply with any scheduling, volume, or timing requirements specified by the district.
Emergency and Scheduled Deliveries
The contractor shall maintain a 7-day, 24-hour emergency contact number and shall make
emergency deliveries as quickly as possible in situations that impact safety or operations. All
emergency deliveries must be completed within 24 hours of notification unless otherwise agreed
with the district.
Fuel Handling and Delivery Procedures
The contractor shall take all necessary precautions to prevent contamination or cross-
contamination of fuel during transport and delivery. Any tanker vehicle previously used to
transport another petroleum product shall be properly cleaned and prepared prior to the delivery
of fuel under this contract.
To prevent overfills, spills, and delivery discrepancies, the contractor shall verify tank levels
before and after delivery and document such measurements on the delivery ticket at the time of
delivery. All delivery tickets shall include the actual gallons delivered and shall be signed by
authorized district or BOCES personnel when required by the participating district.
Fuel Sampling and Testing
Upon request, the contractor shall provide a fuel sample at the point of delivery prior to transfer
into the storage tank. Dutchess BOCES and participating school districts reserve the right to
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submit such samples to a qualified laboratory for testing to verify compliance with contract
specifications, ASTM standards, and applicable laws and regulations.
If testing determines that the fuel does not comply with contract specifications or applicable
standards, the contractor shall be responsible for all testing costs and shall coordinate with
Dutchess BOCES or the participating district to promptly remove and replace the nonconforming
fuel with compliant product.
Rejected Fuel
Any delivery not meeting bid specifications must be replaced within 24 hours. If the contractor
fails to replace rejected fuel, BOCES or the participating district may purchase replacement fuel
on the open market and charge the contractor for any additional costs incurred.
Damage, Spills, and Environmental Compliance
The contractor shall provide continuous monitoring at the point of fuel transfer and exercise the
utmost care to prevent damage to Dutchess BOCES' or participating districts' property,
including buildings, grounds, equipment, and landscaping. Any fuel spills shall be immediately
contained, cleaned up, and reported in accordance with all applicable federal, state, and local
laws and regulations.
The contractor shall be responsible for any resulting fines, penalties, remediation expenses, or
cleanup costs arising from spills or damage caused by the contractor's employees, vehicles,
equipment, or operations in connection with the delivery of fuel under this contract. Excess
ordering by a district shall not relieve the contractor of these responsibilities.
The contractor shall maintain written fuel spill response procedures and ensure that delivery
vehicles are equipped with appropriate spill containment and cleanup materials necessary for
immediate response to minor spills during delivery operations.
Prevailing Wage Compliance
If any work performed under this contract is subsequently determined by Dutchess BOCES or an
authority having jurisdiction to constitute public work under New York State Labor Law, the
contractor shall comply with all applicable prevailing wage and related requirements, including
the submission of certified payroll records, as required by law.
Contractor Performance & Deductions for Non-Compliance
If the contractor fails to provide required fuel deliveries or fails to respond to an emergency
delivery request designated by Dutchess BOCES or a participating district, Dutchess BOCES
reserves the right to obtain fuel from another source as necessary to maintain operations.
Any reasonable and documented additional costs incurred by Dutchess BOCES or a participating
district as a result of the contractor's failure to perform in accordance with the contract
requirements may be charged back to the contractor to the extent permitted by law.
The contractor shall remain responsible for damages caused by the contractor's negligence,
improper delivery procedures, spills, contamination, or other failure to comply with the
requirements of this contract.
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Warranty
The contractor warrants that all #2 fuel oil supplied under this contract shall conform to all
applicable bid specifications, ASTM standards, and all applicable federal, state, and local
regulations. Fuel supplied shall be suitable for its intended use in heating equipment maintained
by Dutchess BOCES and participating school districts.
The contractor further warrants that all fuel delivered under this contract shall be free from
water, acid, grit, sediment, reclaimed oil, and other contaminants or foreign matter that may
damage burners, tanks, fuel systems, or related equipment.
If fuel delivered under this contract is determined to be contaminated, off-specification, or
otherwise noncompliant with the requirements of this bid, the contractor shall, at its expense:
* remove and replace the affected fuel,
* reimburse the District for reasonable testing costs if noncompliance is confirmed,
* and take reasonable corrective action to address impacts directly resulting from the
nonconforming fuel.
Replacement fuel shall be provided within twenty-four (24) hours of notification unless
otherwise approved by the District.
References
Bidders shall submit a minimum of two (2) references for #2 Fuel Oil supply services provided
within the past three (3) to five (5) years. References should include the client name, contact
person, telephone number, email address, and a brief description of the services provided.
Dutchess BOCES reserves the right to contact any references provided and to consider reference
information in determining bidder responsibility. Failure to provide requested references may
result in a determination that the bidder is non-responsible.
Usage Reports
The contractor shall provide Dutchess BOCES with semi-annual usage reports detailing the total
gallons of #2 fuel oil delivered to Dutchess BOCES and each participating school district under
this contract. Reports shall be submitted electronically to the Purchasing Agent within fourteen
(14) days following the end of each six-month reporting period.
At a minimum, each report shall identify:
* The participating district;
* Total gallons delivered during the reporting period; and
* Total gallons delivered contract-to-date.
Failure to provide required usage reports may be considered in the evaluation of the contractor's
performance and responsibility for future contract awards.
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7. CONTRACT RETENTION & TERMINATION CONDITIONS
The following conditions govern the continued retention of any contract awarded under this RFB.
Dutchess BOCES reserves the right to terminate the contract, in whole or in part, under the
following:
Contract Retention
Dutchess BOCES reserves the right to retain the selected contractor for the full duration of the
agreement, including any extensions, provided the contractor complies with all terms and
conditions of the contract and performs in a satisfactory manner.
Termination for Cause
Dutchess BOCES reserves the right to terminate this contract, in whole or in part, for cause upon
written notice to the contractor. Cause shall include, but not be limited to:
Failure to perform services in accordance with contract requirements
Repeated delays or failure to meet scheduled service timelines
Failure to comply with applicable laws, regulations, or safety standards
Any other material breach of contract, including failures described under Contractor
Performance and Non-Compliance
Prior to termination for cause, Dutchess BOCES will provide written notice of the deficiency and
may allow the contractor a reasonable period to cure the issue, as reasonably determined by the
District. In the event of termination for cause, Dutchess BOCES shall not be liable for any costs
incurred by the contractor after the effective date of termination. Payment will be made only for
work satisfactorily performed and accepted by the District prior to termination.
Termination for Convenience
Dutchess BOCES may terminate this contract at any time, for any reason, with at least thirty (30)
days' written notice to the contractor. In such case, the contractor shall be compensated for services
satisfactorily performed and accepted up to the effective date of termination. No compensation
shall be due for anticipated profit, loss of future business, or work not yet performed unless
otherwise required by law.
Effect of Termination
Upon termination, the contractor shall promptly return all Dutchess BOCES property, data, and
documentation. Dutchess BOCES shall not be liable for any further obligations, penalties, or
damages beyond payment for services accepted and rendered.
8. INSURANCE & COMPLIANCE REQUIREMENTS
The successful bidder shall maintain, at its own expense, the following insurance coverage
throughout the contract term, including any extensions. All policies must be issued by insurers
authorized to do business in New York State.
Required Coverage and Minimum Limits:
Commercial General Liability: $1,000,000 per occurrence / $2,000,000 aggregate:
Includes premises & operations, products/completed ops, contractual liability, and
independent contractors.
Business Automobile Liability: $1,000,000 per accident: Covers owned, leased, hired, and
non-owned vehicles.
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