Agency: Florida Atlantic University
State: Florida
Type of Government: State & Local
Posted Date: Jun 5, 2018
Due Date: Jun 29, 2018
Solicitation No: 2018-ITN-0001-TK
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Event Title
Event Type
Invitation to Negotiate
Event Number
Stage Title
Payment Terms
Sealed Bid
Time Zone
EST - Eastern Standard Time (EST)
Event Open Date
6/5/2018 3:00 PM EST
Event Close Date
6/29/2018 5:00 PM EST
Sealed Bid Open Date
6/29/2018 5:00 PM EST
Question Submission Close Date
6/18/2018 12:00 PM EST
If you need more information on this event, please contact:
Todd Kimpton
+1 561-297-2917


Florida Atlantic University (FAU) is sending this Invitation to Negotiate (ITN) for its fuel needs, primarily on the Boca Raton campus and Fort Pierce Campus (Harbor Branch). Small and infrequent purchases are made at the Davie, Dania Beach and Jupiter campuses, mainly for generator fuel tanks. The fuel types, tank sizes, estimated amounts and frequency of orders are below.

Fuel Type Est. Annual Gallons Used Order Frequency Tank Size (gallons) Location
Gasoline E10, Unleaded 87 Octane 52,000 1-2 times per month 2 @ 5,000 each Boca Raton and Fort Pierce
Diesel Fuel, Clear, Grade No. 2-D Ultra Low Sulfur 3,000 Quarterly 3,000 777 Glades Rd, Boca Raton, FL 33431
Diesel Fuel, Red Dye Grade No. 2 Ultra Low Sulfur 5,000 1-2 times per year various Various. See list in the Buyer Attachments section.
Gasoline 90 Octane REC NON ETHANOL 6,000 Monthly 1,500 5600 N. US Highway 1, Fort Pierce, FL 34946

Campus locations:

The Boca Raton Campus is located at 777 Glades Rd, Boca Raton, FL 33431
The Davie campus is located at 3200 College Ave, Davie, FL 33314
The Dania Beach campus (called SeaTech) is located at 101 N. Beach Rd, Dania Beach, FL 33004
The Jupiter campus is located at 5353 Parkside Dr, Jupiter, FL 33458
The Fort Pierce campus (called Harbor Branch) is located at 5600 N. US Highway 1, Fort Pierce, FL 34946

Scope of Work:

This contract is to provide various types of Fuel for FAU. The Contractor must meet the following requirements:

The Contractor shall furnish all labor, equipment, tools, transportation, fuel, hardware, and consumables necessary for the combined delivery and dispensing services to meet the needs of FAU.

Contractor shall provide to bulk fuel storages, mainly in underground and above ground tanks, which will need to be re-filled on an as needed basis. No minimum order requirements are set forth in this bid. Conditions of minimum order requirements imposed by a vendor shall be cause for rejection of bid.

FAU will be asking for a price quote for each fuel type as a markup per gallon to the DTN (Data Transmission Network) FastRacks average daily price for the Miami terminal.

Spillage & Cleanup: The supplier is responsible for all spillage that may occur during transit, loading or unloading. Clean up shall be performed in accordance with EPA and State of Florida guidelines and requirements.

Fuel taxes and/or petroleum associated fees as determined by the county in which the delivery of Fuel is made will be permitted and should be listed separately on invoices.

Fuel costs shall exclude any taxes and/or fees that the Customer is exempt from paying.

The invoice price shall reflect the actual date of delivery, the DTN FastRacks Average price for the closest appropriate terminal for each type of Fuel ordered, the Contractor’s Markup and all applicable taxes and/or petroleum associated fees allowed.

In the event of an emergency, a designated University official will call for a top off of all of the University’s Storage tanks. Contractor shall recognize that the services covered by this ITN are vital to the University’s operations, and must maintain continuity of the services at the utmost proficiency without interruption. The Contractor is expected to service all FAU locations as first priority in recovering from an emergency/disaster situation. The contractor shall at the University’s request be able to provide and load, into storage tanks & equipment, off-road Diesel and E85 Gasoline within 24 hours’ notice, continuous, until such time the university determines the emergency/disaster event ended.


Three (3) year contract with two (2) three (3) year renewal options.
University Priorities:
1.Pricing/Cost: A reasonable, structured, comprehensive and logical breakdown of all costs.
2.Experience/Qualifications: Qualifications and experience of personnel with an emphasis on documented experience in successfully providing similar service.
3.Delivery/Service: Delivery times and service approach to perform the required services.
4.References: Current and past public and private agencies of similar size to FAU for which similar services and scope has been provided.
Evaluation Process and Award:
The University’s sole point of contact for all matters relating to this ITN is listed in the Contacts section.
Proposals may be evaluated by an ITN Evaluation Committee to determine which written responses most closely adhere to the ITN requirements and whose proposals best address the University’s priorities, as previously stated. The committee members may consist of University Faculty, Staff, Students and designated experts. The short list may be comprised of as few as a single vendor or as many as all vendors. Those selected for the short list will continue in the evaluation process, which may involve at the University’s sole and absolute discretion site visits, vendor presentations, vendor management team interviews, negotiations, and evaluation of the vendor’s best and final offer.
The determination of the vendors selected for the short list with which negotiations may continue will be based on evaluation of the written response(s) submitted. There will be no opportunity for presentations at this stage. Any response that is not complete, detailed, and accurate, or that indicates the company prefers to defer providing complete details until a later stage in the process, may be declared non-responsive at the University’s discretion and rejected without further evaluation.
The Committee may meet with the short-listed vendors to discuss their capabilities, plans for servicing FAU and satisfying FAU’s requirements. After negotiations, if any, have been completed, the short-listed vendors will be given a deadline for submission of “best and final” offers (BAFOs). BAFOs may not be withdrawn within 90 days of submission and Vendors will not be allowed to make further adjustments to their offer, except to respond to requests for clarification from the Committee. The recommendation of the Evaluation Committee will be based upon the initial written response, interviews (if any), negotiations (if any), and best and final offers.
The University reserves the right, in its sole and absolute discretion, to award this ITN in full or in part, or make no award at all, or cancel or modify this ITN at any time.
(Note: Florida Atlantic University reserves the right to cancel this solicitation and acquire the products and services contained within via a pre-existing agreement, such as State of Florida Contract, Cooperative Contract, etc. if it is determined to be in the best interest of the University.)
The University also reserves the right to award to another responsive and responsible Proposer in the event of vendor default, non-performance, non-compliance or similar issues affecting the University at any time throughout the development agreement and any renewal period.
Award shall be based upon a responsible Proposer whose proposal is responsive to the ITN, demonstrates a clear understanding of the priorities, and demonstrates the capabilities to perform satisfactorily based on service and price matters. FAU reserves the right in its sole and absolute discretion to select the proposal deemed to be in the best interests of the University.

Confidentiality: From the date of issuance of this ITN, until an award is made, the vendor must not make available or discuss its proposal, or any part thereof, with any employee or agent of the University, unless permitted by the Procurement Director, in writing, for purposes of clarification only, as set forth herein.

Questions regarding this ITN should be addressed using the Q&A Board in this system. No oral communications shall be considered as a change to the ITN. All postings referred to in this ITN will be posted electronically on the Purchasing website: http://www.fau.edu/purchasing/bid_info.php. At all times it shall remain the responsibility of the company participating in the ITN to check the website for postings of short lists, and award decisions. No further notice will be given.

Any individual associated with the company participating in this ITN who contacts any other university employee and/or Evaluation Committee member regarding any aspect of this ITN, who attempts to discuss the ITN with any representative of FAU other than the person designated as the sole point of contact, whether such contact be in person, telephone, or through electronic or written correspondence, may be determined to have violated the terms and conditions of this solicitation. If that determination is made, any proposal received from such an individual OR their company may be rejected as non-responsive and not subject to evaluation. If there are any changes or additions at any time in the process, participating companies will be notified via an amendment to the ITN.
Posting of Recommended Awards:
The official bid/proposal recommended awards will be posted for review electronically and will remain posted for a period of 72 hours (excluding weekends and holidays). Failure to timely file a protest or failure to timely deliver the required bond or other security in accordance with the Board of Governors’ Regulations 18.002 and 18.003, and FAU Regulations 6.008 shall constitute a waiver of protest proceedings. Notice of bid awards will also be available electronically on the Purchasing website at: http://www.fau.edu/purchasing/bid_info.php

Stage Description

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