Fuel

INVITATION TO BID
Date: July 15, 2026
From: KENAI PENINSULA BOROUGH SCHOOL DISTRICT
Purchasing Department
139 East Park Avenue
Soldotna, Alaska 99669
(907)714-8876
BID NUMBER: #102-27
BID DUE DATE: 4:00 P.M., Alaska Time, August 12, 2026
CLASSIFICATION: Fuel
This inquiry implies no obligation on the part of the buyer.
All bids submitted must remain valid for a period of 30 days (unless otherwise specified). ___________________________________
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If you are eligible for KPBSD Local Bidder Preference, you must include the following information:
Kenai Peninsula Borough Sales Tax Account Number: ______________________________________
Kenai Peninsula Borough Personal Property Tax Account Number: ____________________________
YOU MUST BE CURRENT IN ALL PAYMENTS OF THE ABOVE.
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FOR SELLER: Business Name:
Address:
Phone Number: _________________________________ Fax Number:
Email Address:
Manual or E-Signature of Bid Manager:
Printed Name of Bid Manager:
Date Returned:
** THIS PAGE MUST BE COMPLETED AND RETURNED WITH BID SUBMISSION **
ITB #102-27 Page 1 of 15

KENAI PENINSULA BOROUGH SCHOOL DISTRICT
PURCHASING DEPARTMENT
139 East Park Avenue
Soldotna, Alaska 99669-7553
INSTRUCTIONS TO BIDDERS
The Kenai Peninsula Borough School District, Purchasing Department (hereinafter also KPBSD or District), invites the
submission of Bids to provide propane and diesel fuel for a period of twelve (12) months, beginning September 1, 2026, as
per bidder instructions.
The District will enter into a one (1) year contract with the successful bidder beginning September 1, 2026, ending August 31,
2027. With mutual agreement, two (2) additional one (1)-year extensions may be awarded. The total contract period, including
all extensions, shall not exceed three (3) years.
The District reserves the right to negotiate the terms and conditions of any contract entered into as a result of accepting any bid
submitted by the successful Bidder(s).
Any interested party may obtain a copy of the Invitation to Bid from the Kenai Peninsula Borough School District website at
www.kpbsd.k12.ak.us or from the Purchasing Department, 139 East Park Avenue, Soldotna, AK 99669, and (907)714-8876.
To be considered for award, one (1) original of the bid must be received by the District Purchasing Department, 139 East Park
Avenue, Soldotna, AK, 99669 no later than 4:00 p.m., Alaska Time, August 12, 2026. Each bid must be submitted in a single
sealed envelope or package marked on the outside "Fuel; Bid #102-27: Due: NLT 4:00 p.m., Alaska Time, August 12, 2026."
Bids delivered by fax or by electronic means are not acceptable and will not be considered.
GENERAL INSTRUCTIONS AND INFORMATION:
A. NON-DISCRIMINATION
Each bidder, in submitting bids, certifies that if awarded a contract resulting from this bid they as the contractor will not
discriminate against any employee or applicant for employment because of race, color, religion, national origin, ancestry, age
or sex. The contractor will take affirmative action to ensure that applicants/employees are fairly treated. Such action shall
include, but not be limited to the following: employment, upgrading, demotion or transfer, recruitment or recruitment
advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including
apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment,
notices setting forth the provisions of this non-discrimination clause.
B. OCCUPATIONAL SAFETY AND HEALTH WARRANTY
Bidder, if awarded a contract, warrants that the product sold or service rendered to the buyer shall conform to the standards
and/or regulations promulgated by the U.S. Department of Labor under the Occupational Safety and Health Act of 1970 (29
U.S.C. 651, OL 91-596) and all amendments thereto and the State of Alaska Occupational Safety & Health Act of 1973 and all
amendments thereto. In the event the product sold does not form to the OSHA standards and/or regulations, the buyer may
return the product for correction or replacement at the seller's option and at the seller's expense or by buyer at seller's expense
in the event seller fails to make the appropriate correction within a reasonable time.
C. COMPLIANCE
Bidder, if awarded a contract, shall comply with all State, Federal and local laws, regulations or orders applicable to the
purchase, manufacture, processing and delivery of the merchandise. Successful bidder(s) shall certify in the following or
substantially equivalent words on the invoice or other appropriate document: "We hereby certify that the goods covered by
this invoice were produced in compliance with all applicable requirements of the Fair Labor Standards Act as amended,
including Section 6 and 12 thereof, and of the regulations and others of the U.S. Department of Labor under Section 14 thereof".
ITB #102-27 Page 2 of 15

D. CASH DISCOUNTS
All bid prices must be net. Cash discounts quoted for prompt payment of invoices will not be considered as a factor in the
awarding of bids.
E. FEDERAL EXCISE TAXES
The School District is exempt from the Federal Excise taxes. Exemption Certificate will be furnished when required.
F. TERMINATION FOR CONVENIENCE
The District, by written notice to contractor, may terminate this contract, in whole or in part, when it is in the District's
interest. If this contract is terminated, the District shall be liable only for payment for acceptable services and performance
rendered before the effective date of termination, and the contract total price will be adjusted accordingly.
G. BIDS
1. It is the sole responsibility of the bidder to have its bid received by the District Purchasing Department prior to the
time of the scheduled bid due date and time. Bid(s) will be marked with the date and time of receipt. Late Bids shall
not be considered and shall be returned to the bidder, unopened and marked with the date and hour of receipt, per
School Board Policy, AR 3311, Bids. No responsibility will attach to any officer or agent of the District for the
premature opening of, or the failure to open, a bid not properly addressed and identified.
2. One or more addenda to the Invitation to Bid may be issued by the District after the ITB process is opened. A copy
of any addendum issued by the District must be signed by the bidder and submitted along with its bid. While the
District will make reasonable efforts to notify bidders of any addenda, it is the sole responsibility of the bidder to
verify whether any addenda have been issued. Bidders should check the District website to ascertain if any addenda
have been issued.
3. Bidders should read this Invitation to Bid carefully and review all instructions contained herein. Incomplete or
incorrect Bids may be rejected as not conforming to the essential requirements of the ITB.
4. This request implies no obligation on the part of the District. Award of this Invitation to Bid is contingent upon
the availability of funds. The District reserves the right to reject any and all bids and to act in the best interest of the
Kenai Peninsula Borough School District.
5. No oral interpretation will be given on any part of the ITB documents. Any bidder in doubt as to the true meaning
of any part of this ITB may submit a written request for an interpretation thereof. Two types of questions generally
arise. One may be answered by directing the bidder to a specific section of the ITB. These questions may be answered
by direct communication to the bidder submitting the question. Questions which, in the opinion of the Head Buyer,
require a more detailed or complex reply, or require an answer that may affect responses to this ITB or may be
prejudicial to other prospective bidders, will be answered by issuing an addendum. Questions must be received by
the District Purchasing Department no later than 4:00 p.m. Alaska Time, July 29, 2026. Any addendum resulting
from submitted questions will be posted to the District website at least seven (7) days prior to the deadline for ITB
submissions. It is the bidder's responsibility to check the website frequently prior to submitting their bid. Questions
must reference the bid number and can be delivered as follows:
Re: ITB #102-27 Fuel
Fax: 907-262-7165
E-mail: chayes2@kpbsd.k12.ak.us & bids@kpbsd.k12.ak.us
Mail: Kenai Peninsula Borough School District Purchasing Department
139 E Park Avenue
Soldotna, AK 99669
ITB #102-27 Page 3 of 15

6. If a bidder fails to notify the District of a discrepancy, defect, ambiguity or other error in the ITB, their bid shall be
submitted at the bidder's own risk and should the bidder's submission, in whole or part, be deemed the winning bid,
the bidder shall not be entitled to additional compensation or other consideration by reason of the discrepancy, defect,
ambiguity or other error, or its later correction or clarification. Protests based on any discrepancy, defect, ambiguity
or other error in the solicitation will be disallowed if the fault has not been brought to the attention of the District, in
writing, at least ten (10) days prior to the date set for submission of Bids. If such date falls on a weekend or holiday,
the deadline shall be the last business day before the weekend or holiday.
7. All Bids and Addenda must be manually signed, E-signature is acceptable. A bid may be signed by: an officer or
other agent of a corporate vendor, if authorized to sign contracts on its behalf; a member of a partnership; an owner
of a privately-owned vendor; or agent if properly authorized by a power of attorney or equivalent document. The
name and title of the individual(s) signing the bid must be clearly shown immediately below the signature.
8. Each bidder understands and agrees that it submits its bid at its own risk and expense and releases the District from
any claim for damages or other liability arising out of the Invitation to Bid and award process, including but not limited
to: bid preparation costs and costs associated with any challenge (administrative, judicial or otherwise (including
attorney fees)) to the determination of the winning bid and/or rejection of Bids. No obligation of any sort is created
nor may liability, financial or otherwise, be asserted against the District, its Board, Board members, employees, agents
or insurers as a result of this Invitation to Bid. By submitting a bid, each bidder agrees to be bound in this respect.
9. Bids may be withdrawn on written request delivered to the District Purchasing Department (fax is acceptable) prior
to the time specified for submittal. Bids not withdrawn prior to the specified time may not be withdrawn for a period
of sixty (60) calendar days after the time for receipt of Bids.
10. All Bids must comply with these instructions.
11. All Bids must be submitted on the forms provided by the District, or if none are included, in accordance with the
requirements of the ITB.
12. Bidders must comply with all of the terms of this ITB, and all applicable local, state, and federal laws, codes and
regulations. The District may reject any bid that does not comply with all of the material and substantial terms,
conditions, and performance requirements of the ITB and any bid which contains information or material which cannot
be verified or otherwise confirmed for purposes of determining responsiveness to the solicitation.
13. Bidders may not qualify a bid nor restrict the rights of the District. If a bidder does so, the District may determine
the bid to be non-responsive and the bid may be rejected. If the District fails to identify or detect supplemental terms
or conditions in a bid that conflict with those contained in this ITB or that diminish the District's rights under any
award resulting from this ITB, the term(s) or condition(s) will be considered null and void.
14. The District shall have the authority to waive irregularities on any and all Bids, except that timeliness and manual
signature requirements shall not be waived, when deemed to be in the best interest of the District.
15. The District reserves the right to reject any or all Bids, consider alternates and waive formalities in ITB procedures
as is in the best interest of the Kenai Peninsula Borough School District.
16. The District reserves the right to select final quantities and product based on total cost and cost itemization.
17. The apparent low bidder(s) may be required, if deemed to be in the best interest of the District, to submit written
verification of their ability to fill any order(s) subsequent to this ITB in accordance with the specifications and delivery
timeline established in this bid document, prior to final award.
18. Once the bid has been awarded and subsequent purchase orders have been issued, if the low bidder cannot fill the
purchase orders in accordance with the specifications of the ITB, the District may vacate that award, cancel any
affected purchase orders, and issue new purchase orders to the next lowest responsible bidder.
ITB #102-27 Page 4 of 15

H. AGGRIEVED BIDDERS
Appeal Process for Aggrieved Bidders/Proposers for Contract Awards at $25,000 or greater, KPBSD School Board Policy AR
3311, Bids:
Appeal to Superintendent
Any party bidding or submitting a proposal for a contract or purchase order with the District for $25,000 or greater
may appeal to the Superintendent in writing, personally received at the District Purchasing office, within three (3)
business days of the date of notice of intent to award a contract. The appeal may be hand delivered, by mail, or by
facsimile and must comply with the requirements of this section.
Contents of Appeal
A written appeal shall, at minimum, contain the following:
a. The name, address, and telephone number of the interested party filing the appeal;
b. The signature of the interested party or the interested party's authorized representative;
c. Identification of the proposed award at issue;
d. A statement of the legal or factual grounds for the appeal;
e. Copies of all relevant documents; and
f. A fee of $300.00 shall be paid to the District and must be received by the deadline for filing the written appeal. This
fee shall be refundable if the appellant prevails in the appeal to the Superintendent.
Rejection of appeal
The purchasing officer shall reject an untimely or incomplete appeal or an appeal filed without timely payment of the
required fee.
Stay of Award
If a timely and complete appeal is filed with the fee, the award of a contract or purchase order shall be stayed until
all administrative remedies have been exhausted, unless the Superintendent determines in writing that award of the
contract or purchase order pending resolution of the appeal is in the best interest of the District.
Notice and response
Notice of the stay and appeal shall be delivered to any party who may be adversely affected by the Superintendent's
decision by facsimile, first class mail or in person within three (3) business days of receipt of a properly filed appeal.
Superintendent's decision
The Superintendent shall issue a written decision to the appellant within ten (10) business days of the date that the
appeal is filed. If multiple appeals have been filed, they may be consolidated for purposes of the decision. Copies of
the appeal and decision shall be provided as requested.
I. PUBLIC RECORDS CLAUSE
This Invitation to Bid and the resulting Bids received will be kept confidential until the resulting award has been announced.
All the Bids, together with copies of all documents pertaining to the award of this ITB, will be kept by the Purchasing
Department and made a part of the record. Following award of the ITB, the Bid record will then become public information.
J. LOCAL PREFERENCE CONDITIONS
School Board Policy AR 3311 states:
KPBSD intends to give preference to local residents, businesses, contractors, producers and dealers to the extent consistent
with the law and best interest of the public.
ITB #102-27 Page 5 of 15

The district purchasing officer shall purchase from the lowest qualified, responsive, and responsible bidder or business. When
bids or quotes are within 5% of being equal, preference may be given to local businesses if it is determined by the superintendent
to be in the best interest of the district. For the purpose of this policy, a local business is defined as: any business or company
having a physical presence in the borough, registered in the borough to collect sales tax, and locally provides the products and
services sought. The 5% policy may be applied to all purchases up to $25,000.00.
Note: Local Bidder Preference does not apply where the provisions of an applicable statute, regulation, or grant prohibit local
bidder preference.
Based on last year's fuel consumption that far exceeded $25,000, this provision is not applicable
K. CONTRACTOR'S VIOLATIONS OF TAX ORDINANCES
School Board Policy BP 3311 states:
No contract or purchase order shall be awarded to any individual or business that is found to be in violation of the Kenai
Peninsula Borough Code of Ordinances in the several areas of taxation which is not remedied within ten (10) days of notice.
Any contract can be terminated for cause if it is determined that the contractor is in violation of any taxation ordinance and if
such violation is not remedied within ten (10) days of notification by regular mail. If the delinquency arises due to non-filing
of sales tax, no payment will be made to the contractor until all filings have been made and all amounts due are remitted.
The District will remit any amounts owed by its contractor(s) to the Kenai Peninsula Borough for delinquent Borough taxes
against any amount owing to the contractor(s) under a contract between the District and the contractor(s).
L. RESPONSE REQUIRED
Your response, whether you are bidding or not, is our only indication of interest in District business. To assure continued
receipt of Invitations when not bidding, return only the cover sheet with the statement "NO BID" on its face and the name of
the firm. Continued failure to do so will result in automatic removal of your firm from the commodity listing selected for this
ITB. Failure to respond to three (3) bids/Bids may result in being removed from the District's bid list.
M. AWARD
This bid will be awarded Line by Line.
ITB #102-27 Page 6 of 15

SCOPE OF WORK
1. All bids shall be submitted exclusive of Federal, State and local taxes. Unit prices must include all costs as
specified on the bid form, except barge fees for delivery service.
2. Contract pricing will fluctuate periodically, therefore the per gallon price shall be a mark-up or mark-down from
the weekly Rack price. Vendor must specify which Rack price being utilized for the Bid. All price
increases/decreases must be documented by faxing or emailing a copy of the price fluctuation per product /
occurrence to the Purchasing department within 48 hours of price change. Note: This may result in a daily per
product /occurrence, not a weekly average.
3. Delivery: The delivery week under this contract is Monday through Friday. Automatic, on an as needed basis. It
is the contractor's responsibility to keep fuel levels maintained and contractor shall be liable for any damage
suffered by Kenai Peninsula Borough School District because of the contractor's failure to maintain adequate fuel
levels. In case of default of the contractor, the Kenai Peninsula Borough School District may procure the
products or services from other sources and hold the contractor responsible for any excess cost occasioned
thereby.
4. Contractor shall be responsible for delivering all products in full conformance with the State of Alaska,
Department of Environmental Conservation, statutes and regulations. In the event of a spill or other failure of
compliance, the contractor shall be wholly responsible and liable for required notification, response and cleanup
activities, and shall immediately contact the Kenai Peninsula Borough School District at 907-714-8876
(Purchasing Department) or 907-714-8888 (District Office). Each tank will be gauged prior to filling, and all
loading operations will be constantly attended. Tanks shall not be filled above 95% capacity. Contractor shall
ensure that fuel-handling personnel servicing Kenai Peninsula Borough property are trained in fuel transfer and
spill response procedures.
5. The Contractor shall not damage or contaminate existing buildings, equipment, asphalt, pavement, soil, or
vegetation (such as trees, shrubs and grass) on the District or Borough property. In the event of any such damage
or contamination, the Contractor shall replace the damaged item(s) or repair the damage, to the satisfaction of the
District and Borough, at no expense to the District or Borough.
6. All deliveries must be made during the school year while school district personnel are on site. No deliveries will
be accepted on weekends or any of the following dates (unless specifically requested by authorized school district
personnel):
i. Labor Day
ii. Thanksgiving day and day following
iii. Christmas Vacation Check District calendar for dates
iv. Martin Luther King Day
v. Spring Break Check District calendar for dates
vi. Memorial Day
vii. Summer Vacation Check District calendar for dates
7. In order to assure receipt of fuel and payment of invoices, all invoices or delivery receipts must be signed by
someone in administration at each location, prior to monthly submission to the school district. FAILURE TO
OBTAIN A SIGNATURE MAY RESULT IN NON-PAYMENT.
8. The District requests the option to pay invoices with credit card per location. Please provide cost for this option.
ITB #102-27 Page 7 of 15

The following is a breakdown of the type of fuel required, the delivery location, and the estimated annual usage.
Fuel estimates predicated on history and could decrease significantly; if not entirely, when natural gas becomes available
PART I - PROPANE
Deliver before 8:30 A.M. or after 3:30 P.M., when children are not in school or on premises.
The schools listed below use propane for everyday activities.
Homer High School 1,100-gallon tank
(Est. annual usage - 800 gallons)
Homer High School - Outside Kiln 500-gallon tank
Voznesenka - Kitchen 96-gallon tank (2 each)
(Est. annual usage - 400 gallons)
The schools listed below use propane as their primary source of fuel as well as back-up power generators. Back-up
generator usage is unknown and extremely variable depending upon specific needs.
Cooper Landing Elementary 1,000-gallon tank (2 each)
(Est. annual usage - 5,000 gallons) 500-gallon tank
Hope Elementary 1,000-gallon tank (3 each)
(Est. annual usage - 10,000 gallons)
Moose Pass Elementary 1,000-gallon tank
(Est. annual usage - 10,000 gallons) 500-gallon tank (2 each)
Nanwalek Elementary/High 1,000-gallon tank (3 each)
(Est. annual usage - 14,000 gallons) 1,150-gallon tank (3 each)
3,500-gallon tank (5 each)
Port Graham Elementary/High 1,150-gallon tank (5 each)
(Est. annual usage - 13,000 gallons) 1,000-gallon tank (4 each)
ITB #102-27 Page 8 of 15

PART II - DIESEL FUEL
All diesel fuel, used for heating and emergency generators, include the following:
All diesel fuel shall be #1 ULSD whether delivered to an above or below ground tank.
ASTM D975, 1-D (S15).
No blended fuels will be accepted (i.e.: #1 blended with #2).
Deliveries shall be automatic on an as needed basis during the school year at the schools' storage tanks. Bids containing
multiple products/pricing per site will be considered nonresponsive. Bid reference date for pricing: July 30, 2026
Deliver before 8:30 A.M. or after 3:30 P.M., when children are not in school or on premises.
Fireweed Academy Est. annual usage: 3,000 gallons One 300-gallon tank
McNeil Canyon Elementary Est. annual usage: 15,000 gallons One 3,000-gallon tank
Voznesenka School Est. annual usage: 2,200 gallons Two 500-gallon tanks
The following schools use the same tank for heating and emergency generator.
Seward Elementary School Est. annual usage: 23,000 gallons One 5,000-gallon tank
Seward High School Est. annual usage: 54,000 gallons One 12,000-gallon tank
Homer High School 1,000-gallon tank
Mountain View Elementary 500-gallon tank
Nikiski Middle/High School 500-gallon tank
Nikiski North Star Elementary 500-gallon tank
Ninilchik 1,000-gallon tank
Paul Banks 500-gallon tank
ITB #102-27 Page 9 of 15

Redoubt Elementary 500-gallon tank
Skyview Middle School 1,000-gallon tank
Soldotna High School 1,000-gallon tank
West Homer Elementary 1,000-gallon tank
KPBSD Central Rec./Warehouse #1 Diesel Fuel delivered in lots of approximately 500 gallons
(Est. annual usage: 5,000 gallons) during the period of October 1st to March 31st.
ASTM D975, 1-D ULSD 1,000-gallon tank
KPBSD Central Rec./Warehouse #2 Diesel Fuel delivered in lots of approximately 500 gallons
(Est. annual usage: 5,000 gallons) during the period of April 1st to September 30th. 1,000-gallon tank
ASTM D975, 2-D ULSD
ITB #102-27 Page 10 of 15