2026-01 FY27 Fuel Oil Bid
| Agency: | Town of WoodBridge |
|---|---|
| State: | Connecticut |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Dec 9, 2025 |
| Due Date: | Dec 18, 2025 |
| Solicitation No: | 2026-01 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Number: |
2026-01
|
| Bid Title: |
2026-01 FY27 Fuel Oil Bid
|
| Category: | Town of Woodbridge Bids |
| Status: | Open |
|
Attachment Preview
BETHANY-ORANGE-WOODBRIDGE REGIONAL PURCHASING COOPERATIVE
Woodbridge, CT 06525
INVITATION TO BID FOR HEATING OIL
INTENT
The Bethany-Orange-Woodbridge Regional Purchasing Cooperative requests bids for the
procurement of heating oil for the period commencing July 1, 2026 and ending June 30, 2027. Bids
must be clearly marked ‘HEATING OIL BID” on the outside of a sealed envelope and returned to the
Administrative Officer/Director of Finance, Town of Woodbridge, 11 Meetinghouse Lane,
Woodbridge, CT 06525 by 10:00 am on Thursday, December 18, 2025. The Bethany-Orange-
Woodbridge Regional Purchasing Cooperative consists of the Towns and Boards of Education of
Bethany, Orange and Woodbridge as well as the Amity Regional School District, and Regional School
District Number 16.
BID FORMS
All bids shall be submitted on the proposal form furnished with the bid specifications. Additional forms
may be obtained on the Town of Woodbridge website www.woodbridgect.org (located under
“Government”) Any exceptions taken to the terms and conditions stated herein must be clearly
noted on the proposal form. If no exceptions are noted, it shall be assumed that the terms of
the Invitation to Bid have been accepted.
SUBMISSION OF BIDS
Bids shall be computer prepared, typewritten, or handwritten in blue ink. Bids submitted in pencil
shall be rejected. Errors, alterations, or corrections on the proposal form must be initialized by the
person signing the bid proposal form.
BID AWARD
A bid award shall be made to the lowest responsible bidder to be determined by the most
advantageous differential, or lowest alternative firm bid, whichever is in the best interest of the
Bethany-Orange-Woodbridge Regional Purchasing Cooperative. The lowest responsible bidder is
that person or firm whose bid to perform the work is lowest, who is qualified and competent to do the
work, whose past performance of work is satisfactory to the Cooperative and whose bid documents
comply with the procedural requirements stated herein. The award process may also include
additional considerations such as the information provided on the bid form and the bidder’s perceived
ability to fulfill his/her obligations as prescribed by these specifications. Each bidder must be prepared
to show evidence of having satisfactorily carried out a similar contract, as inability to do so may be
cause for rejection.
Vendor performance records, based on either individual municipal and school district experiences or
identified through reference checks, may be considered in the bid award.
The Regional Cooperative may elect to award the contract to other than the lower bidder if it is
judged to be in its best interest.
AWARD NOTIFICATION
It is the intent of the Bethany-Orange-Woodbridge Regional Purchasing Cooperative to award the bid
by Noon on Thursday, December 18, 2025.
Prepared November 3, 2025
INVITATION TO BID FOR HEATING OIL
QUANTITIES
The Regional Cooperative guarantees a commitment to the gallons indicated below. However, the
Cooperative has the flexibility to shift the number of gallons purchased between the entities as
needed. Actual quantities for each entity may vary.
Vendors must understand that during the course of the contract, there may be certain changes in
locations, tank sizes and quantities used as well as grade of oil. Vendors will be expected to accept
such changes without adjustments to the contract prices.
Approximate annual consumption for Regional Purchasing Cooperative is 106,850 gallons.
***See attached co-op sheets for further reference***
RIGHT TO WAIVE ANY INFORMALITY
The Regional Purchasing Cooperative reserves the right to accept or reject any or all bids and further
reserves the right to waive any bid conditions or formalities when it appears to be in its best interest
to do so. This request for bid does not necessarily contemplate an award based solely on price.
BID PRICES
After vendor award, each entity has the option to choose any pricing method.
Fixed Price
Prices quoted on #2 fuel oil shall be based on a fixed price per gallon to be paid by the participating
agencies during the life of the contract. (Excluding all taxes including the Gross Receipts Tax.)
Vendor must agree to hold fixed price bids for a minimum of one (1) hour from the time of the bid
opening. It is the intent of the Regional Purchasing Cooperative to award the bid within one (1) hour
of the bid opening subject to any necessary local approvals.
Variable Price
Prices quoted on #2 fuel oil shall be the delivered price per gallon over or under the New Haven
Harbor Average of the high and low posted prices per gallon as posted OPIS (Oil Price Information
Service) on the date of delivery for the particular grade of fuel oil.
TAXES AND ASSESSMENTS
Towns and Boards of Education are exempt from payment of either Federal or State taxes and such
taxes shall not be included in the bid prices.
Moreover, bid prices shall not include the NORA Assessment nor the Connecticut Gross Receipts
Tax, if applicable.
Prepared November 3, 2025
INVITATION TO BID FOR HEATING OIL
SPILLAGE
Any spillage at the time of delivery will be the responsibility of the vendor and any costs to repair
resultant damages or any penalties assessed against the Regional Purchasing Cooperative, because
of pollution resulting from such spillage shall be borne by the vendor.
DELIVERY TICKETS
The vendor will furnish printer-type delivery tickets with each fuel delivery. Payment will only be made
on gallon information printed on metered tickets. Partial compartment deliveries, unless made by
printer ticket, will not be acceptable.
DELIVERY ARRANGEMENTS
Arrangements for deliveries will be a matter to be negotiated between each Town or Board of
Education and the successful vendor. Inability of a vendor to meet required delivery arrangements
may be cause for the rejection of the low bid. Vendors agree to make automatic deliveries based on
degree-days. In other instances, vendors will be required to make deliveries within an agreed-to time
interval (within 48 hours) following notification by the Town or Board of Education that supplies of oil
are needed. The right is reserved by the Regional Purchasing Cooperative to limit the hours within
which deliveries can normally be made. The successful bid is required to keep all tanks at a
minimum of 50% full at all times.
LIABILITY FOR DELIVERY FAILURES
If, as a result of a vendor’s failure to deliver on an agreed-to automatic delivery schedule, within the
agreed time interval following notification, or in accordance with any part of the specifications included
herein (e.g., unacceptable product), and damage to a member Town or Board of Education results,
the vendor agrees to compensate the entity for such damages. Restitution will be required should:
damage result from freezing (due to a lack of heat) or should a member Town or Board of Education
incur additional costs from purchasing heating oil or other fuels from an emergency source. It should
be noted that the awarded vendor shall assume full responsibility for the negligence of any
sub-contractor(s) utilized to fulfill any and all obligations under resulting contracts. If the
contractor fails to make proper delivery within the time specified or if the delivery is rejected by a
member Town or Board of Education, the member Town or Board of Education may obtain such
commodities or any part thereof from other sources in the open market or on contract. Should the
new price be greater than the contract price, the difference will be charged against the contractor.
Should the new price be less, the contractor shall have no claim to the difference.
EQUIPMENT
The contractor must be able to ensure year-round delivery, maintain a proper inventory for service
where required and provide automatic printing meters on delivery trucks. Loading tickets may be
substituted for meter-printed delivery tickets with the consent of the member Town or Board of
Education.
BID BONDS
Bidders are required to submit with their bid, a valid, current bid bond in the amount of 10% of the
total estimated bid price). Bonds shall be issued by an insurance company licensed
Prepared November 3, 2025
INVITATION TO BID FOR HEATING OIL
to do business in the State of Connecticut. Bids not accompanied by a valid bid bond shall be
rejected. The bid bond shall be valid for a period of one (1) month from the date of the bid
opening.
PERFORMANCE BONDS
A performance bond, in the amount of one hundred percent (100%) of each purchase order,
may be required of the successful bidders. Responding vendors are therefore asked to provide a
separate price for this bond (to be quoted as a price per $1,000 of contracted business) on the
attached bid proposal form.
LAWS
All deliveries shall comply in every respect with all applicable laws of the Federal Government and/or
the State of Connecticut.
PREPAYMENT
The Cooperative will not accept bids requiring prepayment for heating oil. The entities will only pay
as gallons are delivered.
Prepared November 3, 2025
INVITATION TO BID FOR HEATING OIL
INSURANCE REQUIREMENTS
The vendor agrees to carry and provide evidence of insurance coverages listed below. Coverage
must be written with insurance companies licensed in the State of Connecticut and approved by the
participating agencies. The insurance company writing coverage must have at least a B+ rating by
Best & Co. All policies will provide a thirty (30) day notice of cancellation to each participating agency.
1) Workers Compensation - Coverage A:
Coverage B:
Employers Liability:
Bodily injury by accident
Bodily injury by disease
Bodily injury by disease
Statutory
$100,000 per person
$100,000 per person
$500,000 aggregate
Allstate’s and Voluntary Compensation endorsements.
2) Comprehensive General Liability:
Limits of Liability
Bodily injury - each occurrence $1,000,000
Property Damage
- aggregate
$1,000,000
- each occurrence $1,000,000
- aggregate
$1,000,000
Coverages: - Premises/Independent/Contractors/Contractual/Completed Operations.
- Contractual Liability will be broad form.
- Comprehensive Broad form Liability Endorsement including Board
from Property Damage Liability.
- Participating agencies to be named as an additional named insured.
3) Automobile Liability:
Limits of Liability:
Single Limit
$1,000,000
Coverages: - All owned/non-owned/hired/borrowed.
- Contractual liability (broad form)
Certificates of Insurance will be presented to the office of each participating agency for approval prior
to the contractor, his agents or employees commencing any work whatsoever pursuant to the within
contract.
Prepared November 3, 2025
This page summarizes the opportunity, including an overview and a preview of the attached documents.
* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.
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See Also
Propane Delivery and Propane Related Services Delivery of propane and related propane services
State Government of Connecticut
Bid Due: 6/30/2026