2026/2027 Gasoline & Diesel Fuel for Municipal Vehicles & Building Generators

SPECIFICATIONS and BID DOCUMENTS
for the
2026/2027 GASOLINE & DIESEL FUEL FOR MUNICIPAL
VEHICLES & BUILDING GENERATORS
City of Hazelwood
415 Elm Grove Lane
Hazelwood, MO 63042
Matthew Robinson, Mayor
James Hudanick, Interim City Manager
Jason Carothers, Public Works Director
Bid Opening: Thursday, May 21, 2026
1:00 p.m.

TABLE OF CONTENTS
Page
Request for Bid 1
Scope 2
Instructions to Bidders 3-4
Specifications 5-9
Bid Forms 10-11
Affidavit of Compliance 12-13
Non-Collusion Affidavit 14

REQUEST FOR BID
Bids for the 2026/2027 GASOLINE & DIESEL FUEL FOR MUNICIPAL VEHICLES &
BUILDING GENERATORS for the City of Hazelwood, Missouri will be received until 1:00
p.m. on Thursday, May 21, 2026 at Hazelwood City Hall located at 415 Elm Grove Lane,
Hazelwood, Missouri 63042 and will be thereafter publicly opened and read.
Bid packages are available online at www.hazelwoodmo.org. Please direct any inquiries to Nikki
Miller, Public Works Coordinator, at mmmiller@hazelwoodmo.org or (314) 513-5031.
The City of Hazelwood reserves the right to reject any and all bids, to waive any informalities
and to accept the bid that is most advantageous, beneficial or expeditious to the City of
Hazelwood. No bid may be withdrawn for a period of ninety (90) days after bid opening. Bids
may be corrected for clerical or typographical errors at the discretion of the City of Hazelwood,
but not because of an error in judgment.
The Bid Documents must be returned in duplicate in a sealed envelope marked "2026/2027
Hazelwood Gasoline & Diesel Fuel for Municipal Vehicles & Building Generators".
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SCOPE
The City of Hazelwood is seeking to purchase gasoline and diesel fuel for its municipal vehicles
and building generators for the 2026/2027 fiscal year, which runs from July 1, 2026, to June 30,
2027.
Unless otherwise specifically stated in the Contract documents and technical specifications, the
Contractor shall provide and pay for all bonds, insurance, permits, inspections, licenses,
materials, labor, tools, equipment, light, power, water, heat, transportation, testing, supervision,
utility connection fees and other facilities necessary for the execution and completion of work. If
the Contractor, in the course of work, finds any discrepancy between the specifications and
physical conditions of the locality, or any error or omission in the specifications, shall
immediately inform the Project Development Coordinator, in writing, and the Project
Development Coordinator shall promptly verify the same.
The Contractor shall deliver all improvements embraced in this Contract, complete in every
respect, within the specified time.
The Contractor shall at all times carry on the work in such a manner as to minimize the
interference with traffic, utility and municipal services, and adjoining property owners', egress,
ingress and use of their property.
The work shall be carried out in such a manner that all physical structures and natural features
are restored to at least as good of condition as they were in before the work was done. It is
understood that where specifications apply, their provisions shall determine the character and
manner of restoration of existing structures and features.
The Contractor shall repair any damage, outside of the scope of work, done to private or public
property to the satisfaction of the Owner of said property and the Contractor thereof shall absorb
the cost.
The term of this contract shall commence after written notice to proceed. Start date shall
be July 1, 2026.
Questions concerning this project shall be directed to Nikki Miller, Public Works Coordinator, at
mmmiller@hazelwoodmo.org or (314) 513-5031.
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INSTRUCTION TO BIDDERS
1. The City of Hazelwood (CITY) will receive bids from qualified contractors (BIDDERS) for
the 2026/2027 GASOLINE & DIESEL FUEL FOR MUNICIPAL VEHICLES &
BUILDING GENERATORS. Sealed bids will be accepted until 1:00 p.m. on Thursday, May
21, 2026.
2. BIDDERS shall submit their bids on the included "BID FORM" and shall fill in all spaces
requiring unit prices. Failure to do so may disqualify the bid. Bids are to be sent in a sealed,
opaque envelope clearly marked "2026/2027 Gasoline & Diesel Fuel for Municipal
Vehicles & Building Generators".
3. BIDDERS shall identify the items that will be furnished by brand or manufacturer's name
and catalog numbers. BIDDERS shall also furnish specifications and descriptive literature.
4. BIDDERS shall exclude Federal Excise Tax and/or Sales and use taxes in their bid prices, as
the City is exempt from these taxes by law. Federal tax exemption certificates will be
furnished if required. BIDDERS are to exclude sales tax from vendors and material suppliers
in their bid prices. The City will provide the Missouri Project Exemption Certificate
authorizing purchasing tax exempt project construction materials.
5. The delivery date(s), or when work will start, shall be stated in definite terms, as they will be
taken into consideration in making the award.
6. BIDDERS shall include with their bids a signed and notarized NON-COLLUSION
AFFIDAVIT, which is part of the bid packet.
7. BIDDERS shall include with their bid a CERTIFICATE OF INSURANCE as outlined in the
specifications.
8. All changes in specifications, as herein set forth will be by written addendum only. No oral
changes are authorized and any such communications shall be acted upon at the sole risk and
responsibility of the BIDDER.
9. BIDDERS shall acknowledge receipt of any and all addendum on "BID FORM".
10. Bids may be withdrawn prior to bid opening, but once opened, bids are to be binding for
ninety (90) days following bid opening.
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11. BIDDERS shall tour and become familiar with the CITY as it pertains to this bid and shall
thoroughly understand the "SPECIFICATIONS", "BID FORM" and "CONTRACT" prior to
the submitting of bids.
12. BIDDERS shall submit their bids in duplicate.
13. Any questions or clarifications pertaining to this proposal should be directed to Nikki Miller,
Public Works Coordinator, at (314) 513-5031 or mmmiller@hazelwoodmo.org prior to the
submitting of bids.
14. BIDDERS shall include with their bids on a separate sheet titled "REFERENCES" a list of
all municipalities or entities with contact name and phone numbers for similar work in St.
Louis County. If none exist, the bidder must provide at least three (3) references with contact
names and phone numbers from the closest municipalities or entities served.
15. The CITY reserves the right to waive any informality in the bidding procedure and the right
to refuse any and all bids tendered.
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SPECIFICATIONS
BIDDERS shall provide all necessary equipment, materials and labor to execute the purchase
and delivery of fuel for 2026/2027 GASOLINE & DIESEL FUEL FOR MUNICIPAL
VEHICLES & BUILDING GENERATORS agreement in accordance with any federal, state,
county or local laws and ordinances within the City of Hazelwood corporate limits.
1. All fuel for municipal vehicles shall be delivered to the Hazelwood Maintenance Garage at
115 Ford Lane, Hazelwood, MO 63042 on Monday, Wednesday, and Friday of each week,
including holidays.
2. In the event of higher-than-normal fuel usage, an emergency order for fuel delivery may be
requested by the City.
3. All fuel for building generators shall be delivered on an as needed basis. Orders shall be
placed at least 24 hours in advance unless an emergency order is requested. One (1) diesel
generator is located at Hazelwood City Hall, 415 Elm Grove Lane, Hazelwood, MO 63042.
One (1) diesel generator is located at the Hazelwood Maintenance Garage, 115 Ford Lane,
Hazelwood, MO 63042. One (1) diesel generator is located at the Hazelwood Community
Center, 1186 Teson Road, Hazelwood MO 63042.
4. All environmental and safety precautions shall be taken when delivering gasoline and diesel
fuel.
5. The unleaded gasoline for municipal vehicles shall be 87 octane. Tank capacity is 1,000
gallons.
6. Diesel fuel for municipal vehicles shall be #2 diesel fuel. Tank capacity is 1,000 gallons.
7. Diesel fuel for the generator at Hazelwood City Hall shall be #2 diesel fuel. Tank capacity is
500 gallons.
8. Diesel fuel for the generator at the Hazelwood Community Center shall be #2 diesel fuel.
Tank capacity is 700 gallons.
9. Diesel fuel for the generator at the Hazelwood Maintenance Garage shall be #2 diesel fuel.
Tank capacity is 100 gallons.
10. After Contract award, the supplier shall pass any price increases or decreases due to product
cost changes in accordance with F.E.A./D.O.A. regulations on to the City. Any price
increases must be approved by the Public Works Foreman before going into effect. The
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supplier shall furnish the Public Works Foreman proof of increase in writing for
consideration of approval. The supplier shall add no further profit during the course of the
Contract.
11. Unit prices shall be based according to the midnight average OPIS price as determined at
12:00 a.m. on Wednesday, May 13, 2026 plus an additional bid cost per gallon.
12. The supplier shall submit OPIS price sheet with each billing.
13. The City estimates using 75,000 gallons of unleaded gasoline and 25,000 gallons of diesel
fuel in a one-year period. These are estimates only, and actual usage may be higher or lower
than estimated.
GENERAL INFORMATION
1. CONTRACTOR'S LIABILITY INSURANCE
The Contractor shall purchase and maintain in full force and affect the following insurance
coverage with an insurance carrier acceptable to the City:
The policy shall be endorsed to cover the contractual liability of the Contractor under the
General Conditions.
The Contractor and his Subcontractors shall procure and maintain during the life of this
agreement insurance of the types and minimum amounts as follows:
1.1.1. Workers' Compensation in full compliance with statutory requirements of Federal
and State of Missouri law and Employers' Liability coverage in the amount of
$1,000,000.
1.1.2. Comprehensive General Liability and Bodily Injury
Including Death: $409,123 each person
Property Damage: $2,727,489 each occurrence
1.1.3. Comprehensive Automobile Liability, Bodily Injury
Including Death: $409,123 each person
Property Damage: $2,727,489 each occurrence
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1.1.4. Owner's Protective Bodily Injury,
Including Death: $409,123 each person
Property Damage: $2,727,489 each occurrence
The Owner's Protective Policy shall name the City as the insured. Certificates evidencing
such insurance shall be furnished to the City prior to the Contractor commencing the
Work on this project. The certificates must state "The City of Hazelwood and the
Director of Public Works/City Engineer is an additional insured."
2. CHANGE OF VENUE
The parties of the Agreement agree that venue shall lie exclusively in the Circuit Court of St.
Louis County, State of Missouri, in the event of any litigation between them with regards to
the matter encompassed by the Agreement.
3. COMPLIANCE WITH REGULATIONS
The Contractor shall comply with Regulations relative to nondiscrimination in Federally-
assisted programs of the Department of Transportation, Title 49, Code of Federal
Regulations, Part 21, as they may be amended from time to time (hereinafter referred to as
the Regulations), which are herein incorporated by reference and made a part of this
Contract.
Further, on any federal assisted Contract, the Contractor and Subcontractor agree to comply
with the Equal Employment Opportunity provisions cited in CFR 23, Subpart D -
Construction Contract Equal Employment Opportunity Compliance Procedures, CFR 49 -
Non-Discrimination in Federally-assisted Programs of the Department of Transportation -
Effectuation of Title VI of the Civil Rights Act of 1964, E.E. 11246 and Title VII of the Civil
Rights Act of 1964.
4. NONDISCRIMINATION
The Contractor, with regard to the work performed by it during the Contract, shall not
discriminate on the grounds of race, color, sex, or national origin in the selection, retention,
and treatment of Subcontractors, including procurements of materials in the discrimination
prohibited by Section 21.5 of the Regulations, including employment practices when the
Contractor covers a program set for in Appendix B of the Regulations.
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5. SOLICITATION FOR SUBCONTRACTS, INCLUDING PROCUREMENTS OF
MATERIALS AND EQUIPMENT
In all solicitations either by competitive bidding or negotiation made by the Contractor for
work to be performed under a Subcontract, including procurements of materials or leases of
equipment, each potential Subcontractor or supplier shall be notified by the Contractor of the
Contractor's obligations under the Contract and the Regulations relative to nondiscrimination
on the grounds of race, color, or national origin.
6. INFORMATION AND REPORTS
The Contractor shall provide all information and reports by the Regulations, or directives
issues pursuant thereto, and shall permit access to its books, records, accounts, other sources
of information, and its facilities as may be determined by the State Highway Department of
the Federal Highway Administration to be pertinent to ascertain compliance with such
Regulations or directives. Where any information required of a Contractor is in the exclusive
possession of another who fails or refuses to furnish this information, the Contractor shall so
certify to the State Highway Department or the Federal Highway Administration, as
appropriate, and shall set forth what efforts it has made to obtain the information.
7. SANCTIONS FOR NONCOMPLIANCE
In the event the Contractor's noncompliance with the nondiscrimination provisions of this
Contract, the State Highway Department shall impose such Contract sanctions as it or the
Federal Highway Administration may determine to be appropriate, including but not limited
to:
7.1. Withholding payments to the Contractor under the Contract until the Contractor
complies and/or
7.2. Cancellation, termination or suspension of the Contract, in whole or in part.
8. INCORPORATION OF PROVISIONS
The Contractor shall include provisions of paragraphs (5) through (9) in every Subcontract,
including procurement of material and leases of equipment, unless exempt by the
Regulations, or directives issued pursuant thereto. The Contractor shall take such action with
respect to any Subcontract or procurement as the State Highway Department or the Federal
Highway Administration may direct as a means of enforcing such provisions including
sanctions for noncompliance: Provided, however, that, in the event a Contractor becomes
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