IFB-25-26-062-Gasoline-Diesel Fuel

INVITATION FOR BID
Bid No. IFB 25-26-062
Title: "Gasoline-Diesel Fuel"
Last Day for Questions may be submitted in writing via email to:
Questions: purchasing@danvilleva.gov until
Thursday March 26,2026 by 5:00PM
Bid Closing Date: Sealed Bids shall be accepted no later than
Thursday April 9,2026 at 2:00PM at the
Purchasing Department,
427 Patton Street
Room 304, Danville, VA 24541
Direct Inquiries to: Carol Henley, Director of Purchasing
(434) 799-6528
purchasing@danvilleva.gov
City Project Representative: Christopher Clark
Email: clarkcw@danvilleva.gov
TABLE OF CONTENTS
1.0 General Conditions
2.0 Scope of Work
3.0 Supplemental General Conditions
4.0 Specifications

IFB 25-12.60- 062G E N E R A L C O N DITIONS Inte n t : I t i s t h e intent of th"Gisa soline-Diesel Fuel"
"IFB-25-26-062 Gasoline-Diesel Fuel" to Contractor to furnish
gasoline and diesel fuel to the City of Danville.
1.2 Sealed bids must be received in the Purchasing office no later than
2:00PM, April 9,2026. Bids may be submitted electronically on eVA at
eva.virginia.gov, mailed or hand delivered to the address listed below.
City of Danville
Purchasing Department
427 Patton Street, Room 304
Danville, VA 24541
Bid Documents: IFB-25-26-062 "Gasoline-Diesel Fuel"
Bid Documents and Updates are available online at www.danvilleva.gov "Bid Postings".
1.3 Bid Inquiries: The last day for questions will be
Thursday March 26,2026 at 5:00 PM
Email Carol Henley at purchasing@danvillevagov
.
1.9 Owner's Representative: Christopher Clark
1.10 Code: All work performed shall conform to the Virginia Uniform Building Code
2.0 SCOPE OF WORK
2.1"IFB-25-26-062 Gasoline-Diesel Fuel" to Contractor to furnish gasoline and diesel
fuel to the City of Danville. The Period of this contract shall be from July 1,2026 through
June 30,2026 with options for four (4) additional automatic renewal of 12 months extension
renewals by mutual consent of the contracting parties.
3.0 SUPPLEMENTAL GENERAL CONDITIONS
3.1 Compliance: The Contractor shall comply with the provisions of the following:
The City of Danville's "Standard Requirements & Instructions for Bidding", Version
3.0, dated July 1, 2025. Copies may be obtained from the Purchasing Office or by
downloading from the City's website "Finance Department, Purchasing Division.

IFB 25-26-062 "Gasoline-Diesel Fuel"
3.2 Award:
A. The award will be made to the lowest responsible and responsive bidder, with
consideration given to completion time.
B. The City reserves the right to reject any or all offers and to waive informalities and
minor irregularities in offers received.
C. The award will be made to the proposal conforming to the IFB and will be most
advantageous to the City.
3.3 Authority:
A. The Director of Purchasing as the designee of the City Manager has the sole
responsibility and authority for negotiating, placing, and when necessary, modifying
each and every invitation to bid, purchase order or other award issued by the City of
Danville. In the discharge of these responsibilities, the Director of Purchasing may be
assisted by assigned buyers. No other City officer or employee is authorized to order
supplies or services, enter into purchase negotiations, or in any way obligate the
government of the City of Danville for any indebtedness. Any purchases contrary to
these provisions and authorities shall be void and the City shall not be bound thereby.
B. This procurement process, including withdrawal of bids and appeal or protests, is governed
by the "PROCUREMENT CODE OF THE CITY OF DANVILLE, VIRGINIA". Copies of the
Procurement Code may be obtained by writing the City of Danville Purchasing Department,
427 Patton St. Room 304, Danville, Virginia 24541 and by downloading from the City's
website, Finance Department, Purchasing Division. The City of Danville does not
discriminate against faith-based organizations.
3.4 Method of Bid Submission:
A. Bids will not be accepted both electronically and on paper. Each bidder must choose
only one method of submission to avoid any confusion or duplication of entries. The
latest dated and time stamped bid will be the only bid accepted and evaluated.
No bid may be considered if received after the time shown on the title page. The
allowable methods for submitting are electronic and paper submission.
B. Paper Submission: Bid proposals must be written in ink or typewritten and shall be
submitted on the forms issued. Unsigned or qualified bids will not be accepted.
Envelopes must be sealed and marked in the lower left-hand corner IFB 25-26-062
"Gasoline-Diesel Fuel" and submitted to the office indicated on the title page.
C. Electronic Submission: Bidders who choose to submit their bids electronically must
ensure that they are registered on eVA at www.eva.virginia.gov. Bids can be found
under the Business Opportunities Tab > Virginia Business Opportunities (VBO).
Search IFB-25-26-062. When addenda are issued, suppliers that have submitted an
electronic response will have to RESUBMIT their response to the latest version of the
solicitation.

D. Bidders are expected to examine all instructions, specifications, drawings, sites,
IFB 25-26-062 "Gasoline-Diesel Fuel"
installations, etc. Failure to do so will be at the Bidder's risk. Erasures or other
changes must be initialed by the person signing the bid.
E. SCC Number
Contractors organized as a stock or nonstock corporation, limited liability company,
business trust, or limited partnership or registered as a registered limited liability
partnership shall be authorized to transact business in the Commonwealth as a
domestic or foreign business entity if so required by Virginia Title 13.1 or Title 50 or
as otherwise required by law. A Contactor organized or authorized to transact
business in the Commonwealth pursuant to Virginia Title 13.1 or Title 50 shall include
in its bid or proposal the identification number issued to it by the State Corporation
Commission. Any bidder or offeror that is not required to be authorized to transact
business in the Commonwealth as a foreign business entity under Title 13.1 or Title
50 or as otherwise required by law shall include in its bid or proposal a statement
describing why the bidder or offeror is not required to be so authorized.
3.5 Bidder Eligibility:
A. Bidders are required to submit evidence that they have practical knowledge of the
particular work bid upon and that they have the financial resources to complete the
proposed work. Failure on the part of any Bidder to carry out previous contracts
satisfactorily, or lack of experience or equipment necessary for the satisfactory and
timely completion of this Project, may be deemed sufficient cause for disqualification of
said Bidder.
B. The Bidder must readily and independently document that the Bidder possesses the
experience, equipment and financial resources necessary for a timely and
professional completion of this project.
C. Irregular Bid Proposals: Bid proposals shall be considered irregular for the following
reasons:
1. If the bid is on a form other than that furnished by the City, if the City's form is
altered, or if any part of the proposal form is detached.
2. If there are unauthorized additions, conditional or alternate pay items, or
irregularities of any kind which make the proposal incomplete, indefinite, or
otherwise ambiguous.
3. If the bid does not contain a unit price for each pay item listed in the proposal.
4. If the bid contains unit prices that are obviously unbalanced.
If the bid is not accompanied by the proposal guaranty specified by the City.
5.
D. Withdrawal of Bid Due to Error:

IFB 25-26-062 "Gasoline-Diesel Fuel"
1. A bidder for a City construction contract, other than a contract for construction or
maintenance of public highways, may withdraw his bid from consideration, if the
price bid was substantially lower than the other bids due solely to a mistake therein,
provided the bid was submitted in good faith and the mistake was a clerical mistake,
as opposed to a judgment mistake, and was actually due to an unintentional
arithmetic error or an unintentional omission of a quantity of work, labor, or material
made directly in the compilation of the bid, which unintentional arithmetic error or
unintentional omission can be clearly shown by objective evidence drawn from
inspection of original work papers, documents, and materials used in the
preparation of the bid sought to be withdrawn.
2. The bidder shall give notice in writing of his claim of the right to withdraw his bid within
two (2) business days after the conclusion of the bid opening procedure.
E. Disqualification of Bidder: A bidder shall be considered disqualified for any of the
following reasons:
1. Submitting more than one proposal from the same partnership, firm, or
corporation under the same or different name.
2. Evidence of collusion among bidders. Bidders participating in such collusion shall
be disqualified as bidders for any future work of the City until any such
participating bidder has been reinstated by the City as a qualified bidder.
3. If the bidder is considered to be in "default" for any reason.
3.6 Bids Binding 90 Days:
Unless otherwise specified, all formal bids submitted shall be binding for ninety (90)
calendar days following bid-opening date.
3.7 Cleanup:
A. The Contractor at all times shall keep the premises free from accumulation of waste
materials or rubbish caused by his operations. At the completion of the work, he shall
remove all his waste materials and rubbish from and about the project as well as all
his tools, construction equipment, machinery, and surplus materials.
B. If the Contractor fails to clean up at the completion of the work, the City may do so
and the cost thereof shall be charged to the Contractor.
3.8 Control of Work:
A. On all questions relating to quantities, the acceptability of materials and equipment, or
work, and the interpretation of the Contract Documents, the decision of the Project
Manager are final and binding and shall be precedent to any payment under the
contract.

B. All work and material are subject to the inspection and approval of the Project Manager.
IFB 25-26-062 "Gasoline-Diesel Fuel"
Any work done without proper inspection will be subject to rejection. Inspection of the
work shall not relieve the Contractor of the obligation to fulfill all conditions of the
contract. The Project Manager may require the Contractor to remove from the work
any employee, as the Project Manager may deem incompetent, careless or
insubordinate.
C. The Contractor and the Contractor's authorized agents shall have at least one staff
member on site that must be literate and fluent in the English language, because of the
necessity to read labels, job instructions and signs, as well as the need for conversing
with City project managers.
D. Conduct, Courtesy, and Respect: Contractors, Subcontractors, and their employees
shall exhibit professional and workmanlike behavior while on site. Engaging in behavior
that is rude, threatening, or offensive or use of profane or insulting language is
prohibited. Harassment of any kind, including sexual harassment, is prohibited.
Abusive, derogatory, obscene, or improper language, gestures, remarks, or other
disrespectful behavior will not be tolerated. Inappropriate or aggressive conduct on City
of Danville property, including roughhousing, fighting, physical threats, destruction of
property, vandalism, littering, or physical abuse, is not permitted. Contractors,
Subcontractors, and their employees may not fraternize or socialize with City
employees or building patrons during working hours. Contractors, Subcontractors, and
their employees are required to wear appropriate work attire while on site. Articles of
clothing cannot display offensive or inappropriate language, symbols, or graphics. The
City of Danville representative reserves the right to decide if such clothing or actions
are inappropriate.
E. General Contractor shall provide the following statement and a list of all employees and
subcontractor employees that will be working on this project. Statement and list of
employees shall be on company letterhead with signature and date.
"This is to certify that all employees that are scheduled to work on this project have not
been convicted of a felony in the past 7 years, can qualify for voting rights reinstatement
and are not on active parole or active probation. Workers with felony convictions and
who do not qualify under special conditions will not be allowed access to work site."
F. Certain items of work may be performed by forces of the City. The Contractor shall
cooperate fully in scheduling and coordinating with the Project Manager such that no
delay will result in the performance of such work. If the Contractor claims that such
work delays or causes additional costs, he shall make claims as provided in Work
Changes.
G. The City may award or may have awarded contracts to others for other work. The
Contractor shall cooperate fully with such other Contractors by scheduling his own work
with that to be performed under other Contracts as may be directed by the City. The
Contractor shall not commit or permit any act which will interfere with the performance
of work by any other Contractor as scheduled.
H. Neither the final certificate of payment nor any provision in the contract documents, nor
partial or entire occupancy of the premises by the City, shall constitute an acceptance
of work not done in accordance with the contract documents or relieve the Contractor

of liability in respect to any express warranties or responsibility for faulty materials or
IFB 25-26-062 "Gasoline-Diesel Fuel"
workmanship. The Contractor shall remedy any defects in the work and pay for any
damage to other work resulting therefrom, which shall appear within a period of one
year from the date of final acceptance of work unless a longer period is specified. The
City will give notice of observed defects with reasonable promptness.
3.9 Equal Employment:
During the performance of this contract, the Contractor agrees as follows:
A. The Contractor will not discriminate against any employee or applicant for employment
because of race, religion, color, sex, or national origin, except where religion, sex, or national
origin is a bona fide occupational qualification reasonably necessary to the normal operation
of the Contractor. The Contractor agrees to post in conspicuous places, available to
employees and applicants for employment, notices setting forth the provisions for this non-
discrimination clause.
B. The Contractor also shall not discriminate against any handicapped person in violation
of any state or federal law or regulation and shall also post in conspicuous places,
available to employees and applicants for employment, notices setting forth the
provisions of this additional non-discrimination clause.
C. The Contractor, in all solicitations or advertisements for employees placed by or on
behalf of the Contractor, will state that such contractor is an equal opportunity
employer.
D. Notices, advertisements, and solicitations placed in accordance with Federal law, rule
or regulation shall be deemed sufficient for the purpose of meeting the requirements of
this section.
E. The Contractor will include the provisions of the foregoing paragraphs in every
subcontract or purchase order over $10,000 so that the provisions will be binding upon
each subcontractor or vendor.
F. The Contractor will otherwise comply with all other applicable provisions of local,
State, and Federal law.
3.10 Drug Free Workplace:
During the performance of this contract, the contractor agrees to:
A. Provide a drug-free workplace for the contractor's employees.
B. Post in conspicuous places, available to employees and applicants for employment, a
statement notifying employees that the unlawful manufacture, sale, distribution,
dispensation, possession, or use of a controlled substance or marijuana is prohibited
in the contractor's workplace and specifying the actions that will be taken against
employees for violations of such prohibition.
C. State in all solicitations or advertisements for employees placed by or on behalf of the
contractor that the contractor maintains a drug-free workplace.

D. Include the provisions of the foregoing clauses in every subcontract or purchase
IFB 25-26-062 "Gasoline-Diesel Fuel"
order of or over $10,000, so that the provisions will be binding upon each
subcontractor or vendor.
"Drug-free workplace" means a site for the performance of work done in connection with
a specific contract awarded to a contractor in accordance with Chapter 43, the
employees of whom are prohibited from engaging in the unlawful manufacture, sale,
distribution, dispensation, possession or use of any controlled substance or marijuana
during the performance of the contract.
State law reference(s) - Authority, Code of Virginia
3.11 Guaranty: 2.2-4312.
A. The Contractor shall guarantee that all the materials used and all the work done under
the contract shall fully comply with the requirements of the plans and specifications and
the instructions of the City.
B. All expenses covering return or replacement of defective or improper equipment or
merchandise will be assumed by the Contractor. In no instance shall the contractor
refer the City to any distributor or manufacturer for settlement of any claim arising from
defective or improper equipment or merchandise. If the Contractor shall fail to replace
or repair any defective or improper equipment or merchandise within thirty (30) days
from date of notice, the City may make the necessary corrective arrangements and
charge the cost to money due the Contractor or bill the Contractor. The Contractor
agrees to reimburse the City in such instances. Samples of any warranties which will
apply to the goods being offered for sale shall be included as part of the bid.
C. Any defects in the completed work or failure of the construction to fully perform or
endure the service for which it is intended, which in the opinion of the City are caused
by or due to the use of materials, skill or workmanship not in compliance with the said
plans, specifications and instructions, that may appear in the work within a period of
twenty-four (24) months after acceptance by the City shall be regarded as prima facie
and conclusive evidence that the Contractor has failed to comply with the said
specifications, plans, and instructions. The Contractor in this event shall at his own
expense, at such time and in such manner as the Engineer may direct, repair or take
up and reconstruct any such defective work, in full compliance with the original
specifications, plans, and instructions. The repairs required to be made by the
Contractor shall extend only to making good an inherent defect which become
manifested in the materials and workmanship under ordinary conditions and shall not
be held to cover any breakage or damage caused by improper use or by accident
resulting from circumstances over which the Contractor has no control.
3.12 Indemnification:
A. The Contractor shall indemnify, keep and save harmless the City, its agents, officials
and employees, against all injuries, deaths, loss, damages, claims, patent claims, suits,
liabilities, judgments, costs and expenses, which may in anywise accrue against the
City, its agents, officials and employees in consequence of the granting of this contract
or which may in anyway result therefrom, whether or not it shall be alleged or determine
that the act was caused through negligence or omission of the Contractor or his
employees, or of the subcontractor or their employees, if any, and the Contractor shall,

at their own expense, appear, defend and pay all charges of attorneys and other
IFB 25-26-062 "Gasoline-Diesel Fuel"
expenses arising therefrom or incurred in connection therewith, and, if any judgment
shall be rendered against the City in any such action, the Contractor shall, at his own
expense, satisfy and discharge the same. The Contractor expressly understands and
agrees that any performance bond or insurance protection required by this contract, or
otherwise provided by the Contractor, shall in no way limit the responsibility to
indemnify, keep and save harmless and defend the City, its agents, officials, and
employees as herein provided. The Contractor shall have charge and control of the
entire work until its completion and acceptance by the City.
B. The Contractor shall assume all risks and responsibilities for casualties of every
description in connection with the work, except that he shall not be held liable or
responsible for delays or damage to the work caused by acts of God, acts of Public
enemy, acts of Government, quarantine restrictions, general strikes through the trade,
or by freight embargoes not caused or participated in by the Contractor. The Contractor
shall have charge and control of the entire work until completion and acceptance of the
same by the City.
C. The Contractor shall alone be liable and responsible for, and shall pay, any and all loss
or damage sustained by any person or party either during the performance or
subsequent to the completion of the work under this agreement by reason of injuries to
persons and damage to property, buildings, and adjacent work, that may occur either
during the performance of the work covered by this contract or that may be sustained
as a result of or in consequence thereof, irrespective of whether or not such injury or
damage be due to negligence or the inherent nature of the work.
D. The Contractor shall bear all losses resulting from the amount or character of the work
being different, or because the nature of the premises on which the work is done is
different from what was expected, or on account of the weather, or similar other causes.
3.13 Insurance:
The Contractor shall not commence work under this contract until they have obtained all the
insurance required hereunder and such insurance has been approved by the City; nor shall the
Contractor allow any Subcontractor to commence work on his subcontract until all similar
insurance has been so obtained and approved. Approval of the insurance by the City shall not
relieve or decrease the liability of the Contractor hereunder.
A. Worker's Compensation including Occupational Disease and Employer's Liability
Insurance: The Contractor shall take out and maintain during the life of this Contract
Workers' Compensation and Employer's Liability Insurance for all of their employees to
be engaged in work on the project under this contract in an amount no less than the
minimum allowed by the State Corporation Commission, and in case of such work is
sublet, the Contractor shall require the Subcontractor similarly to provide Workers'
Compensation and Employer's Liability Insurance for all of the latter's employees to be
engaged in such work.
B. Comprehensive General Liability Insurance: The Contractor shall maintain during the
life of this Contract comprehensive general liability insurance as shall protect him, the
City of Danville and its offices, agents and employees, and any Subcontractors
performing work covered by this Contract from claims for damage for personal injury,
including death, as well as from claims for property damage, which may arise from

operations under this Contract, whether such operations by himself or by any
IFB 25-26-062 "Gasoline-Diesel Fuel"
Subcontractor, or by anyone directly or indirectly employed by either of them. The
amount of such insurance shall not be less than a combination single limit of
$1,000,000.00 per occurrence on bodily injury and property damage and
$1,000,000.00 aggregate on completed operations. The comprehensive general
liability insurance shall provide the following coverage:
C. Automobile liability insurance minimum combined single limits of $1,000,000.00 for
any one person and subject to the same limit for each person, $1,000,000 on account
of any one accident. This insurance shall include bodily injury and property damage
for the following vehicles:
Owned Vehicles
Non-owned Vehicles
Hired Vehicles
D. Umbrella Policy. At the option of the Contractor, primary limits may be less than
required, with an umbrella policy providing the additional limits needed. This form of
insurance will be acceptable provided that the primary and umbrella policies both
provide the insurance coverage's herein required. However, any such umbrella policy
must have minimum coverage limits of $3,000,000.00.
E. Professional Liability - $1,000,000.00 per occurrence
F. To the fullest extent permitted by law, a Waiver of Subrogation Clause shall be added
to the General Liability, Automobile, Excess or Umbrella and Workers Compensation
policies in favor of the City of Danville and shall apply to it Owners officers, agents
and employees, with respect to all Projects during the policy term.
G. Prior to commencement of Work on any individual Project, the Contractor shall submit
a Certificate of Insurance in favor of the City of Danville and an Additional Insured
Endorsement (in a form acceptable to the City) as required hereunder. The
Contractor's Insurance policies shall provide for thirty (30) days' notice to City for
cancellation or any change in coverage and be evidenced by the Certificate of
Insurance. Copies of insurance policies shall promptly be made available to the City
upon request.
H. The City of Danville, along with their respective officers, agents and employees, shall
be named as additional insureds.
I. Certificate holder should read as follows:
The City of Danville
427 Patton Street
Danville, VA 24541