ITB-LC-26-04 Gasoline Deliveries

Livingston County Fiscal Services
304 East Grand River Ave., Suite 204
Howell, MI 48843
517-540-8740
Invitation to Bid
ITB-LC-26-04
TITLE: Gasoline Deliveries
Commodity/Service Being Requested: Gasoline Deliveries
Type of Solicitation: Invitation to Bid (ITB) - Livingston County is requesting bids for gasoline
deliveries for the Livingston County Car Pool.
Resulting Contract Term: Livingston County will use the results of this process to award one
five-year Contract.
Calendar of Events - Timetable
Release of ITB: September 16, 2026
Question & Answer Due Date: September 29, 2026
Questions and Answers Responses Posted: October 5, 2026
Bids Due by (2:00 p.m./ EST) *: October 21. 2026
Award Date: December 14, 2026
*Any response received later than the specified deadline will be disqualified.
Pricing shall be submitted separately from the Technical Proposal.
ITB Access: Livingston County officially distributes proposal documents from the Purchasing
Office and online at https://milivcounty.gov/fiscal-services/procurement/bids/ or BidNet via
Michigan Inter-governmental Trade Network (MITN) https://www.bidnetdirect.com/mitn sites. It will
be the bidder's responsibility to monitor for any addendums or amendments to this solicitation.
Communications and Contacts with Livingston County Personnel: All contact with Livingston
County regarding this RFP or any matter relating thereto must be sent in writing via e-mail to:
kbelcher@livgov.com. To ensure fair consideration for all interested vendors, the County prohibits
communications to or with any employee at the departmental level during the submission and
evaluation period.

Section 1.0: Scope of Work/Specifications and Bidder Instructions .................................................... 3
1.1 Introduction ................................................................................................................................. 3
1.2 Scope of Work ........................................................................................................................... 3
1.3 Specifications ............................................................................................................................. 3
1.4 Delivery ....................................................................................................................................... 3
1.5 Quantity ...................................................................................................................................... 4
1.6 Pricing ......................................................................................................................................... 4
1.7 Bidder Questions ....................................................................................................................... 4
1.8 Changes and Addenda to Bid Documents ............................................................................ 4
1.9 Bid Submission Requirements ................................................................................................ 5
1.10 Evaluation Process ................................................................................................................... 5
1.11 Evaluation Criteria and Award ................................................................................................. 5
1.12 Reservation of Rights ............................................................................................................... 6
1.13 Submittal Preparation Cost ...................................................................................................... 6
1.14 Gifts/Gratuities ........................................................................................................................... 6
1.15 Responsive Submissions ......................................................................................................... 6
1.16 Withdrawal of Bid....................................................................................................................... 6
1.17 Taxes and Payment Terms ...................................................................................................... 6
1.18 Term of Contract........................................................................................................................ 6
1.19 Cancellation................................................................................................................................ 6
Section 2.0: Terms and Conditions .......................................................................................................... 7
2.1 Use of Contract .......................................................................................................................... 7
2.2 Indemnification and Hold Harmless ........................................................................................ 7
2.3 Equal Employment Opportunity............................................................................................... 7
2.4 Nondiscrimination ...................................................................................................................... 7
2.5 Governing Law and Venue ...................................................................................................... 7
2.6 Insurance Requirements .......................................................................................................... 8
2.7 Compliance with Laws and Regulations ................................................................................ 9
2.8 Interest of Contractor and County ........................................................................................... 9
2.9 Subcontracting or Assignments, Independent Contractor ................................................... 9
2.10 Termination of Contract .......................................................................................................... 10
APPENDIX A: BID SUBMISSION CHECKLIST ................................................................................... 11
APPENDIX B: PRICING FORM ............................................................................................................. 12
APPENDIX C: SIGNATURE PAGE ....................................................................................................... 13
APPENDIX D: CERTIFICATE OF COMPLIANCE WITH PUBLIC ACT 512 OF 2012 ................... 14
APPENDIX E: REFERENCES ................................................................................................................ 15
APPENDIX F: MICHIGAN DEPARTMENT OF TRANSPORTATION FORM 3164, MATERIALS
AND SUPPLIES LESS THAN $350,000 ............................................................................................... 16
Table of Contents
ITB-LC-26-04 Page 2 of 16

Section 1.0: Scope of Work/Specifications and Bidder Instructions
1.1 Introduction
Livingston County is soliciting bids for gasoline deliveries for the Livingston County Car Pool.
Through this process, it is the goal of Livingston County to competitively award a contract that
will provide gasoline for the next five years. It is anticipated that services will commence in
March 2027 and end in February 2032.
1.2 Scope of Work
The successful Bidder (Contractor) shall provide gasoline deliveries, on demand, as indicated
herein. The deliveries shall be to the underground tank at the following address:
3950 W. Grand River Avenue
Howell, MI 48855
1.3 Specifications
The Contractor shall provide E10 Regular Octane Unleaded Gasoline that meets the following
specifications:
* must comply with the most current ASTM international specifications; bidders are to
provide documentation to support that the delivered fuel is per the most recent ASTM
specifications
* must be free from water and suspended matter
* gasoline must meet seasonal specifications for the Livingston County Area, including
distillation, RVP and vapor/liquid ration.
1.4 Delivery
The Contractor will deliver within two (2) working days after receipt of an order, Monday through
Friday between 8:00 a.m. and 4:00 p.m. The storage tank at this location has a volume of 12,000
gallons. It is anticipated that orders will typically be placed with 500 - 1,000 gallons remaining in the
tank, and each order will be approximately 11,000 gallons. Contractor must deliver all contract
activities F.O.B. destination, within the County premises with transportation and handling charges
paid by Contractor.
The County strongly prefers remote tank monitoring capability with automatic deliveries. The
gasoline tank is already connected to the FuelCloud fuel management system which supports
remote monitoring. The successful contractor will work with assigned County staff to determine
the tank level minimum at which deliveries will be arranged by the contractor.
A metered bill of lading measuring the exact amount of fuel at time of delivery must be
submitted. All deliveries are to be accompanied by a delivery metered slip referencing the
purchase order number, the exact amount of fuel delivered, and the name of your company.
Any reference to fuel amounts shall be stated in U.S. gallons.
A variation in quantity ordered not to exceed, plus or minus, 1% is authorized. Billing and
payment shall be based on the exact metered quantities received.
All delivered fuel must be in compliance with all Michigan laws pertaining to pollution which
includes the Michigan Air Pollution Act, Act 348 of 1965 and Part 55, Air Pollution Control, of the
Natural Resources and Environmental Protection Act, 1994 PA 451, as amended (Act 451).
Additionally, all State of Michigan Fuel oils must comply with United States Environmental
ITB-LC-26-04 Page 3 of 16

Protection Agency, Clean Air Act of 1990.
The Contractor will ensure compliance with all State and Federal Laws. The Contractor will
also be responsible for identification, containment, notification to authorize, cleanup, disposal,
and damages associated with any leak or discharge up to and including the County's hose
connection point.
1.4.1 Spills
Accidental release or spillage during delivery of product by the contractor will result in the
contractor being held responsible for cleanup, disposal, and costs. of all contaminated soil.
Cleanup and disposal must be conducted in accordance with state and federal EPA
regulations and guidelines.
1.4.2 Damages
The contractor shall be held liable for any damages due to equipment malfunctions that may
occur due to furnishing contaminated product, furnishing fuel other than specified, or failure
to make deliveries when ordered.
1.5 Quantity
The County is not obligated to purchase in any specific quantity. However, the Contractor
agrees to supply all that the County requires.
1.6 Pricing
Bidders shall provide delivery pricing by using Appendix B. The fuel price will be based on Oil Price
Information Service (OPIS) Daily Contract Benchmark File report.
A copy of the OPIS price report applicable to the date of delivery must be submitted with each
billing. Payment will not be made unless the OPIS price report is submitted. The prices are to
be in U.S. dollar amount.
1.7 Bidder Questions
Bidders may submit written questions regarding this ITB by e-mail to: kbelcher@livgov.com. All
questions must be received by 5:00 p.m. EDT (Eastern Daylight Time) no later than September
29, 2026. All questions, without identifying the submitting company, will be compiled with the
appropriate answers and issued as an addendum to the ITB.
1.8 Changes and Addenda to Bid Documents
Each change or addendum issued in relation to this ITB will be posted online at
https://milivcounty.gov/fiscal-services/procurement/bids/ or BidNet via Michigan Inter-
governmental Trade Network (MITN) https://www.bidnetdirect.com/mitn sites. It will be the
bidder's responsibility to monitor for any addendums or amendments to this solicitation. It is the
Vendor's responsibility to acquire knowledge of any changes, modifications or additions to the
Authorized Version of the bid document. No award will be made to any vendor who fails to
submit the Addendum Signature Page(s), if applicable.
ITB-LC-26-04 Page 4 of 16

1.9 Bid Submission Requirements
Bids must conform to the requirements set forth in the ITB. Bids not conforming to these
requirements may be rejected as non-responsive. Please refer to the bid submission checklist
(Appendix A).
The deadline for bid receipt is: October 21, 2026, 2:00 PM EST (the "Due Date").
1. Submit your bid response no later than 2:00 p.m. on: October 21, 2026, as follows:
* A complete bid submitted by email to kbelcher@livgov.com.
Note: Hard copy submissions will not be accepted.
2. Include the following in the Subject line of the email: ITB-LC-26-04 - Gasoline Deliveries.
3. Include company name, phone number, and address in the body of the email.
4. Pricing shall be submitted separately from the Technical Proposal.
5. Bidder Profile and Qualifications - Provide an overview of your company
* Company Background and History
* Organizational Compacity (employees, trucks, etc)
* Invoice Sample
Livingston County has no obligation to consider any bid that is not timely received.
No bid responses submitted via fax, hard copy, or BidNet site will be accepted.
1.10 Evaluation Process
All bids will be reviewed for compliance with the requirements outlined in Appendix A. Bids not
meeting the requirements will be deemed non-responsive and eliminated from further
consideration. Livingston County may elect to waive any informality in a proposal if the sum and
substance of the proposal are present.
A. Livingston County may contact the Bidder for clarification of the Bidder's response.
B. Livingston County may use other sources of information to perform the evaluation.
C. Livingston County may require the Bidder to submit additional and/or supporting materials.
Responsive bids will be evaluated on the factors identified in this ITB. The Bidder(s) whose bid
is most advantageous to Livingston County, taking into consideration the evaluation factors, will
be recommended for award approval.
After a prospective supplier has been selected, Livingston County and the prospective supplier
will negotiate a Master Agreement. If a satisfactory Master Agreement cannot be negotiated,
Livingston County may, at its sole discretion, begin negotiations with the next qualified bidder
who submitted a response.
1.11 Evaluation Criteria and Award
An evaluation committee at the County will evaluate each Respondent's bid response to
determine if the Respondent meets the qualification criteria and if the technical specifications in
the response are acceptable. The evaluation committee, at its discretion, will recommend one
Respondent for award of an Agreement. The agreement will be awarded to the qualified
respondent whose bid is most advantageous to the County, based upon the following evaluation
criteria:
The evaluation and award of this bid shall be rated on the following (not in any relevant order):
ITB-LC-26-04 Page 5 of 16

Compliance with Submission Requirements
References (experience of firm, qualifications of firm)
Pricing
1.12 Reservation of Rights
The Livingston County Board of Commissioners reserves the right to reject any and all bids, to
negotiate the terms and conditions of all and any part of the bids, to waive irregularities and/or
formalities, and in general to make award in the manner as determined to be in the Board's best
interest and its sole discretion.
1.13 Submittal Preparation Cost
The County shall not be liable for any expense incurred in connection with preparation of a
submittal to this bid. Vendors should prepare a straightforward and concise description of the
vendor's ability to meet the requirements of this document.
1.14 Gifts/Gratuities
Elected Officials, Department Heads, and/or County Employees will not be offered or entitled to
earn or receive personal gifts, gratuities, credits or other benefits of economic value by reason
of their official business.
1.15 Responsive Submissions
Companies are expected to examine the ITB requirements and all instructions. Failure to do so
will be at the company's risk. Each company shall furnish all information requested herein. If
any person contemplating submitting a bid is in doubt of the true meaning of any part of the
specifications or other conditions with the ITB, they are advised to email kbelcher@livgov.com
and have the portion in question clarified.
1.16 Withdrawal of Bid
Bids may be withdrawn in person by a bidder, or authorized representative, provided their
identity is made known and a receipt is signed for the ITB but only if the withdrawal is made
prior to the stated bid deadline. No bid may be withdrawn for at least 60 days after opening
except the successful company whose prices shall remain firm for the entire contract period. In
case of error by the bidder in making up a bid, the Procurement Coordinator may, by discretion,
reject such a bid upon presentation of a letter by the Bidder which sets forth the error, the
cause thereof, and sufficient evidence to substantiate the claim.
1.17 Taxes and Payment Terms
Livingston County is exempt from Federal Excise and State Sales Tax. The County's tax
number is 38-6005819. Payment terms are Net 30 days upon receipt and acceptance.
Contractor is required to pay all applicable taxes lawfully assessed in connection with its
performance of this Contract.
1.18 Term of Contract
The award will be for a five (5) year contract. The contractor shall not assign the contract or any
part thereof to any person, firm, corporation or company unless such assignment is approved in
writing by Livingston County.
1.19 Cancellation
An ITB, a RFP, or other solicitation may be cancelled, or any or all bids or proposals may be
rejected in whole or in part as may be specified in the solicitation, when it is in the best interest
of the County in accordance with regulations.
ITB-LC-26-04 Page 6 of 16

Section 2.0: Terms and Conditions
2.1 Use of Contract
The resulting contract is for Livingston County use. No guarantee of dollar volume or frequency
of use is expressed or implied by acceptance of a firm's bid. Any changes or additions are not
authorized without prior written approval from Livingston County Fiscal Services - Procurement
Division.
2.2 Indemnification and Hold Harmless
The Contractor whose bid is accepted must agree to the following indemnification and hold
harmless responsibilities:
The Contractor shall, at its own expense, protect, defend, indemnify and hold harmless
Livingston County, its elected and appointed officers, employees and agents from all claims,
damages (including but not limited to direct, indirect, incidental, consequential, special and
punitive damages), costs, lawsuits and expenses including, but not limited to, all costs from
administrative proceedings, court costs, and attorney fees, that they may incur as a result of any
acts, omissions or negligence of the selected firm, its employees or agents or its subcontractors
or sub-subcontractors, or any of their officers, employees or agents which may arise out of the
contract.
The Contractor's indemnification responsibilities shall include the sum of damages, costs and
expenses which are in excess of the sum paid out on behalf of or reimbursed to Livingston
County or its elected and appointed officers, employees, agents or by the insurance coverage
obtained and/or maintained by the selected firm pursuant to the requirements of this ITB and the
contract entered into.
2.3 Equal Employment Opportunity
The Contractor and its subcontractors, as required by law, shall not discriminate against the
employee or applicant for employment with the respect to hire, tenure, terms, conditions or
privileges of employment, or a matter directly relates to employment, because of race, color,
religion, national origin, age, sex, disability that is unrelated to the individual's ability to perform
the duties of a particular job or position. Breach of this covenant may be regarded as a material
breach of the Contract.
The Contractor agrees to post notices containing this policy against discrimination in
conspicuous places available to applicants for employment and employees. All solicitations or
advertisements for employees, placed by or on the behalf of the Contract, will state that all
qualified applicants will receive consideration for employment without regard to race, color, sex,
national origin, disability, age, height, weight, marital status and religion.
2.4 Nondiscrimination
The Contractor, its contractors and subcontractors, as required by law, shall not discriminate
against an employee or applicant for employment with respect to hire, tenure, terms, conditions
or privileges of employment, or a matter directly or indirectly related to employment because of
race, color, religion, national origin, age, sex, disability that is unrelated to the individual's ability
to perform the duties of a particular job or position, height, weight, or marital status. Breach of
this Section shall be regarded as a material breach of the contract.
ITB-LC-26-04 Page 7 of 16

2.5 Governing Law and Venue
The Contractor shall be governed by the laws of the State of Michigan. In the event any actions
arising under the Contract are brought by or against the County of Livingston, the venue for
such actions shall be established in accordance with the statutes of the State of Michigan and/or
Michigan Court Rules. In the event that any action is brought under the Contract in Federal
Court, the venue for such action shall be the Federal Judicial District of Michigan, Eastern
District, Southern Division.
2.6 Insurance Requirements
The contractor, or any of their subcontractors, shall not commence work under this contract until
they have obtained the insurance required under this paragraph, and shall keep such insurance
in force during the entire life of this contract. All coverage shall be with insurance companies
licensed and admitted to do business in the State of Michigan and acceptable to Livingston
County. The requirements below should not be interpreted to limit the liability of the Contractor.
All deductibles and SIR's are the responsibility of the Contractor. The Contractor shall procure
and maintain the following insurance coverage:
Worker's Compensation Insurance: including Employers' Liability Coverage, in accordance with
all applicable statutes of the State of Michigan.
Commercial General Liability Insurance: on an "Occurrence Basis" with limits of liability not less
than $1,000,000 per occurrence and aggregate. Coverage shall include the following
extensions: (A) Contractual Liability; (B) Products and Completed Operations; (C) Independent
Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent, if not already
included; (E) Deletion of all Explosion, Collapse, and Underground (XCU) exclusion, if
applicable.
Automobile Liability: insurance including Michigan No-Fault Coverages, with limits of liability not
less than $1,000,000 per occurrence, combined single limit for Bodily Injury, and Property
Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired
vehicles.
Professional Liability (if applicable): The contractor shall procure and maintain during the life of
this contract, Professional Liability insurance in an amount not less than
$1,000,000 per occurrence and aggregate. If this policy is claims made form, then the
contractor shall be required to keep the policy in force, or purchase "tail" coverage, for a
minimum of 3 years after the termination of this contract.
Additional Insured:
Commercial General Liability and Automobile Liability, as described above, shall include an
endorsement stating the following shall be Additional Insureds. Livingston County, all elected
and appointed officials, all employees and volunteers, all boards, commissions, and/or
authorities and board members, including employees and volunteers thereof. It is understood
and agreed by naming Livingston County as additional insured, coverage afforded is considered
to be primary and any other insurance Livingston County may have in effect shall be considered
secondary and/or excess.
Cancellation Notice:
All policies, as described above, shall include an endorsement stating that is it understood and
agreed Thirty (30) days, Ten (10) days for non-payment of premium, Advance Written Notice of
Cancellation, Non-Renewal, Reduction, and/or Material Change shall be sent to: Livingston
County, ATTN: Fiscal Services - Procurement 304 E. Grand River Ave., Suite 204, Howell, MI
48843.
ITB-LC-26-04 Page 8 of 16

Proof of Insurance Coverage:
The Contractor shall provide Livingston County, at the time that the contracts are returned by
him/her for execution, a Certificate of Insurance as well as the required endorsements. In lieu of
required endorsements, if applicable, a copy of the policy sections where coverage is provided
for additional insured and cancellation notice would be acceptable. Copies or certified copies of
all policies mentioned above shall be furnished, if so requested.
If any of the above coverages expire during the term of this contract, the Contractor shall deliver
renewal certificates and endorsements to Livingston County at least ten (10) days prior to the
expiration date.
The required Certificate of Liability Insurance Certificate must be submitted to the Fiscal
Services - Procurement Office upon a fully executed written agreement. The Insurance
Certificate may be emailed to: fs-procurement@livgov.com.
NOTE: Failure on the part of any bidder to contact his/her insurance carrier to verify that the
insurance carried by the bidder meets Livingston County's specifications shall result in this
proposal being completed incorrectly.
OTHER: Sole proprietors or partnerships shall provide proof of Worker's Compensation
Insurance or Notice of Exclusion from Workers' Compensation as required by law.
Any company who claims Workers' Compensation Exclusion is required to have a Notice of
Exclusion from the Michigan Department of Licensing and Regulatory Affairs, and Workers'
Compensation Agency on file.
Below is the contact information necessary to request a Notice of Exclusion form (WC-337).
Michigan Department of Licensing and Regulatory Affairs
Workers' Compensation Agency
PO Box 30016
Lansing, MI 48909
(517) 322-1195
Once you have a WC-337 form on file with the State of Michigan, a copy may be emailed to: fs-
procurement@livgov.com.
2.7 Compliance with Laws and Regulations
The Contractor will comply with all federal, state and local regulations including, but not limited
to, all applicable OSHA/MIOSHA requirements, the Americans with Disabilities Act, Federal
and/or State licensing and/or certification requirements for services provided under this
Contract.
2.8 Interest of Contractor and County
The Contractor assures that they have no interests which would conflict with the performance of
services required by the Contract. The Contractor also assures that, in the performance of the
Contract, no officer, agents, employee of the County of Livingston, or member of its governing
bodies, may participate in any decision relating to the Contract which affects his/her personal
interest or the interest of any corporation, partnership or association in which he/she is directly
or indirectly interested or has any personal or pecuniary interest; however, this paragraph does
not apply where specifically exempt under Michigan Law.
2.9 Subcontracting or Assignments, Independent Contractor
Once awarded, this Contract shall not be subcontracted or any part thereof assigned without the
ITB-LC-26-04 Page 9 of 16

express written approval of the County Procurement Coordinator. In no case, however, shall
such approval relieve the Contractor from his obligations or change the terms of the Contract.
The Contractor shall not transfer or assign any Contract funds or claims due or to become due
without the advance written approval of the Procurement Coordinator. The unauthorized
subcontracting or assignment of the Contract, in whole or in part, or the unauthorized transfer or
assignment of any Contract funds, either in whole or in part, or any interest therein, which shall be
due or are to become due the Contractor shall have no effect on the County and are null and void.
The Contractor shall identify any and all contractors and subcontractors it intends to use in the
performance of the Contract. All such persons shall be subject to the prior approval of the
County.
The contractor and its employees, contractors, subcontractors, agents and representatives are,
for all purposes arising out of the contract, independent contractors and not employees of the
County. It is expressly understood and agreed that the Contractor and its employees,
contractors, subcontractors, agents and representatives shall in no event as a result of the
contract be entitled to any benefit to which county employees are entitled, including, but not
limited to, overtime, retirement benefits, worker's compensation benefits and injury leave or
other leave benefits.
2.10 Termination of Contract
In the event that the services of vendor are deemed by the County to be unsatisfactory, or upon
failure to perform any of the terms and conditions contained in this agreement; the County
reserves the right to terminate this contract at any time, with a minimum thirty (30) days written
notice to the vendor.
Upon any termination or expiration of this Contract, the vendor shall remove all of its property
from the premises, and shall leave the premises as well as any County property, equipment or
supplies left in good order and condition in all respects. Any property of the vendor which is not
removed at the termination or expiration of this Contract shall become the sole property of the
County.
ITB-LC-26-04 Page 10 of 16