Invitation to Bid FY24-26 Fuel, Lubricating Oils, Support Supplies and Waste Oil Disposal

Invitation to Bid FY24-26 Fuel, Lubricating Oils, Support Supplies and Waste Oil Disposal

I.   GENERAL

The City of Unalaska is seeking bids from Fuel and Lubricating Oil dealers and Waste Oil Disposal service providers to supply the City’s Heating Oil, Diesel Engine Fuels, Unleaded Gasoline, Lubricating Oils, and Miscellaneous Support Supplies, and to provide Waste Oil Disposal services. Sealed bids for will be received at the following location:

City of Unalaska

Department of Public Works

P.O. Box 610

Unalaska, Alaska 99685

Tel. 907-581-1260

Sealed bids will be received 2:00 p.m. local time on July 23, 2024 and then will be publicly opened and read aloud. Any bids received after the time and date specified will not be considered.

The estimated annual use is provided for informational purposes only and does not commit the City to meet these standards.

An electronic copy of the ITB documents may be obtained from the City of Unalaska website: http://www.ci.unalaska.ak.us/rfps, for no charge.

Questions regarding this ITB should be directed to:

    Scott Brown, Director of Public Works Department, via email to [email protected].

    Erik Hernandez, Acting Director Department of Utilities, via email to [email protected].

Each Bid must be submitted on Bid Form and accompanied by submittal information as prescribed in the “QUALIFICATIONS EXPERIENCE AND REFERENCES” section of this ITB.

A pre-bid conference will be held on Tuesday, July 2, 2024 at 2:00 p.m. at the City of Unalaska Department of Public Works. The pre-bid conference may be attended by teleconference at 1-888-204-5984, Access Code. 2005439

II. PURPOSE

City of Unalaska is seeking bids from Fuel and Lubricating Oil dealers and Waste Oil Disposal service providers to supply the City’s Heating Oil, Diesel Engine Fuels, Unleaded Gasoline, Lubricating Oils, and Miscellaneous Support Supplies, and to provide Waste Oil Disposal services.

III. SCOPE OF SERVICES

This Invitation to Bid (ITB) is made for a two-year contract, from July 1, 2024 to June 30, 2026, with an option for two (2) one (1) year extensions if requested by the City. The form of the contract shall be Exhibit B – Fuel Supply Agreement. The purpose of the contract is to provide the City with fuel and lubricants based on actual demand. The ITB identifies estimated quantities based on historical demand. These estimates are for informational purposes only. The actual quantities required under the contract will be determined by the City’s demand.

Products must meet the specifications and requirements described in this ITB. Bids must be submitted on the attached Bid Form. Bidders must provide a bid for each item on the Bid Form.

IV. QUALIFICATIONS EXPERIENCE AND REFERENCES

Interested companies are requested to submit a completed Bid Form together with the following information, which shall be used to determine if bidders are qualified to bid on the contract.

COMPANY PROFILE: Provide an overview of your company, including years of experience, certifications, and any affiliations. Location of the home office and scope of services offered.

STAFF QUALIFICATIONS: Detail the qualifications and training of your operations and staff.

NARRATIVE: Briefly describe the methodology you would use to provide the services needed.

REFERENCES: Include references from previous or current customers, preferably customers with similar needs. The City may determine that a bidder lacking favorable references is not qualified.

EQUIPMENT: List of types of equipment and vehicles available for providing services. The City shall determine that a bidder is not qualified if the bidder does not identify vehicles and equipment necessary for safe and satisfactory deliver of Product.

REGULATORY COMPLIANCE: Oil Discharge Prevention and Contingency Plan approved by ADEC. A copy of the ODPCP is NOT required to be submitted with the Bid BUT the bidder shall identify where a copy of the plan may be found on ADEC’s or the bidder’s website. The City shall determine that a bidder is not qualified if the bidder does not have an approved ODPCP.

V. PRODUCT BID & SALE PRICING

All bids shall be provided on the Bid Form. Bidders must bid on each item. The City’s intent is to award a contract to a single bidder. Please carefully review the following information for how bidders are to bid on the Bulk Fuel Produces and on Packaged Products and how a contract for purchase and sale shall be structured.

A.            Bulk Fuel Products

Item Nos. 1 through 5 set forth in Attachment A: Product Specifications and Delivery Requirements are Bulk Fuel Products and shall be contract for purchase and sale at a total cost to buyer that is equal to the Index Price plus the Seller’s Price Differential.

The Index Price shall be the OPIS Rack (Wholesale) Price for Seattle, WA for the date that is 14 days prior to the date of the particular delivery of Bulk Fuel Product.

The Price Differential is the difference between the Index Price and the total sale price for the Product. Simply put, the Price Differential is the bidder’s total “markup” over the Index Price for all amounts for the seller’s administrative, overhead, transportation costs and similar costs as well as seller’s profit. The price paid for bulk Fuel Product shall be the Index Price plus the Price differential. No additional amounts shall be paid by the City.

For each Bulk Fuel Product, the basis of the bid shall be the bidder’s Price Differential for that Bulk Fuel Product. Do NOT include the Index Price in your bid. In accordance with the contract, the Index Price will be determined at the date of delivery.

B.            Packaged Products

Items No. 6-9 set forth in Attachment A: Product Specifications and Delivery Requirements are Packaged Products. Bids shall be based on the bidder’s proposed selling price of the Packaged Product for the initial one-year term of the contract.

Price adjustments for Packaged Products shall occur for any renewal or extended term of the contract. The bases for price adjustment for Packaged Products is set forth in paragraph 3(b) of Attachment D: Fuel Supply Agreement.

VI. BID SUBMISSION REQUIREMENTS & SELECTION PROCESS

Bids must be submitted to the Department of Public Works at [email protected] by 5:00 P.M., July 23, 2024. Bids should be submitted via email. It is the bidder’s sole and independent responsibility to timely submit their bids and bidders assume the risk of delays in delivery of mail or delay or interruption of facsimile transmissions. Note that mail service to Unalaska is regularly delayed due to bad weather. The City may, in its sole discretion, relax or extend the submission deadline if reasonably deemed necessary. Bids shall remain open for 30 days.

All questions or inquiries should be directed to:

Scott Brown, Director of Public Works    

City of Unalaska

P.O. Box 610

Unalaska, AK 99685                                                         

[email protected]

A contract, if any, shall be awarded based upon the lowest responsive bid from a responsible bidder.  The lowest bid shall be calculated based on the number of items bid.

VII. OTHER ITEMS

The City reserves the right to reject any or all bids received. The selection of the lowest bid from a responsible bidder shall be at the sole discretion of the City of Unalaska. No agreement between the City and any bidder shall be effective until approved by the City Council of the City of Unalaska and signed by the City Manager or authorized City official. The City is not liable for any costs incurred by bidders in preparing or submitting proposals.