Fayette County Public Schools Sealed Solicitation

Title: Diesel Fuel

Deadline: 2/7/2023 2:00 PM   (UTC-05:00) Eastern Time (US & Canada)

Status: Awarded

Solicitation Number: 11-23

Description: Fayette County Public Schools is soliciting bids for bulk diesel fuel.  Bids must be submitted as a hard copy per bid instructions.  Electronic bid submittal is not an option.

Documents:

Documents as of 1/10/2023
BID 11-23 Diesel Fuel.pdf
Addition 1

Posted: 2/8/2023

Type of Addition: In Review - bid opening results

Overview: Bidder Price per gallon over OPIS Rack Avg Saratoga Rack Marketing -0.0221 Key Oil -0.0191 Petroleum Traders -0.0189 Colonial Oil 0.0000 Mansfield Oil Company 0.0013 James River Solutions 0.0350 Riley Oil 0.0590 Hightowers Patroleum 0.1000

Addition 2

Posted: 3/28/2023

Type of Addition: Award Information

Overview: Bid was awarded to Saratoga Rack Marketing

Documents:

Question 1

Posted: 1/11/2023

Question: Item 25, page 5. Please clarify if this bid is considered a construction bid requiring a bond? Item 50, page 8. Please clarify requirements for background checks on vendors supplying fuel products to fuel sites. Are the carrier drivers required to have these background checks if they are not in contact with students? Please identify the amount of reciprocal preference for Kentucky Resident bidders is applied for this bid.

Response: This is not considered a construction bid and background checks are not required. Reciprocal preference is applied only if the bidders home state offers a preference in their bidding. If the home state provides a preference then Kentucky bidders would receive the same preference.

Question 2

Posted: 1/11/2023

Question: Please provide the bid tabs from this bid when it was last bid.

Response: Bidder Price per gallon over OPIS Rack Avg Petroleum Traders Corp -0.0174 ### Key Oil Company -0.0125 Colonial Oil Industries 0.0113 Riley Oil Co 0.021 Mansfield Oil Co. 0.0322 Pinnacle Petroleum 0.0486

Question 3

Posted: 1/11/2023

Question: Please confirm that orders are 7200 gallons or more for both locations.

Response: Orders are NOT 7200 gallons or more for both locations. Liberty Road tank orders are usually 7,500 gallons per request. Springhill Dr tank orders vary based on need, one order could be 4,900 gallons and the next 7,200.

Question 4

Posted: 1/11/2023

Question: Please describe fuel winterization requirements. Is this done in house or is it expected that vendor will supply the additives? Is there a cost breakout for the cost of additives?

Response: For winterization, we provide the additive. The driver will add it in during their off-load of fuel, when needed.

Question 5

Posted: 1/12/2023

Question: Has Fayette County Public Schools had any issues with on time fuel deliveries in the past year (meeting the 24-hour window)?

Response: This information is not available at this time

Question 6

Posted: 1/12/2023

Question: Does the County have a minimum order requirement to ensure sites order consistent fuel quantities?

Response: There is not a minimum order quantity. Liberty Road tank orders are usually 7,500 gallons per request. Springhill Dr tank orders vary based on need, one order could be 4,900 gallons and the next 7,200.

Question 7

Posted: 1/12/2023

Question: Why was the option year not extended under the current contract?

Response: The transportation department requested to re-bid

Question 8

Posted: 1/12/2023

Question: Can the bid opening be attended remotely via Zoom or Teams?

Response: Bid opening is not available remotely but a tabulation can be provided after the bid opening

Question 9

Posted: 1/12/2023

Question: What is the anticipated contract award date?

Response: March 27

Question 10

Posted: 1/12/2023

Question: Our company is a Woman Owned Business, are we required to make a good faith effort on this bid?

Response: No, good faith efforts are only for when subcontracting is being used such as a construction project

Question 11

Posted: 1/12/2023

Question: Is Good Faith Effort documentation required to be submitted with the bid?

Response: No

Question 12

Posted: 1/13/2023

Question: If a split occurs, how many sites are allowed to be split per delivery?

Response: Deliveries have never been split between multiple locations. Per the bid specifications there are only 2 locations that have tanks.

Question 13

Posted: 1/13/2023

Question: If a split occurs, how many products are allowed to be split per delivery?

Response: Deliveries have never been split between multiple locations.

Question 14

Posted: 1/13/2023

Question: How often are deliveries split between multiple locations?

Response: Deliveries have never been split between multiple locations.

Question 15

Posted: 1/13/2023

Question: How often are deliveries split with multiple products?

Response: Deliveries are never split with multiple products

Question 16

Posted: 1/13/2023

Question: Who is the current incumbent for the contract?

Response: Petroleum Traders

Question 17

Posted: 1/13/2023

Question: May I please get a bid tabulation from the last award of this contract?

Response: Bidder Price per gallon over OPIS Rack Avg Petroleum Traders Corp -0.0174 ### Key Oil Company -0.0125 Colonial Oil Industries 0.0113 Riley Oil Co 0.021 Mansfield Oil Co. 0.0322 Pinnacle Petroleum 0.0486

Question 18

Posted: 1/13/2023

Question: May I please get a copy of the most recent fuel invoice and supporting Bill of Lading for each location?

Response: In order to get these items you will need to submit an open records request to our Legal department. You can email the request to openrecordsrequest@fayette.kyschools.us

Question 19

Posted: 1/13/2023

Question: What are the payment terms for this contract?

Response: Invoices are typically paid within 30 days

Question 20

Posted: 1/13/2023

Question: When is the expect award date for this contract?

Response: March 27

Question 21

Posted: 1/13/2023

Question: What is the average delivery size for each location?

Response: Liberty Road tank orders are usually 7,500 gallons per request. Springhill Dr tank orders vary based on need, one order could be 4,900 gallons and the next 7,200.

Question 22

Posted: 1/17/2023

Question: Is Performance Bond or Bid Bond required for submission? If so what is the amount of each?

Response: No bond is required

Question 23

Posted: 1/17/2023

Question: Could you please confirm there is no specific MWVBE goal for this fuel bid solicitation?

Response: There are no goals for this solicitation since subcontractors are not being used.

Question 24

Posted: 1/17/2023

Question: When is the first board meeting after the opening?

Response: The board meeting schedule can be found on the district website at https://www.fcps.net/Page/18492

Question 25

Posted: 1/17/2023

Question: "Bidder Price per gallon over OPIS Rack Avg Petroleum Traders Corp -0.0174 ### Key Oil Company -0.0125 Colonial Oil Industries 0.0113 Riley Oil Co 0.021 Mansfield Oil Co. 0.0322 Pinnacle Petroleum 0.0486" Are these rates inclusive of freight?

Response: Page 15, Item 6 states: Bid prices shall include transportation and delivery (including pumping into above ground tanks) F.O.B. to the Springhill Drive Tank or to the Liberty Road Bus Garage, whichever is indicated at the time of placing the order.

Question 26

Posted: 1/17/2023

Question: Can you please provide your tax exemptions/certificates?

Response: They will be provided upon award.

Question 27

Posted: 1/17/2023

Question: Will bids be considered responsive if electronic signatures are used (i.e. DocuSign), or is wet signatures required?

Response: Page 10, item 2 of the solicitation states bids must be delivered to the Purchasing Department and electronic bid submittal is not available.

Question 28

Posted: 1/17/2023

Question: Can you please confirm that there are no DBE (MWBE, HUB, etc) goals for this solicitation as well as any good faith efforts?

Response: There are no goals for this solicitation since subcontractors are not being used.

Question 29

Posted: 1/17/2023

Question: Can you please confirm there are no bonds (Bid, Payment, or Performance) required for this solicitation?

Response: No bonds are required

Question 30

Posted: 1/17/2023

Question: Please describe the process for submitting invoices to FCPS.

Response: Invoices should be emailed to the account specialist for the ordering location.

Question 31

Posted: 1/17/2023

Question: We prefer to receive payment via ACH/Bank draft. Will FCPS submit payment only via this method?

Response: Our A/P department can pay by check and EFT

Question 32

Posted: 1/17/2023

Question: Is the use of common carriers allowed for deliveries?

Response: All we are concerned about is receiving the requested amount of diesel in the delivery window.

Question 33

Posted: 1/17/2023

Question: Is the payment term net 30?

Response: Yes

Question 34

Posted: 1/17/2023

Question: Pg. 12 - Is the 2 copies of SDS only required to be submitted upon award or does that need to be submitted with the proposal?

Response: They can be submitted upon award.

Posted: 2/8/2023

Type of Addition: In Review - bid opening results

Overview: Bidder Price per gallon over OPIS Rack Avg Saratoga Rack Marketing -0.0221 Key Oil -0.0191 Petroleum Traders -0.0189 Colonial Oil 0.0000 Mansfield Oil Company 0.0013 James River Solutions 0.0350 Riley Oil 0.0590 Hightowers Patroleum 0.1000

Posted: 3/28/2023

Type of Addition: Award Information

Overview: Bid was awarded to Saratoga Rack Marketing

Documents:

Posted: 1/11/2023

Question: Item 25, page 5. Please clarify if this bid is considered a construction bid requiring a bond? Item 50, page 8. Please clarify requirements for background checks on vendors supplying fuel products to fuel sites. Are the carrier drivers required to have these background checks if they are not in contact with students? Please identify the amount of reciprocal preference for Kentucky Resident bidders is applied for this bid.

Response: This is not considered a construction bid and background checks are not required. Reciprocal preference is applied only if the bidders home state offers a preference in their bidding. If the home state provides a preference then Kentucky bidders would receive the same preference.

Posted: 1/11/2023

Question: Please provide the bid tabs from this bid when it was last bid.

Response: Bidder Price per gallon over OPIS Rack Avg Petroleum Traders Corp -0.0174 ### Key Oil Company -0.0125 Colonial Oil Industries 0.0113 Riley Oil Co 0.021 Mansfield Oil Co. 0.0322 Pinnacle Petroleum 0.0486

Posted: 1/11/2023

Question: Please confirm that orders are 7200 gallons or more for both locations.

Response: Orders are NOT 7200 gallons or more for both locations. Liberty Road tank orders are usually 7,500 gallons per request. Springhill Dr tank orders vary based on need, one order could be 4,900 gallons and the next 7,200.

Posted: 1/11/2023

Question: Please describe fuel winterization requirements. Is this done in house or is it expected that vendor will supply the additives? Is there a cost breakout for the cost of additives?

Response: For winterization, we provide the additive. The driver will add it in during their off-load of fuel, when needed.

Posted: 1/12/2023

Question: Has Fayette County Public Schools had any issues with on time fuel deliveries in the past year (meeting the 24-hour window)?

Response: This information is not available at this time

Posted: 1/12/2023

Question: Does the County have a minimum order requirement to ensure sites order consistent fuel quantities?

Response: There is not a minimum order quantity. Liberty Road tank orders are usually 7,500 gallons per request. Springhill Dr tank orders vary based on need, one order could be 4,900 gallons and the next 7,200.

Posted: 1/12/2023

Question: Why was the option year not extended under the current contract?

Response: The transportation department requested to re-bid

Posted: 1/12/2023

Question: Can the bid opening be attended remotely via Zoom or Teams?

Response: Bid opening is not available remotely but a tabulation can be provided after the bid opening

Posted: 1/12/2023

Question: What is the anticipated contract award date?

Response: March 27

Posted: 1/12/2023

Question: Our company is a Woman Owned Business, are we required to make a good faith effort on this bid?

Response: No, good faith efforts are only for when subcontracting is being used such as a construction project

Posted: 1/12/2023

Question: Is Good Faith Effort documentation required to be submitted with the bid?

Response: No

Posted: 1/13/2023

Question: If a split occurs, how many sites are allowed to be split per delivery?

Response: Deliveries have never been split between multiple locations. Per the bid specifications there are only 2 locations that have tanks.

Posted: 1/13/2023

Question: If a split occurs, how many products are allowed to be split per delivery?

Response: Deliveries have never been split between multiple locations.

Posted: 1/13/2023

Question: How often are deliveries split between multiple locations?

Response: Deliveries have never been split between multiple locations.

Posted: 1/13/2023

Question: How often are deliveries split with multiple products?

Response: Deliveries are never split with multiple products

Posted: 1/13/2023

Question: Who is the current incumbent for the contract?

Response: Petroleum Traders

Posted: 1/13/2023

Question: May I please get a bid tabulation from the last award of this contract?

Response: Bidder Price per gallon over OPIS Rack Avg Petroleum Traders Corp -0.0174 ### Key Oil Company -0.0125 Colonial Oil Industries 0.0113 Riley Oil Co 0.021 Mansfield Oil Co. 0.0322 Pinnacle Petroleum 0.0486

Posted: 1/13/2023

Question: May I please get a copy of the most recent fuel invoice and supporting Bill of Lading for each location?

Response: In order to get these items you will need to submit an open records request to our Legal department. You can email the request to openrecordsrequest@fayette.kyschools.us

Posted: 1/13/2023

Question: What are the payment terms for this contract?

Response: Invoices are typically paid within 30 days

Posted: 1/13/2023

Question: When is the expect award date for this contract?

Response: March 27

Posted: 1/13/2023

Question: What is the average delivery size for each location?

Response: Liberty Road tank orders are usually 7,500 gallons per request. Springhill Dr tank orders vary based on need, one order could be 4,900 gallons and the next 7,200.

Posted: 1/17/2023

Question: Is Performance Bond or Bid Bond required for submission? If so what is the amount of each?

Response: No bond is required

Posted: 1/17/2023

Question: Could you please confirm there is no specific MWVBE goal for this fuel bid solicitation?

Response: There are no goals for this solicitation since subcontractors are not being used.

Posted: 1/17/2023

Question: When is the first board meeting after the opening?

Response: The board meeting schedule can be found on the district website at https://www.fcps.net/Page/18492

Posted: 1/17/2023

Question: "Bidder Price per gallon over OPIS Rack Avg Petroleum Traders Corp -0.0174 ### Key Oil Company -0.0125 Colonial Oil Industries 0.0113 Riley Oil Co 0.021 Mansfield Oil Co. 0.0322 Pinnacle Petroleum 0.0486" Are these rates inclusive of freight?

Response: Page 15, Item 6 states: Bid prices shall include transportation and delivery (including pumping into above ground tanks) F.O.B. to the Springhill Drive Tank or to the Liberty Road Bus Garage, whichever is indicated at the time of placing the order.

Posted: 1/17/2023

Question: Can you please provide your tax exemptions/certificates?

Response: They will be provided upon award.

Posted: 1/17/2023

Question: Will bids be considered responsive if electronic signatures are used (i.e. DocuSign), or is wet signatures required?

Response: Page 10, item 2 of the solicitation states bids must be delivered to the Purchasing Department and electronic bid submittal is not available.

Posted: 1/17/2023

Question: Can you please confirm that there are no DBE (MWBE, HUB, etc) goals for this solicitation as well as any good faith efforts?

Response: There are no goals for this solicitation since subcontractors are not being used.

Posted: 1/17/2023

Question: Can you please confirm there are no bonds (Bid, Payment, or Performance) required for this solicitation?

Response: No bonds are required

Posted: 1/17/2023

Question: Please describe the process for submitting invoices to FCPS.

Response: Invoices should be emailed to the account specialist for the ordering location.

Posted: 1/17/2023

Question: We prefer to receive payment via ACH/Bank draft. Will FCPS submit payment only via this method?

Response: Our A/P department can pay by check and EFT

Posted: 1/17/2023

Question: Is the use of common carriers allowed for deliveries?

Response: All we are concerned about is receiving the requested amount of diesel in the delivery window.

Posted: 1/17/2023

Question: Is the payment term net 30?

Response: Yes

Posted: 1/17/2023

Question: Pg. 12 - Is the 2 copies of SDS only required to be submitted upon award or does that need to be submitted with the proposal?

Response: They can be submitted upon award.