HomeMy WebLinkAboutCall for Bids_2023 Petroleum and Lubricants ProductsKITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
AGENDA STAFF REPORT
AGENDA DATE: December 20, 2022
ACTION REQUESTED: Request to Approve a Notice of Call for sealed bids
to furnish Petroleum and Lubricant Products for
Calendar Year 2023.
BACKGROUND: Annually, Kittitas County Public Works goes out to
bid for the furnishing of Petroleum and Lubricant
Products in accordance with specifications.
INTERACTION:
Bids are scheduled to be opened on January 5,
2023, at 2:00 p.m. in the Public Works Department.
Public Works
RECOMMENDATION: Move to approve Notice of Call for Sealed Bids to
furnish Petroleum and Lubricant Products for 2023
and direct staff to advertise as requested.
ATTACHMENTS:
LEAD STAFF:
Return one (1) copy to Public Works
Notice of Call for Bids; Bid Packet
Mark Cook
Director of Public Works
12/6/22, 10:57 AM newspaper -text (47).html
Public Notice
Kittitas County, Ellensburg WA
This call for sealed bids is to Fumish Petroleum and Lubricant Products for Calendar Year 2023. Bids are due by January 5,
2023 at 2:OOpm, at which time bids will no longer be accepted. Bids will be opened at the Kittitas County Public Works
Office located at 411 North Ruby Street, Suite 1, Ellensburg, WA on January 5, 2023 at 2:OOpm.
Specifications may be seen at the office of the Board of Commissioners and online at http://www.co.kittitas.wa.us/notices/.
Publish:
Board
Daily Record: 12/22/2022; 12/29/2022
file:///C:/Users/candie.leader/Downloads/newspaper-text (47).html 1/1
12/5/22, 10:57AM www -text (45).html
For more information, contact Public Works
All bid submittals shall become the property of Kittitas County.
Kittitas County reserves the right to reject all bids and re -advertise if necessary.
file:///C:/Users/c ndie.leader/DownloadsAw-text(45).html 1/1
KITTITAS COUNTY DEPARTMENT
OF PUBLIC WORKS
REQUEST FOR BIDS
PRODUCT: PETROLEUM & LUBRICANT PRODUCTS
FOR YEAR: 2023
BIDS DUE: JANUARY 5, 2023 @ 2:00 PM
RETURN BID PROPOSALS TO:
KITTITAS COUNTY PUBLIC WORKS
411 N. RUBY, STE. #1
ELLENSBURG, WA 98926
(509)962-7523
PROPOSAL
The Board of County Commissioners
Kittitas County Courthouse, Room 110
Ellensburg, WA 98926
Honorable Chairman and Members
The undersigned hereby certifies he has thoroughly examined and understands the specifications as set forth for this bid of
furnishing fuel by a card lock system and/or lubricants for 2023. He further certifies he understands the type and quality of
materials to be furnished, the conditions under which availability/delivery is to be made and the method of payment.
We certify we have not entered into any agreement of any nature whatever to fix, maintain, increase, or reduce the prices or
competition regarding the products covered by this bid invitation, or perform any acts which could have a similar effect.
Additional information to be furnished (these answers may be the basis for bid rejection)
FUEL BIDDERS - Schedule "A" and Schedule "B"
1. Brand name of gas offered Diesel
2. Mftr. of gas offered Diesel
3. Min. octane of reg. Gas Diesel
4. Address of plant where card lock system is installed
LUBRICANT BIDDERS - Schedule "C
5. Brand name of oil offered
6. Manufacturer of oil offered
DATED this day of 2023.
of Authorized Official
Address
City/State/Zip
Telephone:
(Lower County)
(Upper County)
BID: FURNISHING FUEL AND/OR LUBRICANTS FOR 2023 Page 3
BID DOCUMENTS
FUEL AND/OR LUBRICANTS FOR THE YEAR 2023
SPECIAL PROVISIONS
BIDS:
Sealed bids for furnishing gasoline, diesel fuel, fuel oil and lubricating oil for the calendar year of 2023 will be received by the
Department of Public Warks, 411 N. Ruby, Suite #1, Ellensburg, Washington, until 2:00 p.m., January 5, 2023, to be opened
and publicly read aloud in the Kittitas County Department of Public Works, 411 N. Ruby, Suite #1, Ellensburg, Washington.
Each bid to be considered must be submitted on forms furnished by the Kittitas County Department of Public Works and must
be sealed in an envelope with the name of the bidder written plainly on the outside of the envelope and marked "BID FOR
FUEULUBRICANTS FOR 2023". Kittitas County and the Kittitas County Public Works Department are not responsible for
bids delivered late by the U.S. Postal Service. It is the responsibility of the Bidder to be sure the bids, if mailed, are sent
sufficiently ahead of time to be received by the opening date and time.
RIGHT TO REJECT BIDS:
will be promoted thereby.
CONDITIONS OF AWARD:
The awards made will be for furnishing bid items for the period of January 1, 2023, through December 31, 2023. The Kittitas
County Board of Commissioners reserves the right to purchase from suppliers other than the successful bidder, if for any
reason the successful bidder is unable to promptly furnish supplies of quantities satisfactory to Kittitas County's requirements.
FORM OF CONTRACT:
The successful bidder shall be required to enter into formal contract; however, in the absence of such requirements, it is
agreed by the bidder that his bid submitted, together with "Notice of Award" issued by Kittitas County, will together constitute a
contract fully binding upon both parties thereto.
COMPLIANCE WITH LAWS:
The successful bidder shall comply with all applicable federal, state and local laws, rules and regulations affecting its
performance and hold the County harmless against any claims arising from the violation thereof. Including but not limited to
the Revised Code of Washington, Washington Administrative Code, and Internal Revenue Service laws and regulations.
CONTRACT DISPUTES:
Any contractual agreement shall be performed under the laws of the State of Washington. Any litigation to enforce such
agreement or any of its provisions shall be brought in Kittitas County, Washington.
DEFAULT:
The Vendor agrees that if a lawsuit is instituted by the County for any default on the part of the Vendor, and the Vendor is
adjudged to be in default, the Vendor shall pay to the County all costs and expenses incurred by the County in connection
therewith, and reasonable attorney's fees. Venue shall be in the County of Kittitas, Washington.
BID: FURNISHING FUEL AND/OR LUBRICANTS FOR 2023 Page 4
INDEMNIFICATION:
To the maximum extent permitted by law, the Vendor shall be liable for and shall hold the County harmless from all damages
and injuries caused to persons or property arising out of the performance of this Contract. The Vendor agrees to assume the
defense of the County and its officers and employees in all legal proceedings or claims with third parties connected with the
Vendor's performance under this Contract, to pay all expenses, including reasonable attorney's fees incurred directly or
indirectly on account of such legal proceedings, and to satisfy any judgment rendered in connection therewith or to pay or
reimburse the payment of any sums reasonable to settle such proceedings or claims.
PERSONAL LIABILITY
It is agreed by and between the parties hereto that in no event shall any official, officer, employee or agent of the County be in
any way liable or responsible for any covenant or agreement herein contained whether express or implied, nor for any
statement or representation made herein or in any connection with this agreement.
POSTED PRICES
The prices which Kittitas County will pay for fuel and lubricants hereunder will be the prices set forth on the supplied bid sheet.
The prices may vary up or down in direct relation to the bidders' cost from their supplier. Any and all price changes must be
justified through the Oil Price Information Service (O.P.I.S.), Pads 4-5 using Seattle, Washington as the referenced city.
During the life of this contract, the price difference (Seattle rack price versus the bid price) shall be the same for the
corresponding week as indicated on Pad 4-5 of the Oil Price Information Service.
TAX PROVISIONS:
Kittitas County is exempt from Federal Fuel Taxes. Kittitas County is subject to Motor Vehicle Fuel Tax (RCW 82.36). Kittitas
County is exempt from Special Fuel Tax (RCW 82.38 & 70.149). In the event of any increase or decrease in the present taxes
during the contract period, contract prices shall be increased or decreased accordingly.
CONTRACTOR'S PROTECTIVE CLAUSE
There shall be no obligation to have available or deliver any or all of the products included in this proposal in the customary
manner when such availability or deliveries are prevented or hindered by an Act of God, fire, strike, partial or total interruption
or loss or shortage of transportation facilities, or by other similar or different acts of civil or military authorities, or by other like
causes beyond the control of the Contractor.
USE BY OTHER AGENCIES:
The items in this bid are for consumption by Kittitas County and other governmental agencies in Kittitas County if they desire.
Partial list includes the following:
1.
Kittitas County Airport
2.
Kittitas County Fair Board
3.
Kittitas County Fire Districts
4.
Kittitas County Reclamation District
5.
Kittitas County School Districts
6.
Kittitas County Sheriff
7.
Kittitas County Noxious Weed
8.
Kittitas County Public Utility District
9.
Cascade Irrigation District
10.
City of Cie Elum
11.
City of Ellensburg
12.
City of Kittitas
13.
City of Roslyn
BID: FURNISHING FUEL AND/OR LUBRICANTS FOR 2023 Page 5
14. City of South Cle Elum
INSTRUCTIONS FOR BIDDING:
Bid Sheet - Fuel - Lower County, Schedule "A" - Kittitas County
Bid Sheet - Fuel - Upper County, Schedule "B" - Kittitas County
Bid Sheet - Lubricants, Schedule "C" - Kittitas County
Questions on the proposal sheet must be answered in full. These answers will be taken into consideration when awarding
bids.
In case of errors in extensions and totals, the written unit bid price shall govern.
METHOD OF BILLING:
The County and other agencies shall receive fuel flowage records each Monday for the proceeding week's card lock
purchases. All card lock purchases shall record the following information at the time of purchase:
1. Fuel type;
2. Equipment identification number (4 digits);
3. Current odometer reading;
4. Fuel quantity purchased;
5. Current cost of fuel per gallon; and
6. Total purchase/cost.
The County and other agencies shall receive all weekly billings through the contractor's central accounting office according to
the terms of this contract. Kittitas County Public Works reserves the right to audit OPIS pricing compliance at our
discretion.
MONTHLY PAYMENTS:
Payment will be made on or about the 10th and 30th of the month following receipt of the invoicing, providing the invoicing is
received by the Department of Public Works not later than the 1 st and 15th of the month.
BID ITEM QUANTITIES:
The quantities of material listed on the attached bid sheets are for bidding purposes only. Kittitas County does not guarantee
quantities shown will be purchased. It is offered to provide the Company with an estimate of demand. The Company shall
make such revisions in their work as necessary to accommodate changes in the demand without additional compensation.
OPTION OF THE COUNTY:
In the event the low bidder does not submit a firm one -price low bid for the entire year of 2023, and further, in the event the
County accepts such a bid, the County shall not be obligated to purchase from said bidder in the event the bidder raises the
original low price. At the time the price is raised, the County shall have the option to either purchase from the bidder or to
purchase on the open market.
LOCATION OF FUELING FACILITIES:
Preference may be given to those vendors submitting bids that have fueling facilities located within a two-mile radius of the
Lower County Shop located at 14th Street and Okanogan Street, Ellensburg, Washington, and the Upper County Shop
located at 51 No.5 Mine Road, Cie Elum, Washington.
BID: FURNISHING FUEL AND/OR LUBRICANTS FOR 2023 Page 6
ACCESS BY EQUIPMENT:
The card lock fuel facilities for both the upper and lower county must be accessible by equipment 24 hours a day and be able
to accommodate equipment nine feet (9') in width, forty-eight feet (48') in length and twelve feet six inches (12'6") in height.
DELIVERY OF LUBRICATING OILS:
Delivery of lubricating oil products for Lower Kittitas County shall be delivered to the County Maintenance Shop, 14th Avenue
& Okanogan Street, Ellensburg, Washington within two days of the order.
Delivery of lubricating oil products for Upper Kittitas County shall be delivered to the County Maintenance Shop, 51 No. 5 Mine
Road, Cie Elum, Washington within two days of the order.
In the event the bidder is unable to maintain the minimum requirements, Kittitas County will have the option to purchase fuel
from other sources until such time as sufficient quantities are available.
BARRELS RETURNABLE:
When deliveries are made in returnable barrels, the cost of the barrel should be charged at time of billing with a credit to be
issued upon return of barrel. The costs of such barrels shall not be reflected in bid Price but shall be shown as a separate item
on the Proposal form.
Steel drum charges, if any, are not to be included in the price of the product. Also, returnable drums will be charged out at the
time of delivery at each and a credit on return at each.
WINTER CONDITIONING OF DIESEL FUEL:
The successful bidder will be responsible for maintaining a winter conditioning of diesel fuel. Bidder to specify schedule of
blending:
❑ Will blend when temperatures drop to 10 degrees or lower.
❑ During the months of Nov. 1 to March 1
SPECIFICATIONS AND GENERAL REQUIREMENTS FOR GASOLINE
Gasoline can be furnished as Regular Unleaded, Unleaded Plus, Super Unleaded & Ethanol Free Unleaded
The products shall conform to the requirements of the Tentative Specifications for Gasoline of the American Society for
Testing Materials, ASTM Designation D439-601 Type F-1 Octane Ratings.
The seasonal variations in volatility and vapor pressure shall be substantially in accordance with the schedule set up for the
County of Kittitas as set forth in ASTM specifications above noted.
Bidder shall give the following information relative to each grade of gasoline bid upon in spaces provided:
The name of the brand under which the gasoline is offered for sale to the general public:
2. The nature of any added substances (if any) other than volatile petroleum hydrocarbon:
BID: FURNISHING FUEL AND/OR LUBRICANTS FOR 2023 Page 7
3. The guaranteed average and minimum octane number of each grade of gasoline:
REGULAR UNLEADED:
Average
Minimum
PLUS UNLEADED:
Average
Minimum
E10 SUPER UNLEADED:
Average
Minimum
ETHANOL FREE REG.:
Average
Minimum
4. The guaranteed average and
maximum sulfur content for each grade of gasoline:
REGULAR UNLEADED:
Average
Minimum
PLUS UNLEADED:
Average
Minimum
E10 SUPER UNLEADED:
Average
Minimum
ETHANOL FREE REG.:
Average
Minimum
SPECIFICATIONS AND GENERAL REQUIREMENTS FOR LUBRICATING OILS
Lubricating oils offered in this proposal shall be the bidder's first quality oils under the respective classifications complying with
these specifications and entirely suitable for the lubrication of internal combustion engines.
0
L�
C.
Products shall be furnished in all available SAE weights and the viscosity of each grade shall conform to the SAE
requirements.
The quality for each classification shall be as designated by the New American Petroleum Institute Engine Service
Classification System as follows:
Service SD Severe Service
In the case of Diesel Engines:
Service Q Extremely Severe Service
Bidders shall list information relative to each grade of lubricating oil and shall include brand name and any special
characteristics.
BID: FURNISHING FUEL AND/OR LUBRICANTS FOR 2023 Page 8
KITTITAS COUNTY PUBLIC WORKS 2023 FUEL BIDDING SHEET:
Bidding will be for both Kittitas County's Lower County (Schedule "A") and Upper County (Schedule
"B") Locations
Bid for Schedule "A" Lower County Locations
Fuel Type: Regular
Plus
I Super
I Diesel
Ethanol Free
Re ular
Profit Margin: To include all bidder's possible
Federal and State spill and/or hazard taxes
Profit Margin: To include all bidder's possible
Federal and State spill and/or hazard taxes
T7
$2.7186
$0.2600
0.494
$2.8611
$0.2600
0.494
WA State Road Tax
City of Ellensburg Sales Tax
$0.494 $0.494 $0.494 $0.494 exempt $0.494
1 8.40% exempt exempt exempt 8.40% exempt
WA State Road Tax $0.494
$0.494
*Base price to be on the weekly OPIS pricing on the first day of the Invoice Period:
Please provide whose gross line will be referenced: example: BP, Tesoro, 1-10, etc.
Kittitas County Public Works reserves the right to audit OPIS pricing compliance at our discretion.
Bid for Schedule "B" Upper County Locations
Fuel Type:
Regular
Plus
Super
Diesel
Ethanol Free
Regular
Profit Margin: To include all bidder's possible
Federal and State spill and/or hazard taxes
$2.3899
$0.2600
$0.494
$2.7186
$0.2600
0.494
$2.8611
$0.2600
0.494
$2.2646
$0.2900
exempt
$2.6700
$0.2600
0.494
WA State Road Tax $0.494
$0.494
$0.494
$0.494
exempt
$0.494
City of Cie Elum Sales Tax 8.10%
exempt
exempt
exempt
8.10%
exempt
*Base price to be on the weekly OPIS pricing on the first day of the Invoice Period:
Please provide whose gross line will be referenced: example: BP, Tesoro, 1-10, etc.
Kittitas County Public Works reserves the right to audit OPTS pricing compliance at our discretion.
Price per Gallon Calculation Example
*OPIS Base Price:
Profit Margin:
WA State Road Tax:
$2.3899
$0.2600
$0.494
$2.7186
$0.2600
0.494
$2.8611
$0.2600
0.494
$2.2646
$0.2900
exempt
$2.6700
$0.2600
0.494
Base Cost:
City of Ellensburg Sales Tax
8.40%
$3.144
exempt
$3.473
exempt
$3.615
exempt
1 $2.555
$0.215
$3.424
exempt
City of Ellensburg Price per Gallon:
$3.144
$3.473
$3.615
$2.769
$3.424
City of Cie Elum Sales Tax
8.10%
exempt
exempt
exempt
$0.207
exempt
City of Cie Elum Price Per Gallon:
$3.144
$3.473
$3.615
$2.762
$3.424
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