HomeMy Public PortalAboutGas & Diesel Fuel Contract Bid 10-1-9-5 INVITATION TO BID
PROPOSAL
BID NO. 10-1-9 5
ANNUAL CONTRACT FOR GASOLINE AND DIESEL FUEL
FOR CHATHAM COUNTY AND AIL PARTICIPATING AGENCIES
PRE-BID CONFERENCE: 10:00 A.M., SEPTEMBER 10, 2009
BID OPENING: 2:00 PM, SEPTEMBER 18, 2009
THE COMMISSIONERS OF CHATHAM COUNTY, GEORGIA
PETE LIAKAKIS, CHAIRMAN
COMMISSIONER HELEN L. STONE COMMISSIONER JAMES J. HOLMES
COMMISSIONER PAIRICK O. SHAY COMMISSIONER PATRICK K FARRELL
COMMISSIONER HARRIS ODFJ T ., JR. COMMISSIONER DAVID M. GELLATLY
COMMISSIONER DEAN KICKLIGHTER COMMISSIONER PRISCILLA D. THOMAS
R JONATHAN HART, COUNTY ATTORNEY
CHATHAM COUNTY, GEORGIA
CHATHAM COUNTY, GEORGIA
DOCUMENT CHECK LIST
The following documents, when marked, are contained in and made a part of this Bid Package or are required to be submitted with the
bid. It is the responsibility of the bidder to read, complete and sign, where indicated, and retum these documents with his/her bid
FAILURE TO DO SO MAY BE CAUSE FOR DISQUALIFYING THE BID.
X GENERAL INFORMATION AND INSTRUCTIONS TO BID
X SURETY REQUlREIVIENTS
X PROPOSAL
X BID SCHEDULE
X CONTRACT- (ON FILE AT THE CHATHAM COUNTY PURCHASING DEPARTMENT)
X LEGAL NOTICE
COUNTY TAX CERTIFICATE REQTJIREMENT: Contractor must supply a copy of their Tax Certificate as proof of payment
of the occupational tax where their office is located.
CURRENT TAX CERIIF1CAIBNUMBER
CITY
COUNTY
OTHER
RECEIPT IS HEREBY ACKNOWLEDGED OF ADDENDA NUMBERS
The undersigned bidder certifies that he/she has received the above listed and marked documents and acknowledges that his/her failure
to retum each, completed and signed as required, may be cause for disqualifying his/her bid.
BY:
SIGNATURE DAIB
Chatham County has established goals to increase participation of minority and female owned businesses. In order to accurately
document participation, businesses submitting bids or proposals are strongly encouraged to report ownership status. A minority
or female business is defined as a business with 51% or greater minority of female ownership or general management Please
check ownership status as applicable:
African-American Asian American Hispanic
Native American or Alaskan Indian Female
In the award of "Competitive Sealed Bids ", minority /female participation may be one of several evaluation criteria used in the
award process.
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2010
COOPERATIVE BID
FOR
GASOLINE AND DIESEL FUEL
Participating Agencies:
Chatham County Board of Commissioners
City of Savannah
Savannah Airport Commission
City of Tybee Island
Town of Thunderbolt
Savannah - Chatham Board of Education
City of Bloomingdale
CHATHAM COUNTY, GEORGIA
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CHATHAM COUNTY, GEORGIA
OFFICE OF THE PURCHASING AGENT
POST OFFICE BOX15180
SAVANNAH, GEORGIA 31416
(912) 790 -1619
Date: August 28, 2009 BID NO. 10-1-9-5
GENERAL INFORMATION FOR INVITATION FOR BID/PROPOSAL
This is an invitation to submit a bid or proposal to provide Chatham County with construction, goods and/or services as
indicated herein. Sealed bids or proposals will be received at the Office of the Purchasing Agent, 1117 EISENHOWER
DRIVE, SUITE C, Savannah, Georgia, up to 2:00 PM, SEPTEMBER 18, 2009 at which time they will be opened and
publicly read. The Purchasing Agent reserves the right to reject any and all bids and to waive formalities.
Instructions for preparation and submission of a bid or proposal are contained in this solicitation package. Please note that
specific forams for submission of a bid/proposal are required. Bids must be typed or printed in ink. If you do not submit a
bid/proposal, return the signed bid invitation sheet and state the reason; otherwise, your name may be removed from our
bidders list
A PREBID CONT EREVCE has been scheduled to be conducted in the Office of Purchasing and Contracting , located at
the "1117 EISENHOWER DRIVE, SUITE C, Savannah, Georgia, 10:00 AM, SEPTEMBER 10, 2009 to discuss
the Specifications or Scope of Services and resolve any questions and /or misunderstanding that may arise. You are
encouraged to attend.
Any changes to the conditions and specifications must be in the form of a written addendum to be valid; therefore, the
Purchasing Agent will issue a written addendum to document each approved change. Generally when addenda are required,
the bid opening date will be changed.
Chatham County has an equal opportunity purchasing policy. Chatham County seeks to ensure that all segments of the
business community have access to supplying the goods and services needed by County programs. The County affirmatively
works to encourage utilization of disadvantaged and minority business enterprises in our procurement activities. The County
provides equal opportunity for all businesses and does not discriminate against any persons or businesses regardless of race,
color, religion, age, sex, national origin or handicap. The terms "disadvantaged business," "minority business enterprise," and
"minority person" are more specifically defined and explained in the Chatham County Purchasing Ordinance and Procedures
Manual, Article VII - Disadvantaged Business Enterprises Program.
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SECTION I
INSTRUCTIONS TO BIDDERS/PROPOSERS
1.1 PURPOSE: The purpose of this document is to provide general and specific information for use in submitting a bid
or proposal to supply Chatham County with equipment, supplies, and/or services as described herein. All
bids/proposals are govemed by the Code of Chatham County, Chapter 4, Article IV, and the laws of the State of
Georgia.
12 HOW TO PREPARE BID PROPOSALS: All bid propos lss shall be:
A. Prepared on the forams enclosed herewith, unless otherwise prescribed, and all documents must be
completed and submitted or your proposal may be declared non - responsive and rejected.
B. Typewritten or completed with pen and black or blue ink, signed by the business owner or authorized
representative, with all erasures or conections initialed and dated by the official signing the proposal. AIL
SIGNATURE SPACES MUST BE SIGNED.
Bidders are encouraged to review carefully all provisions and attachments of this document prior to
submission. Each bid constitutes an offer and may not be withdrawn except as provided herein.
13 HOW TO SUBMIT BID PROPOSALS: All bid proposals shall be:
A. Submitted in sealed opaque envelopes, plainly marked with the bid number and title, date and time
of bid opening, and company name.
B. Mailed or delivered as follows in sufficient time to ensure receipt by the Purchasing Agent on or before the
time and date specified above.
a. Mailing Address: Purchasing Agent, Post Office Box 15180, Savannah, Georgia 31416.
b. Hand Delivery: Purchasing Agent, 1117 Eisenhower Drive, Suite C, Savannah, Georgia,
31406.
BIDS NOT RECEIVED BY THE TIME AND DATE SPECIFIED WILL NOT BE OPENED OR
CONSIDERED.
1.4 HOW TO SUBMIT AN OBJECTION: Objections from bidders to this invitation to bid and/or these
specifications should be brought to the attention of the County Purchasing Agent in the following manner:
A When a pre bid conference is scheduled, bidders shall either present their oral objections at that time or
submit their written objections at least two (2) days prior to the scheduled pre -bid conference.
B. When a pre -bid conference is not scheduled, the bidder shall submit any objections he may have in writing
not less than five (5) days prior to the opening of the bid.
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C. The objections contemplated may pertain to form and/or substance of the invitation to bid documents.
Failure to object in accordance with the above procedure will constitute a waiver on the part of the business
to protest this invitation to bid.
1.5 FAILURE TO BID: If a bid is not submitted, the business should return this invitation to bid document, stating
reason therefore, and indicate whether the business should be retained or removed from the County's bidders list
1.6 ERRORS IN BIDS: Bidders or their authorized representatives are expected to fully inform themselves as to the
conditions, requirements, and specifications before submitting bids. Failure to do so will be at the bidder's own risk.
In case of error in extension of prices in the bid, the unit price will govern.
1.7 STANDARDS FOR ACCEPTANCE OF BID FOR CONTRACT AWARD: The County reserves the right
to reject any or all bids and to waive any irregularities or technicalities in bids received whenever such rejection or
waiver is in the best interest of the County. The County reserves the right to reject the bid of a bidder who has
previously failed to perform properly or complete on time contracts of a similar nature, or a bid from a bidder whom
investigation shows is not in a position to perform the contract.
1.8 BID TABULATION: Tabulations for all bids will be posted for thirty (30) days proceeding the bid opening hi the
Office of Purchasing and Contracting, 1117 Eisenhower Drive, Suite C, Savannah, Georgia 31406. Bidder's who
desire to receive a copy of the bid tabulation must include a self addressed stamped envelope with their bid.
1.9 BIDDER Whenever the term 'bidder" is used it shall encompass the "person," "business," "contractor,"
"supplier," "vendor," or other party submitting a bid or proposal to Chatham County in such capacity before a contract
has been entered into between such party and the County.
1.10 COMPLIANCE WITH LAWS: The bidder and/or contractor shall obtain and maintain all licenses, permits,
liability insurance, wor kmam's compensation insurance and comply with any and all other standards or regulations
required by federal, state or County stature, ordinances and rules during the performance of any contract between the
contractor and the County. Any such requirement specifically set forth in any contract document between the
contractor and the County shall be supplementary to this section and not in substitution thereof.
1.11 CONTRACTOR Contractor or subcontractor means any person or business having a contract with Chatham
County. The Contractor:/Vendor of goods, material, equipment or services certifies that they will follow equal
employment opportunity practices in connection with the awarded contract as more fully specified in the contract
documents. Any subcontracting must be specified in the bid/proposal. All subcontractors must be approved by the
County!
1.12 LOCAL PREFERENCE: On 27 March, 1998, the Chatham County Board of Commissioners adopted a "Local
Vendor" Preference Ordinance that gives the lowest Chatham County vendor submitting a responsible bid/quote the
opportunity to match the lowest price offered by an out -of- County vendor. If the County vendor confirms in writing
to match within 24 hours, the award will be made to the Chatham County vendor. The lowest Chatham County
responsive bidder will be afforded the `light to first refusal ". "Local Vendor" is defined as a business or supplier
which operates and maintains a regular place of business within the geographical boundaries of Chatham County, or
one of the local Municipalities of the County AND all real and personal property taxes are paid prior to award of a
contract or purchase.
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1.13 MINORITY/FEMAT E BUSINESS DEVELOPMENT PROGRAM: Chatham County Board of
Commissioners adopted a policy establishing goals oriented to increase participation of minority and female owned
businesses, through MBE/FBE certification and development. In order to accurately document participation,
businesses submitting bids, quotes or proposals are encouraged to report ownership status. A minority or female
business is defined as a business with 51% or greater minority or female ownership or general management.
A bidder or vendor that is certified by any agency of the Federal Government or State of Georgia may submit a copy
of their certification with their bid as proof of qualifications.
Bidders that intend to engage in joint ventures or utilize sub - consultants must submit to the County Contract
Administrator, a report on Minority/Female Business Enterprise participation. ff available and utilized, the goals for
this Contract is 7% Minority or 5% Female participation. The required information and format can be obtained by
person, mail or fax from the Purchasing Office, by contacting Mrs. Kathleen Watson-Scott, Procurement Specialist, at
(912) 790 -1619.
SECTION II
GENERAL TERMS, CONDITIONS AND EXCEPTIONS
2.1 CONTRACT COMMITMENT: This Bid/RFP does not commit Chatham County to award a contract, to issue a
purchase order, or to pay any costs incurred in the preparation of a bid /proposal in response to this request
22 GEORGIA OPEN RECORDS ACT: The responses will become part of the County's official files without any
obligation on the County's part Ownership of all data, materials and documentation prepared for and submitted to
Chatham County in response to a solicitation, regardless of type, shall belong exclusively to Chatham County and will
be considered a record prepared and maintained or received in the course of operations of a public office or agency
and subject to public inspection in accordance with the Georgia Open Records Act, Official Code of Georgia
Annotated, Section 50- 18 -70, et Seq., unless otherwise provided by law.
Responses to Bids/RFPs shall be held confidential from all parties other than the County until after the contract is
awarded by the Board of Commissioners. The vendor and their bid price in response to Bids will be read aloud at
public bid openings. After Board approval, all solicitations shall be available for public viewing. Chatham County
shall not be held accountable if material firrm responses is obtained without the written consent of the vendor by
parties other than the County, at any time during the solicitation evaluation process.
23 GEORGIA TRADE SECRET ACT OF 1990: In the event a Bidder /Proposer submits trade secret information
to the County, the information must be clearly labeled as a "Trade Secret". The County will maintain the
confidentiality of such trade secrets to the extent provided by law.
2.4 CONTRACTOR RECORDS: The Georgia Open Records Act is applicable to the records of all contractors and
subcontractors under contract with the County. This applies to those specific contracts currently in effect and those
which have been completed or closed for up th three (3) years following completion. Again, this is contract specific
to the County contracts only.
2.5 INTERPRETING SPECIFICATIONS: The specifications or scope of services contained herein are intended to
be descriptive rather than restrictive. The County is soliciting a bid/proposal to provide a complete product or service
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package which meets its overall requirements. Specific equipment and system references may be included in this
IFB/RFP for guidance, but they are not intended to preclude bidders /proposers from recommending alterative
solutions offering comparable or better performance or value to the County. Unless specifically stated otherwise with
regard to a specific item of equipment, it should be assumed that the County requires all equipment proposed for this
project to be supported by a manufacturer's warranty which is equal or better than the prevailing standard in the
industry.
Any obvious error or omission in specifications shall not inure to the benefit of the bidder but shall put the bidder on
notice to inquire of or identify the same from the County. Whenever herein mention is made of any article, material
or workmanship to be in accordance with laws, ordinances, building codes, underwriter's codes, ASTM regulations or
similar expressions, the requirements of these laws, ordinances, etc., shall be construed to be the minimum
requirements.
Changes in the scope of services or specifications. Terms and conditions of this l -B/RFP will be made in waiting by
the County prior to the bid/proposal due sate. Results of informal meetings or discussions between a potential
bidder/proposer and a County official or employee may not be used as a basis for deviations from the requirements
contained in this solicitation.
2.6 MULTIPLE BIDS: No vendor will be allowed to submit more than one bid. Any alternate proposals must be
brought to the Purchasing Agents attention during the Pre bid Conference or submitted in writing at least five (5) days
preceding the bid opening date.
2.7 BID FOR ALL OR PART: Unless otherwise specified by Chatham County or the bidder, CHATHAM
COUNTY RESERVES THE RIGHT TO MAKE AWARD ON ALL ITEMS, OR ON ANY OF THE HEMS
WHICH WILL BE IN THE BEST INTEREST OF CHATHAM COUNTY. Bidder may restrict his bid to
consideration in the aggregate by so stating, but must name a unit price on each item bid upon
2.8 BID ACCEPTANCE PERIOD: Bidders accept that the County requires a maximum of sixty (60) days from bid
opening date to evaluate all bids before making a final recommendation to award bid, unless otherwise state in the
bid.
2.9 COMPLETENESS: All information required by Invitation for Bids/Proposals must be completed and submitted to
constitute a proper bid or proposal.
2.10 QUALITY: All materials, or supplies used for the construction necessary to comply with this proposal shall be of
the best quality, and of the highest standard of workmanship.
Workmanship employed in any construction, repair, or installation required by this proposal shall be of the highest
quality and meet recognized standards within the respective trades, crafts and of the skills employed
2.11 GUARANTEE: Unless otherwise specified by the County, the bidder shall unconditionally guarantee the
materials and workmanship on all material and/or services. It within the guarantee period any defects occur which
are due to faulty material and or services, the contractor at his expense, shall repair or adjust the condition, or replace
the material and/or services to the complete satisfaction of the County. These repairs, replacement or adjustments
shall be made only at such time as will be designed by the County as being least detrimental to the operation of
County business.
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2.12 LIABRITY PROVISIONS: Where bidders are required to enter or go onto Chatham County property to take
measurements or gather other information in order to prepare the bid or proposal as requested by the County, the
bidder shall be liable for any injury, damage or loss occasioned by negligence of the bidder, his agent, or any person
the bidder has designated to prepare the bid and shall indemnify and hold harmless
Chatham County from any liability arising therefrom. The contract document specifies the liability provisions
required of the successful bidder in order to be awarded a contract with Chatham County.
2.13 DEBARRED FIRMS, INDICTMENTS AND PENDING LITIGATION: Any potential proposer/firm listed
on the Federal or State of Georgia Excluded Parties Listing (Band for doing business) will not be considered for
contract award Proposers shalt disclose any record of pending lawsuits, criminal violations and/or convictions, etc.,
and any action that may be a conflict of interest occuring within the past five (5) years. Any proposer/finn
previously defaulting or terminating a contract with the County will not be considered.
* *All bidders or proposers are to read and complete the Disclosure of Responsibility Statement enclosed as an
Attachment to be returned with response. Failure to do so may result in your solicitation response being rejected as
nonresponsive.
Bidder acknowledges that in performing contract work for the Board, bidder shall not utilize any firms that have been
a party to any of the above actions. If Bidder has engaged any firm to work on this contract or project that is later
debarred, Bidder shall server its relationship with that firm with respect to Board contract
2.14 CANCELLATION OF CONTRACT: The contract may be canceled or suspended by Chatham County hi
whole or in part by written notice of default to the Contractor upon non perfommance or violation of contract terms.
An award may be made to the next low bidder, for articles and/or services specified or they may be purchased on the
open market and the defaulting Contractor (or his surety) shall be liable to Chatham County for costs to the County in
excess of the defaulted contract prices. See the contract documents for complete requirements.
2.15 PATENT INDEMNITY: Except as otherwise provided, the successful bidder agrees to indemnify Chatham
County and its officers, agents and employees against liability, including costs and expenses for infringement upon
any letters patent of the United States arising out of the performance of this Contract or out of the use or disposal for
the account of the County of supplies furnished or construction work performed hereunder.
2.16 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION: By submission of this bid, the bidder
certifies, and in the case of a joint bid each party thereto certifies as to its own organization, that in connection with this
procurement
1. The prices in this bid have been anived at independently, without consultation, communication, or
agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other
bidder or with any competitor;
2. Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly
disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or
indirectly to any other bidder or to any competitor; and;
3. No attempt has been made or will be made by the bidder to induce any other person or firm to submit or not
be submit a bid for the purpose or restricting competition.
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2.17 AWARD OF CONTRACT: The contract, if awarded, will be awarded to that responsible bidder whose
bid/proposal will be most advantageous to Chatham County, price and other factors considered The Board of
Commissioners will make the determination as to which bid or proposal best serves the interest of Chatham County.
Appeal of an award can only be made after the Board of Commissioners make the award!
2.18 VENDOR PERFORMANCE EVALUATION: On April 11, 2008, the Board of County Commissioners
approved a change to the County Purchasing Ordinance requiring Vendor Performance Evaluations, as a minimum,
annually, prior to the contract anniversary date. Should vendor performance be unsatisfactory, the appointed County
Project Manager for the contract may prepare a Vendor Complaint Form or a Performance Evaluation to the
Purchasing Agent
2.19 PROCUREMENT PROTESTS: Objections and protests to any portion of the procurement process or actions of
the County staff may be filed with the Purchasing Agent for review and resolution. The Chatham County Purchasing
Procedures Manual, Article IX - Appeals and Remedies shall govem the review and resolution of all protests.
220 QUALIFICATION OF BUSINESS (RESPONSIBLE BIDDER OR PROPOSER Defined as a person or
firm who has the capability in all respects to perform fully the contract requirements, and the tenacity, perseverance,
experience, integrity, reliability, capacity, facilities, equipment and credit which will ensure good faithful performance.
(Responsive Bidder or Proposer): Defined as a person or firm who has submitted a bid or proposal which
conforms in all material respects to the requirements set forth in the invitation for bids or request for proposal, such as
submission by the date of the bid acceptance is stated and can meet all requirements for licensing, insurance, and
service contained within this Invitation for Bid or Proposal.
Chatham County has the right to require any or all bidders to submit documentation of the ability to perform,
provide, or carry out the service or provide the product requested.
Chatham County has the right to disqualify the bid or proposal of any bidder or proposer as being non-responsive or
non-responsible whenever such bidder/proposer cannot document the ability to deliver the requested product
221 COUNTY TAX CERTIFICATE REQUIREIVIENT: Contractor must supply a copy of their Tax Certificate as
proof of payment of the occupational tax where their office is located. Please contact the Chatham County
Department of Building and Regulatory Services at (912) 2014300 for additional information
222 DELINQUENT REAL AND PERSONAL PROPERTY TAXES: No contract shall be awarded unless all real
and personal property taxes have been paid by the successful contractor and/or subcontractors as adopted by the Board
of Commissioners on April 8,1994.
223 INSURANCE PROVISIONS: The selected CONTRACTOR shall be required to procure and maintain for the
duration of the contract insurance against claims for injuries to persons or damages to property which may arise from
or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees
or subcontractors. The cost of such insurance shall be included in the Bid. Contract work. win not proceed
without a current Insurance Certificate being in the possession of Chatham County.
223.1 General Information that shall appear on a Certificate of Insurance:
I. Name of the Producer (Contractor's insurance Broker/Agent).
1I. Companies affording coverage (there may be several).
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III. Name and Address of the Insured. (this should be the Company or Parent of the fine Chatham
County is contracting with).
IV. A Summary of all current insurance for the insured (includes effective dates of coverage).
V. A brief description of the operations to be performed, the specific job to be performed, or contract
number.
VL Certificate Holder (This is to always include Chatham County).
2232 Minimum Limits of Insurance to be maintained for the duration of the contract
A. Commercial General Liability: Provides protection against bodily injury and property damage
claims arising from operations of a Contractor or Tenant. This policy cl coverage includes:
premises and operations, use of independent contractors, products/completed operations, personal
injury, contractual, broad form property damage, and underground, explosion and collapse hazards.
Minimum limits: $1, 000,000 bodily injury and property damage per occurrence and annual
aggregate.
B. Worker's Compensation and Employer's Liability: Provides statutory protection against
bodily injury, sickness or disease sustained by employees of the Contractor while performing within
the scope of their duties. Employer's Liability coverage is usually included in Worker's
Compensation policies, and insures common law claims of injured employees made in lieu of or in
addition to a Worker's Compensation claim. Minimum limits: $500,000 for each accident,
disease policy limit, disease each employee and Statutory Worker's Compensation limit
C. Business Automobile Liability: Coverage insures against liability claims arising out of the
Contractor's use of automobiles. Minimum limit: $1, 000,000 combined single limit per accident
for bodily injury and property damage. Coverage should be written on an "Any Auto" basis.
223.3 Special Requirements:
A. Claims -Made Coverage: The limits of liability shall remain the same as the occurrence basis,
however, the Retroactive date shall be prior to the coincident with the date of any contract, and the
Certificate of Insurance shall state the coverage is claims made. The Retroactive date shall also be
specifically stated on the Certificate of Insurance.
B. Extended Reporting Periods: The Contractor shall provide the County with a notice of the
election to initiate any Supplemental Extended Reporting Period and the reason(s) for invoking this
option.
C. Reporting Provisions: Any failure to comply with reporting provisions of the policies shall not
affect coverage provided in relation to this request
D. Cancellation: Each insurance policy that applies to this request shall be endorsed to state that it shall
not be suspended, voided, or canceled, except after thirty (30) days prior to written notice by certified
mail, return receipt requested, has been given to the County.
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E. Proof of Insurance: Chatham County shall be famished with certificates of insurance and with
original endorsements affecting coverage required by this request The certificates and
endorsements are to be signed by a person authorized by the insurer to bind coverage on its behalf
All certificates of insurance are to be submitted prior to, and approved by, the County before
services are tendered. The Contractor mus ensure Certificate of Insurance are updated for the entire
tern of the County.
F. Insurer Acceptability: Insurance is to be placed with an insurer having an AM Best's rating of A
and a five (5) year average financial rating of not less than V. If an insurer does not qualify for
averaging on a five year basis, the current total Best's rating will be used to evaluate insurer
acceptability.
G. Lapse m Coverage: A lapse in coverage shall constitute grounds for contract termination by the
Chatham County Board of Commissioners.
H. Aggregate Liability Limits: Prior to commencement of services, the Contractor must provide a
statement from all liability caniers indicating the currently available limits of liability for all policies
requested herein.
1. Deductibles and Self- Insured Retention: Any deductibles or self - insured retention must be
declared to, and approved by, the County. At the option of the County, either: the insurer shall
reduce or eliminate such deductibles or self-insured retention as related to the County, its officials,
officers, employees, and volunteers; or the Contractor shall procure a bond guaranteeing payment of
related suits, losses, claims, and related investigation, claim administration and defense expenses.
2.24 INDEMNIFICATION: The BIDDER agrees to protect, defend, indemnify, and hold harmless Chatham County,
Georgia, its commissioners, officers, agents, and employees from and against any and all liability, damages, claims,
suits, liens, and judgments, of whatever nature, including claims for contribution and/or indemnification, for injuries to
or death of any person or persons, or damage to the property or other rights of any person or persons caused by the
BIDDER or its subcontractors. The BIDDERS obligation to protect, defend, indemnify, and hold harmless, as set
forth herein above shall include, but not be limited to, any matter arising out of any actual or alleged infringement of
any patent, trademark, copyright, or service mails, or any actual or alleged unfair competition, disparagement of
product or service, or other business tort of any type whatsoever, or any actual or alleged violation of trade regulations.
BIDDER further agrees to investigate, handle, respond to, provide defense for, and to protect, defend, indemnify, and
hold harmless Chatham County, Georgia, at his sole expense, and agrees to bear all other costs and expenses related
thereto, even if such claims, suits, etc., are groundless, false, or fraudulent, including any and all claims or liability for
compensation under the Worker's Compensation Act arising out of injuries sustained by any employee of the
BIDDER or his subcontractors or anyone directly or indirectly employed by any of them.
The BIDDERS obligation to indemnify Chatham County under this Section shall not be limited in any way by the
agreed. upon contract price, or to the scope and amount of coverage provided by any insurance maintained by the
BIDDER
225 COMPLIANCE WITH SOLICITATION - TERMS, CONDITIONS, AND EXCEPTIONS: This
Invitation for Bid, and related responses of the selected Bidder/Proposer will by reference (within either a Contract or
Purchase Order) become part of any formal agreement between the selected Bidder/Proposer and the County. The
County and the selected Bidder/Proposer may negotiate a contract or contracts for submission to the Board of
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Commissioners for consideration and approval. In the event an agreement cannot be reached with the selected
bidder /proposer, the County reserves the right to select an alternate bidder /proposer. The County reserves the right to
negotiate with the Contractor the exact terms and conditions of the contract
226 SIGNED BID CONSIDERED OFFER: The signed bid shall be considered an offer on the part of the bidder,
which offer shall be deemed accepted upon approval by the Chatham County Board of Commissioners, Purchasing
Agent or his designee. In case of a default on the part of the bidder after such acceptance, Chatham County may take
such action as it deems appropriate, including legal action for damages or lack of required performance.
227 NOTICE TO PROCEED: The successful bidder or proposer shall not commence work under this Invitation to
Bid until a written contract is awarded and a Notice to Proceed is issued by the Purchasing Agent or his designee. If
the successful bidder does commence any work or deliver items prior to receiving official notification, he does so at
his own risk.
2.28 PAYMENT TO CONTRACTORS: Instructions for invoicing the County for products delivered to the County
are specified in the contract document
A. Questions regarding payment may be directed to the Finance Department at (912) 652 -7905 or the County's
Project Manager as specified in the contract documents.
B. Contractors will be paid the agreed upon compensation upon satisfactory completion of the work as more
fully described in the contract document
C Upon completion of the work , the Contractor will provide the County with an affidavit certifying all
suppliers, persons or businesses employed by the Contractor for the work performed for the County have
been paid in full Affidavit will accompany each monthly invoices) submitted to the County for payment
D. Chatham County is a tax exempt entity. Every contractor, vendor, business or person under contract with
Chatham County is required by Georgia law to pay State sales or use taxes for products purchased in
Georgia or transported into Georgia and sold to Chatham County by contract. Please consult the State of
Georgia, Department of Revenue, Sales and Use Tax Unit in Atlanta (404) 656-4065 for additional
information.
SECTION III
SPECIAL TERMS, CONDITIONS AND EXCEPTIONS
3.1 PURPOSE AND SCOPE: To establish an indefinite quantity, escalating/de-escalating price contract to be used as
the primary source for the commodity(ies) /service(s) listed in the attached specifications. Commodities/services will
be ordered from time to time in such quantity as may be needed to fill any requirements of the agencies as shown in
the bid invitation. As it is impossible to determine the precise quantities that may be needed during the contract
period, the Contractor is obligated to deliver in minimum/maximum quantifies the commodities or services of the
kind contracted for in accordance with the specific conditions of this bid.
32 SUPPLY REQUIREMENTS: The Contractor shall be able to deliver all items which might be requested during
the Contract period in accordance with the terms and conditions of this bid In the event a Contractor's source should
fail to supply any item, at any time, for any reason during the Contract term, it will be the Contractor's responsibility to
temporarily supply another item of equivalent quality meeting all specifications of the Contract, at Contract prices,
terms and conditions, as an emergency measure, subject to prior approval of the concemed Agency.
13
If requested, sufficient and reasonable time will be allowed the Contractor to acquire adequate stock to perform on the
Contract after the award is made.
33 DELIVERY REOUIRFMENTS:: Delivery will be made within the time shown in the specific bid conditions or
where called for in the invitation, the time stated by the bidder. Repeated delivery problems may result in cancellation
of contract and re- award.
3.4 PLACEMENT OF ORDERS: Purchase Orders will be issued as required by respective Agencies having a
known requirement during the entire life of the Contract.
35 URGENT REOUIREMENTS: In the case of a bona fide emergency, wherein immediate delivery of an order is
needed and the successful vendor cannot meet such arequirement, the Agencies reserve the right to order from any
vendor that can meet such a delivery requirement without penalty to the prime Contractor.
3.6 RIGHT TO TERMINATE: In the event any of the provisions of the Contract are violated, the Agencies may
serve individnat written notice of its intention to terminate the Contract. Such notice will state the reasons for such
intention and unless within ten (10) days after serving notice upon the Contractor, such violation has ceased and
satisfactory arrangements for correction made, the Contract, shall upon expiration of ten (10) days, be temlinated.
Further, the Agencies reserve the right to terminate any Contract in whole or in part upon giving thirty (30) days prior
written notice to the other party.
3.7 CONTRACT PERIOD: The contract period will be for a period of one (1) year with automatic renewal options
for one (1) additional one year terms UNLESS DIRECTED OTHERWISE BY THE BOARD OF
COMMLSSIONERS.
3.8 INDEPENDENT CONTRACTOR The successful contractor will provide services under this contract as an
independent Contractor and not as an agent of Chatham County. Joint ventures and sub-consultant arrangements are
not prohibited; however, successful contractor shall secure written permission for the County before subcontracting
any pact ofthis contract
3.9 NO EXCLUSIVE CONTRACT /ADDITIONAL SERVICES: Contractor agrees and understands that the
contract shall not be construed as an exclusive arrangement and further agrees that the County may, at any time,
secure similar or identical services at its sole option.
3.10 CASH DISCOUNTS/LATE CHARGES:
A Bid/Proposal Evan► ration Any cash discounts offered to the County must be clearly shown in the space
provided Cash discounts offered from one (1) percent or more for payment in thirty (30) days or more, will
be considered for the purposes of evaluation. Any other cash discounts will not be considered in the
evaluation.
B. Prompt Payment- All discounts offered will be taken if earned In the event - that the County is entitled to a
cash discount, the period of computation will commence on the date of delivery, or receipt of a comedy
14
completed invoice indicating the discount whichever occurs later. If the County is entitled to a discount
under the contract, but the invoice does not reflect the existence of a cash discount, and the County pays the
invoice, it shall be entitled, upon demand, to credit in the amount of such discount Payment of invoices
owed by the County shall be made whenever possible within 30 days of the receipt of a correct invoice or
goods, whichever is later, unless otherwise provided for in the solicitation document or resulting contract.
C. Late Charges- Bids/proposals containing provisions for late charges, whether designated as interest charges or
otherwise, will not be considered for an award. Bidders/Offerors are instructed to leinove strike throe h, or
otherwise withdraw any such provision contained in Vendor printed forms. The Vendor must initial such
changes prior to submitting an offer the Chatham County.
3.11 BONDS: * * *NO BID OR PERFORMANCE BOND REQUIRED * **
A. (NO BOND REQUIRED) Such bidder shall post a bid bond, certified check or money order made payable
to the Chatham County Finance Department in the amount of 5% of the bid price.
B. (NO BOND REQUIRED) Contractor(s) shall post a payment/performance bond, certified check or money
order made payable to the Chatham County Finance Department in the amount of 100% of the bid price if
awarded the purchase. Such bond(s) are due prior to contract execution as a guarantee that goods meet
specifications and will be delivered per contract. Such bonds will also guarantee quality performance of
services and timely payment of invoices to any subcontractors.
C. (NO BOND REQUIRED) Whenever a bond is provided, it shall be executed by a surety authorized to do
business in the State of Georgia and approved by Chatham County.
3.12 AUDITS AND INSPECTIONS:
At any tune during normal business hours and as often as the County may deem necessary, the Contractor and his
subcontractors shall make available to the County and/or representatives of the Chatham County Department of
Internal Audit for examination all of its records with respect to all matters covered by this Contract It shall also permit
the County and/or representatives of the Department of Internal Audit to audit, inspect, examine and make copies,
excerpts or transcripts from such records of personnel, conditions of employment and other data relating to all matters
covered by this Contract. All documents to be audited shall be available for inspection at all reasonable tunes in the
main offices of the County or at the offices of the Contractor as requested by the County.
3.13 COOPERATIVE PURCHASING AGREEMENT:
As part of the National trend involving Joint or Cooperative Purchasing Programs, all bidders are to indicate below
that a contract award as a result of this bid is open to all Government entities within the four County areas that
includes Chatham, Bryan, Effingham and Liberty Counties. The Counties are in NO WAY OBLIGATED to make
purchases of services from the resulting contract and would have to supply their own needs to the Contractor.
/Yes /No
Exceptions:
15
3.14 WARRANTY REQUIREMENTS: (Check where applicable):
A. Provisions of item 2.11 apply.
B. Warranty required.
1. Standard warranty shall be offered with bid.
2. Extended warranty shall be offered with bid. The cost of the extended warranty will be listed
separately on the bid sheet
3.15 TERMS OF CONTRACT:
X A. Annual Contract- ONE YEAR with automatic renewal options for two (2) additional one (1) year
terms UNLESS DIRECTED OTHERWISE BY THE BOARD OF COMMISSIONERS.
B. One-time Purchase
C. Other ONE TIME CONTRACT
* *CONVERSATIONS OR CORRESPONDENCE REGARDING THIS SOLICITATION OR REPORT
BETWEEN PROSPECTIVE OFFERORS AND PERSONS OUTSIDE THE CHATHAM COUNTY
PURCHASING OFFICE ICE WILL NOT BE CONSIDERED OFFICIAL OR BENDING UNLESS OTHERWISE
SPECIFICALLY AUTHORIZED WITHIN THIS DOCUMENT.**
3.16 PLEASE COMPLETE THE FOLLOWING:
(Should a bid result from this invitation)
TOPLACEA VERBAL ORDER, CONTACT:
NAME
CUb1OMER REPRESENTATIVE:
NAME
ADDRESS PHONE #
16
TO PLACE AN EMERGENCY (A1 YER HOURS/WEEKENDS) ORDER CONTACT.
NAME
CUSTOMER REPRESENTATIVE:
NAME
ADDRESS PHONE #
BID SIGNER:
NAME
ADDRESS PHONE #
IF NOT LOCAL, WIT T . TOLL FREE TELEPHONE SERVICE; BE PROVIDED) BY THE VENDOR
DURING THE EFFECTIVE PERIOD OF THE CONTRACT?
( )YES ()NO
DELIVERIES WILL BE MADE AGAINST THIS CONTRACT BY:
OF APPLICABLE)
VENDOR OWNED FREQUENCY
COMMERCIAL CARRIER FREQUENCY
Bidder hereby agree to special conditions of this invitation to bid:
FIRM NAME:
BY:
TITLE:
THIS SHEET MUST BE RETURNED COMPLETED. FAILURE TO DO SO WILL BE REASON FOR
REJECTION OF BID.
17
The undersigned bidder or proposer certifies that he/she has carefully read the preceding list of instructions to bidders and all
other data applicable hereto and made a part of this invitation; and, further certifies that the prices shown in his /her bid/piuposal
are in accordance with all documents contained in this Invitation for Bids/ Proposals package, and that any exception taken
thereto may disqualify his/her bid/proposal.
This is to certify that I, the undersigned bidder, have read the instructions to bidder and agree to be bound by the provisions of
the same.
This day of 20 .
BY
SIGNATURE
TITLE
COMPANY
18
CHATHAM COUNTY, GEORGIA
INVITATION FOR BIDS
SPECIFICATIONS FOR BID NO. 10 -1 -9 -5
ANNUAL CONTRACT FOR GASOLINE AND DIESEL FUEL
FOR CHATHAM COUNTY, GEORGIA, AND ALL PARTICIPATING AGENCIES
4.1 SCOPE AND CLASSIFICATION:
4.1.1 Scope: The purpose of this proposal is to establish specifications and solicit bids for gasoline and diesel fuel
delivered and discharged to the locations listed herein.
Special attention should be given by all bidders to Section 4.5.3, items A through H (Pages 21 & 22) of this
proposal.
4.12 Classification: Goods are classified as follows:
Group I Unleaded Regular Gasoline
Group It Unleaded Premium Gasoline
Group III Unleaded Prem., Unleaded Reg. Mix
Group IV Diesel- Ultra-Low Sulfur
42 APPLICABLE DOCUMENTS, STANDARDS AND SPECIFICATIONS:
The following shall apply:
PAD 1- Oil Price Information Service (O.P.I.S.) Pricing Index- 5 Day Price Average
ASTM Standards for Octane and Quality Rafingsl
Goods covered by this Invitation to Bid shall comply with all Federal and State Occupational Safety and Health Acts.
43 REQUIREMENTS:
4.3.1 The Agencies are seeking competitive bids for fuel to be supplied to the participating members over a twelve
(12) month period. The annn21 volumes indicated are estimates based upon a recent survey conducted in
May 2009.
4.32 Every attempt will be made on the part of the participating Agencies to support the awarded vendor(s). The
awarded vendor(s) agrees to extend their bid pricing, for the products indicated to any and all Agencies whose
names appear in the "Invitation to Bid ". It is further understood that at no time will any Agency be obligated
for placing an order for any other Agency whose name appears in the "Invitation to Bid ". Nor will any
Agency whose name appears in this "Invitation to Bid" be obligated for any bills incurred by any other
Agency whose name appears in this "Invitation to Bid ". It is further understood, that each Agency will issue
19
its own Purchase Order to the awarded vendor and establish delivery tune, location, and any special
conditions at the time the order is being placed.
4.3.3 Contractor shall state fine's capacity to pivvide "split" transport deliveries (i.e. 1 /2 diesel fuel and 1 /2 regular
unleaded on same transport truck) to any delivery site. If Bidder provides this service, TRANSPORT
DELIVERY RATES WILL APPLY.
4.3.4 Contractor must be able to provide emergency fuel vehicle with a 1" drop line and with a capacity of 1,000
gallons. Contractor must be able to respond to a fire emergency with gasoline or diesel fuel, 24 hours a day,
7 days a week and should provide a 24 hour emergency phone number. Contractor must not only respond to
emergency situations but must also have the capability to remain at emergency site if needed.
4.3.5 axing or other disaster preparation, the Contractor shall be available to drain tanks in case of
water infiltration, refill and place tanks back into service. In the event of an evacuation, the Contractor shall
provide a phone number to communicate post - disaster needs.
4.3.6 The City's Industrial and Domestic Water Plant and Chatham County may each require a stationary diesel
fuel "transport load" trailerwith one (1) tank wagon (for transport purposes) for use during hurricane and/or
disaster recovery. Delivery location will be determined at a later date. The bid price for the cost of each
stationary "transport load" trailer with tank wagon shall be stated on the bid sheet (Page 26) of this solicitation
package.
4.3.7 The Contractor will be required to respond to the City of Savannah's storm water pump stations within 2
hours of receiving call for service, at any storm water pump station site, with diesel fuel, 24 hours per day, 7
days per week. The Contractor will maintain a minimum of 3000 gallons of diesel inventory at all times.
4.3.8 Cleaning of fuel spills caused by the supplier will be the responsibility of the supplier. Cleanup must comply
with all Federal, State and City codes.
4.3.9 If requested by any participating agency(s), Responsive low bidders maybe required to have a
representative present for a Mandatory meeting. This meeting will be scheduled after bid opening and prior
to contract award The purpose of this meeting is to address previous delivery problems, invoicing problems,
etc., that each municipality has experienced Should any Contractor present not be able to abide by this said
agreement, it will be cause for disqualification of bid submitted. The Contractor will understand that if
awarded contract, with all said delivery conditions in place, and should default on said delivery agreement(s),
this will be just cause for termination of contract.
4.3.9 Products:
A. Group I - Unleaded Regular Gasoline: Must have an octane rating of not less than 87.0, not to
exceed 10% Ethanol (quantity conccted to 60 degrees Fahrenheit)
B. Group II - Unleaded Premium Gasoline: Must have an octane rating of not less than 92.0, not to
exceed 10% Ethanol (quantity convected to 60 degrees Fahrenheit)
20
C. Group III Unleaded Premium, Unleaded Regular Mix: Must have an average octane rating of not
less than 89.5, not to exceed 10% Ethanol (quantity corrected to 60 degrees Fahrenheit)
D. Group IV Diesel- Ultra -Low Sulfur: Clear diesel fuel must have 80% maximum sulfur content of
15 parts per million (15 ppm), remaining 20% may be low sulfur diesel fuel (LSD) with a
maximum sulfur content of 500 ppm.
4.4 TEST, INSPECTION, AND SAMPLING:
4.4.1 All products must be suitable for general and special use vehicles.
4.42 All products shall be flee of water and foreign matter.
4.4.3 Agencies reserve the right to perfonn or cause random tests to be performed to ensure products meet the
above specifications. It shall be the vendors' responsibility to submit samples for testing as required by the
Agencies. In the event that the product(s) fails to comply with the requirements, the vendor shall replace all
unacceptable products, promptly, at his expense.
4.5 PRICING:
4.5.1 Pricing is to be based on a fixed factor (cents) above or below the Oil Price Information Service Index
(O.P.LS) 5 -Day* Price Average. 0.PIS. is a weekly publication which reports refinery prices: FOB
Terminal (Savannah Port) in cents/gallon excluding taxes, discounts, hauling and freight charges.
4.52 The ma± up or discount price will be fixed for the duration of the Contract
4.5.3 Explanation of Proposal Pages.
A. 5 -Day* Average price per gallon per weekly O.P.I.S. Publications. This figure does not include
profit, delivery charges, administrative or other charges. This figure will vary as actual costs change
per O.P.LS, and shall run concurrently as per PAD 1 Reports.
B. Freight - Per gallon delivery cost. (as per Item A on the bid sheet)
C. Fixed fee per gallon - This figure will not change during the period of the contract. This figure will
include profit, and other eve charges, excluding freight (as per Item B on the bid sheet)
D. Total price per gallon - This will be the sum total of A + B = C. (as per Item C on the bid sheet).
E. The above line item quotations shall not include any taxes. Taxes shall be shown as separate line
items on invoices. Taxes to be paid on gasoline are 3% Georgia Sales Tax, $.075 /gallon Motor
Fuel Tax, current "Superfiund" rate (if reinstated), and $.005 G.U.S.T. (Second Motor Fuel Tax).
F. Participating Agencies will not pay the 182 cents per gallon Federal Excise Tax on gasoline. It will
be the responsibility of the bidder to pay the Tax and file for refunds. Excise Tax Bond Exempt
Number will by furnished by each participating agency.
21
G. Taxes on diesel fuel will be $.03/gallon Georgia Sales Tax, $.075/gallon Motor Fuel Tax, and
$.057 /gallon Georgia Prepaid State Tax Each participating Agency will be responsible for
obtaining reimbursement for any `Pre Paid" taxes.
K Bidder shall state any "added" or "applicable" charges which are not addressed or outlined in the bid
specifications.
4.6 INVOICING:
4.6.1 If awarded the bid, all invoices must be based on the *5 Day Average O.P.LS. price per Gallon, plus fixed
fee per gallon including discount, which equals total delivered price per gallon to the respective locations.
4.62 Indicate on invoice the applicable date of O.P.I.S. on which invoice data is based.
4.6.3 If a discrepancy exists between your price per gallon and the price reported by O.P.LS., plus or minus your
factor expressed in cents per gallon, the O.PJS. price plus or minus your factor will prevail.
4.6.4 Accompanying suppliers "Invoice" will be a bill of lading, reflecting both the net and gross amounts of fuel
delivered Original invoices and proof of delivery are to be sent respectively to:
• Chatham County Fleet Department
Post Office Box 8161
Savannah, GA 31412
Telephone: 652 -6875
Attn: Accounts Payable
• City of Savannah
Purchasing Department
Post Office Box 1027
Savannah, GA 31402
(912) 651 - 6422
• Savannah Airport Commission
400 Airways Avenue
Savannah, GA 31408
(912) 964 -0514
• City of Tybee Island
Finance Officer
Post Office Box 128
Tybee Island, GA 31328
Telephone: 786-4573
Attn: Accounts Payable
22
• Savannah Board of Education
208 Bull Street
Savannah, GA 31401
Telephone: 651 -7628
Attn: Accounts Payable
• Town of Thunderbolt
Finance Officer
2702 Mechanics Avenue
Thunderbolt, GA 31404
Telephone: 354 -5533
Attn: Accounts Payable
• City of Bloomingdale
City Clerk
P.O. Box 216
Bloomingdale, GA 31302
Telephone: 748 -0970
Attn: Accounts Payable
4.6.5 Payment temps are net 30, except in the case of prompt payment discounts. Prompt payment discounts in
increments of less than 10 days are unacceptable.
4.7 DELIVERY:
4.7.1 The awarded vendor(s) agree to supply the participants with deliveries to be made within 24 hours of receipt
of order including weekends and holidays. The bidder is to include in his proposal the: name, address, and
phone number of the person(s) to be contacted for placement of orders.
NAME:
PHONE NUMBER
ADDRESS:
4.72 Methods of Verifying Delivered Quantities:
A. Agency employees will measure the fuel in the tanks prior to the discharge of fuel. The Vendor will
provide metered terminal tickets at the time of delivery for all transport loads. A hand written
"drop" ticket taken from meter for all tank wagon loads will be accepted, Delivery vehicles will be
sealed at the temminal.
Agency employees will again measure the fuel and sign the metered delivery receipt if they are in
agreement with the quantity shown. If not, they will enter the amount measured and sign the
delivery receipt.
23
B. Otherwise, the Agency employees will keep a record of the daily readings of the pump totalizer and
compare those readings with the amount shown on the metered delivery receipt before the next
delivery of fueL
C. Measuring Fuel: The participating Agencies will measure storage tanks before and after each
delivery in the presence of the vendor, the reading by the customer will prevail for invoicing
purposes.
4.8 ALLOCATION GUARANTEES:
4.8.1 Consideration in making an award will be the protection given to participating Agencies for supplies, at all
times, especially during any shortage.
Do you agree to this guarantee stipulation?
YES[] NO[]
4.8.2 Integrated Oil Companies as suppliers cannot be dependent upon another supplier for supplies or allocation
unless they provide a Notarized Affidavit, as described below.
Notarized Affidavit ( guarantee) from an established integrated Oil Company, such as Gulf Texaco, Exxon,
etc. that is NOT dependent upon another supplier for petroleum bulk products CERTIFYING the following:
A. They will guarantee to the participating Agencies, without any reservation, priority availability of
required quantities in the case of an emergency such as fuel shortage.
B. Product(s) to be furnished is a BRANDED product.
C. A written contract is in effect and will remain in effect during the contract period and such contract will
guarantee the provision of A. above.
The notarized affidavit must be from an integrated Oil Company or Broker to the participating Agencies.
Brokers should attach all copies of the contracts that are current between them and the integrated Oil
Companies which spell out the allocated quantity of fuel that is being guaranteed to the broker by the
integrated Oil Company.
The brokers must guarantee the participating Agencies allocations equal to the annual estimated usages as
indicated in the "Invitation to Bid ".
4.9 Indicate primary brand name of fuel to be delivered: . (Prices based on O.P.I.S. 5 -Day '
Average and not a specific brand name; although, brand name will indicate to customer the source of fuel).
24
4.11 AGENCY REQUIREMENTS:
ESTIMATED YEARLY GASOLINE AND DIESEL FUEL USAGE BY PARTICIPATING AGENCIES
CHATHAM COUNTY BOARD OF COMMISSIONERS
LOCATION TYPE FUEL TOTAL GALLONS DELIVERY TYPE
Public Works/Fleet Unleaded 215,000 Transport
7235 Sallie Mood Dr.
Public Works/Fleet US Diesel 180,000 Transport
7235 Sallie Mood Dr. 1
Mosquito Control Unleaded 21,000 Tank Wagon
65 Short Suet
Mosquito Control US Diesel 25,000 Tank Wagon
65 Short Street
Sheriffs Complex Unleaded 330,000 Transport
1050 Carl Griffin Dr.
Sheriffs Complex US Diesel 5, 000 Tank Wagon
1050 Carl Griffin Dr.
Henderson Golf Course Unleaded 6,000 Tank Wagon
#1 Al Henderson Ave.
Henderson Golf Course L/S Diesel 3,000 Tank Wagon
#1 Al Henderson Ave.
TOTAL: 785,000
TRANSPORT- UNLEADED: 545,000
TRANSPORT- DIESEL: 180,000
TANK WAGON- UNLEADED: 27,000
TANK WAGON- DIESEL: 33,000
25
CITY OF SAVANNAH
LOCATION TYPE FUEL TOTAL GALLONS DELIVERY TYPE
Buildings and Grounds Unleaded 497 Tank Wagon
Park and Tree Diesel 400 Tank Wagon
Cemeteries Diesel 1308 Tank Wagon
Cemeteries Unleaded 467 Tank Wagon
Conveyance Diesel 100 Tank Wagon
Travis Field Diesel 198 Tank Wagon
Grayson Stadium Unleaded 497 Tank Wagon
Conveyance Unleaded 100 Tank Wagon
Georgetown Diesel 289 Tank Wagon
Wilshire Diesel 1,000 Tank Wagon
Fire Department Unleaded 401 Tank Wagon
Fire Department Diesel 10,251 Tank Wagon
Fire Department Clear Diesel 5,048 Tank Wagon
I & D Diesel 6,020 Tank Wagon
1 & D Clear Diesel 1,178 Tank Wagon I
I & D Unleaded 5,693 Tank Wagon
Landfill Diesel 25,639 Tank Wagon
Police Department Unleaded 255,216 Transport
Storm Water Diesel 4,406 Tank Wagon
Vehicle Maint Sallie Mood Unleaded 371,939 Transport
Vehicle Maint - Sallie Mood Diesel 200,576 Transport
Vehicle Maint -City Lot Unleaded 374,679 Transport
Vehicle Maint -City Lot Diesel 312,777 Transport
Lift Stations Diesel 3,212 Tank Wagon
Water Operations- various Unleaded 0 Tank Wagon
Water Operations - various Diesel 8,217 Tank Wagon
Sewage Treatment Unleaded 0 Tank Wagon
Sewage Treatment Diesel 8,161 Tank Wagon
Water and Reservoir Unleaded 245 Tank Wagon
Water and Reservoir Diesel 0 Tank Wagon
■
TOTAL: 1,598514
I
I
TRANSPORT- UNLEADED: 1,001,834
TRANSPORT- DIESEL: 513 ,353
TANK WAGON- UNLEADED: 7,900 ,
TANK WAGON- DIESEL: 69,201
TANK WAGON- CLEAR DIESEL: 6 ,226
26
SAVANNAH AIRPORT COMMISSION
LOCATION TYPE FUEL TOTAL GALLONS DEL TVERY TYPE
400 Airways Drive Diesel 30,000 Tank Wagon
400 Airways Drive Diesel (On Road) 22,000 Tank Wagon
400 Airways Drive Premium Unleaded 40,659 Transport
TOTAL: 92,659
TANK WAGON- DIESEL: 52,000
TRANSPORT- PREMIUM UNLEADED: 40,659
CITY OF TYBFF, ISLAND 1
LOCATION TYPE FUEL TOTAL GALLONS DELIVERY TYPE
401 Butler Avenue Diesel 13,000 Tank Wagon
401 Butler Avenue Mixed Unleaded 33,000 Transport
TOTAL: 46,000
TANK WAGON DIESEL: 13,000
'TRANSPORT - MIXED: 33,000
TOWN OF THUNDERBOLT
LOCATION TYPE FUEL TOTAL GALLONS DELIVERY TYPE
2702 Mechanics Ave Unleaded 14,705 Tank Wagon
2702 Mechanics Ave Diesel 4,500 Tank Wagon
TOTAL: 19 ,205
TANK WAGON - UNLEADED: 14,705
TANK WAGON-DIESEL: 4,500
BOARD OF EDUCATION
LOCATION TYPE FUEL TOTAL GALLONS DELIVERY TYPE
Transportation Dept. Diesel 1,050,000 Transport
Transportation Dept Unleaded 100,000 Transport
TOTAL: 1,150,000
TRANSPORT - UNLEADED: 100,000
TRANSPORT - DIESEL: 1,050,000
27
CITY OF BLOOMINGDALE
LOCATION TYPE FUEL TOTAL GALLONS DELIVERY TYPE
City Maintenance Premium Unleaded 22,000 Tank Wagon
(Adams Rd. and US Diesel 6,000 Tank Wagon
Highway 80)
TOTAL: 28,000
TANK WAGON- PREMIUM: 22,000
TANK WAGON- DIESEL: 6,000
28
CHATHAM COUNTY, GEORGIA
BID
BID NO. 10-1-9-5
ANNUAL CONTRACT FOR GASOLINE AND DIESEL FUEL
OR CHATHAM COUNTY AND PARTICIPATING AGENCIES
L REGULAR WORKING HOURS (MONDAY THROUGH FRIDAY)
TANK WAGON DELIVERIES (UP TO APPROXIMATE GALLONS)
A B C
Freight Overhead Total
Charge Difference Mark-Up
($Gallon) ($Gallon) ($Gallon)
—
Unleaded Regular (71,605 Gallons) $ +$ 4
Unleaded Premium (22,000 Gallons)
Mixed Unleaded 50%RegJ50% Premium (N /A)
Ultra Low Sulfur Diesel Fuel (116,626 Gallons)
TRANSPORT LOADS (8,000 TO 8,500 GALLONS)
A B C
Freight Overhead Total
Charge Difference Mark-Up
($Gallon) ($Gallon) ($Gallon)
—
Unleaded Regular (1,646,834 Gallons) $ +$
Unleaded Premium (62,659 Gallons)
Mixed Unleaded- (30,000 Gallons)
Ultra Low Sulfur Diesel Fuel (1,743,353 Gallons)
ALL PRICES ARE BASED ON THE 5 DAY AVERAGE O.P.LS. PRICE FOR THE SAVANNAH AREA AT TIlVIE
OF DELIVERY. MARKUP RATE DOES NOT INCLUDE GEORGIA SALES TAX (.0300 /GALLON),
SUPERFUND (CURRENT RA I E IF REENACTED), G.U.S.T. (.005 /GALLON), OR MOTOR FUEL TAX
(.075 /GALLON).
29
IL SPECIAL RATES (AFTER NORMAL WORKING HOURS/WEEKENDS)
TANK WAGON DELIVERIES (UP TO APPROXIMAIE GALLONS)
A B C
Freight Overhead Total
Charge Difference Mark Up
($Gallon) ($Gallon) ($Gallon)
Unleaded Regular (51,329 Gallons) $ +$ =$
Unleaded Premium (18,000 Gallons)
Mixed Unleaded- 50%Regi50% Premium (N /A)
Ultra Low Sulfur Diesel Fuel (110,886 Gallons)
TRANSPORTS LOAD (8,000 TO 8,500 GALLONS)
A B C
Freight Overhead Total
Charge Difference Mark Up
($Gallon) ($Gallon) ($Gallon)
—
Unleaded Regular (1,323,379 Gallons) $ +$
Unleaded Premium (45,000 Gallons)
Mixed Unleaded (30,000 GALLONS)
Ultra Low Sulfur Diesel Fuel (1,427,130 Gallons)
III. DISASTER RELIEF (CITY OF SAVANNAH AND CHATHAM COUNTY):
DAILY RAIE STATIONARY DIESEL TRANSPORT LOAD TRAILER WITH TRANSPORT TAN K WAGON TO
REMAIN ON SI IE.
BID /EACH
ALL PRICES ARE BASED ON THE 5 DAY AVERAGE O.P.I.S. PRICE FOR THE SAVANNAH AREA AT TIME
OF DELIVERY. MARK-UP RAIE DOES NOT INCLUDE GEORGIA SALES TAX (.0300 /GALLON),
SUPERFUND (CURRENT RAIE IF REENACTED), G.U.S.T. (.005 /GALLON), OR MOTOR FUEL TAX
(.075 /GALLON).
30
ANNUAL CONTRACT FOR GASOLINE AND DIESEL FUEL
BID NO. 10-1-9-5
DELIVERY HOURS
TAX CER11F1CAIENO.
NAME TITLE CITY
COUNTY
OTHER:
ADDRESS
COMPANY
TELEPHONE NUMBER
FAX NUMBER
E -MAIL ADDRESS
MINORITY VENDOR? /YES /NO
MINORITY CLASSIFICATION:
RECEIPT OF ADDENDUM NOS. HEREBY ACKNOWLEDGED.
THIS BID WILL REMAIN N EFFECT FOR DAYS FROM THE DA 1 E OF THE BID OPENING.
DISCOUNT(S)
TERMS:
BY:
VENDOR SIGNATURE
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CHATHAM COUNTY PURCHASING DIVISION
NO-BID STATEMENT
In an effort to make the procurement of construction, goods and services for Chatham County as competitive as possible, we are soliciting information
from contactors and or vendors who cannot bid. Your `responsiveness" and "constructive" comments will be appreciated.
Completion ofthis form will assist us in evaluating factors which relate to the competitiveness of our bids. Please check any ofthe boxes below which
may apply. Please explain any issues you feel needs addressing.
❑ Specifications - Restrictive, too "tight", unclear, specialty item, geared toward one (1) brand or manufacturer only. (Explain below)
❑ Manufacturing - Unique item, production time for model or item has expired, etc.
❑ Bid Time - Insufficient lime to pioperly respond to bid or proposal.
❑ Delivery Time - Specified delivery time cannot be met.
❑ Payment - Delay in payment tams. Please be specific.
❑ Bonding - We are unable to meet bonding requirements.
❑ Insurance - We are unable to meet insurance requirements.
❑ Removal - From bidders list for this particular commodity or service.
❑ Keep - Our company on your bidders list for future reference.
❑ Project is - Too Large Too Small Site Location Too Distant .
❑ Miscellaneous - Do not wish to bid, do not handle this type of item (s), unable to compete, contract clause (s) not acceptable, etc.
Please be specific.
> CONSTRUCTION PROJECTS: Please provide reason for obtaining abidpackage. Check one below.
Interest in this project as a Prime Contractor , Sub- Contractor , Supplier .
The intent in obtaining this information, is to utilize it to adjust procedures, if appropriate and to obtain maximum participation in the competitive bid
process. Vendor comments are not restricted to those items listed. Please submit any statement relative to this bid which you feel has an impact on your
inability to bid.
VENDOR STATEMENT
NOTE: RETURN THIS FORM ONLY IF YOU ARE NOT SUBMITTING A BID.
Signature
Bid Number 10 -1 -9 -5
Firm Name
Commodity number, or name:
Telephone Number
Gasoline & Diesel Fuel (405 -15)
Purchasing Agent: Telephone: 912-790-1626 or Fax 912 - 790 -1627
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REFERENCES
COMPANY NAME:
ADDRESS
CITY STATE ZIP
CONTACT PERSON:
PHONE NUMBER
********************************************************************** * * * * * * *** * * * * * * * * * * * * * ** * ** * ***
COMPANY NAME:
ADDRESS
CITY STATE ZIP
CONTACT PERSON:
PHONE NUMBER
* * * * * * * * * * ** ****************:**************************************** * * * * * * * * * * * * *** * * * * * * * * * * * * * * **
COMPANY NAME:
ADDRESS
CITY STATE ZIP
CONTACT PERSON:
PHONE NUMBER
********************************************************************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * **
COMPANY NAME:
ADDRESS
CITY STATE ZIP
CONTACT PERSON:
PHONE NUMBER:
*********************************************************************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * **
COMPANY NAME:
ADDRESS
CITY STATE ZIP
CONTACT PERSON:
PHONE NUMBER
********************************************************************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * **
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ATTACHMENT "A"
DRUG FREE WORKPLACE CERI VICATION
The undersigned certifies that the provisions of Code Sections 50 -24-1 through 50 -24-6 of the Official Code to
Georgia Annotated, related to the Drug Free Workplace have been complied with full.
1. A drug-free wodiplace will be provided for the employees during the performance of the contract and
2. Each sub - contractor under the direction of the Contractor shall secure the following written certification:
( Contractor) certifies to Chatham County that a drug fire workplace
will be provided for the employees during the performance of this contract known as ANNUAL CONTRACT
FOR GASOLINE AND DIESEL FUEL FOR CHA1HAM COUNTY AND ALL PARTICIPATING AGENCIES
pursuant to paragraph (7), of subsection (B) of Code Section 50 -24-3. Also, the undersigned further
certifies that he/she will not engage in the unlawful manufacture, sale, distribution, dispensation, possession, or use
of a controlled substance or marijuana during the performance of the contract.
CONTRACTOR DALE
NOTARY DAIE
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ATTACHMENT "B"
PROMISE OF NON DISGRIVIINATION STATEMENT
Know All Men By These Presents, that I (We),
Name Title Name of Bidder
(herein after company"),in consideration of the privilege to bid/or propose on the following Chatham
County project procurement (ANNUAL CONTRACT FOR GASOLINE AND DIESEL FUEL FOR CHATHAM
COUNTY AND PARTICIPATING AGENCIES), hereby consent, covenant and agree as follows:
(1) No person shall be excluded from participation in, denied the benefit of or otherwise discriminated against on the basis of
race, color, national origin or gender in connection with the bid submitted to Chatham County or the performance of the
contract resulting therefrom;
(2) That it is and shall be the policy of this Company to provide equal opportunity to all business persons seeking to contract
or otherwise interested with - the Company, including those companies owned and controlled by racial minorities, and
women;
(3) In connection herewith, I (We) acknowledge and warrant that this Company has been made aware of understands and
agrees to take affirmative action to provide minority and women owned companies with the maximum practicable
opportunities to do business with this Company on this contract;
(4) That the promises of non - discrimination as made and set forth herein shall be continuing throughout the duration of this
contract with Chatham County,
(5) That the promises of non - discrimination as made and set forth herein shall be and are hereby deemed to be made a part of
and incorporated by reference in the contract which this Company may be awarded;
(6) That the failure of this Company to satisfactorily discharge any of the promises of non-discrimination as made and set
forth above may constitute a material breach of contract entitling the County to declare the contract in default and to
exercise appropriate ieruedies including but not limited to termination of the contract.
Signature Date
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ATTACHMENT "C"
LETTER OF INTENT TO PERFORM AS A MINORITY/WOMEN BUSINESS ENTERPRISE
SUBCONTRACTOR/JOINT VENTURE PARTNER
THIS FORM MUST BE COMPLETED BY THE SUCCESSFUL SUB - CONTRACTOR AND SUBMITTED BY THE
APPARENT SUCCESSFUL BIDDER OR PROPOSER BEFORE APPROVAL OF CONTRACT AWARD IS REQUESTED
BY COUNTY STAFF FROM THE BOARD OF COMMESIO1VERS.
TO: CHATHAM COUNTY PURCHASING
PROJECT: ANNUAL CONTRACT FOR GASOLINE AND DIESEL FUEL FOR CHATHAM COUNTY AND
PARTICIPATING AGENCIES
BIDDER
DATE:
The undersigned has agreed to perform work in connection with the above project as:
a sole proprietorship (individual) a corporation
a partnership a joint venture
Detailed description of work items to be performed
at the following price $
Type or Print Name of M/WBE Sub - Contractor
By:
Title:
Printed Name:
The undersigned will enter into awritten averment with the above M/WBE Contractor for the woric descnbed upon award and execution of a contract with
Chatham County.
Typed or Print Name of Firm
Signature: Title:
Printed Name: Date:
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ATTACHMENT "D"
DISCLOSURE OF RESPONSIBILITY STATEMENT
Failure to complete and return this infomration will result in your bid / offer /proposal being disqualified from further competition
as nonresponsive.
1. List any convictions of any person, subsidiary, or affiliate ofthe company, arising outofobtaining, or attempting to obtain
a public or private contract or subcontract; or in the performance of such contract or subcontract.
2. List any indictments or convictions of any person, subsidiary, or affiliate of this company for offenses such as
embezzlement; theft, fraudulent schemes, etc. or any other offenses indicating a lark of business integrity or business
honesty which affects the responsibility ofthe contractor.
3. T ist any convictions or civil judgments under states or federal antitrust statutes.
4. List any violations of contract provisions such as knowingly (without good cause) to perform, or unsatisfactory
performance, in accordance with the specifications of a contract
5. List any prior suspensions or debarments by any governmental agency.
6. List any contracts not completed on time.
7. List any penalties imposed for time delays and/or quality of materials and work manship.
8. List any documented violations of federal or any state labor laws, regulations, or standards,
occupational safety and health rules.
37
, as
Name of individual Title & Authority
of , declare under oath that
Company Name
the above statements, including any supplemental responses attached hereto, are true.
Signature
State of
County of
Subscribed and sworn to before me on this day of
2009 by representing him/herself to be
of the company named herein.
Notary Public
My Commission expires:
Resident State:
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ATTACHMENT "E"
CONTRACTOR AFFIDAVIT AND AGREEMENT
By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. 13- 10 -91, stating affimmatively
that the individual, firm, or corporation which is contracting with (name of public employer) has registered with and is
participating in a federal work authorization program* [any of the electronic verification of work authorization programs
operated by the United States Department of Homeland Security or any equivalent federal work authorization program
operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to
the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99- 603], in accordance with the applicability provisions and
deadlines established in O.C.G.A. 13- 10-91.
The undersigned further agrees that, should it employ or contract with any subcontractor(s) I n connection with the physical
performance of services pursuant to this contract with (name of public employer), contractor will secure from such
subcontractor(s) similar verification of compliance with O.C.G.A. 13 -10-91 on the Subcontractor Affidavit provided in Rule
300 - 10-01 -.08 or a substantially similar form. Contractor farther agrees to maintain records of such compliance and provide a
copy of each such verification to the (name of the public employer) at the time the subcontractor(s) is retained to perform such
service.
BEV / Basic Pilot Program* User Identification Number
BY: Authorized Officer or Agent Date
(Contractor Name)
Title of Authorized Officer or Agent of Contractor
Printed Name of Authorized Officer or Agent
SUBSCRIBED AND SWORN
BEFORE ME ON THIS THE
DAY OF , 200
Notary Public
My Commission Expires:
* As of the effective date of O.C.G.A. 10-91, the applicable federal work authorization program is the "EEV / Basic Pilot Program"
operated by the U. S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in conjunction with
the Social Security Administration (SSA).
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ATTACHMENT "F"
SUBCONTRACTOR AFFIDAVIT
By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. 13- 10-91, stating affirmatively
that the individual, firm or corporation which is engaged in the physical performance of services under a contract with (name
of contractor) on behalf of (name of public employer) has registered with and is participating in a federal work authorization
program* [any of the electronic verification of work authorization programs operated by the United States Department of
Homeland Security or any equivalent federal work authorization program operated by the United States Department of
Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of
1986 CIRCA), P.L. 99 -603], in accordance with the applicability provisions and deadlines established in O.C.GA 13- 10-91.
REV / Basic Pilot Program* User Identification Number
BY: Authorized Officer or Agent Date
(Subcontractor Name)
Title of Authorized Officer or Agent of Subcontractor
Printed Name of Authorized Officer or Agent
SUBSCRIBED AND SWORN
BEFORE ME ON THIS THE
DAY OF , 200
Notary Public
My Commission Expires:
* As of the effective date of O.C.GA13- 10-91, the applicable federal work authorization program is the "EEV / Basic Pilot
Prom" operated by the U. S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in
conjunction with the Social Security Adnunistration (SSA).
40
LEGAL NOTICE
CC NO. 163826
Sealed bids will be received until 2:00 P.M. on SEPTEMBER 18, 2009 and publicly opened in Chatham County
Purchasing Department, 1117 EISENHOWER DRIVE, SUITE C, Savannah, GA. for: BidNo: 10-1-9-5 ANNUAL
CONTRACT FOR GASOLINE AND FUEL FOR CHATHAM COUNTY AND PARTICIPATING AGENCIES.
PR E-BID CONFERENCE: 10:00 A.M. SEPTEMBER 10, 2009, IN THE OFFICE OF THE PURCHASING AGENT,
LOCATED AT 1117 EISENHOWER DRIVE, SUITE C, SAVANNAH GEORGIA 31406.
Specifications can be downloaded from the County's website at www.chathamcounty.org and are available in the office of the
Chatham County Purchasing Department, at the address listed above. For additional information concerning specifications,
please contact only Mrs. Kathleen Watson-Scott, CPPB, Procurement Specialist at (912) 790 -1619. Bidders are not to contact
a department directly. All firms requesting to do business with Chatham County must also register on-line at
www.chathamcountyvims.com
CHATHAM COUNTY RESERVES THE RIGHT TO REJECT ANY /AND OR AID, BIDS AND TO WAIVE ALL
FORMALITIES.
"CHATHAM COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER, M/F/H, ALL BIDDERS ARE TO BE
EQUAL OPPORTUNITY EMPLOYERS"
WILLIAM R. PARSON, CPPO, PURCHASING AGENT
- Savannah News -INSERT: July 30; September 10; and September 10, 2009
News only -
Please send two copies of affidavit to:
Chatham County Purchasing and Contracting Department
P.O. Box 15180
Savannah, GA 31416
(912) 790 -1619
I I
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