The St. Tammany Parish Sheriff's Office is seeking sealed bids to establish a contract for:
* The consignment purchase of on-site fuel and off-site fuel
* Contractor Supplied fuel Storage Tanks
* An Automated Fueling System
* An Automated Reporting System
* Purchase of off-road diesel for re-fueling to several locations throughout ST. Tammany Parish
The Storage tanks, appurtenances and fuel will be based on consignment with the successful bidder (Contractor) retaining ownership and control of the same.
BID SUBMISSION:
Submission of bid certifies that the Contractor will maintain adequate inventory and is capable of delivering fuel in needed quantities to the St. Tammany Parish Sheriff's Office Vehicle Maintenace Department. In an emergency situation, weather, fuel shortage, flooding, etc., the Contractor shall ensure that STPSO has adequate fuel supply for daily operations and a mobile fuel tank(s) will be delivered. STPSO is a law-enforcement agency and STPSO MUST be a prioirty, should fuel be rationed at any time during this contract.
USAGE:
The annual usage of on and off-site fuel by the STPSO is approximately 540,000 gallons (40% on-site). STPSO currently has approximately 600 vehicles requiring fuel. STPSO has roughly 27 generators at 17 different locations that are to be re-fueled on an "as needed", pre-emergency and emergency basis (see attached list of locations).
It Shall be understood that quantities provided are estimated quantities only and shall not be binding to the St. Tammany Parish Sheriff's Office. NO Minimum Orders Will Be Accepted.
DELIVERY:
Regular deliveries are to be made Monday - Friday between 7:30 AM and 3:00 PM. In pre-emergency or emergency situations orders will be filled at such times including nights, weekends and holidays.
BIDDER QUALIFICATIONS:
Bidder shall own and be in Operation of a permanetly established bulk storage plant with stationary tanks OR bidder who does not have a bulk storage plant with stationary tanks MUST submit at the request of STPSO, a letter of guaranteed supply from the bidder's source stating that it is committed for a certain quantity and that the source of supply will, in turn, guarantee that quantity of supply to the bidder. Bidder shall possess all Federal, State, and Local permits, licenses and approvals necessary to provide goods/services required in the Scope of Work.
A Minimum of two (2) reference letters must be included with submitted Bid.
SIGNATURE OF BIDDER:
To be considered for award, all bidders shall fill in the bid proposal completely. Bids are to be clear and legible. Only bids written in ink and/or typewritten, and properly signed by a member of the firm or authorized representative, will be acceptable. Pencil and/or photocopies of signature will disqualify a bid. The St. Tammany Parish Sheriff's Office Shall have the right to reject any bid in the event that it is unable to reasonably decipher the information and quotations supplied by the bidder as a result of the manner and method by which the bidder has completed the bid form.
A Digital Signature is required for online bid submittal. Bidders shall be required to obtain a digital signature certificate prior to sbmitting a bid online.
BASIS OF AWARD:
Award shall be based solely on the markup over BASE PRICE to the respective low bidder meeting all specifications and requirements herein.
The STPSO reserves the right to select the off-site pricing that is most beneficial for our Agency:
Option 1 - OPIS Basis Fleet, or
Option 2 - Retail Basis Fleet, Universal Acceptance
Acceptance shall be made when approved by the Sherriff's office and an award letter is mailed/e-mailed to the Contractor showing the effective date and terms of the award.
CONTRACT:
A two (2) year contract to be awarded for the consignment of gasoline and the purchase of off-road diesel as requested herein in accordance with the provisions set forth for the period as secified herein. At the option of the St. Tammnay Parish Sheriff's Office (STPSO), the contract may be renewed for two (2) additional two (2) year periods totaling four (4) additional years.
The Contract Shall Not place a cap on the number of gallons purchased and shall not set price-tiers based on the number of gallons purchased. The price per gallon must be fixed, as noted below.
It is the bidder's responsibility to become familiar with all the locations for which the bid is submitted. The successful bidder shall be required to have the proper equipment and personnel to service the locations awarded in the result of a contract.
SCOPE OF WORK:
I. ON-CONSIGNMENT REQUIREMENTS:
On-Consignment, for the purpose of this bid, shall be described as follows:
1.) Physical inventory of motor fuels is owned and maintained by Contractor at STPSO on-site Locations and made available for exclusive use by STPSO
on consignment.
2.) Fuel inventory Management - includes monitoring inventory levels for scheduling and making fuel deliveries only.
3.) Pump totalizer accounting provided by Contractor, who shall install card reader equipment at the on-site locations for activating fuel dispensing, tracking and billing of consigned fuel dispensed through the fuel dispensing equipment.
4.) Routine equipment maintenance and service management for Contractor owned equipment.
II. OFF-SITE LOCATIONS:
Contracor shall provide adequate off-site fueling locations (fueling stations) to ensure that the Sheriff's Office may efficiently and conveniently re-fuel its vehicles. 24- hours a day, 7 days a week fueling locations shall be available on both the East and West sides of St. Tammany Parish. Statewide fueling locations, including all major cities within Louisiana, shall be available for fueling. Successful Bidder should also be able to furnish nationwide sites that accept cards for fueling.
III. EQUIPMENT:
The successful bidder shall have ninety (90) days, from the date of award, in which to implement the following requirements:
1. The Successful bidder (Contractor), at their sole cost, shall provide, install and maintain one (1) 10,000 gallon above ground horizontal skid style tank for the duration of the contract, at the following location;
2070 N. Collins Blvd.
Covington, LA 70433
2. The Successful Bidder shall deploy one (1) mobile fuel tank and two (2) mobile Diesel tanks in the event of an emergency situation (natual disaster, fuel shoratage, etc.) to the following locations for the duration of the contract:
Gasoline & Diesel Diesel
300 Brownswitch Rd 2070 Collins Blvd.
Slidell, LA 70458 Covington, LA 70433
3. The Awarded Contractor shall furnish all labor, materials, products and supervison to perform and complete all work as specified in strict accordance with the bid documents set forth herin.
4. Tank shall be of double wall construction with 2-hour rating. Each tank and the installation of, must meet the requirements of NFPA 30 and NFPA 30A. Tank must also be equipped with the following;
a) Automatic fuel dispensing equipment (single hose) capable of dispensing 12-15 gallons per minute.
b) On-site pump must utlize a fuel card system.
c) Tank level monitor configured to allow electronic dispatching.
d) Capability to shut off automated system in case of loss of power or potential loss of power during storms or a system failure so that pumps can remain operational.
e) Must be compatible with STPSO's generators in the event of power loss.
IV. CONTRACTOR REQUIREMENTS
1. The Contractor shall provide all maintenance and repair, including parts and labor required to service equipment to fulfill the contract requirements. Equipment maintenance and services will be provided in a timely manner so as not to disrupt the 24- hour a day, 7 day a week operation of the St. Tammany Parish Sheriff's Office.
2. Upon award of contract, Successful Bidder shall provide proof of registration of fuel storage tanks and proof of compliance with applicable Federal, State, and Local laws or regulations pertaining to the fuel storage tanks.
3. Contractor shall secure and maintain all licenses and permits, and pay inspection fees required to do the work required to complete this contract, if applicable.
4. Contractor is responsible for compliance with all current and future Federal, State and Local laws and regulations including environmental laws that are applicable to the fuel storage tanks.
5. Contractor shall supply Insurance (Attachment "A") with no less than minimum limits for above ground tank, including installed equipment, pursuant to this contract and said insurance shall name the St. Tammany Parish Sheriff's Office as additional insured under the policy.
6. Contractor shall be held liable for any damage or criminal/civil citations, which may occur as a result of any spills and/or accidents caused by the contractor or their representative.
V. SAFETY REQUIREMENTS
1. Contractor shall exercise the utmost care when working on STPSO property. The contractor shall be responsible for, and indemnify and hold the STPSO harmless from all damage to the facilities, or employees, that may occur during this project.
2. Contractor shall perform all deliveries and to act in a safe and professional manner, adhering to all applicable Federal, State, Local, American Society of Testing & Materials (ASTM), Department of Transportation (DOT) and Air Resources Board (ARB) regulations for the handling and supply of unleaded fuel/gasoline. Contractor shall also be in compliance with OSHA - Occupational Safety & Health Agency, and EPA- Environmental Protection Agency.
3. All drivers/delivery personnel shall be HAZMAT trained and certified in safety measures to prevent accidents endangering STPSO personnel and property. Any person making deliveries to or working on STPSO property must be identifiable by uniform, proper identification and a marked vehicle that is covered under contracted insurance plan.
4. Contractor shall ensure that its employees observe and exercise all necessary caution as to avoid injury to person or damage to property of any and all kinds.
5. Contractor shall install and maintain all warning signs, barricades, and other protective means as may be neccessary for the protection of the public from injury.
6. All buildings, equipment and furnishings shall be protected by the Contractor from damage, which might be done or caused by work performed under the contract. Any damage that may occur, shall be reported immediately. Such damges shall be repaired and/or replaced by approved methods as to restore the damaged areas to thier original condition at the expense of the Contractor. If property damaged by the Contractor is not repaired or remediated in a timely basis as directed by the STPSO, and to the satisfaction of the STPSO, STPSO may have the damage repaired at the contractor's expense to be reimbursed to the STPSO.
VI. AUTOMATED FUELING SYSTEM:
1. Contractor shall provide a 24-hour a day, 7 day a week computer monitored and controlled fuel system that will secure exact gallon accounting and billing.
2. The Contractor shall furnish and install all necessary hardware and software needed to implement the required automated fueling and reporting system for the on-site fuel pumps. This system shall provide secure access (PIN#) in order to activate fuel dispensing and reporting capabilities.
3. Contractor shall provide, at his/her expense, fuel access cards for all STPSO units requiring fuel for the lfe of the contract. These cards shall have the ability to be used at STPSO on-site locations as well as off-site fueling locations (fueling stations).
4. Any new or replacement cards required throughout the term of the contract shall be provided by a two (2) day delivery/shipping method (Monday-Friday, excluding Holidays) with no cost to STPSO.
5 . Fuel access cards must be capable of programming, by the STPSO, for reporting and billing purposes.
6. The Contractor Shall provide a flexible user-friendly on-line reporting and management system. This system shall allow STPSO to perform the following funcitons via the Internet:
> Assign and issue card numbers by unit number
> Add/delete/change PIN numbers assigned by name
> Add/delete/change department number
> Add/delete cards, as needed
> Ability to set fuel type limitations
>Ability to pre-set gallon limits
> Add/delete/change card controls such as vehicle description, gallons allowed per fill-up/ per day/per week or fuel type
> Real-time monitoring, by PIN#, at on-site and off-site locations
> Electronically notify, via email, any exceptions to the purchasing parameters set by STPSO's Fleet Manager.
7. The Contractor shall furnish all training sessions needed, at no cost to the St. Tammany Parish Sheriff's Office, to implement the system.
VII. Fuel Quality:
Unbranded Regular Unleaded - Gasoline specified as "Regular Unleaded" - Minimum Octane level of 87, Ethanol 10% (E10). Diesel provided will be Off-Road Disel.
VII. INSURANCE
The Contractor shall secure and maintain during the life of the contract such Insurance which is required by "ATTACHMENT A". Required Insurance shall protect the Contractor, the ST. Tammany Parish Sheriff's Office, and any subcontractor during the performance of work covered by the contract from claims or damages for injury, including accidental death, as well as for claims for property damages, which may arise from operations under the contract, whether such operations be by Contractor or by a subcontractor, or by anyone directly or indirectly employed by either of them, or in such a manner as to impose liability on the St. Tammany Parish Sheriff's Office. Such insurance shall name the ST. Tammany Parish Sheriff's Office as additional insured for claims arising from or as the result of the operation of the Contractor or his subcontractors.
IX. PRICING:
On-Site: Fuel supplied on consignment to the STPSO locations shall be based on the Wholesale Racks with OPIS Spot Mean, titled OPIS Newsletter Prices, for the New Orleans, Louisiana area, which is published for the close of business on Thursday of each week, marked "issued Monday, for prices confirmed through Thursday. In the Rack Average for the applicable product shall be the Base Price, in addition to the Unit Markup (which includes freight), plus any applicable non-exempt taxes. The Base Price Markup and Tax as calculated on Thursday every week shall be effective for transactions dated the prior Monday from 12:01 PM through the follwing Sunday at 12:00 PM. The Unit Markup shall remain fixed for the term of the Contract.
Off-Site - Option 1 OPIS Basis Fleet: For the OPIS based Fleet option, fuel supplied off-site shall be based on the Wholesale Racks with OPIS Spot Mean, titled OPIS Newsletter Prices, which is published for the close of business on Thursday of each week, marked "issued Monday," for prices confirmed through Thursday. The Rack City for determing applicable OPIS Branded Average Rack Price Shall correspond with the transaction location. The Rack Average for the applicable product shall be the Base Price, in addition to the Unit Markup (which includes freight), plus any applicable non-exempt taxes. The Base Price, Markup and Tax as calculated on Thursday every week shall be effective for transactions dated the prior Monday from 12:01 PM through the following Sunday at 12:00 PM. The Unit Markup shall remain fixed for the term of the contract.
Off-Site – Option 2 Retail Basis Fleet, Universal Acceptance: For the Retail Basis Fleet option, pricing shall be based on the posted retail price at the retail fueling station at the time of the transaction, adjusted by the quoted unit price.
Off-Road Diesel: The Contractor shall supply Off-Road Diesel fuel for the STPSO generators and Radio Tower locations on an “as needed” basis. Diesel fuel price shall be based on the OPIS Gross Average Rack Price on the day of delivery. The OPIS Rack City for the pricing shall be New Orleans, Louisiana.
The OPIS Average Rack Price on the day of delivery shall be known as the Base Price. In addition to the Base Price, Contractor shall charge the Quoted Bid Markup including freight submitted on the bid form (bid markup to remain fixed for the term of the contract); plus any applicable non-exempt taxes
Each bidder shall include a copy of the 10:30 A.M. October 18, 2024 OPIS publication in effect with bid.
EMERGENCY FUEL PUMPED OR REMOVED FROM TANK/TRUCK/TRAILER PARKED AT DESIGNATED LOCATIONS BEFORE, DURING, OR AFTER EMERGENCY/HURRICANE:
Any fuel used tank/truck/trailer parked at STPSO designated locations before, during and after emergency/hurricane shall be priced based on the OPIS Contract Benchmark File on the day that the tank/truck/trailer is loaded immediately prior to parking at STPSO designated location. The OPIS Rack City for the pricing shall be New Orleans, Louisiana. The OPIS Average Rack Price on day of loading shall be known as Base Price. In addition to the Base Price, Contractor shall charge the Quoted Bid Markup for EMERGENCY FUEL PUMPED OR REMOVED FROM TANK/TRUCK/TRAILER submitted on the bid form (bid markup to remain fixed for the term of the contract); plus any applicable non-exempt taxes.
Qualified Contractor shall maintain a current Ultimate Vendor registration for the proper handling of the Federal Excise Tax exemption to be provided to STPSO on all otherwise taxable products. If STPSO has to purchase fuel from another supplier because Contractor is unable to provide fuel or due to the failure of the Contractor’s services or equipment, the STPSO reserves the right to have the tanks filled by another supplier. Should this occur, the Contractor shall continue to provide all reporting and inventory records and shall reimburse the STPSO for the full purchase price of fuel paid to other supplier. The STPSO shall make a reasonable effort to purchase from the Contractor at all times.
X. TERMINATION OF CONTRACT:
If there is a problem with service performance, or one of the terms of contract or bid is not complied with, Contractor will be warned either verbally or in writing of unsatisfactory performance and intent to cancel the contract. Contractor will be given 10 days to correct the performance. If the performance does not improve, Contractor will be given 10 days written notice that the contract will be cancelled.
XI. NON-APPROPRIATION PROVISION:
The continuation of this contract/agreement is contingent upon the appropriation of funds by STPSO to fulfill the requirements of the contract/agreement. If STPSO fails to appropriate sufficient funds to provide for the continuation of this contract/agreement, or if such appropriation is reduced by any means provided in the appropriations ordinance to prevent the total appropriation for the year from revenues for that year, or for any other lawful purpose, and the effect of such reduction is to provide insufficient monies for the continuation of the contract/agreement, the contract/agreement shall terminate on the date of the beginning of the first fiscal year for which the funds are not appropriated.
XII. REPORTING / INVOICING:
1. Contractor shall, at its sole expense, provide monthly reporting to STPSO to substantiate the invoice for fuel purchases. The required monthly report/invoice shall be in Excel format and include the following:
a) Department Number of Assigned Unit
b) Unit Number and Description
c) Transaction Date
d) Card Number
e) Cardholder Name
f) Unit Number
g) Odometer Reading
h) Merchant Name/Location
i) Fuel Grade Purchased
j) Total Gallons Purchased
k) Price Per Gallon
l) Discount Per Gallon
m) Net Price Per Gallon
2. Invoice must be sent via email no later than four (4) days after the end of each month.
3. The successful bidder must include a copy of each weekly OPIS publication in effect with each
invoice sent to the St. Tammany Parish Sheriff’s Office, at no additional cost.
4. Payment due date shall be no less than 20 days from receipt of invoice.
XIII. EMERGENCY PLAN:
This contract shall include a commitment from the awarded Contractor to support and supply the STPSO with fuel services in the event of a Declared Emergency. The Contractor understands this commitment and agrees to furnish emergency fuel and provide temporary deployment of fuel tank/truck/trailer to STPSO designated locations before, during, and after Declared Emergencies.
1. The Contractor shall be available to provide service 24-hour a day/7 days a week/365 days per year.
2. Upon 48-hour notice by the STPSO Vehicle Maintenance Supervisor or by an Official STPSO designee, the Contractor shall “top-off” all on-site fuel tanks and ALL generators at locations on attached list.
3. Not less than 36 hours prior to expected hurricane landfall or within 12 hours of receipt of notice from STPSO, Contractor shall provide all the customary activities and services associated with providing emergency fuel for STPSO vehicles, equipment and generators.
4. Contractor agrees to furnish the following services to include, but may not be limited to the following:
Contractor shall provide delivery and set-up to STPSO designated locations, one (1) fully loaded Unleaded gasoline fuel tank/truck/trailer (7,500 gallon), equipped with hose and nozzle for dispensing fuel directly into vehicles.
Contractor shall provide a fully loaded Bobtail Diesel Truck with an experienced driver, for fueling STPSO equipment and generators.
The St. Tammany Parish Sheriff’s Office will not pre-pay for any services or fuel.
Daily rental charge is to begin upon date of delivery.
At conclusion of Emergency/Hurricane, upon 24 hour notice, Contractor shall remove fuel tank/truck/trailer from STPSO locations.
