2021-22%20Fuel%20Contract.pdf

Parent document: Regular Board Meeting-09-25-2024.pdf

Text

MERIDIAN SCHOOL DISTRICT #505
214 W Laurel Road
Bellingham, WA 98226

CONTRACT AGREEMENT.

THIS AGREEMENT is made the 25th day of August 2021 by and between the Meridian
School District #505 and Reisner Distributor hereinafter called the Contractor.

WHEREAS, the Meridian School District #505 has caused specifications, and other
contract documents for: Card Lock Vehicle Fueling Service and On-Site Fueling.

WHEREAS, the Contractor has offered to perform the proposed work in accordance with the
terms of the said Contract. See attached Bid Quote Form].

THEREFORE, in consideration of the mutual covenants and agreements of the parties herein
contained and to be performed, the Contractor hereby agrees to complete the work at the price
and on the terms and conditions herein contained, and to assume and perform all of the

covenants and conditions herein required of the Contractor, and the Meridian School District
agrees to pay the Contractor the contract price provided herein for the fulfillment of the work and
the performance of the covenants set forth herein. .

IT IS AGREED that the terms and conditions of the Contract are set forth herein. These
contract documents may include , but are not limited to, the specifications, instructions to
bidders/quoters, the proposal, the proposal guaranty bond, the performancebond, the general
terms and conditions and any modifications , including change order, duly approved after the
execution of the agreement.

This agreement is entered into pursuant to and under the authority granted by the laws ofthe
state of Washington and any applicable federal laws. The provisions of this agreement shall
be construed to conform to those laws. .

In the event of an inconsistency in the terms of this Agreement, or between its terms and any
applicable statute or rule, the inconsistency shall be resolved by giving precedence inthe
following order:

a) Applicable state and federal statutes and rules,

b) Statement of work; and

c) Any other provisions of the agreement, including materials incorporatedby reference.

Contractor certifies that, neither it, nor its principals are presently debarred, suspended, proposed
for disbarment , declared ineligible, or voluntarily excluded from participation in transactions
by any federal department or agency. Further, they agree not to enter into any agreements or
contracts related to this grant with any party that is on the "General Services Administration
List of parties excluded from Federal Procurement or Non- procurement Programs," or the
Executive Order 12549, "Debarment and Suspension."


FURTHER AGREED by the Contractor that in the event of a breach by Contractor of any
provisions of this contract, the Superior Court of the State of Washington shall have
jurisdiction over any suit which may be initiated as a result of such breach, and venue shall
be laid in Whatcom County.

I WITNESS WHEREOEF, this agreement has been executed in duplicate as of the day
and year listed above.

MERIDIAN SCHOOL DISTRCL ASS
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AUTHORIZED BY:

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REISNER DISTRIBUTOR

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Meridian School District

Each student will succeed through quality, inspirational and innovative education

MERIDIAN SCHOOL DISTRICT

JULY 24, 2021
CALL FOR BIDS
FUELING SERVICES

1. INTRODUCTION: The Meridian School District #505 (MSD) is requesting SEALED
bids for Fueling Services for the 2021-2022 school year. In order to be considered bids must be
received no later than 11:30 a.m. on August 13, 2021. All bids received will be opened and publicly
read. Sealed bids may be mailed or hand-delivered to the attention of Superintendent of Schools,
Meridian School District Office, 214 W. Laurel Road, Bellingham, WA. 98226. Envelopes are to
be marked “Bid — 2021-2022 Fueling Service”. Bids received after the above-stated closing date
and time cannot be considered and will be returned unopened.

2. EXAMINATION OF SPECIFICATIONS: Bidders shall thoroughly examine and be
familiar with these specifications. The failure or omission of a bidder to receive or examine any
form, instruments, addendum, or other document or to visit the site when required to acquaint him
or herself with existing conditions, shall in no way relieve any bidder from obligations with respect
to this bid or any other resulting contract. Contractors must take all existing conditions into
consideration prior to submitting a bid. No change orders will be accepted for existing conditions.
The submission of a bid shall be taken as prima facie evidence of compliance with this section.

3. SCOPE OF BID: Bids are being solicited from qualified Vendors who are interested in
furnishing MSD with Fueling Services for all Maintenance and Transportation department vehicles
at Vendor’s pumping facility (card lock) or on-site delivery with fleet fueling. Bidders are not
required to bid on both card lock and on-site fueling; they may bid on both or either one.

4. CARD LOCK VEHICLE FUELING SYSTEM SERVICE (Gasoline & Diesel):

4.1 Service offered must provide fuel pumps activated by a plastic card, or other similar access
device or method. Vendor will be required to provide such access for each vehicle authorized to
use the service. Bidders must provide a copy of printed guidelines and procedures with his/her bid.

4.2 | Card Lock service must be located within close proximity to the District Transportation
and Maintenance facilities at 194 West Laurel Road, Bellingham, WA, 98226. The value of
District employees’ time required to drive to and from the card lock facility and for fuel consumed
for fueling will be a consideration in evaluating bids submitted.

214 W Laurel Road = Bellingham, WA = 98226
Phone: 360 398 7111 = Fax: 360 398 8966 = www.meridian.wednet.edu


4.3 Card lock facility must be open and easily accessible to users 24 hours each day, seven (7)
days a week. Air and water for vehicles must be available to users at the facility, free of charge.
Bidders must provide a description of the facility, including locations, layout, services, amenities,
etc. with the bid, including the extent of the bidder’s experience providing card lock services. The
facility must also be capable of simultaneously accommodating up to two (2) District buses up to
40 feet in length with easy in-and-out service.

4.4 Pricing will be the OPIS prices as of 6:00 AM, August 11, 2021.

The Contractor must verify the price (or standard price for ULSD and regular unleaded gasoline)
of each type of fuel by attaching a copy of the suppliers’ price sheet to their bid. (Note: The District
will require an attached copy of the suppliers’ price sheet to each invoice statement).

4.5 Invoices for service must identify card number, vehicle, product, gallons, cost per gallon,
the total cost of draw, date, and time. The vendor must have the ability to exclude federal excise
tax on invoices submitted to the District for product supplied under this contract. Bidders are asked
to provide a sample invoice with their bid.

4.6 — Each bidder must provide information for three (3) local card lock fueling references of
significant size, including any other public agencies who are currently using the service and who
are familiar with it. This must include the name, telephone number of a contact, duration of the
contract, annual volume, and any other information that the bidder believes would be of interest to
the District.

5: ON-SITE FLEET FUELING (Diesel only):

5.1 On-site fueling would require the fueler to follow an established fueling schedule for each
bus and have the flexibility to fuel extra buses upon request.

5.2 _- Pricing will be the OPIS prices as of 6:00 AM, August 13, 2021. The Contractor will bid
the rack price as the price per gallon of product and shall include delivery FOB Meridian School
District Transportation Department, 194 West Laurel Road, Bellingham, WA. 98226.

The Contractor must verify the price (or standard price for ULSD and regular unleaded) of each
type of fuel by attaching a copy of the suppliers’ price sheet to their bid. (Note: The District will
require an attached copy of the suppliers’ price sheet to each invoice statement).

5.3. Fuel is to be delivered to individual bus tanks. There will be an average of 13 daily-use and
22 total buses per delivery. The fleet is available after 5:30 PM until 6:00 AM and 10:00 AM until
1:00 PM Monday through Friday and all weekend. Once per week fueling is adequate.

5.4 Fleet fueling vehicle must have a hose with enough length to fill vehicles parked in an
enclosed/locked garage.

5.5 Contractor must provide a system and or systems that separate each delivery by vehicle
and have this information accessible to District administration daily. Invoices for service must
include vehicle, product, gallons, cost per gallon, the total cost of draw, date, and time. The vendor

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must have the ability to exclude federal excise tax on invoices submitted to the District for product
supplied under this contract. Bidders are asked to provide a sample invoice with their bid.

5.6 The contractor must comply with all applicable Federal, State, and Local laws pertaining
to on-site fueling.

5.7 Contractor must provide a Certificate of Insurance naming the Meridian School District as
an additional insured with an endorsement. Coverage should include general liability coverage in
the amount of one million ($1,000,000.00), auto liability, and pollution liability.

5.8 Each bidder must provide information for three (3) on-site fueling references. This must
include the name, telephone number of a contact, duration of the contract, annual volume, and any
other information that the bidder believes would be of interest to the District.

6. CONTRACT TERM: This will be a requirement type contract and shall remain in effect
for a period of one (1) year, for the period beginning September 1, 2021, and continuing through
August 31, 2022.

At the option of the District, this contract may be renewed for four (4) consecutive renewal periods
of one (1) year each by mutual agreement set forth in writing thirty (30) days prior to the expiration
date of the current contract.

7. QUANTITIES: All quantities listed herein are estimates only. This contract will be based
on actual requirements. Volume usage during the 12-month period is estimated to be
approximately 30,000 gallons of diesel. These estimates are based on the record of previous year’s
consumption, and are not guaranteed, but provided for bidding purposes only.

8. PRODUCT OCTANE RATING: Gasoline provided must have a minimum octane rating
of 87 for unleaded regular gas and must conform to ASTM-D432. The District reserves the right
to analyze fuel at any time during the contract period. If the fuel is found to be substandard, the
District will serve written notice for immediate correction (within ten (10) days). If the correction
does not occur within this ten (10) day period, the District may cancel the contract and purchase
service from another supplier. The District may also seek compensation for any loss due to the
Vendor’s breach of contract.

9, FIXED MARGIN: The Contractor will bid a fixed margin that will be used to calculate
the lowest responsive bid. The margin will be set for the life of the contract and will not change.

10. TAXES: Hazard/Environmental taxes and Washington state or fees will be listed
separately from rack price and margin. State or Federal fuel/road tax is not to be included in unit
prices.

11. PRICE DE-ESCALATION/ESCALATION: The prices in this contract shall
deescalate/escalate in exact proportion to the established rack price. The contractor will send to
the District the suppliers’ price sheet showing the new effective date.

12. BONDS: Meridian School District reserves the right to require the successful Bidder to
furnish a performance bond before entering into a formal contractual agreement for these services.
2122 FUELING SERVICES BID

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13. QUESTIONS: Any questions regarding specific specifications should be directed via
email to:

Card Lock & On-Site Fueling:
Kathy LaFreniere, Transportation Director

klafreniere@meridian.wednet.edu

Questions regarding bids, public works requirements, contract and bonds should be directed to:
Daniel Yorton
Director of Business & Finance

dyorton@meridian.wednet.edu

2122 FUELING SERVICES BID

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