Request for Proposal (RFP) for the City of Chattanooga,

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Request for Proposal (RFP) for the City of Chattanooga, Powered By Docstoc
					Date: April 28, 2009                                                                Ref. No.: ROl20490
                                 PURCHASING DEPARTMENT

                                    101 EAST 11TH STREET

                                         CITY HALL

                                         SUITE G13

                                  CHATTANOOGA, TENNESSEE

                                           37402


Request for Proposal (RFP) for the City of Chattanooga, Tennessee
                                         th
 Proposals will be received at 101 East 11 Street, Suite G13, Chattanooga, TN 37402 until 4 P.M.,
 EST. on May 20, 2009.

Requisition No.: R0120490
Ordering Dept.: Fleet Management
Buyer &. Phone:  Shea Jefferson /423.757.4759
 *******************************************************

  Items Being Purchased: Wholesale Fuel

  *******************************************************

  ***REQUEST FOR PROPOSALS MUST BE RECEIVED* **

      4:00 P.M., EST. on May 20,2009.
  *******************************************************
    The City of Chattanooga reselVes the right to reject any
    and/or all proposals, waive any informalities in the proposals
    received, and to accept any proposal which in its opinion may
    be for the best interest of the City.

    The City of Chattanooga will be non-discriminatory in the
    purchase of all goods and selVices on the basis of race, color
    or national origin.
 ********************************************************
City of Chattanooga (COC) Terms and Conditions posted on Website are Applicable
    http://www.chattanooga.gov/finance66 s ta ndardtermsandconditions.htm

    Note: ALL PROPOSALS MUST BE SIGNED
    All proposals received are subject to the terms and conditions contained herein and as
    listed in the above referenced website. The undersigned Offeror acknowledges having
    received, reviewed, and agrees to be bound to these terms and conditions, unless specific
    written exceptions are otherwise stated.
PLEASE PROVIDE THE FOLLOWING INFORMATION:
    Company Name:
    Mailing Address:                                                  _
    City &. Zip Code:                                  ~             _
    Phone/Toll Free No.:                                                  _
    Fax No.:                                                          _
    E-Mail Address:                                                       _
    Contact Person:                                                    _
    Company Title:                                                        _
    Signature:                                         ~              _
                             City of Chattanooga
                              General Services Department

                               Fleet Management Division



                             Vehicle Petroleum Fuel Supply

                              Contract RFP Specification




1. Purpose

The City of Chattanooga is seeking bids from vendors for the purpose of contracting the
purchase of wholesale petroleum fuel supply for both the City of Chattanooga fleet
vehicles and for surrounding municipal and agency fleets that we serve. This would
include gasoline "mogas" and diesel fuel for automobiles, light trucks, heavy trucks and
some off highway equipment. The City of Chattanooga fleet, including equipment,
currently numbers about 1700 in fleet assets. The current total fuel usage annually is
roughly 1,000,000 gallons annually on a 60 to 40 ratio of gasoline to diesel.

By combining all fuel supply purchases into one contract a substantial discount in pricing
and a quantity of petro fuel held in reserve for various emergencies is expected. Another
benefit for the City of Chattanooga is administrative streamlining on individual purchases
and ensuing clerical work.

II. Document Status

This document will become a primary part of the contract.

III. Scope

For the purpose of competitive pricing, the contract shall be for two types of fuel

(gasoline and diesel) used at all divisions of the City of Chattanooga Fleet Management

Service Stations.

A full fleet fuel usage and inventory can be provided upon request.


   1.	 Contract duration will be for one to three years renewed annually if both parties
       agree.
   2.	 The City reserves the right to reject any and all bids. Vague or incomplete bids
       may be considered non-responsive.




                                            1
    3.	 All bids will become property of the City of Chattanooga and will not be returned.
        The city will not assume responsibility for any cost associated with bid or
        proposal preparation.


IV. Performance Measures and Requirements.

l.Pricing
The award of this proposal will be based primarily on lowest pricing for the two
aforementioned types of fuel. secondly on the amount of fuel in reserve.

For the purpose of this requests for proposal, Mogas and Diesel pricing will be done on a
cost plus basis. The formula should be clearly stated in a percentage format, ie cost plus
x percent. The markup percentage shall not change as variations in fuel cost change.

Using the formula above please attach our cost of mogas and diesel fuels each day for the
past thirty days from the time of receipt of the invitation. This will allow an "apples to
apples comparison of proposals.

2. Delivery
The delivery of fuel will be done by either the City of Chattanooga or a third party
contractor.

3. Payment terms
The City of Chattanooga standard payment term is net 30; however we are somewhat
flexible here. If the discount on pricing is sufficient, net 10 by EFT is possible.

4. Audit
The City of Chattanooga reserves the right to audit any and all purchases to insure the
contractual bid discounts are applied evenly to all fuel purchases.




                                           2

Price Proposal Sheet

The Contractor agrees to supply the services at the prices proposed below in accordance
with the specifications contained in this RFP.

89 Octane Unleaded Gasoline $                / gallon

Ultra Low Sulfur Diesel Fuel $               / gallon



Pre-Bid

May 6, 2009
9:00AM
City Hall
101 E. 11 th St. - Ste G 13
Chattanooga, TN 37402
Purchasing Conference Room



**Note* *

Quantities Are Estimates Only. The City Of Chattanooga Shall Guarantee No Minimum
Or Maximum Amount Of Purchase During The Lifetime Of The Contract.
Inquiries

Questions related to this RFP should be directed to Shea Jefferson, Buyer, Purchasing
Division. All questions must be submitted in writing via mail, fax, or email by May 8,
2009.

Fax: (423) 757-7201
Email: jefferson shea@mail.chattanooga.gov
Address: 101 E. 11 th Street
         City Hall, Suite G 13
         Chattanooga, TN 37402

Please include the RFP page and paragraph number related to each question to ensure
accurate and correct responses.

Sufficient time should be allowed for receipt and response to questions submitted by
mail. Additionally, the RFP reference number should not be typed on the outside of the
envelope containing questions since it may lead to improper identification as an envelope
containing a sealed proposal response and result in questions not being discovered and
addressed prior to the official RFP close date.
                                      Affirmative Action Plan

   The City of Chattanooga is,an equal opportunity employer and during the perfonnance ofthis
   Contract, the Contractor agrees to abide by the equal opportunity goals of the City of
   Chattanooga as follows:

    1,	 The Contractor will not discriminate against any employee or applicant for
         employment because ofrace, color, religion, sex, national origin, or handicap. The
         Contractor will take affirmative action to ensure that applicants are employed, and that
        employees are treated during employment without regard to their race, color, religion,
        sex, national origin, or handicap. Such action shall include, but not be limited to, the
        following: employment, upgrading, demotion, or transfer, recruitment or recruitment
       advertising, layoff or termination, rates ofpay, or other forms of compensation, and
       selection for training, including apprenticeship. The Contractor agrees to post in
       conspicuous places, available to employees and applicants for employment, notices
       setting forth the provisions of this nondiscrimination clause.

  2.	 The Contractor will, in all solicitations or advertisements for employees placed by or

      on behalf of the Contractor, state that all qualified applicants will receive

      consideration for employment without regard to race, color, religion, sex, 01' national

      origin, or handicap.


 3.	 The Contractor will send to each labor union or representative of workers with which
     he/she has a collective bargaining agreement or other contract or understanding, a notice
     advising the said labor union or workers' representatives of the Contractor1s commitments
     under this section, and shall post copies of the notice in conspicuous places available to
     employees and applicants for employment. .

4.	 In all materials and equipment contracts or subcontracts in excess of $1 0,000 to be

    performed for the City of Chattanooga, any contractor and/or subcontractor is further

    required to file in duplicate within ten (l0) days of being notified that it is the lowest

    responsible bidder, an affirmative action plan with the City's Equal Employment

    Oppoliunity/Title VI Compliance Officer, This plan shall state the Contractor's goals for

    minority and women utilization as a percentage of the work force on this project.


5.	 This Plan or any attaclunents thereto shall further provide a list of all employees mmotated
     by job function, race, and sex who are expected to be utilized on this project. This plan or
    attachment thereto shall further describe the methods by which the Contractor or
    Subcontractor will utilize to make good faith efforts at providing employment opportunities
    for min.orities and women.

  During the term of this contract, the Contractor upon request of the City, will make
  available for inspection by the City of Chattanooga copies of payroll records, persoill1el
  documents and similar records or documents that may be used to verify the Contractor's
  compliance with these Equal Opportunity provisions.




                                               Equipment, Materials, and Supplies Contracts Page I of2
6.	 The Contractor will include the portion of the sentence immediately preceding paragraph 1
     and the provisions ofparagraphs 1 tl1Iough 6 in every subcontract so that such provisions
    will be requested of eCj.ch subcontractor. The Contractor agrees to notify the City of
    Chattanooga of any subcontractor who refuses or fails to comply with these equal
    opportunity provisions. Any failure or refusal to comply with these provisions the
    contractor and/or subcontractor shall be a breech ofthis contract.




                                (Signature of Contractor)




                             (Title and Name of Company)




                                        (Date)




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