Okaloosa County BOCC — December 2, 2014 — MANSFIELD OIL CONTRACT — reading text

CONTRACT & LEASE INTERNAL COORDINATION SHEET Contract/Lease Number: Tracking Number:_//) 52 =) Grant Funded: YES NO_X Contractor/Lessee Name: KF ELT © 3-)5 Purpose Fucks 2 prs ie | oO ~Bre 4 Roatnt+y ower liebe DOE 1d greyp>—— 1. LJ Greater THAN $50,000 Qo 7 Amount:__ 77 fA] 2. L] Greater THAN $25,000 Department: Pw | Fer 3. L] $25,000 or Less Dept. Monitor Name: thyfaad Maughan Document has been reviewed nl, includes any attachments or exhibits. Purchasing Review > {> ; [ Date: g 13 /¢- jamhal ay Designeg” aa “Joan e Kublik Risk Management Review Approved as written: AS ucstol AK vate. 4-93-l4 Risk Manager or designee Kay Godwin or Krystal King County Attorney Review Approved as written: 2 Date: 4 los | 4 CourtyAttorney 4% Gregory T. Stewart or Lynn Hoshihara , Following Okaloosa County approval: Contracts & Grants Document has been received: Date: Contracts & Grants Manager CONTRACT This agreement, executed this day of 2014 between the County of Okaloosa, Florida, the Owner, hereinafter called the Party of the First Part, and Mansfield Oil Company or its successors, executors, administrators and assigns, hereinafter called the Party of the Second Part. WITNESSETH: That for and in consideration of payments, hereinafter mentioned, to be made by the Party of the First Part, the Party of the Second Part agrees to furnish all goods and services referenced in RRB # 03-15 to provide Fuels: Gasoline & Diesel for a total price as outlined in the Bid provided by Party of the Second Part in strict conformity with the provisions of this Contract approved by the Owner. The said Request for Bid (RFB) and the Bid Response Documents are hereby made a part of this agreement and are attached hereto as Exhibit “A”. In consideration of the foregoing promises, the Party of the First Part agrees to pay to the Party of the Second Part such unit prices for the fuel provided as are set out in the accompanying proposal in the manner provided in the said specifications. The Party of the Second Part shall be prepared to begin work to be performed under the contract as he set forth in his bid, but will not proceed until he receives official notice to begin. The contract will commence when it is fully executed by both parties. This contract will be for three (3) years and may be renewed for two (2) renewals of one (1) year each, upon the mutual consent of the parties. REPRESENTATIVES: The authorized representative of the County shall be: John Vaughn Okaloosa County Fleet 2798 Goodwin Avenue Crestview, FL 32539 Email: jvaughn@co.okaloosa.fl.us 850-689-5777; FAX 850-689-5787 The authorized representative for Mansfield Oil Company will be: David Zarfoss Director of Government Pricing Mansfield Oil Company 1025 Airport Parkway, SW Gainesville, GA 30501 800-255-6699; FAX 678-450-2242 mocbids@mansfieldoil.com All notices required by this agreement shall be in writing to the representative listed above with a courtesy copy to the following: Joanne Kublik Contracts & Leases Coordinator Okaloosa County Purchasing Department 602 C North Pearl St Crestview, FL 32536 850-689-5960/ 850-689-5998 (FAX) Email: JKublik@co.okaloosa.fl.us IN WITNESS WHEREOF, the Chairman of the Board of County Commissioners, by authority vested in him, has hereunto subscribed his name on behalf of the County of Okaloosa, Florida, the Owner, and the said Mansfield Oil Company has hereto fixed his signature, the day and year above written. Meuachale bare 00 BY WITNESS CONTRACTOR / Print Name Mansfield Oil Company BY. WITNESS COUNTY OF OKALOOSA, FLORIDA Charles K. Windes, Jr., Chairman fe “2-[ pend ins comaiilianay REQUEST FOR BID (RFB) & BIDDER’S ACKNOWLEDGEMENT RFB TITLE: RFB NUMBER: PROVIDE FUELS: GASOLINE & DIESEL 03-15 RFB OPENING DATE & TIME: October 29, 2014 3:00 P.M. CT NON MANDATORY PRE-BID: October 22, 2014 10:00 A.M. CT 602-C N. Pearl Street, Crestview, FL 32536 NOTE: BIDS RECEIVED AFTER THE BID OPENING DATE & TIME WILL NOT BE CONSIDERED. Okaloosa County, Florida solicits your company to submit a bid on the above referenced goods or services. All terms, specifications and conditions set forth in this RFB are incorporated into your response. A bid will not be accepted unless all conditions have been met. All bids must have an authorized signature in the space provided below. All bids must be sealed and received by the Okaloosa County Clerk of Court by the “RFB Opening Date & Time” referenced above. The official clock for the purpose of receiving bids is located in the Clerk of Court, Brackin Building Conference & Training Room, #305 located at 302 N. Wilson St, Crestview, FL 32536 . All envelopes containing sealed bids must reference the “RFB Title”, “RFB Number” and the “RFB Opening Date & Time”. Okaloosa County is not responsible for lost or late delivery of bids by the U.S. Postal Service or other delivery services used by the respondent. Neither faxed nor electronically submitted bids will be accepted. Bids may not be withdrawn for a period of sixty (60) days after the bid opening unless otherwise specified. BIDDER ACKNOWLEDGEMENT FORM BELOW MUST BE COMPLETED, SIGNED, AND RETURNED AS PART OF YOUR BID. BIDS WILL NOT BE ACCEPTED WITHOUT THIS FORM, SIGNED BY AN AUTHORIZED AGENT OF THE BIDDER. COMPANY NAME Mansfield Oil Company of Gainesville, Inc. MAILING ADDRESS 1025 Airport Parkway SW. CITY,S TATE, ZIP Gainesville,GA. 30501 FEDERAL EMPLOYER’S IDENTIFICATION NUMBER (FEIN): 58- 1 09 1 383 TELEPHONE NUMBER: (800) 255-6699 EXT: FAX: (678) 450-2242 EMAIL mocbids@mansfieldoil.com I CERTIFY THAT THIS BID IS MADE WITHOUT PRIOR UNDERSTANDING, AGREEMENT, OR CONNECTION WITH ANY OTHER BIDDER SUBMITTING A BID FOR THE SAME MATERIALS, SUPPLIES, EQUIPMENT OR SERVICES, AND IS IN ALL RESPECTS FAIR AND WITHOUT COLLUSIONfOR (FRAUD. I AGREE TO ABIDE TO ALL TERMS AND CONDITIONS OF THIS BID AND CERTIFY THAT I AM AUTHORIZED TO SIGN|THIX BIP/ FOR THE BIDDER. TYPED OR PRINTED Name David Zarfoss pate _October 27, 2014 AUTHORIZED SIGNATURE TLE Director of Government Pricing Rev: September 22, 2014 NOTICE TO BIDDERS RFB 03-15 Notice is hereby given that the Board of County Commissioners of Okaloosa County, FL, will accept sealed bids until 3:00 p.m. (CST) October 29, 2014, for the Fuels: Gasoline & Diesel Bid. At 3:00 p.m. (CST), October 29, 2014, all bids will be opened and read aloud. All bids must be in sealed envelopes reflecting on the outside thereof the Bidder’s name and "RFB Fuels: Gasoline & Diesel". The Board of County Commissioners will consider all bids properly submitted at its scheduled bid opening in the Conference & Training Room #305 — (old First National Bank Bldg.) located at 302 N. Wilson St, Crestview, FL 32536. Bids may be submitted in the Conference & Training Room #305 prior to bid opening or delivered to the Clerk of Circuit Court, 302 N. Wilson St., #203, Crestview, FL 32536. NOTE: Crestview, FL is not a next day guaranteed delivery location by most delivery services. Proposers using mail or delivery services assume all risks of late or non-delivery. A non-mandatory pre-bid will be held at the Purchasing Office, 602-C North Pearl Street, Crestview, Florida, 32536, on October 22, 2014 at 10:00 AM CT to provide an opportunity for respondents to discuss the bid. The County reserves the right to award the bid to the lowest responsive respondent and to waive any irregularity or technicality in bids received, Okaloosa County shall be the sole judge of the bid and the resulting negotiating agreement that is in its best interest and its decision shall be final. Any Bidder failing to mark outside of envelope as set forth herein may not be entitled to have their bid considered. All bids should be addressed as follows: Fuels: Gas & Diesels Bid Clerk of Circuit Court Attn: Gary Stanford Zan Fedorak Date Newman C, Brackin Bldg. Purchasing Manager 302 N. Wilson St. #203 Crestview FL 32536 Deputy Clerk Date Clerk of Circuit Court OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS Charles K. Windes, Jr. Chairman RFB 03-15 Okaloosa County Purchasing BID REQUIREMENTS SCOPE: The purpose and intent of this invitation to bid is to select a supplier to provide and deliver Gasoline and Dyed Diesel Fuels to the various locations for Okaloosa County Board of County Commissioners on an as needed basis, at a fixed markup/discount added to the Oil Price Information Service (OPIS) daily rack on delivery date Pensacola, Florida Pad 1 Terminal cost per net gallon, for the specified fuel commodities, during the contract period. TERM OF CONTRACT: The term of this contract shall commence on the date the signatures of the respondent and Board of County Commissioners Chairman are complete and shall continue for a three (3) year period from the date of commencement unless terminated or extended as provided herein. All terms including pricing shall remain fixed for the contract period. RENEWAL OPTION: This contract may be extended by mutual agreement of the parties for two (2) additional one (1) year periods at the same terms and conditions. AWARD: The contract shall be awarded to the lowest, responsive and responsible bidder that complies with all provisions of this solicitation. Award will be based on the total cost of the two products, Regular Unleaded Gasoline 10% Maximum Ethanol Blend 87 Octane and Dyed Diesel Fuel No. 2, Ultra Low Sulfur, Calculations will be based on net gallon markup or discount for each respondent times the estimated annual consumption of each product, The contract will be awarded for both products to one vendor. MATERIAL SAFETY DATA SHEETS: Respondent shall forward MSDS in accordance with state and federal “Right to Know” laws on any and all chemical substance shipped under this contract which are considered toxic or hazardous under the guidelines established by Federal OSHA and State of Florida’s “Right to Know” laws. The district requires that two (2) copies of the applicable material safety data sheets be furnished upon the initial purchase of any chemical or toxic substance. ESTIMATED USAGE: Anticipated annual usage is listed below. This is to be used as a guide only in the submission of your bid and in no way is to be considered as a firm amount that will be purchased. Every effort has been made to insure these quantities are as accurate as possible. Regular Unleaded 87 Octane Gasoline 10% Maximum Ethanol Blend: 442,800 gallons Dyed Diesel Fuel No, 2, Ultra Low Sulfur: 504,000 gallons TESTING FOR ADHERENCE TO SPECIFICATIONS: Should there be any questions to quality of the fuel products furnished under this contract Okaloosa County will require tests of the products. Should it be determined that any products purchased do not meet specifications such product shall be picked up immediately by respondent as directed by the district and given full credit. Respondent shall be liable for any consequential damages, in addition to fees or charges RFB 03-15 Okaloosa County Purchasing incurred for testing if products fail. Failure to meet the above provisions shall be sufficient for action by the board to cancel any contract or agreement entered into under this bid. SPILLAGE; Respondent shall take all due precautions to prevent spillage of these products during delivery. Proper equipment maintenance, constant inspection, and where necessary, the use of collection pans during fuel transfer, will be employed to avoid leaks or spills. In the event of a spill, respondent shall be responsible for immediate containment, mitigation of the effects of the spill and cleanup of the spilled product at no cost to Okaloosa County. Should respondent fail to take immediate action, Okaloosa County may contract with a third party to accomplish the required control actions and will hold respondent responsible for the cost incurred plus legal fees, attorney costs and court costs. PRICING: Once the contract is in place, pricing shall be based on the OPIS daily