Propane Fuel Delivery

INVITATION FOR BID IFB# 013-45For the provision of:PROPANE FUEL DELIVERY Hall County, Georgia, Board of Commissioners is seeking qualified vendors to provide Propane Fuel Delivery (herein “Services”). The County seeks to award one (1) contractor to perform all the services.  Schedule of Events:Date IFB Issued: 04/25/2024Vendor Questions Due: 05/02/2024Hall County Answers Due: 05/09/2024 Bid Due Date: 05/16/2024                                 Bidding Process: Hall County (herein “County”) is now accepting sealed bids for the provision of Services in the County’s Purchasing Division, located on the fourth (4th) floor of the Hall County Government Center, 2875 Browns Bridge Road, Gainesville, GA 30504, until 2:00 p.m., EST on 05/16/2024. Bidders must submit three (3) copies of their bid along with all completed mandatory documents, signed affidavits in hardcopy and also include on one (1) USB Flash Drive with all documents.  Proposal Documents: Bidders may download bid submittal documents via the County’s Website at https://www.hallcounty.org/Bids.aspx  then choose Propane Fuel Delivery. General Qualifications: Bidders must be in the regular business of providing similar services, be licensed, insured, and bonded (if required) to perform services in the State of Georgia.  Bid Retention: Bidders may not withdraw their bid after the bid opening. Bids must be valid for one-hundred and twenty (120) calendar days. The County reserves the right to retain all bids submitted and use any idea(s) in a bid regardless of award.  The County shall have the right to waive any informality or irregularity of immaterial deviation in any bid received. All forms and documents entitled ‘Mandatory’ must be completed and returned with the bid. Please sign Exhibit B - Contract.  Award Process: The County reserves the option to reject any or all bids, in whole or part, or to select any bidder, without liability on part of the County to the Bidder to complete the described Work.   The County will award the contract to one (1) company to perform all work to the lowest cost, responsible and responsive bidder. Lead times and length of time to complete the services may also be a factor in award. The Bidder expressly understands that the County may reject bids for any reason.  1.0  SCOPE OF WORK  It is the intent of the Hall County Board of Commissioners to procure the services of a qualified firm to provide Propane Fuel Delivery, as outlined in these specifications. A.   Scope:  To provide Propane Fuel Delivery to Hall County with a guaranteed bid price for a 12-month period. This contract will begin upon contract execution and be in effect until June 30, 2025. The successful bidder may be allowed four (4) annual one (1) year renewals of this contract, all with the same terms and conditions. B.   Contract Administration:  The contract administrator for this invitation and any contract(s) or purchase order(s) arising as a result of this invitation will be Mike Hawkins, Buyer. All questions concerning this invitation and any questions unable to be resolved by user departments arising during the contract period are to be addressed to the contract administrator. C.  User Departments:  Successful bidder will be required to deliver services and items covered by this invitation on an “as needed basis” during the life of contract from various departments who will be authorized to use this service during contract period.  See Attachment A for the fuel delivery sites. D.  Quantities:  None of the user departments, individually or collectively, shall be required to utilize a contract to any minimum or maximum amount during the life of a contract issued as a result of this invitation. The County, when entering into a contract, reserves the right to solicit for bid any single service or group of like needs covered by such a contract, separately from said contract when deemed advantageous to the County to do so. E.   Specifications: The following minimum specification shall apply to the requested services: 1. All Propane Fuel Delivery, installation, and maintenance work shall be performed by trained Technicians per DOT and NFPA 58 regulations.  2. Contractor shall provide the County with Propane Fuel Delivery on an ‘as-needed’ basis at the pay rates identified in Section H. Bidder’s Response.  This service shall include delivery of Liquid Petroleum Gas (Propane), tank rental, and equipment installation and maintenance.    3. Contractor shall provide all labor, tools, equipment, and material necessary for the completion of assigned tasks.    4. Contractor shall provide deliveries to the locations listed on Attachment A, Fuel Delivery Sites, or other requested locations within Hall County as needed.  5. Contractor’s technicians shall sign-in/out or check-in/out with the appropriate County personnel upon daily arrival/departure or when leaving the job site temporarily to pick up additional parts or equipment during installation/maintenance calls.  6. Equipment Repairs or Replacement:  When conditions warrant, due to wear and tear of normal usage, equipment and parts covered by this contract are to be repaired or replaced.  7. Safety Tests:  Replacement of equipment or repairs are to be tested to ensure proper operation and safety.  Contractor shall perform any test mandated by code requirements in effect during contract period.   8. Hours of Service: Regular working hours are to be considered to be Hall County’s normal office hours of 8:00 am to 5:00 pm, Monday through Friday. The basis for this contract is to be for those hours of operation.  All other hours and County recognized holidays (New Year’s Day, Martin Luther King Jr. Day, Memorial Day, Independence Day, Thanksgiving Day, Friday after Thanksgiving Day, Christmas Eve and Christmas Day) are to be considered to be ‘other than normal work hours’.  9. County will not pay separate fees for trip charges, fuel surcharges, etc., with the exception of after hour or small quantity delivery charges.  All other fees are to be incorporated and included in the quoted rates. 10. To invoice correctly, the following methodology should be used to arrive at the various charges the Contractor may list: a. Product Price (Average OPIS weekly price at the Milner, GA Terminal): $ /Gallon  b. Mark-Up Margin:  $ /Gallon  c. Federal Excise Tax (1), % Added:   $ /Gallon  d. County and Local Sales Tax (2):  EXEMPT  e. Invoice Total: :  $ /Gallon     2.0 SUBMISSION OF BIDS  2.01     Complete and include all the Mandatory Exhibit Documents shown below in 2.03.  Failure to include any of the mandatory documents listed may result in disqualification.  All responses must be in writing.    2.02     Bidders must submit their response in a sealed envelope clearly marked with “INVITATION FOR BID # 013-45” on the outside.  The submittal must be signed.  Faxed or emailed bids are not accepted.  2.03     Follow these instructions carefully. Complete and return the following Mandatory Documents included in your bid envelope.  Exhibit A - Signed Contract Exhibit B – Bid Response SheetExhibit C - Cost Proposal WorksheetExhibit D – W-9 FormExhibit E – E-Verify AffidavitExhibit F - Ethics AffidavitCopy of Business LicenseCertificate of Insurance 2.04        Bidders are responsible to review and comply with any Addenda regarding this IFB posted on the County Website, sign and return all Addenda with the bid package response. 2.05        All bids must be sealed.2.06        N/A2.07        Any exceptions to specifications must be in writing and enclosed in the bid response.2.08        Bids openings are open to the public and bidders may attend but are not required to do so. 2.09        All bids, supporting materials and correspondence relating to this IFB become property of Hall County when received.2.10        Bidder bears all responsibility for expenses incurred in responding to this IFB and such to be borne exclusively by the proposer. 2.11        Bidders may submit bids to the following address by the deadline date and time. Deliver Bids in person or by FedEx/UPS/USPS or Courier to: Mike HawkinsBuyerHall County Government CenterPurchasing Division - 4th Floor, 2875 Browns Bridge Road, Gainesville, Georgia 30504                   NOTICE: Bidders are responsible for delivering their bids to the Purchasing Department on the 4th Floor of the Hall County Government Center before 2:00 PM on the due date provided. All Bids must be time stamped by the receptionist on the 4th-floor.  If you desire to submit a “NO BID”, response then please indicate by checking here:  No Bid.   Please list the reason for no bid below.