06-D Fuel Bid AdvDRAFT
F:~Attorney\Lisa~Resolutions\CURRENT\Fuel Adv Res.wpd
November 7, 2002
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS,
PARIS, TEXAS, AUTHORIZING THE ADVERTISEMENT FOR BIDS FOR
FURNISHING AND DELIVERY OF UNLEADED GASOLINE AND DIESEL
FUEL FOR USE BY VARIOUS DEPARTMENTS OF THE CITY OF PARIS;
MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE
SUBJECT; AND DECLARING AN EFFECTIVE DATE.
WHEREAS, it is deemed appropriate that the City of Paris advertise for bids for the
furnishing and delivery of unleaded gasoline and diesel fuel for use by various departments of
the City of Paris; NOW, THEREFORE,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS, PARIS,
TEXAS:
Section 1. That the findings set out in the preamble to this resolution are hereby in all
things approved.
Section 2. That the furnishing and delivery of unleaded gasoline and diesel fuel for use
by various departments of the City of Paris be advertised for bids to be received after due notice
at the office of the City Manager of the City of Paris, City Hall, 135 1 st Street S.E., Paris, Texas
75460, until 3:00 o'clock p.m. on Tuesday, December 3, 2002, or at such other date and time as
the City Manager may direct, at which time said bids will be opened in the City Council
Chamber, City Hall, 135 1st Street S.E., Paris, Lamar County, Texas, and bids will thereafter
be tabulated and presented to the City Council for the purpose of letting such bid.
Section 4. That this resolution shall be effective from and after its date of passage.
PASSED AND APPROVED this 1 lth day of November, 2002.
ATTEST:
Michael J. Pfiester, Mayor
Mattie Cunningham, City Clerk
APPROVED AS TO FORM:
Larry W. Schenk, City Attorney
PUBLICATION DATES:
November 10 & November 17, 2002
NOTICE TO BIDDERS
The City of Pads will receive sealed bids at the Office of the City Manager, City of Paris,
P.O. Box 9037, Pads, Texas 75461-9037, for furnishing and delivery of unleaded
gasoline and diesel fuel for use by various departments of the City of Pads.
Bids will be received until 3:00 p.m., Tuesday December 3, 2002, at which time all bids
received will be publicly opened, read aloud, tabulated, and forwarded to the City
Manager. All bids will then be referred to the City Council for consideration at its
meeting on Monday December 9, 2002, at 6:00 p.m. All bids must be submitted on a City
of Pads bid form.
Information, specifications, and bid forms may be obtained at the Office of the City
Manager, City Hall, 135 SE 1st Street, Pads, Texas, and telephone 903-784-9202.
The City of Pads reserves the right to reject any or all bids, to waive any formality in
bidding, and to award the bid as may be advantageous to the City.
Those submitting bids are notified of City exemption from otherwise applicable sales and
excise taxes.
Delivery time may be a consideration in the awarding of this bid.
Mattie Cunningham, City Clerk
SPECIFICATIONS AND CONDITIONS FOR FUEL BID
SCOPE
This bid pertains to the purchase of unleaded gasoline and diesel fuels to be taken at the
vendor's locations. The City does not guarantee that any specific amount will be
purchased under the contract since fuel is purchased on an as needed basis, but $233,900
has been budgeted in 2002-2003 for all types of fuel purchases. The term of this bid will
be from December 15, 2002 until December 14, 2003.
PRICING
This contract shall be a cost plus type with the prices to be based on a firm cents per
gallon charge above the suppliers actual cost. The price quoted shall include the
following:
1. State of Texas twenty cent ($.20) gasoline tax on each gallon of gasoline.
2. Freight charges.
3. Bidders profit margin (fixed cents per gallon charge).
4. Super Fund tax.
The price quoted shall not include:
1. Federal excise tax as the City is exempt.
2. State tax on diesel fuel delivered to the City's Public Works compound.
Tax exemption certificates shall be supplied to the vendor as required. For the purpose of
low bid determination, the bidder is to bid his actual fuel cost plus profit margin, freight
charges, and applicable taxes as of 12:00 noon on Friday November 29, 2002. Proof of
vendor's cost must accompany the bid. A bill of lading showing delivery to the vendor's
address and matching invoice shall constitute proof of cost to which taxes and profit
margin may be added or vendorseinay use a guide to area costs.
Escalation in vendor's cost shall be allowed throughout the term of this contract so long
as vendor provides proof of such cost change. The City, likewise, should benefit from
any cost decreases the vendor receives.
VENDORS
Vendor shall invoice the city weekly providing detailed consumption records. Proof of
vendor's cost of fuel sold during the period shall accompany each invoice.
PRODUCT SPECIFICATIONS
All applicable government standards apply. State the gravity of the diesel fuel. Fuels to
be supplied on this bid are as follows:
1. Regular unleaded gasoline with a minimum octane rating of 87.
2. Unleaded Plus gasoline with a minimum octane rating of 89.
3. Super Unleaded gasoline with a minimum octane rating of 92.
4. Diesel
FAILURE TO PROVIDE FUEL
If fuel is not available at the time requested, the City reserves the right to procure the
product on the open market. It shall also be the City's right to bill the contractor for the
difference between the bid price and the open market price as a penalty for the vendor's
inability to provide product. Vendor must provide 24-hour access to fuel supplies and
provide fuel usage information by vehicle. The vendor must provide the City employee's
full written and printed signature on all fuel tickets.
QUALIFICATIONS OF BIDDERS
Bidders must fumish, at the City's request, satisfactory evidence of their ability to
provide the products in accordance with the terms and conditions of these specifications.
The City reserves the right to make the final determination as to the bidder's ability to
perform.
By the signature of the bidder on the bid form, the bidder certifies that neither the bidder
nor his associated business has violated the Antitrust Laws of the State of Texas, the
Texas Business and Commerce Codes, or any Federal Antitrust Laws. Likewise the
bidder and/or business certifies that no communication of his proposed bid has been
made to any competitor or other person engaged in such line of business.
BID EXTENSION
This bid will be extended annually for a one-year period unless either party gives 60 days
written termination notice prior the end of the current bid period.
TESTING OF FUELS
Fuel purchased pnder the bid is subject to testing to insure compliance with
specifications. All tests shall be made as per methods used by the American Society of
Testing Materials, unless otherwise specified. When test analysis shows fuel meeting
specifications, the City will pay for said test. When test analysis shows fuel does not meet
specifications, contractor will pay for said test.
CITY OF PARIS
FUEL BID SHEET
FOR FUEL PURCHASES BEGINNING DECEMBER 15, 2002 AND ENDING DECEMBER 14, 2003
FUEL PROFIT DELIVERY STATE SUPER GRAND
COST MARGIN COST GAS FUND TOTAL
TAX TAX
REGULAR UNLEADED GASOLINE
UNLEADED PLUS GASOLINE
SUPER UNLEADED GASOLINE
OFF-ROAD DIESEL
ON-ROAD DIESEL
FIRM NAME:
ADDRESS:
TELEPHONE:
SIGNATURE:
DATE:
THE CITY OF PARIS RESERVES THE RIGHT TO REJECT ANY OR ALL BIDS.
BID LIST
FOOD FAST
4703 DC DRIVE, SUITE 100
TYLER, TEXAS 75701
ATTN: PAUL HARDING
BLANKENSHIP OIL COMPANY
1425 SOUTH CHURCH STREET
PARIS, TEXAS 75460
ATTN: BENTON RAINEY
McGRAW OIL COMPANY
P. O. BOX 220
BONHAM, TEXAS 75418