Annual Fuel Bid

The City of Conroe will receive sealed bids in triplicate for vehicle fuel. The proposals shall be appropriately marked “ Annual Fuel Bid” and delivered to the City Secretary 300 West Davis, 3 rd Floor, Conroe Texas 77301. Bids are due on Thursday, AUGUST 19, 2021 at 2:00 p.m. at which time they will be publicly opened and read aloud in the 1st floor Council Chambers, 300 West Davis St. Conroe Texas.  Bids received after the specified time and date will be returned unopened. Problem Occurred × Please retry Ok Confirmation × Are you sure you want to remove line item? Yes No Missing Information × Ok Confirmation × Are you sure you want to remove attachment? Yes No Documents: NOTICE TO BIDDERS - FUEL.pdf Fuel Bid 21 22 - City of Conroe.pdf All Additions Questions Addition 1 Posted: 7/29/2021 Type of Addition: Addendum Overview: Clarifying the meaning of :  “The City reserves the right to withhold up to ten percent (10%) of the purchase price in the event there is a conditional

acceptance”And the revision of item 21. Term of Contract/Renewals Deadline: 8/19/2021 2:00 PM Documents: FuelBidTab 16 17.pdf Addendum #1.pdf Addition 2 Posted: 8/13/2021 Type of Addition: Addendum - Current Fuel Invoice Overview: Here is a copy of one of the last invoices we received for fuel.  Documents: Apache Fuel Invoice.pdf Question 1 Posted: 7/29/2021 Question: Please confirm (1) 10k AST unleaded at Conroe P.D. and (1) 10k AST diesel & (1) 5k AST are at Den Towery Service Center Response: The Dean Towery Center has one 10k Unleaded tank, One 10k Diesel tank, one 5k dyed diesel tank and one 400 gal DEF tank. The Police Department location has one 10k unleaded tank and one 5k diesel tank. All tanks are above ground. Question 2 Posted: 8/3/2021 Question: Item 3 “Owner” that “The City will receive bids from responsible and responsive vendors who possess their own fleet of trucks and are located in Montgomery County..” Can we even bid using a third party carrier? Response: The City prefers to use vendors in Montgomery County but we realize that may not be possible. We are open to vendors in the contiguous area of the City of Conroe. The City will only contract with company's that own their own fleet. Question 3 Posted: 8/3/2021 Question: Item 1.3 “Delivery”(a), notation that the Minimum order will be 7500 gallon mix of gasoline and diesel, we will be making split deliveries to these two sites, since the GAS is at one address and the DSL delivers to a different address. Is this correct? Response: The City has two fueling sites. Both sites have gas and diesel. Question 4 Posted: 8/4/2021 Question: 1. What size are the fuel tanks at the addresses provided? Are they aboveground or below ground ? 2. Can we view the previous year's fuel tabulation 3. Can we view current invoices for Unlead Gasoline, Diesel fuel, Dyed Diesel Fuel, and DEF? Response: The Dean Towery Center has one 10k Unleaded tank, One 10k Diesel tank, one 5k dyed diesel tank and one 400 gal DEF tank. The Police Department location has one 10k unleaded tank and one 5k diesel tank. All tanks are above ground. The Bid Tab for the previous award has been uploaded. Question 5 Posted: 8/4/2021 Question: At section 21, it is a one-year term, with four one-year renewals. However, it does not say at who’s option for the four one-year renewals. Is it mutual? Response: Yes it would be mutual Question 6 Posted: 8/5/2021 Question: What is the estimated annual usage at each location? What are the delivery frequencies? What is the average delivery size? What are the tank sizes for each location? Do the tanks require a pump? Are sites ordered for individually, or can multiple sites be delivered on one run? What are the delivery hours? Are the bid tabulations available from the current contract? Response: Fuel is ordered at least weekly for each location. The police department will require a bobtail trailer for delivery. The Dean Towery Center has one 10k Unleaded tank, One 10k Diesel tank, one 5k dyed diesel tank and one 400 gal DEF tank. The Police Department location has one 10k unleaded tank and one 5k diesel tank. All tanks are above ground. Deliveries can me made on the same day, not sure that with the restriction of a bobtail trailer that I would say that both locations could be done in one run. The bid tab for the previous award has been uploaded. Question 7 Posted: 8/11/2021 Question: 1. What size are the fuel tanks at the addresses provided? Are they aboveground or below ground ? 2. Can we view the previous year's fuel tabulation 3. Can we view current invoices for Unleaded Gasoline, Diesel fuel, Dyed Diesel Fuel, and DEF? Response: The Dean Towery Center has one 10k Unleaded tank, One 10k Diesel tank, one 5k dyed diesel tank and one 400 gal DEF tank. The Police Department location has one 10k unleaded tank and one 5k diesel tank. All tanks are above ground. Bid tab for previous award has been uploaded. Question 8 Posted: 8/13/2021 Question: 1. Does the City of Conroe plan to award to more than one vendor? 2. Are vendors required to bid on all products? 3. Are contract renewals based on Mutual agreement? 4. Are contract renewals based on Unilateral agreement? 5. Do the City of Conroe’s tanks have pumps? 6. Does the City of Conroe receive split loads? 7. If a split occurs, how many sites can be split per delivery? 8. What is the average delivery size received at each location? 9. Can a Transport Truck (full-sized truck, 18-wheeler) service each of these locations? 10. Please provide which locations can only be serviced by Tank Wagon. 11. Does the City of Conroe want to be priced off the OPIS Gross Contract Average (10:00 am)? 12. Does the City of Conroe want to be priced off the OPIS Gross End of Day Average (4:59 pm)? 13. Will a OPIS price letter suffice for “1.5 Billing: A copy of the OPIS Report for the day of delivery” requirement? 14. Can freight accessorial fees such as Split Delivery, Pump fees, etc. be line itemed on City of Conroe’s invoice? 15. Do freight accessorial fees such as Split Delivery, Pump fees, etc. need to be included in the final differential? 16. Please provide tabulations from the most current fuel bid. 17. Please provide a current diesel invoice. 18. Please provide a current gas invoice. 19. Please provide a current diesel Bill of Lading. 20. Please provide a current gas Bill of Lading. Response: 1. No 2. No 3. Yes 4. No 5. Yes 6. Yes 7. 2. 8. This can very depending how how low our tanks get. 9. No. The PD location will have to be done my Bobtail. 10. See above. 11. Morning 12. Morning 13. Yes 14. No 15. Yes 16. They have been attached 17 - 20 That will be uploaded today. Posted: 7/29/2021 Type of Addition: Addendum Overview: Clarifying the meaning of :  “The City reserves the right to withhold up to ten percent (10%) of the purchase price in the event there is a conditional acceptance”And the revision of item 21. Term of Contract/Renewals Deadline: 8/19/2021 2:00 PM Documents: FuelBidTab 16 17.pdf Addendum #1.pdf Posted: 8/13/2021 Type of Addition: Addendum - Current Fuel Invoice Overview: Here is a copy of one of the last invoices we received for fuel.  Documents: Apache Fuel Invoice.pdf Posted: 7/29/2021 Question: Please confirm (1) 10k AST unleaded at Conroe P.D. and (1) 10k AST diesel & (1) 5k AST are at Den Towery Service Center Response: The Dean Towery Center has one 10k Unleaded tank, One 10k Diesel tank, one 5k dyed diesel tank and one 400 gal DEF tank. The Police Department location has one 10k unleaded tank and one 5k diesel tank. All tanks are above ground. Posted: 8/3/2021 Question: Item 3 “Owner” that “The City will receive bids from responsible and responsive vendors who possess their own fleet of trucks and are located in Montgomery County..” Can we even bid using a third party carrier? Response: The City prefers to use vendors in Montgomery County but we realize that may not be possible. We are open to vendors in the contiguous area of the City of Conroe. The City will only contract with company's that own their own fleet. Posted: 8/3/2021 Question: Item 1.3 “Delivery”(a), notation that the Minimum order will be 7500 gallon mix of gasoline and diesel, we will be making split deliveries to these two sites, since the GAS is at one address and the DSL delivers to a different address. Is this correct? Response: The City has two fueling sites. Both sites have gas and diesel. Posted: 8/4/2021 Question: 1. What size are the fuel tanks at the addresses provided? Are they aboveground or below ground ? 2. Can we view the previous year's fuel tabulation 3. Can we view current invoices for Unlead Gasoline, Diesel fuel, Dyed Diesel Fuel, and DEF? Response: The Dean Towery Center has one 10k Unleaded tank, One 10k Diesel tank, one 5k dyed diesel tank and one 400 gal DEF tank. The Police Department location has one 10k unleaded tank and one 5k diesel tank. All tanks are above ground. The Bid Tab for the previous award has been uploaded. Posted: 8/4/2021 Question: At section 21, it is a one-year term, with four one-year renewals. However, it does not say at who’s option for the four one-year renewals. Is it mutual? Response: Yes it would be mutual Posted: 8/5/2021 Question: What is the estimated annual usage at each location? What are the delivery frequencies? What is the average delivery size? What are the tank sizes for each location? Do the tanks require a pump? Are sites ordered for individually, or can multiple sites be delivered on one run? What are the delivery hours? Are the bid tabulations available from the current contract? Response: Fuel is ordered at least weekly for each location. The police department will require a bobtail trailer for delivery. The Dean Towery Center has one 10k Unleaded tank, One 10k Diesel tank, one 5k dyed diesel tank and one 400 gal DEF tank. The Police Department location has one 10k unleaded tank and one 5k diesel tank. All tanks are above ground. Deliveries can me made on the same day, not sure that with the restriction of a bobtail trailer that I would say that both locations could be done in one run. The bid tab for the previous award has been uploaded. Posted: 8/11/2021 Question: 1. What size are the fuel tanks at the addresses provided? Are they aboveground or below ground ? 2. Can we view the previous year's fuel tabulation 3. Can we view current invoices for Unleaded Gasoline, Diesel fuel, Dyed Diesel Fuel, and DEF? Response: The Dean Towery Center has one 10k Unleaded tank, One 10k Diesel tank, one 5k dyed diesel tank and one 400 gal DEF tank. The Police Department location has one 10k unleaded tank and one 5k diesel tank. All tanks are above ground. Bid tab for previous award has been uploaded. Posted: 8/13/2021 Question: 1. Does the City of Conroe plan to award to more than one vendor? 2. Are vendors required to bid on all products? 3. Are contract renewals based on Mutual agreement? 4. Are contract renewals based on Unilateral agreement? 5. Do the City of Conroe’s tanks have pumps? 6. Does the City of Conroe receive split loads? 7. If a split occurs, how many sites can be split per delivery? 8. What is the average delivery size received at each location? 9. Can a Transport Truck (full-sized truck, 18-wheeler) service each of these locations? 10. Please provide which locations can only be serviced by Tank Wagon. 11. Does the City of Conroe want to be priced off the OPIS Gross Contract Average (10:00 am)? 12. Does the City of Conroe want to be priced off the OPIS Gross End of Day Average (4:59 pm)? 13. Will a OPIS price letter suffice for “1.5 Billing: A copy of the OPIS Report for the day of delivery” requirement? 14. Can freight accessorial fees such as Split Delivery, Pump fees, etc. be line itemed on City of Conroe’s invoice? 15. Do freight accessorial fees such as Split Delivery, Pump fees, etc. need to be included in the final differential? 16. Please provide tabulations from the most current fuel bid. 17. Please provide a current diesel invoice. 18. Please provide a current gas invoice. 19. Please provide a current diesel Bill of Lading. 20. Please provide a current gas Bill of Lading. Response: 1. No 2. No 3. Yes 4. No 5. Yes 6. Yes 7. 2. 8. This can very depending how how low our tanks get. 9. No. The PD location will have to be done my Bobtail. 10. See above. 11. Morning 12. Morning 13. Yes 14. No 15. Yes 16. They have been attached 17 - 20 That will be uploaded today.