Full Text
2017 CORTLAND COUNTY HIGHWAY DEPARTMENT SPECIFICATIONS AND BID FORM 100 LL AVIATION GASOLINE GENERAL: This bid shall be for 100 LL Aviation Gasoline for purchase by the County of Cortland for its retail sale of aviation gasoline at the Cortland County Airport, 922 NYS Route 222, Cortland, NY 13045. The bid shall be in conformance with the terms and conditions specified in the Advertisement for Bids, and shall also be in conformance with the following specifications. SPECIFICATIONS: 1. The 100 LL Aviation Gasoline shall meet ASTM D910-07a - Standard Specification for Aviation Gasolines. 2. Delivery of ordered 100 LL Aviation Gasoline shall be within 48 hours of the County placing an order. 3. Due to the nature of the Airport's aircraft fuel sales operation, the bidder must be capable of making deliveries on any day of the week, including weekend days. All orders will be for a minimum of 8,500 gallons. QUANTITY: 1. The Cortland County Airport has storage capacity for 20,000 gallons of 100 LL aviation Gasoline and estimates usage in the coming year of up to 30,000 gallons, plus or minus any unanticipated increase or decrease based upon actual aviation fuel sales at Cortland County Airport. This estimated usage shall in no way constitute a guarantee of a quantity of fuel that will be ordered by the County for the term of the bid or award. Orders will be based on the County’s actual need, based on actual quantity of fuel sold at the Airport. CREDIT CARD SERVICES: For fuel purchase transactions (only) at County of Cortland’s automated, credit card operated, self- service, aviation fuel facility at the Cortland County Airport, the Bidder shall provide for the following credit card services as a minimum: 1. Accept, without processing fee, at least two major oil company credit cards. 2. Accept state and federal government issued credit cards without processing fee. 3. Accept other general use credit cards such as Visa, MasterCard, and American Express at a processing fee not to exceed 2.5% of transaction amount. 4. Provide toll-free credit card transaction authorization service. 5. Reimburse the County of Cortland by direct deposit to the County of Cortland’s bank account of record within 2 days of receipt. METHOD OF MEASUREMENT: 1. The 100 LL Aviation Gasoline shall be measured as the number of U.S. gallons delivered to the ---PAGE BREAK--- Cortland County Airport. 2. All invoices to the County of Cortland shall clearly show Rack Price, Taxes and Fees, and Markup separately and a total price per gallon as defined in the Section entitled “BASIS OF PAYMENT”. BASIS OF PAYMENT: Definitions: Item 1. Rack Price is defined as the quoted price per gallon of 100LL Aviation Gasoline at the Terminal, at the time the product is loaded onto the delivery vehicle. The Rack Price is subject to periodic escalations (increase) and de-escalations (decrease). The successful bidder shall provide the County of Cortland with a written quote of the Rack Price the Bidder was charged at the Terminal and the location of the Terminal when the County of Cortland places an order. This recorded Rack price will be used to calculate the total price per gallon to be paid for each order. Item 2. Delivery Freight Charge is defined as the bidder’s quoted charge per gallon for loading of fuel at the Terminal, at the time the product is loaded onto the delivery vehicle, for ground transportation of the fuel from the Terminal to Cortland County Airport, and for unloading of fuel into the underground storage tank at Cortland County Airport. The Delivery Freight Charge is subject to periodic escalations (increase) and de-escalations (decrease). The successful bidder shall provide the County of Cortland with a written quote of the Delivery Freight Charge the Bidder was charged at the Terminal when the County of Cortland places an order. This recorded Delivery Freight Charge will be used to calculate the total price per gallon to be paid for each order. Item 3. Required Taxes and Fees are defined as the fixed taxes and fees per gallon required to be charged based on Federal and State government statutes or regulations. The Required Taxes and Fees are as follows: a. Federal Excise Tax b. Federal LUST Tax c. Federal Oil Spill Tax d. NYS Petroleum Business Tax e. NYS Testing Fee f. NYS Sales Tax Item 4. Markup is defined as the bidder’s fixed charge per gallon for all other expenses whatsoever including, but not limited to, costs for operating expenses (overhead), providing credit card services, and profit. The Markup is a fixed fee per gallon and shall be held firm for the term of the bid which is as specified elsewhere in these specifications. The Markup shall not fluctuate (increase or decrease) with each order. Item 5. Total Bid Price is defined as the sum of the prices quoted for Items 1 & 2 at the time an order is placed plus the sum of the fixed prices bid for Items 3 through 4, as defined in this section. ---PAGE BREAK--- BASIS OF AWARD: Award of this Bid will be based on the following criteria, and in the best interest of County of Cortland, as determined by the Highway Committee of the Cortland County Legislature: 1. The TOTAL BID PRICE per gallon as entered on the bid form. 2. Credit Card Transaction Services offered. DISQUALIFICATION OF BIDS: Bids may be disqualified before award of the bid due to any of the following: 1. Failure to mark bid envelope as required 2. Failure to sign the Bid Form; 3. Failure to enter a bid price for any Bid Item on Bid Form 1 of 2; 4. Failure to enter information on “Credit Card Services To Be Provided by Bidder” on Bid Form 2 of 2; 5. Failure to comply with Standard Clauses for NY State Contracts; 6. Qualifying the bid in any way or noting the bid is subject to bidder’s own stipulations; 7. Submitting an unbalanced bid; 8. Submitting a bid after the date and time of the opening of bids listed in the advertisement; 9. In the best interest of the County of Cortland. Standard Clauses for NY State Contracts: Bids must have all items denoted in the “Checklist of documents to be returned with contract” attached. These items can be found in the Standard Clauses for NY State Contracts document and shall be considered a required submission for this bid. END OF SPECIFICATIONS ---PAGE BREAK--- 2017 CORTLAND COUNTY HIGHWAY DEPARTMENT BID FORM 1 of 2 100 LL AVIATION GASOLINE Name of 100 LL Aviation Gasoline Producer: Bidder shall enter a price for each of the following Bid items. Total Bid Price per gallon (Item 5) shall be the sum of the following items 1 through 4: ITEM BID PRICE 1. Rack Price on per gallon (date) 2. Delivery Freight Charge: per gallon 3. Required Taxes and Fees: g. Federal Excise Tax: per gallon h. Federal LUST Tax: per gallon i. Federal Oil Spill Tax: per gallon j. NYS Petroleum Business Tax: per gallon k. NYS Testing Fee: per gallon l. NYS Sales Tax: per gallon 4. Markup: per gallon 5. TOTAL BID PRICE (sum of items 1-4): per gallon Terminal(s) where Rack Price was obtained: The undersigned offers these bid prices, terms and delivery as per bid specifications. Bidder Name and Address: Authorized Signature: Name & Title: Date: Contact Person: Email Address: Telephone No.: FAX No.: ---PAGE BREAK--- 2017 CORTLAND COUNTY HIGHWAY DEPARTMENT BID FORM 2 of 2 100 LL AVIATION GASOLINE Credit Card Transaction Services To Be Provided by Bidder: List of Major Oil Company Credit Cards accepted: 1. 2. List of general use Credit Cards accepted and associated Processing Fee, if any: Credit Card Processing Fee 1. 2. 3. 4. 5. 6.