Request for Proposal: Gasoline and Diesel Fuel Bid Addendum 1

INVITATION TO BID
GASOLINE AND DIESEL FUEL
The Board of Education of Midland Public Schools (herein after called the Board of
Education or the District) will receive sealed bids for the items and/or services listed
herein. You are invited to submit a sealed bid, subject to the terms, conditions,
instructions and specifications of this invitation to bid. Please read the instructions
and specifications carefully. Failure to comply with these instructions may disqualify
your bid.
BID DESCRIPTION:
Midland Public Schools will receive sealed bids for gasoline and diesel fuels. The intent
of this Invitation for Bid is to establish a twenty-four (24) month contract for the
purchase of gasoline and diesel fuel for the Midland Public Schools Transportation
Department with two yearly renewal options with mutual consent.
Copies of this solicitation and any issued Addenda may be obtained in the
administration office, at 600 E. Carpenter St. Midland Michigan 48640, between 8:00
a.m. and 3:30 p.m., Monday through Friday, or by contacting the Facilities and
Operations Department contact indicated, prior to the time and date specified for
proposal deadline.
Submission Deadline: October 7, 2026 at 2:00 P.M. local time
Midland Public Schools Administration Center
600 E. Carpenter St
Midland, Michigan 48640
Bid Contact Info: Michael Moeggenberg, Director of Facilities and Operations
Phone: 989-923-5035
Email: moeggenbergmj@midlandps.org
*Reference bid title in subject line of all emails.
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INSTRUCTIONS
1. BID SUBMISSION
a) Bids must be submitted in a sealed envelope or other sealed envelope,
marked "GASOLINE AND DIESEL FUEL BID" in the bottom left hand corner
and the name and address of the vendor in the upper left-hand corner.
b) Upon submittal vendor shall include the following original documents in
this order:
Signed Proposal Response Cover Sheet
Signed Certification of Compliance with Specifications
Signed Conflict of Interest statement
Signed Iran Economic Sanctions Act Certification
Submit one (1) signed Pricing Bid Form
c) The submission deadline is October 7, 2026 at 2:00 p.m. local time.
Bids received after the deadline will automatically prevent the reading of
your bid and will be returned unopened. We do not accept FAX proposals.
The Board of Education cannot assume the responsibility for any delay as a
result of failure of the mails to deliver bids on time unless deemed an act of
God by the district. The opening and reading of a bid does not constitute
The Board of Education's acceptance of the Contractor as a responsible and
responsive Contractor.
d) Bids must be delivered to:
Michael Moeggenberg, Director of Facilities and Operations
Midland Public Schools
600 E. Carpenter St
Midland Mi. 48640
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2. BID OPENING
a) Time of Opening: Bids will be accepted until 2:00 P.M. local time on
October 7, 2026, at which time bids will be opened and read aloud for
presentation to the Board of Education at their next regularly scheduled
meeting. No oral, telephonic or facsimile proposals will be considered.
NO proposals will be considered after time of closing of bids unless
deemed an act of God by the district that interrupted the delivery of the
bid.
b) Location of Opening: Bids will be opened and read at the Midland Public
Schools Maintenance Building 811 George St, Midland Michigan 48640. You
are invited to be present at the bid opening.
SPECIFICATIONS
1. PERIOD OF CONTRACT:
The contract shall be for the period February 1, 2026 through January 31,
2028 with two 1-year renewal options with mutual parties consent.
2. DELIVERY REQUIREMENTS:
Service must be prompt and dependable. Deliveries shall only be made with
the district's authorization. All deliveries shall be guaranteed within seventy-
two (72) business hours of receipt of order or notification. All deliveries
must be freight prepaid, FOB: destination.
The delivery driver will meter the product into tanks, sign and furnish a
delivery ticket with the beginning and ending meter reading. Delivery tickets
must be signed by the transportation department. Deliveries will be made in
"gross gallons".
- Bidder will provide Midland Public Schools with a one-hour notification prior
to driver delivery.
- Driver will put in additive when floating.
- All deliveries shall be guaranteed within seventy-two (72) business hours of
receipt of order or notification.
3. QUANTITIES:
The quantities listed herein cannot be guaranteed; however, the staff
anticipates purchasing the minimum quantities listed. The quantities listed
for each individual item will be ordered for quantities as needed. Midland
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Public Schools reserves the right to order additional quantities, as needed,
and at the bid prices, for the duration of the contract period.
NO SHIPMENTS ARE TO BE MADE AGAINST THE CONTRACT.
ORDERS WILL BE PLACED AS NEEDED.
4. ESTIMATED QUANTITIES:
Midland Public Schools operates approximately 42 diesel vehicles and 26 gasoline
vehicles.
Location Tank Size Approximate Fuel Used
2025
600 E. Carpenter St. Two 12,000 gallon Diesel 90,600 gallons
600 E. Carpenter St. One 6,000 Gasoline 18,000 gallons
5. PRODUCT SPECIFICATIONS:
Unleaded Gasoline:
5.1
Must have a minimum octane rating of 87; proof of octane must be
shown; shall contain no more than 10% methanol, ethanol or any other
alcohol; must conform to ASTM D4814 specifications and latest
amendments.
#2 Ultra Low Sulfur Diesel Fuel
5.2
For highway and road use; winter mix shall be available November
through February; .05% maximum sulfur content; .02% maximum ash
content; conforms to ASTM D-975 and Federal Specification VV-F-800D;
-10 degree Fahrenheit cold point; -10 degree Fahrenheit pour point;
140,000 or lower BTU/Gal (gross). Additives must be in accordance with
ASTM standards.
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6. FUEL PRICE CALCULATION:
The price per gallon paid by the Board of Education for diesel fuel and gasoline
will be based on the unbranded average as published weekly by the posted
terminal price document (defined below in paragraph 7), plus applicable taxes,
plus a constant fixed price differential indicated on the bid form.
The fixed price differential shall include the cost of delivery, overhead, and
profit above the posted terminal price. Prices shall be freight prepaid, F.O.B
destination.
7. POSTED TERMINAL PRICE:
The vendor's cost of fuel from the refiner's depot, as shown on the posted
terminal price document.
7.1. Bidder shall select and disclose a refiner's depot that will be used to supply
fuel to the specified destinations.
Bidder should indicate in the space provided on the bid form, the first
7.2
and last names, and telephone number(s), of the source refinery
employee(s) who may verify fuel prices for a given day and the location
of the selected source refinery.
Failure to supply the above requested information on the bid form may
7.3
be grounds for bid disqualification, or cancellation of the purchase order
without further cause.
Posted Terminal price documentation, verifying posted terminal price
7.4
shall be furnished with all invoices. The unbranded average shall be used
as the basis for invoicing purposes. Documentation shall be from the Oil
Price Information Service (OPIS), and shall bear the OPIS logo and/or
letterhead, or shall be from the Data Transmission Network Corporation
(DTNergy) Fast Rack.
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GENERAL BID INSTRUCTIONS AND CONDITIONS
(PLEASE READ CAREFULLY)
ACCEPTANCE OF BIDS
The Board of Education reserves the right to accept any bid, to reject any or all
bids, to waive any irregularities or informalities in bids received where such
acceptance, rejection or waiver is considered to be in its best interest. The
Board of Education also reserves the right to reject any bid where evidence or
information submitted by the bidder does not provide satisfactory proof that
the bidder is qualified to carry out the details of the contract.
ADDENDA
Clarifications, modifications, or amendments may be made to this solicitation at the
discretion of The Board of Education. Any and all Addenda issued by The Board of
Education will be e-mailed to all parties that have requested a copy of this Invitation
to Bid. Copies of any issued Addenda may also be obtained by contacting the
district contact noted on the cover of this Invitation to Bid. It is the responsibility of
the Contractor to obtain the available Addenda and acknowledge any issued Addenda
on the Bid Form for this solicitation, and further submit the Form as part of the
required submittal documents for this solicitation. If any changes are made to this
solicitation document by any party other than The Board of Education, the original
document in The Board of Education's files takes precedence.
AWARDING OF CONTRACT(S)
Contracts may be awarded to the lowest evaluated bidder, which in the judgment of
the Board of Education, meets all specifications and conditions, and subject to all
other provisions of this invitation to bid, on a per item basis, or on a total basis;
whichever is deemed to be in the best interest of the board of education by providing
the best value to the Board of Education. The Board of Education reserves the right
to award any bid entirely to one vendor or make multiple bid awards as it deems in
its best interest.
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BID DOCUMENTS
Bid forms are provided with this "Invitation to Bid". All proposals must be
submitted on the "Bid Form". Any bids received after scheduled time of
opening will be returned unopened to the bidder. Each bid must be in a
separate sealed envelope with the bid name appearing in the lower left-hand
corner of the envelope.
Bids received after the deadline will automatically prevent the reading of your bid and
will be returned unopened. We do not accept FAX proposals. The Board of Education
cannot assume the responsibility for any delay as a result of failure of the mails to
deliver bids on time unless board deems an act of God. The opening and reading of a
bid does not constitute The Board of Education's acceptance of the Contractor as a
responsible and responsive Contractor.
All regular bids must be submitted in accordance with specifications on the bid form
supplied with this invitation. The submission of a bid on the bid form certifies that the
product meets any and all specifications, except as noted on such form. All blanks and
information requested are to be completed on the bid form in order to qualify your
bid.
Signatures: Bids must be signed by an authorized official of the
(1)
Contractor. Each signature represents binding commitment upon the
Contractor to provide the goods and/or services offered to the Midland
Public Schools Board of Education if the Contractor is determined to be
the most responsive and responsible Contractor.
No Response: Businesses that fail to respond to Invitations to Bid or
(2)
notices of availability on two (2) consecutive occasions of similar items
shall be removed from the applicable vendor mailing list.
Corrections: No penciled information will be permitted. Mistakes are to
(3)
be crossed out and corrections inserted adjacent thereto and initialed
by the person signing the bid. Also, corrections made with correction
tape or fluids are to be initialed.
Errors: No Bid can be corrected or altered or signed after being
(4)
opened. The Board of Education will not be responsible for errors or
omissions on the part of vendors in making up their bids. Any bids
received unsigned will be rejected.
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Clerical errors or irregularities are subject to correction only
(a)
with concurrence with the Districts Agent. Unit prices should
be listed, extended, and totaled. Should errors exist in the
extended price, the unit price will prevail.
Clarifications: For any clarification relative to this Invitation to Bid,
(5)
contact Michael Moeggenberg, Midland Public Schools Facilities and
Operations Department, 600 E Carpenter St, Midland Michigan 48640,
Telephone (989) 923-5035.
BILLING
The following terms shall be made a part of all transactions where invoices are
involved with The Board of Education. Invoices to The Board of Education shall include
all applicable information including but not limited to, quantities, delivery charges. All
invoices must show the Board of Education's purchase order number, date of
delivery, and name of location and list of items or service delivered by item name.
It is imperative that invoices be submitted to The Board of Education in a timely
manner. Therefore, invoices shall be submitted to The Board of Education within five
business days of delivery of services have been performed, the products have been
delivered, and/or items have been installed, unless special permission is granted by
The Board of Education.
EXCUSE FOR NON-PERFORMANCE
The successful vendor(s) shall be excused from performing hereunder during
the time and to the extent that they are prevented from obtaining, delivering
or performing in the customary way because of fire, strike, partial or total
interruption of, loss or shortage of transportation facilities, lockout,
commandeering of raw materials, products, plants or facilities by the
government when satisfactory evidence thereof is presented to the other
party, providing it is satisfactorily established that the non-performance is not
due to the fault or negligence of the party not performing.
FORMATION OF CONTRACT
Contractor's signed bid and The Districts written acceptance shall constitute
a binding contract, according to the Terms and Conditions and Specifications
set forth in this Invitation to Bid.
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HOLD HARMLESS:
Successful Contractor agrees to indemnify, defend, and hold harmless The Board of
Education, it's governing body, officers, employees, and insurance carriers,
individually and collectively, from all losses, claims, suits demands, expenses,
subrogation, attorney's fees, or actions of any kind in nature resulting from personal
injury to any person (including bodily injury and death), or damage to any property,
arising or alleged to have arisen out of Contractor's negligent acts, errors, omissions,
or performance of the work to be performed under the terms of the contract if
awarded.
INSURANCE REQUIREMENTS
Successful contractor shall carry and maintain professional liability insurance in
addition to insurance to protect itself from claims under Workman's Compensation
Act, for claims for damages because of structural damage, or bodily injury, including
death, to their employees or third parties, and for other liability normally covered by
such insurance, and shall furnish evidence of such insurance to the Board of
Education. In addition, successful contractor shall attempt to maintain continuous
professional liability coverage for the project/services period, and for a period of two
years following completion of the project/services, if such coverage is reasonably
available at commercially affordable premiums. For this purpose of this Agreement,
"reasonably available" and "commercially affordable", shall mean that more than half
the contractors practicing in the State are able to obtain such coverage.
MIOSHA STANDARDS AND HAZARD COMMUNICATION STANDARD 1910.1200
If applicable, all materials and services must meet or exceed MIOSHA(Michigan
Occupational & Safety Health Act) Standards, and must comply with the Hazard
Communications Standard 1910.1200 of the Occupational Safety & Health
Administration.
PAYMENT TERMS
All payments will be made off of original invoices only and require approval by the
Director of Finance prior to disbursement. A purchase order will be issued to the
contractor. Purchase order number must be included on all invoices along with
delivery receipt sign by a manager in the Midland Public Schools Transportation
Department.
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PENALTIES
In case of default by the vendor, The Board of Education may procure the
articles or services from other sources and may deduct from any unpaid
balance due the vendor the amount of the excess cost so paid, and the price
paid shall be considered the prevailing market price at the time such purchase
is made.
PERFORMANCE BOND
The Board of Education reserves the right to determine the ability of any bidder
to perform the work, and any bidder shall, upon request, furnish such
information as may be necessary to determine such ability, including
performance bond, if requested.
PRICES
All prices quoted by the various bidders must be firm for a maximum period of
sixty (60) days to allow bid acceptance by The Board of Education. If awarded
the contract, the prices will then be firm for the time period indicated under
"Period of Contract".
All prices and quotations must be in ink or typewritten. No pencil figures will
be permitted. Mistakes are to be crossed out and corrections inserted adjacent
thereto and initialed by the person signing the bid. Also, corrections made with
correction tape or fluids are to be initialed. Quote on each item separately.
Prices must be stated in units specified herein.
Bids that have clerical errors or irregularities are subject to correction only with
concurrence with the district. Unit prices should be listed, extended, and
totaled. Should errors exist in the extended price, the unit price will prevail.
RESULTS
Tabulations will be made by the Operations Department and each qualified
bidder will be Emailed a formal tabulation after The Board of Education has
taken official action. The Board of Education meetings are normally held once
a month. Bidders are requested not to call the district for a tabulation of the
bids before the Board has taken official action.
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