Request For Bid - Fuel Treatment Services

RFB #202607-605 Fuel Treatment Services
Taney County, Missouri
Request for Bid Title: FUEL TREATMENT SERVICES
PLEASE MARK YOUR ENVELOPE "SEALED BID #202607-605"
RETURN ONE (1) ORIGINAL & THREE (3) HARD COPIES.
Bid Submission
Location / Mail Address: Taney County Purchasing Department (Second Floor)
P. O. Box 1630 (PO Box MUST be used for U.S.P.S .delivery.)
132 David St. (Physical Address MUST be used for Courier delivery.)
Forsyth, MO 65653
Bid Opening
Location / Address: Taney County Purchasing Office (Old Courthouse)
Forsyth, MO 65653
The undersigned certifies their authority to bind this vendor in an agreement to supply the products, or
services, in accordance with all terms, conditions, and pricing specified herein or to offer a "No Bid."
Bidder is REQUIRED to complete, sign and return this form with their submittal to our solicitation as
well as initial all pages. *An authorized signature and email address, printed clearly is mandatory, lack
thereof may result in a determination of "Non-Responsive" and disqualify from participation.
Company Name Authorized Person (Print)
Address *Signature
City / County / State / Zip Title
Telephone # Fax # Date Tax ID #
*E-mail (MUST be legible.) Entity Type (Corporation, LLC, Sole
Proprietor, Partnership)
INTRODUCTION & BASIC PRO CESSING INFORMATION:
Sealed bids cannot be emailed and must either be delivered by hand, courier, or U.S.P.S.
All formal invitations for bid are handled by the Taney County Purchasing Department. However,
technical requirements and product specifications are the responsibility of the specific requesting
department as listed in Section 2. Specifications.
Read ALL solicitation documents closely. Note any/all special dates and submit your response as soon
as possible. See Items 1.21-1.22 for the process to submit questions.
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RFB #202607-605 Fuel Treatment Services
Taney County, Missouri
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Section #1 includes instructions, conditions, guidelines, requirements and other key factors.
Use a checkmark (), in the box adjacent to the section number, in order to acknowledge each
of the following items. Any item unchecked in this section, will be considered non-responsive
and may be disqualified.
Section 1. INSTRUCTIONS AND GENERAL CONDITIONS
1.1
Sealed responses may be submitted to the Taney County Purchasing Office until the solicitation closing
date and time indicated herein, subject to Instructions and General Conditions and any special
conditions.
1.2
Closing: Sealed Responses must be delivered before "Closing Date/Time" as listed on page one, to the
Taney County Purchasing Department as listed on page two.
1.3
United States Postal Service ("U.S.P.S.") WARNING: Because there is no mail delivery service at our
offices, we strongly discourage bidders from using the U.S.P.S. If a Bidder elects to use the U.S.P.S.,
do NOT send "return receipt requested." The Post Office only recognizes the P.O. Box address. Other
delivery services require the physical address. It is the Bidder's responsibility to ensure responses are
delivered in a timely fashion to the Purchasing Department. Courier or hand delivery is recommended.
1.4
Late Packages: The County will not accept any response received after the listed closing date/time.
Late arrivals are considered "NON-RESPONSIVE" and will not be opened or returned.
1.5
Opening: Bids will be opened publicly at "Opening Date/Time" and read aloud. All responses will be
considered public information as soon as they are opened and become a part of the public record to
be released to any person or firm who formally requests a copy.
1.6
Award/Timeline: Recommendation for award will be made formally to the Taney County Commission
as soon as possible after a complete departmental review. Updates may be sent via email should the
award process become delayed, 10 or more days, for any reason.
1.7
Withdrawals: Responses may be withdrawn on written request from the Bidder at the address shown
prior to the time of acceptance of the response. Once a response is opened, and accepted, it can only
be withdrawn by order of the Taney County Commission.
1.8
Sealed & Marked: Responses must be submitted in a sealed envelope identified with the bid number
and dates of closing & opening. List the bid number on the outside surface of the box or envelope and
note "Response to Request for Bid enclosed" with a return name & address. No fax or electronic
transmitted responses will be accepted.
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RFB #202607-605 Fuel Treatment Services
Taney County, Missouri
1.9
Bidder Expenses: This County is not responsible for any expenses, which Bidders may incur in
estimating, inspecting, or preparing information to respond to this solicitation.
1.10
Presentations/Inspections: The County reserves the right to conduct personal interviews or require
presentations, inspections, of or from any/all Bidders prior to selection. The County will not be liable for
ANY costs incurred by the Bidder in connection with such interviews, presentations, or inspections.
1.11
Bid Term: All Responses submitted shall be binding and remain firm for ninety (90) calendar days
following the opening, unless otherwise indicated. Pricing/Costs submitted with a response must be
honored for that set timeframe. Submitted pricing, once opened, cannot be changed for any reason.
Any such changes will disqualify that response.
1.12
Bid Rejection: The Taney County Commission reserves the right to reject any or all responses when
such rejection is in the best interest of the County.
1.13
Multiple Awards: Responses may be awarded to one company or multiple companies, when such
award is deemed in the best interest of the County.
1.14
Payment Terms: Standard payment terms are Net 30 after receipt of an invoice. The County cannot,
and will not, agree to any other payment terms. Once products, or services, are received and accepted,
Taney County will process payment in full. Invoices need to be issued and mailed to the requesting
department - not Purchasing.
1.15
Requests for credit applications and deposits are not necessary and will - in most cases - not be
processed or accepted.
1.16
Any award agreement shall take effect upon the approval by the Taney County Commission.
1.17
Alterations: Any alterations, changes, lining out, or margin notes to any items within these instructions
may result in the response being disqualified.
1.18
Direct Email Address: An email address, not a website, MUST be provided in order to receive award
results. Final award results are by email only and will be emailed to all responding Vendors. Please do
not call for results.
1.19
Results are always posted at: www.taneycounty.org
1.20
All questions for this solicitation must be submitted by the time indicated on page 1. Questions must be
emailed to the department point of contact listed within this request as well as copied (cc) to the
Purchasing Director at: nikki.lawrence@taneycountymo.gov
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RFB #202607-605 Fuel Treatment Services
Taney County, Missouri
1.21
If it becomes necessary to revise any part of this solicitation due to a significant question received which
could impact specifications; a written Addendum will be issued to explain any new/necessary
modifications.
1.22
Any/all solicitation questions that result in modifications will be combined into one written Addendum
with answers and explanations to cover any/all new issues.
1.23
Addenda are valid only if in writing and issued by the Taney County Purchasing Department.
1.24
Any necessary Addendum will be emailed as close as possible to the day following the question
submission deadline to all parties who had previously been part of the original Direct Bid Invitation email
or had made email contact during the open questioning timeframe.
1.25
When an Addendum is necessary, Bidders are required to formally respond. Follow the instructions as
indicated in the Addendum.
1.26
Any necessary Addendum will be posted on the Taney County website with the original solicitation. An
indication will be in red and placed at the end of the affected proposal.
1.27
Award of Contract: Multiple awards may be made on the basis of a primary, secondary, and tertiary
vendor. The primary vendor shall furnish the County's requirements until such time as the County
determines that it is in the best interest of the County to seek performance from the secondary vendor,
then tertiary vendor. The County's decision to utilize the secondary and tertiary sources shall be final
and conclusive. In addition, the resulting contract from this solicitation will be considered "Non-
Exclusive". The County reserves the right to obtain service, or product(s), from other vendors when it
is in the best interest of the County.
1.28
Agreement: The selected vendor(s) will be required to enter into a written agreement with the County,
in cooperation with the County's Legal Services Department and completed to the mutual satisfaction
of the parties, consistent with the RFB and response. The RFB and response documents submitted
by the successful Bidder will become a part of any contract award as a result of this solicitation. These
signed documents will be binding. Bidder shall initial all pages where the document denotes "Bidder's
Initials: ___" at the bottom of the page after completing said page. Any responses not complying with
this condition may be considered non-responsive.
1.29
Response Content: In order to enable direct comparison of competing responses, Bidders must submit
responses in strict conformity to the requirements stated herein. Failure to adhere to all requirements
may result in Bidder's Response being disqualified as non-responsive. All responses must be submitted
using the forms provided herein. Every question should be answered. If not applicable, the section
should contain "N/A."
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RFB #202607-605 Fuel Treatment Services
Taney County, Missouri
1.30
Advice of Award: The County's Responses, Bid Tabulations, and Bid Award information may be viewed
on our website at www.taneycounty.org. (Purchasing Department Page.) If a Vendor wants a copy
of the bid tabulation they must include a direct email address, not website, in order to receive results.
1.31
Response Clarification: The County reserves the right to request additional written or oral information
from Bidders in order to obtain clarification of responses.
1.32
Rejection or Correction of Responses: Minor irregularities or informalities in any response which are
immaterial or inconsequential in nature, neither affected by law nor at substantial variance with bid
conditions, may be waived at the County's discretion whenever it is determined to be in the best interest
of Taney County, Missouri.
1.33
Evaluation Process: The County's sole purpose in the evaluation process is to determine from among
the responses received which one is best suited to meet the County's needs at the lowest possible
cost.
1.34
Acceptability: The County reserves the sole right to determine whether goods and/or services offered
are acceptable for County use.
1.35
Sunshine Law: All responses to this request will be considered public information as soon as they are
opened and become a part of public record subject to disclosure to any person or firm that requests it.
Requests for copies of responses, must be made through the Taney County Clerk's Office (417-546-
7202) by submitting a Public Service Request Form (PSR). Charges for time spent as well as a cost
per page apply and may be collected prior to the making of copies.
Section 2. SPECIFICATIONS
The Taney County Purchasing Department will accept and review responses to this RFB in an effort to
complete the purchase of:
Fuel treatment through a qualified company able to provide an additive program for diesel fuel tanks
within our Taney County Road & Bridge Department. There are five (5) bulk diesel fuel tanks, making
our total annual volume being approximately 404,000 gallons.
For questions concerning the below listed specifications, or any other technical questions, please feel
free to contact:
Department Contact(s):
Jack Cole, Administrator
Taney County Road & Bridge
417-545-1160 (m) / 417-546-7268 (o)
jackcole@taneycountymo.gov
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RFB #202607-605 Fuel Treatment Services
Taney County, Missouri
Please check () off the appropriate box to indicate compliance with the specifications. The
County will always look for 100% COMPLIANCE. These "SPECIFICATIONS" and "STANDARD
TERMS AND CONDITIONS" are critical to all County solicitations. If after reviewing each of the
following items a potential participant is not able to comply with ALL requirements, reconsider
whether to submit a bid response to the solicitation. All "D" check () marks will be considered toward
disqualification. Check every item. Any blank item in this section will be considered non-responsive
and may disqualify.
C = Comply with item. (In some cases this will serve as a simple acknowledgement.)
D = Do not / cannot comply with item.
C D
Interested parties should complete the following information requests, as asked for, with their lowest possible prices
__ __ 2.1
Standard Requirements for Diesel Fuel Quality Required Performance
Assurance
Additive Package Must Contain the Following:
* Detergents/Dispersants Detergents/Dispersants Cetane
* Cetane Improver Improver Demulsifiers
* Demulsifiers Rust and Corrosion Inhibitors
Oxidation Inhibitors
* Rust and Corrosion Inhibitors
Pour Point Depressants Lubricity
* Oxidation Inhibitors
Improver Metal Deactivators
* Pour Point Depressants
* Lubricity Improver
* Metal Deactivator
Performance Results * At least 40% of original flow at 0.1 mm
* Peugeot XUD-9 Indirect Injector pintel lift
Cleanliness Test: >10% and 40% * Pass
* Peugeot DW-10 Direct Injector Cleanliness * 3 to 4 point increase
Test * Complete after 15 minutes
* ASTM D6890 Diesel Engine * 1A/1B
Test for Cetane: Number: 3 to 4 * Pass, B+ or better
point increase * At least 10 hours
* ASTM D 1401 Water * note decrease compared to untreated fuel
Separation Test: Complete after * no more than 0.52 microns
15 minutes
* ASTM D 130 Copper Corrosion Test: 1A/1B
* ASTM D 665 Rust Test: Pass, B+
* ASTM EN15751 0xidation Test at least 10
hours
* ASTM D5949 Pour Point Testy at least 20 degreesF
ASTM D6079 Lubricity Test
The Diesel Fuel Conditioner and Performance Must not contain ethanol or isopropyl alcohol
Improver must not contain ethanol or isopropyl
alcohol
Does not emulsify water in the fuel.
Diesel fuel conditioner and performance improver 1:1000
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RFB #202607-605 Fuel Treatment Services
Taney County, Missouri
dilution / mix ratios at 1 gallon of treatment to
1000
gallons of diesel fuel to bulk storage tanks or on-
board diesel fuel tanks.
Packaging Requirements * Pints
* 2.5 gallon * 1 gallon
* 55 gallon * 5 gallon
* 350 gallon * 20 gallon
* 55 gallon
* 350 gallon
* 7500 gallon tank loads
Diesel Fuel Testing Diesel fuel testing of bacteria, fungus, water
* Culture and Analysis of bacteria concentration concentration and estimated cetane level, treat rate
* Culture and Analysis of fungus concentration determination and estimated cetane level after
treatment will be carried out at no additional charge
* Analysis of water concentration by Carl
by the supplier
Fisher Method
* Analyze base cetane level determined by
IROX
* Treat rate determination determined by IROX
* Cetane Improvement after treatment
determined by IROX
Standard Requirements for Diesel Fuel Quality Required Performance
Assurance
Fuel Biocide / Fungicide dilution / mix ratios at 1 Kill all microbes (bacteria & fungus) within 8 hours
gallon of treatment to 4000 gallons of fuel to of application at 1:4000 mix ratio and meet E.P.A
bulk storage tanks or on-board fuel tanks and Regulation 464-659-66114..
meet E.P.A. Regulation 464-659-66114.
Biocide Contents: 4-(2-Nitrobutyl) morpholine 4,4'-(2- Ethyl-2-
4-(2-Nitrobutyl) morpholine nitrotrimethylene) dimorpholine
4,4'-(2-Ethyl-2-nitrotrimethylene) dimorpholine
Diesel Fuel Testing Diesel fuel testing of bacteria, fungus, water
* Culture and Analysis of bacteria concentration concentration and estimated cetane level, treat
* Culture and Analysis of fungus concentration rate determination and estimated cetane level
after treatment will be carried out by the
* Analysis of water concentration by Carl
supplier
Fisher Method
* Analyze base cetane level determined by
IROX
* Treat rate determination determined by IROX
* Cetane Improvement after treatment
determined by IROX
__ __ 2.2 Monitor Fuel Quality: Provide comprehensive laboratory fuel analysis for fuel in storage
Tanks and fuel being delivered MUST:
Analyze for concentration of aerobic bacteria without any specific identification.
Analyze for concentration of aerobic fungi without any specific identification.
Analyze Water Concentration
Page 8 of 11 Bidder's Initials _____

RFB #202607-605 Fuel Treatment Services
Taney County, Missouri
Analyze Base Cetane Level, where Base Cetane refers to the Cetane Index, i.e. Cetane
number of fuel discounting the effect of any Cetane improver additive that may be
present.
Estimate the concentration of the proposed Fuel Improver in the fuel in the Storage
Tank.
Additional testing to include:
Determine Biodiesel Content when appropriate.
Establish Cold Filter Plug Point, pour point, cloud point.
__ __ 2.3 Solar Powered Automatic Product Dosing Unit:
A self-contained solar powered dosing unit capable of autonomously and
automatically dosing fuel storage tanks with the appropriate product level
NEMA approved enclosure
Lithium back-up battery (5 year)
Provide replacement parts as needed
Provide installation assistance and training
Provide monthly monitoring
__ __ 2.4 TOTAL BID PRICE: $ _________________________.
(including shipping)
__ __ 2.5 MANDATORY: Specific bid pricing MUST be listed using the table on the cover page of this
bid. A check mark here in the "C" column acknowledges pricing has been added
accordingly, to the cover page as required.
__ __ 2.6 RESPONSE TIME/DELIVERY: ______________________________________
(After receipt of Order)
NOTE: Bidders must procure and maintain, at a minimum, the following policies of insurance against all claims for injuries
against persons or damage to property which may arise from or in connection with the performance of the subject matter of
the request for bid: (1) workers' compensation insurance for all employees as required by state law; (2) comprehensive general
liability insurance in an amount not less than $500,000 per occurrence and $3,000,000 in aggregate, covering both bodily injury
and property damage, including accidental death; (3) automobile liability insurance during the term of the Agreement not less
than $500,000 per occurrence and $3,000,000 in aggregate, covering both bodily injury, including accidental death, and property
damage to protect themselves from any and all claims; and (4) insurance for loss of materials, supplies, tools and equipment
during the term of the Agreement in an amount which will adequately cover the potential loss or damage to such items. The
bidder shall furnish the County with Certificates of Insurance establishing the insurance requirements as set forth in this
section. Each policy of insurance must contain a thirty (30) day mandatory cancellation notice.
Bidder's Initials _____
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RFB #202607-605 Fuel Treatment Services
Taney County, Missouri
3. STANDARD TERMS AND CONDITIONS
C D
__ __ 3.1 The awarded bidder shall furnish the goods or services described in Section 2. Specifications.
__ __ 3.2 All pricing MUST remain in effect, without increase, for at least one year from the date of the
effective date of the awarded contract. Do not include Federal Excise Tax or Sales and Use Taxes
in Bid process, as the County is exempt.
__ __ 3.3 The County will not be required to purchase any/all from a specific vendor, nor be held to any
minimums/maximums, even if quantities are listed within the RFB or response.
__ __ 3.4 Total bid price MUST include delivery to the address set forth in Section 2. Specifications.
Responses shall include all charges for packing, delivery, installation, etc., (unless otherwise
specified) to the County Department identified in this Request for Bid.
__ __ 3.5 Include an updated W-9 form with company information and signature, with formal, legal, company
name.
__ __ 3.6 The Taney County Commission has the right to accept or reject any part or parts of all bids, to
waive any informalities or technicalities and to accept the offer the County Commission considers
the most advantageous to the County. Taney County reserves the right to award this bid on an
item-by-item basis, or an "all or none" basis, whichever is in the best interest of the County.
__ __ 3.7 Bidders must use the bid forms provided, must return the completed bid and bid sheets, provide
the unit price, quantity and extended totals, and sign the bid.
__ __ 3.8 When products or materials of any particular manufacturer are mentioned in specifications, such
products or materials are intended to be descriptive of type or quality and not restricted to those
mentioned.
__ __ 3.9 The delivery date shall be identified by specific date, unless otherwise indicated.
__ __ 3.10 The County Commission reserves the right to cancel all or any part of an order if delivery is not
made or work is not started or completed as guaranteed. In case of delay, the Contractor must
notify the Purchasing Department.
__ __ 3.11 The County may utilize state or federal grant funds in the procurement of goods and services which
may require a provider of goods or services to comply with certain state or federal laws, rules and
regulations applicable to the funds and may require inclusion and compliance with certain contract
clauses required by the state or federal government to an agreement with the County. Any
questions regarding the applicability of state or federal requirements should be directed to the
Purchasing Department.
__ __ 3.12 In the event of a discrepancy between a unit price and an extended line item price, the unit price
shall govern.
__ __ 3.13 Should an audit of invoices during the term of the Agreement, and any renewals thereof, indicate
that the County has remitted payment on invoices that constitute an over-charge to the County
above the contract terms, the Contractor shall issue a refund check to the County for any over-
charges within 30 days of notification.
__ __ 3.14 Cooperative Procurement: The vendor should indicate by checking "Yes" or "No" if the vendor
will honor the submitted prices and terms for purchase by other entities that participate in
cooperative purchasing with Taney County, Missouri.
Yes______ No_______
Page 10 of 11 Bidder's Initials _____