Heating Oil Supply and Delivery

Agency: Washington County Board of Education
State: Maryland
Type of Government: State & Local
Category:
  • 91 - Fuels, Lubricants, Oils, and Waxes
Posted: Aug 19, 2021
Due: Sep 9, 2021
Solicitation No: 2022-13
Publication URL: To access bid details, please log in.
Heating Oil Supply and Delivery
Bid number 2022-13
Bid posting date Thursday, August 19, 2021 - 10:45am
Bid opening date Thursday, September 9, 2021 - 11:00am

This bid is being issued in order to establish a contract for the supply and delivery of heating oil by transports and/or tank wagons for all of the entities identified on the Price Proposal. Washington County Public Schools (WCPS) is acting as the lead procurement administrator in this cooperative procurement for the agencies whose requirements are included herein.

BOE approval September 21, 2021
Term start Date of Award
Term end July 31, 2022
Renewals 3
Renewal type 1 year term
Staff Michael Stouffer, Scott Bachtell, Michelle Schultz
Bid number 2022-13
Bid Documents

Attachment Preview

Heating Oil Supply and Delivery
Bid 2022-13
Procurement Schedule
Issue Date:
August 19, 2021
Pre-Proposal Meeting:
N/A
Deadline for Written Questions Submission:
August 27, 2021 by 1:00 PM EST
Proposal Due:
September 9, 2021 by 11:00 AM EST
Washington County Public Schools
Center for Education Services
10435 Downsville Pike
Hagerstown, Maryland 21740
Tentative Award Date:
September 21, 2021
Dates and/or times are subject to change by the issuing of a written addendum.
WCPS Contract Managers
Procurement Officer
Scott Bachtell
Supervisor of Purchasing
301-766-2842
bachtSco@wcps.k12.md.us
Contract Administrator
Michael Stouffer
Director of Maintenance and Operations
301-766-2887
stoufmi@wcps.k12.md.us
This Bid/RFP document is posted on the WCPS Purchasing website at www.wcpspurchasing.com. This is also the source for
any/all addenda. Please register your company for notices about this Bid/RFP and similar projects on our web site.
Page 1 of 32
Sections
I.
General Terms & Conditions
II. Specific Terms & Conditions
III. Specifications
IV. Usage and Delivery Locations
TABLE OF CONTENTS
Page
3-18
19-25
26
27-32
Required Attachments (available as separate documents on the WCPS Purchasing website)
A. Price Proposal Form
B. Vendor Questions
C. Bid/Proposal Affidavit
D. Contract Affidavit
E. Specification, Price, and Addenda Signature Acknowledgment
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SECTION I - GENERAL TERMS AND CONDITIONS
1. Introduction
This bid is being issued in order to establish a contract for the supply and delivery of heating oil by transports
and/or tank wagons for all of the entities identified on the Price Proposal. Washington County Public Schools
(WCPS) is acting as the lead procurement administrator in this cooperative procurement for the agencies whose
requirements are included herein. In accordance with each agency's respective laws and regulations, each agency
will issue its own contract/purchase order and will make its own independent determination to utilize this Bid.
All contract administration and financial transactions will be separately and independently conducted. All oils
tanks are owned by the respective agencies.
2. Definitions
As contained herein, the terms “WCPS”, WCBOE, “Schools” and/or “Owner” means Washington County Public
Schools/Washing County Board of Education. The terms “bidder”, “offeror”, “firm”, and “person” are
synonymous, and mean an entity submitting a proposal in response to this solicitation. Similarly, the terms “bid”,
and “proposal”, mean the response submitted by an offeror. The term “contractor” means an offeror awarded a
contract as a result of this solicitation. The terms “General and Special Provisions”, “requirements”, “scope”,
“specifications”, and “criteria” mean the services, terms, and conditions required by the Bid/RFP.
3. Bidder Registration
Vendors are solely responsible for completing the vendor registration process online at wcpspurchasing.com.
Contact Beverly Bergan, Purchasing Associate, at 301-766-2841, or by email to: bergabev@wcps.k12.md.us if
you have any questions or to check the status of your registration. Once registered in the WCPS Vendor Database,
you will be able to view current solicitations and may automatically receive notification of certain bid
solicitations. Washington County Public Schools will not be held responsible for a company’s failure to become
and remain a registered Vendor, to identify appropriate commodity/service categories, to keep the self-service
vendor account up to date with current contact information, and to accomplish these things in a timely manner.
Bidders with a repeated history of not bidding in a specific category may be removed from the Vendor Database
for that category at the discretion of the Purchasing Supervisor.
a. If your firm is already a WCPS registered vendor:
You must confirm your account is current and a W-9 must be on file
4. Receipt of Bids
a. Bids received prior to the time of opening will be time-stamped and securely kept unopened. No bid received
after the due date and time listed will be considered. WCPS will not be responsible for the premature opening
of bids received that are not properly addressed or identified. Any bid may be withdrawn before the scheduled
time for opening bids. Bid sent via email will not be accepted.
b. All inner and outer envelopes and packaging, used by Fed Ex, UPS and etc., are to be labeled with the
following:
Bidder Name
Bid Number and Name
Due Date and Time
c. Bids received after the designated date and/or time will not be accepted, regardless of when they were mailed
or given to a delivery carrier.
d. Bids not received by the date, time, and location designated on the solicitation cover sheet, due to improper
labeling, may be considered non-responsive.
e. In the event of inclement weather on the date when bids are scheduled to be opened and the WCPS offices are
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closed, or operating under a modified schedule, bids will be opened on the next business day at the same time
as previously scheduled. Bids will be accepted until the scheduled time of opening on the next business day.
Often when schools are closed due to inclement weather, administrative offices remain open. When in doubt,
call the Purchasing Department (301-766-2840).
5. Addenda
a. All changes to the bid solicitation will be made through appropriate addenda issued from the Purchasing
Department.
b. Addenda will be available on the WCPS Purchasing Department webpage.
c. Addenda will be issued no later than four (4) days prior to the date for receipt of Bids except an Addendum
withdrawing the request for Bids or one which includes postponement of the date for receipt of Bids.
d. Each bidder shall ascertain, prior to submitting a bid that they have received all Addenda issued and the
bidder shall acknowledge receipt on the Signature Acknowledgement Form. Failure of any bidder to
acknowledge the receipt of addenda will not relieve that bidder from any obligations under this solicitation as
amended by addenda. All addenda so issued will become part of the award and contract documents.
6. Preparation of Bid
a. Should any bidder be in doubt as to the meaning of the specifications, or should they find any discrepancy or
omission, they shall notify the Contract Managers listed on the solicitation cover sheet. No pleas of
ignorance of such conditions and requirements resulting from failure to make such investigations and
examinations will relieve the successful offeror from its obligations to comply in every detail with all the
provisions and requirements of the contract documents, or will be accepted as a basis for any claim
whatsoever for any monetary consideration on the part of the successful bidder. If required, bidders will be
notified of clarifications and/or additional information by means of addenda.
b. Each bid will be sealed, show the full business address and contact information of the bidder and be signed by
the person(s) legally authorized to sign contracts. All correspondence concerning the bid and contract,
including notice of award, copy of contract, and purchase order, will be emailed, or mailed, to the address
shown on the bid in the absence of written instructions from the bidder to the contrary.
c. Bidders shall be required under Article 56, Section 270(4), Annotated Code of Maryland, to provide proof of
Certificate of Registry and must be licensed to do business in the State of Maryland and must provide a tax
certification number. Visit the following website to ensure compliance:
www.Egov.maryland.gov/BusinessExpress
d. By submitting a response to this solicitation, each Bidder represents that it is not in arrears in the payment of
any obligations due and owing the State of Maryland, including the payment of taxes and employee benefits,
and that it shall not become so in arrears during the term of the contract if selected for contract award.
e. Bids by partnerships must be signed with the partnership name, followed by the signature and designation of
the person having authority to sign. When requested, satisfactory evidence of authority of the person signing
will be furnished. Anyone signing the bid as an agent shall file satisfactory evidence of their authority to do
so, if requested.
f. Bids by corporations must be signed with the name of the corporation, followed by the signature and
designation of the person having authority to sign. When requested, satisfactory evidence of authority of the
person signing will be furnished. Anyone signing the bid as an agent shall file satisfactory evidence of their
authority to do so, if requested.
g. Failure to sign the bid document will result in rejection of the bid as non-responsive.
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h. WCPS will not be responsible for any costs incurred by a bidder in preparing and submitting a proposal in
response to this solicitation.
7. Bid Opening
a. Bids shall be opened in public at the time and place designated in the bid solicitation.
b. Complete evaluation of the proposals will not take place at the bid opening and no indication of award will be
made. A final recommendation(s) shall be prepared for review and approval by the Board of Education of
Washington County.
c. Final award recommendation, and the bid tabulation, will be posted on the WCPS webpage, after the Board of
Education of Washington County approval.
8. Award or Rejection of Bids
a. The basis of award shall be the lowest responsible bidder(s) submitting a responsive bid that conforms to the
specifications established in the solicitation with consideration given to the quantities involved, time required
for delivery, purpose for which required, competency and responsibility of bidder, the ability of the bidder to
perform satisfactory service, and the plan for utilization of minority contractors, if applicable.
b. WCPS reserves the right to determine completeness and/or timeliness of bids, to reject any or all bids in
whole or in part, to make partial awards, award to one or multiple bidders, to waive any informality in any
quotation, to increase or decrease quantities if quantities are listed in the bid, to reject any bid that shows any
omissions, alterations of form, additions not called for, conditions, or alternate proposals. Board of Education
of Washington County may make any such award as is deemed to be in the best interest WCPS.
c. Bidders may be required, before the awarding of a contract, to show to the complete satisfaction of WCPS,
that they have the necessary facilities, ability, and financial resources to execute the contract in a satisfactory
manner, and within the time specified. Bidders may be required to demonstrate they have the necessary
experience, history, and references to assure WCPS of their qualifications.
d. The Board of Education of Washington County reserves the right to award the bid within 90 days from the
date of the bid opening unless a different time period is stated in the bid document.
e. Unless stated otherwise in Section II, the contract may be awarded by line item, group, or in the aggregate,
whichever is in the best interest of WCPS.
f. In the event of a tie, where all other factors, such as past performance, are considered comparable, the award
shall be made to the Washington County based bidder; the closest Maryland out-of-county based bidder; and
the closest out-of-state based bidder, in that order of preference.
g. WCPS does not have local, state or federal preference requirements except when mandated by a targeted
funding source.
h. If, after competitive sealed bids have been opened, the Purchasing Manager determines that only one
responsible bidder has submitted a responsive bid, the procurement contract may be negotiated with that one
bidder as sole source procurement.
i. A recommendation for the award of a contract will be presented to the Board of Education of Washington
County for approval. Upon approval of the award of contract, the bidder(s) shall be notified of their award(s).
If applicable, a WCPS contract document shall also be issued.
j. The Board of Education of Washington County reserves the right to reject the bid of a bidder who has, in the
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