Agenda Item: 19
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: May 13, 2025
SUBJECT: OCCUPATIONAL HEALTH SERVICES CONTRACT
DEPARTMENT: Human Resources and Library Services
PRESENTER: Andrew Banh
RECOMMENDED ACTION
City Council:
1. Award a one-year contract to Concentra Medical Centers and AFC Urgent Care of Santa Clarita to provide occupational health services for a combined annual amount not to exceed $76,186.
2. Authorize the City Manager or designee to execute up to three additional one-year renewal options beginning in year two, not to exceed the annual contract amount, plus an adjustment in compensation consistent with the appropriate Consumer Price Index, upon request of the contractor, and contingent upon the appropriation of funds by the City Council in the annual budget for such fiscal year.
3. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita (City) outsources occupational health services to provide preemployment physicals, screenings, and assessments. Annually, Human Resources manages the processing of over 300 new and returning employees who require pre-employment physicals to ensure candidates have the physical capabilities to perform the job as outlined in the job bulletin.
In addition, occupational health services are also utilized to maintain compliance under the Department of Transportation (DOT) program that mandates random testing for individuals operating commercial motor vehicles on behalf of the City.
The City conducted a Request for Proposal (RFP) to solicit proposals from qualified vendors to provide occupational health services. The RFP was published and circulated via the City’s e19 Packet Pg. 406
procurement system, BidNet, on October 11, 2024. The City transmitted the solicitation to 1,118 vendors on BidNet, of which 51 vendors downloaded the RFP. Three vendors provided proposals for consideration.
These proposals were reviewed and evaluated based on each vendor’s ability to meet the specific needs of the City. An evaluation panel comprised of staff from the Human Resources and Recreation and Community Services divisions scored the responses using the following categories of weighted criteria:
• Qualifications (25 points)
• Experience with similar services (20 points)
• Business locations and hours (20 points)
• Thoroughness of proposal, approach to providing services, and ability to provide services (15 points)
• Cost of services provided (20 points)
The evaluation team scored the responses based on a 100-point system, with the results outlined below:
RANK VENDOR LOCATION SCORE
1 Concentra Medical Centers Santa Clarita, CA 83
2 AFC Urgent Care of Santa Clarita Santa Clarita, CA 71 3 Fastest Labs of Santa Clarita Santa Clarita, CA 64
In reviewing proposals, the evaluation team recommends awarding the contract to the two highest scores of Concentra Medical Centers and AFC Urgent Care of Santa Clarita. The evaluation team determined that the proposals from Concentra Medical Centers and AFC Urgent Care of Santa Clarita offered the best overall services to meet the City’s occupational health needs. Additionally, the City’s needs vary in terms of volume, hours of availability, and locations. By utilizing the services offered by both vendors, staff will have the flexibility to refer candidates and employees based on the services due to the different operating hours and locations of both vendors.
Staff has completed a due-diligence review of Concentra Medical Centers and AFC Urgent Care of Santa Clarita professional references and determined their work history meets the City’s standards and performance expectations. Additionally, the City has previously worked with both vendors, resulting in positive outcomes and work that adhered to the City’s standards. Based on the above, staff recommends awarding contracts to Concentra Medical Centers and AFC Urgent Care of Santa Clarita.
Contracts entered into pursuant to the RFP may be renewed annually, up to three times beginning in year two.
ALTERNATIVE ACTION
Other action as determined by the City Council.
19 Packet Pg. 407
FISCAL IMPACT
Upon adoption of the Fiscal Year 2025-26 budget, adequate funds will be available in expenditure accounts 1008100-516102 (General Fund), 7218101-515103 (Self Insurance Fund), and 3098200- 516102 (Public Library Fund) to support the recommended action.
ATTACHMENTS
HR-24-25-13 - Occupational Health Services - Published Bid Documents (available in the City Clerk's Reading File)
HR-24-25-13 - Occupational Health Services - Concentra Response File (available in the City Clerk's Reading File)
HR-24-25-13 - Occupational Health Services - AFC Urgent Care of Santa Clarita Response File (available in the City Clerk's Reading File)
19 Packet Pg. 408
Agenda Item: 20
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: May 13, 2025
SUBJECT: LICENSE AGREEMENT WITH VERIZON WIRELESS FOR THE
INSTALLATION AND OPERATION OF CELLULAR
COMMUNICATIONS IMPROVEMENT EQUIPMENT ON CITYOWNED PROPERTY DEPARTMENT: Neighborhood Services
PRESENTER: Mariela Delgado
RECOMMENDED ACTION
City Council:
1. Approve a License Agreement with Verizon Wireless for the installation of cellular communications equipment on City-owned property, Assessor’s Parcel Number 2811-067- 906.
2. Increase revenue account 100-401204 by $5,000 for Fiscal Year 2024-25 with an ongoing increase of $30,000 beginning in Fiscal Year 2025-26, subject to a Consumer Price Index adjustment on the anniversary of the commencement of the License Agreement.
3. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.
BACKGROUND
In 2010, the City of Santa Clarita (City) acquired Assessor Parcel Number 2811-067-906, located next to the William S. Hart Baseball Complex. The property (as shown in the Site Map) is currently developed with an existing electrical tower infrastructure owned and operated by Southern California Edison (Edison). Verizon Wireless has obtained approval from Edison to install and operate an unmanned wireless communications facility (WCF) on one of the towers.
In 2021, Verizon Wireless submitted an application to the City for a Conditional Use Permit (CUP) to install and operate an unmanned WCF on City-owned property. The CUP was 20 Packet Pg. 409
approved, allowing Verizon Wireless to install and operate the facility. The proposed WCF is subject to all applicable City building permits and regulatory requirements.
Under the terms of the proposed License Agreement, the City will receive a one-time License Fee of $2,500 and ongoing monthly revenue of $2,500. The License Agreement includes a fiveyear initial term, with four optional five-year terms. The monthly payment amount is subject to annual increase of three percent based on the Consumer Price Index (CPI).
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
The increase in estimated revenues as a result of this action is one-time revenue of $2,500, plus $2,500 of ongoing monthly revenue, which will be generated once the agreement is fully executed. Per the agreement, the monthly payment amount is subject to an annual increase of three percent based on the Consumer Price Index (CPI).
ATTACHMENTS
Site Map
License Agreement (available in the City Clerk's Reading File) 20 Packet Pg. 410
Verizon Wireless License Agreement Site Map
Bureau of Land Management, Esri, HERE, Garmin,
INCREMENT P, NGA, USGS
Proposed Cellular Improvement
APN 2811-067-906
Primary
Minor
4/28/2025, 1:05:29 PM
0 0.04 0.09 0.18 mi
0 0.07 0.15 0.3 km
1:4,514
Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. The City of Santa Clarita does not warrant the accuracy of the data and assumes no liability for any errors or omissions.
20.a
Packet Pg. 411 Attachment: Site Map (LICENSE AGREEMENT WITH VERIZON WIRELESS)
Agenda Item: 21
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: May 13, 2025
SUBJECT: AGREEMENT FOR THE PURCHASE AND DELIVERY OF
RENEWABLE DIESEL FUEL
DEPARTMENT: Economic Development
PRESENTER: Adrian Aguilar
RECOMMENDED ACTION
City Council:
1. Approve the use of a cooperative agreement through Sourcewell contract #121-522-TAC through February 10, 2027, for the purchase and delivery of renewable green diesel fuel from TACenergy, LLC, for a total contract amount not to exceed $350,000.
2. Authorize the City Manager or designee to execute a one-year extension, contingent upon renewal of contract #121-522-TAC by Sourcewell, in an amount not-to-exceed $225,000.
3. Authorize the City Manager or designee to execute all contracts and associated documents, or modify the award in the event issues of impossibility of performance arise, subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita (City) is in the process of converting its bus fleet to zero-emission vehicles as the remaining diesel-powered buses reach the end of their useful life. Santa Clarita Transit currently has six diesel buses remaining in the fleet. As the remaining diesel-powered vehicles are retired, the use of diesel fuel will decline, but will not be completely eliminated.
There is also a diesel-powered emergency generator installed at the Transit Maintenance Facility that allows the City to continue critical operations during emergencies. With the remaining diesel-powered buses and the diesel-powered generator, it is necessary for the City to maintain a diesel fuel supply. In order to comply with state regulations and reduce vehicle emissions, the City must continue to purchase renewable green diesel.
After conducting extensive research to find the most competitive pricing and the highest quality 21 Packet Pg. 412
options, staff has determined the most efficient method to purchase renewable green diesel fuel is through cooperative procurements or "piggybacking." The use of "piggyback" purchasing allows the City to place orders against a competitively awarded public agency contract. The City is using the cooperative purchasing agreement with Sourcewell for TACenergy, LLC. This contract, which was awarded on February 9, 2023, was solicited through a competitive request for proposal process and is valid through February 10, 2027, with the option to extend the agreement for one additional year. A copy of the executed cooperative agreement between Sourcewell and TACenergy, LLC is available in the City Clerk’s Reading File.
Renewable diesel fuel pricing is based on market rates reported by the Oil Price Information Service (OPIS). As noted in the attached Product Sale/Purchase Agreement, the OPIS rate will be based on the renewable diesel fuel daily gross contract average in Los Angeles, California, minus $0.0275 per gallon. Transit staff has performed a fuel use and cost analysis and determined this is the most cost-effective and efficient method for the City to procure renewable diesel based on the projected fuel use.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Funds for the initial contract in Fiscal Year 2025-26 and Fiscal Year 2026-27, and the contract extension from July 1, 2027, to February 10, 2028, will be available in Transit Fund (Fund 700) operating budgets, Transit Vehicle Fuel expenditure account 7003700-511102, contingent upon the appropriations of funds by the City Council in the annual budget for such fiscal year.
ATTACHMENTS
Sourcewell RFP #121522 for Fuel Delivery with Related Services TACenergy - Product Sale/Purchase Agreement 2025
Sourcewell Contract #121522-TAC with TACenergy, LLC (available in the City Clerk's Reading File)
21 Packet Pg. 413
Rev. 3/2022 Sourcewell RFP #121522
Fuel Delivery with Related Services
RFP #121522
REQUEST FOR PROPOSALS
for
Fuel Delivery with Related Services
Proposal Due Date: December 15, 2022, 4:30 p.m., Central Time Sourcewell, a State of Minnesota local government unit and service cooperative, is requesting proposals for Fuel Delivery with Related Services to result in a contracting solution for use by its Participating Entities. Sourcewell Participating Entities include thousands of governmental, higher education, K-12 education, nonprofit, tribal government, and other public agencies located in the United States and Canada. A full copy of the Request for Proposals can be found on the Sourcewell Procurement Portal [https://proportal.sourcewell-mn.gov]. Only proposals submitted through the Sourcewell Procurement Portal will be considered. Proposals are due no later than December 15, 2022, at 4:30 p.m. Central Time, and late proposals will not be considered.
SOLICITATION SCHEDULE
Public Notice of RFP Published: October 27, 2022
Pre-proposal Conference: November 17, 2022, 10:00 a.m., Central Time Question Submission Deadline: December 7, 2022, 4:30 p.m., Central Time Proposal Due Date: December 15, 2022, 4:30 p.m., Central Time Late responses will not be considered.
Opening: December 15, 2022, 6:30 p.m., Central Time
See RFP Section V.G. “Opening”
21.a
Packet Pg. 414 Attachment: Sourcewell RFP #121522 for Fuel Delivery with Related Services (APPROVE THE USE OF COOPERATIVE AGREEMENT FOR THE Rev. 3/2022 Sourcewell RFP #121522
Fuel Delivery with Related Services
I. ABOUT SOURCEWELL
A. SOURCEWELL
Sourcewell is a State of Minnesota local government unit and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that facilitates a competitive public solicitation and contract award process for the benefit of its 50,000+ participating entities across the United States and Canada. Sourcewell’s solicitation process complies with State of Minnesota law and policies, conforms to Canadian trade agreements (including Canadian Free Trade Agreement, Ontario-Quebec Trade and Cooperation Agreement, and Canada-European Union Comprehensive Economic and Trade Agreement, as applicable), and results in cooperative purchasing solutions from which Sourcewell’s Participating Entities procure equipment, products, and services.
Cooperative purchasing provides participating entities and suppliers increased administrative efficiencies and the power of combined purchasing volume that result in overall cost savings. At times, Sourcewell also partners with other purchasing cooperatives to combine the purchasing volume of their membership into a single solicitation and contract expanding the reach of contracted suppliers’ potential pool of end users.
Sourcewell uses a website-based platform, the Sourcewell Procurement Portal, through which all proposals to this RFP must be submitted.
B. USE OF RESULTING CONTRACTS
In the United States, Sourcewell’s contracts are available for use by:
• Federal and state government entities1;
• Cities, towns, and counties/parishes;
• Education service cooperatives;
• K-12 and higher education entities;
• Tribal government entities;
• Some nonprofit entities; and
• Other public entities.
In Canada, Sourcewell’s contracts are available for use by:
• Provincial and territorial government departments, ministries, agencies, boards, councils, committees, commissions, and similar agencies; • Indigenous self-governing bodies;
• Regional, local, district, and other forms of municipal government, municipal organizations, school boards, and publicly funded academic, health, and social service 1 Pursuant to HAR §3-128-2, the State of Hawaii, Department of Accounting and General Services, State Procurement Office, on behalf of the State of Hawaii and participating jurisdictions, has provided notice of its Intent to Participate in the solicitation as a participating entity.
21.a
Packet Pg. 415 Attachment: Sourcewell RFP #121522 for Fuel Delivery with Related Services (APPROVE THE USE OF COOPERATIVE AGREEMENT FOR THE Rev. 3/2022 Sourcewell RFP #121522
Fuel Delivery with Related Services
entities referred to as MASH sector (this should be construed to include but not be limited to the Cities of Calgary, Edmonton, Toronto, Ottawa, and Winnipeg), as well as any corporation or entity owned or controlled by one or more of the preceding entities; and,
• Crown corporations, government enterprises, and other entities that are owned or controlled by these entities through ownership interest.
For a listing of current United States and Canadian Participating Entities visit Sourcewell’s website (note: there is a tab for each country): https://www.sourcewell-mn.gov/sourcewell-forvendors/agency-locator.
Participating Entities typically access contracted equipment, products, or services through a purchase order issued directly to the contracted supplier. A Participating Entity may request additional terms or conditions related to a purchase. Use of Sourcewell contracts is voluntary and Participating Entities retain the right to obtain similar equipment, products, or services from other sources.
To meet Participating Entities’ needs, Sourcewell broadly publishes public notice of all solicitation opportunities, including this RFP. In addition, where applicable, other purchasing cooperatives and procurement officials receive notice and are encouraged to re-post the solicitation opportunity.
Proof of publication will be available at the conclusion of the solicitation process.
II. SOLICITATION DETAILS
A. SOLUTIONS-BASED SOLICITATION
This RFP and contract award process is a solutions-based solicitation; meaning that Sourcewell is seeking equipment, products, or services that meet the general requirements of the scope of this RFP and that are commonly desired or are required by law or industry standards.
B. REQUESTED EQUIPMENT, PRODUCTS, OR SERVICES
It is expected that proposers will offer a wide array of equipment, products, or services at lower prices and with better value than what they would ordinarily offer to a single government entity, a school district, or a regional cooperative.
1. Sourcewell is seeking proposals for Fuel Delivery with Related Services, including:
a. Supply and delivery of all formulations, grades, and blends of vehicle, equipment, aviation, and heating fuels, fluids, gases, gasolines, additives, and hybrid or alternative fuels; and,
21.a
Packet Pg. 416 Attachment: Sourcewell RFP #121522 for Fuel Delivery with Related Services (APPROVE THE USE OF COOPERATIVE AGREEMENT FOR THE Rev. 3/2022 Sourcewell RFP #121522
Fuel Delivery with Related Services
b. Support services directly related to delivery of the fuels, fluids, gases, gasolines, additives, and hybrid or alternative fuels, described in 1. a. above, such as, fuel or inventory monitoring, mobile fueling, management and logistics, data management, and fleet sanitizing.
Proposers may include related equipment, accessories, and services to the extent that these solutions are ancillary or complementary to the equipment, products, or services being proposed.
2. The primary focus of this solicitation is on Fuel Delivery with Related Services. This solicitation should NOT be construed to include services-only or technology-only solutions.
3. This solicitation does not include those equipment, products, or services covered under categories included in pending or planned Sourcewell solicitations, or in contracts currently maintained by Sourcewell, identified below:
a. Aboveground Fuel and Fluid Storage with Related Hardware, Software, and Services (RFP #092920);
b. Fleet Management Technologies with Related Software Solutions (RFP #020221); c. Electric Vehicle Supply Equipment and Related Services (RFP #042221); and, d. Fleet Management Services (RFP #030122).
Generally, the solutions for Participating Entities are turn-key solutions, providing a combination of equipment, products and services, and delivery. However, products-only solutions may be appropriate for situations where Participating Entities possess the ability, either in-house or through local third-party contractors, to self-perform the related services.
Sourcewell prefers suppliers that provide a sole source of responsibility for the equipment, products, and services provided under a resulting contract. If proposer is including the equipment, products, and services of its subsidiary entities, the proposer must also identify all included subsidiaries in its proposal. If proposer requires the use of distributors, dealers, resellers, or subcontractors to provide the equipment, products, or services, the proposal must address how the equipment, products or services will be provided to Participating Entities, and describe the network of distributors, dealers, resellers, and/or subcontractors that will be available to serve Participating Entities under a resulting contract.
Sourcewell encourages suppliers to offer the broadest possible selection of equipment, products, and services being proposed over the largest possible geographic area and to the largest possible cross-section of Sourcewell current and future Participating Entities.
21.a
Packet Pg. 417 Attachment: Sourcewell RFP #121522 for Fuel Delivery with Related Services (APPROVE THE USE OF COOPERATIVE AGREEMENT FOR THE Rev. 3/2022 Sourcewell RFP #121522
Fuel Delivery with Related Services
C. REQUIREMENTS
It is expected that proposers have knowledge of all applicable industry standards, laws, and regulations and possess an ability to market and distribute the equipment, products, or services to Participating Entities.
1. Safety Requirements. All items proposed must comply with current applicable safety or regulatory standards or codes.
2. Deviation from Industry Standard. Deviations from industry standards must be identified with an explanation of how the equipment, products, and services will provide equivalent function, coverage, performance, and/or related services.
3. New Equipment and Products. Proposed equipment and products must be for new, current model; however, proposer may offer certain close-out equipment or products if it is specifically noted in the Pricing proposal.
4. Delivered and operational. Unless clearly noted in the proposal, equipment and products must be delivered to the Participating Entity as operational.
5. Warranty. All equipment, products, supplies, and services must be covered by a warranty that is the industry standard or better.
D. ANTICIPATED CONTRACT TERM
Sourcewell anticipates that the term of any resulting contract(s) will be four years, with an optional one-year extension that may be offered based on the best interests of Sourcewell and its Participating Entities.
E. ESTIMATED CONTRACT VALUE AND USAGE
Based on past volume of similar contracts, the estimated annual value of all transactions from contracts resulting from this RFP are anticipated to be USD $40 Million; therefore, proposers are expected to propose volume pricing. Sourcewell anticipates considerable activity under the contract(s) awarded from this RFP; however, sales and sales volume from any resulting contract are not guaranteed.
F. MARKETING PLAN
Proposer’s sales force will be the primary source of communication with Participating Entities.
The proposer’s Marketing Plan should demonstrate proposer’s ability to deploy a sales force or dealer network to Participating Entities, as well as proposer’s sales and service capabilities. It is expected that proposer will promote and market any contract award.
21.a
Packet Pg. 418 Attachment: Sourcewell RFP #121522 for Fuel Delivery with Related Services (APPROVE THE USE OF COOPERATIVE AGREEMENT FOR THE Rev. 3/2022 Sourcewell RFP #121522
Fuel Delivery with Related Services
G. ADDITIONAL CONSIDERATIONS
1. Contracts will be awarded to proposers able to best meet the need of Participating Entities. Proposers should submit their complete line of equipment, products, or services that are applicable to the scope of this RFP.
2. A proposer may submit only one proposal. If related, affiliated, or subsidiary entities elect to submit separate proposals, rather than a single parent-entity proposal, each such proposal must be prepared independently and without cooperation, collaboration, or collusion.
3. If a proposer works with a consultant on its proposal, the consultant (an individual or company) may not assist any other entity with a proposal for this solicitation.
4. Proposers should include all relevant information in its proposal, since Sourcewell cannot consider information that is not included in the proposal. Sourcewell reserves the right to verify proposer’s information and may request clarification from a proposer, including samples of the proposed equipment or products.
5. Depending upon the responses received in a given category, Sourcewell may need to organize responses into subcategories in order to provide the broadest coverage of the requested equipment, products, or services to Participating Entities. Awards may be based on a subcategory.
6. A proposer’s documented negative past performance with Sourcewell or its Participating Entities occurring under a previously awarded Sourcewell contract may be considered in the evaluation of a proposal.
III. PRICING
A. REQUIREMENTS
All proposed pricing must be:
1. Quoted Adjustment from Index or Benchmark Pricing, Line-Item Pricing, or Percentage Discount from Catalog Pricing, or a combination of these:
a. Quoted Adjustment from Index or Benchmark Pricing is pricing based on a discount or increase ( / — ) adjustment to a stated index or benchmark. b. Line-item Pricing is pricing based on each individual product or services. Each line must indicate the proposer’s published “List Price,” as well as the “Contract Price.” c. Percentage Discount from Catalog or Category is based on a percentage discount from a catalog or list price, defined as a published Manufacturer’s Suggested Retail Price (MSRP) for the products or services. Individualized percentage discounts can be applied to any number of defined product groupings. Proposers will be responsible for providing and maintaining current published MSRP with Sourcewell, and this pricing must be included in its proposal and provided throughout the term of any contract resulting from this RFP.
2. The proposer’s not to exceed price. A not to exceed price is the highest price for which equipment, products, or services may be billed to a Participating Entity. However, it is permissible for suppliers to sell at a price that is lower than the contracted price.
21.a
Packet Pg. 419 Attachment: Sourcewell RFP #121522 for Fuel Delivery with Related Services (APPROVE THE USE OF COOPERATIVE AGREEMENT FOR THE Rev. 3/2022 Sourcewell RFP #121522
Fuel Delivery with Related Services
3. Stated in U.S. and Canadian dollars (as applicable).
4. Clearly understandable, complete, and fully describe the total cost of acquisition (e.g., the cost of the proposed equipment, products, and services delivered and operational for its intended purpose in the Participating Entity’s location).
Proposers should clearly identify any costs that are NOT included in the proposed product or service pricing. This may include items such as freight, loading or unloading, monitoring, surcharges, fees, installation, set up, mandatory training, or initial inspection. Include identification of any parties that impose such costs and their relationship to the proposer.
Additionally, proposers should clearly describe any unique distribution and/or delivery methods or options offered in the proposal.
B. ADMINISTRATIVE FEES
Proposers awarded a contract are expected to pay to Sourcewell an administrative fee in exchange for Sourcewell facilitating the resulting contracts. The administrative fee is calculated on total sales to Participating Entities for all contracted equipment, products, or services made during a calendar quarter, and may be expressed as a percentage, per-unit, or flat fee in alignment with industry standards and practices.
IV. CONTRACT
Proposers awarded a contract will be required to execute a contract with Sourcewell (see attached template). Only those modifications the proposer indicates in its proposal will be available for discussion. Much of the language in the Contract reflects Minnesota legal requirements and cannot be altered. Numerous and/or onerous exceptions that contradict Minnesota law may result in the proposal being disqualified from further review and evaluation.
To request a modification to the template Contract, a proposer must submit the Exceptions to Terms, Conditions, or Specifications table with its proposal. Only those exceptions noted at the time of the proposal submission will be considered.
Exceptions must:
1. Clearly identify the affected article and section.
2. Clearly note the requested modification; and as applicable, provide requested alternative language.
Unclear requests will be automatically denied.
Only those exceptions that have been accepted by Sourcewell will be included in the contract document provided to the awarded supplier for signature.
If a proposer receives a contract award resulting from this solicitation it will have up to 30 days to sign and return the contract. After that time, at Sourcewell’s sole discretion, the contract award may be revoked.
21.a
Packet Pg. 420 Attachment: Sourcewell RFP #121522 for Fuel Delivery with Related Services (APPROVE THE USE OF COOPERATIVE AGREEMENT FOR THE Rev. 3/2022 Sourcewell RFP #121522
Fuel Delivery with Related Services
V. RFP PROCESS
A. PRE-PROPOSAL CONFERENCE
Sourcewell will hold an optional, non-mandatory pre-proposal conference via webcast on the date and time noted in the Solicitation Schedule for this RFP and on the Sourcewell Procurement Portal. The purpose of this conference is to allow potential proposers to ask questions regarding this RFP and Sourcewell’s competitive contracting process. Information about the webcast will be sent to all entities that have registered for this solicitation opportunity through their Sourcewell Procurement Portal Vendor Account. Pre-proposal conference attendance is optional.
B. QUESTIONS REGARDING THIS RFP AND ORAL COMMUNICATION
All questions regarding this RFP must be submitted through the Sourcewell Procurement Portal.
The deadline for submission of questions is found in the Solicitation Schedule and on the Sourcewell Procurement Portal. Answers to questions will be issued through an addendum to this RFP. Repetitive questions will be summarized into a single answer and identifying information will be removed from the submitted questions.
All questions, whether specific to a proposer or generally related to the RFP, must be submitted using this process. Do not contact individual Sourcewell staff to ask questions or request information as this may disqualify the proposer from responding to this RFP. Sourcewell will not respond to questions submitted after the deadline.
C. ADDENDA
Sourcewell may modify this RFP at any time prior to the proposal due date by issuing an addendum. Addenda issued by Sourcewell become a part of the RFP and will be delivered to potential proposers through the Sourcewell Procurement Portal. Sourcewell accepts no liability in connection with the delivery of any addenda.
Before a proposal will be accepted through the Sourcewell Procurement Portal, all addenda, if any, must be acknowledged by the proposer by checking the box for each addendum. It is the responsibility of the proposer to check for any addenda that may have been issued up to the solicitation due date and time.
If an addendum is issued after a proposer submitted its proposal, the Sourcewell Procurement Portal will WITHDRAW the submission and change the proposer’s proposal status to INCOMPLETE. The proposer can view this status change in the “MY BIDS” section of the Sourcewell Procurement Portal Vendor Account. The proposer is solely responsible to check the “MY BIDS” section of the Sourcewell Procurement Portal Vendor Account periodically after
21.a
Packet Pg. 421 Attachment: Sourcewell RFP #121522 for Fuel Delivery with Related Services (APPROVE THE USE OF COOPERATIVE AGREEMENT FOR THE Rev. 3/2022 Sourcewell RFP #121522
Fuel Delivery with Related Services
submitting its proposal (and up to the Proposal Due Date). If the proposer’s proposal status has changed to INCOMPLETE, the proposer is solely responsible to:
i) make any required adjustments to its proposal;
ii) acknowledge the addenda; and
iii) ensure the re-submitted proposal is received through the Sourcewell Procurement Portal no later than the Proposal Due Date and time shown in the Solicitation Schedule above.
D. PROPOSAL SUBMISSION
Proposer’s complete proposal must be submitted through the Sourcewell Procurement Portal no later than the date and time specified in the Solicitation Schedule. Any other form of proposal submission, whether electronic, paper, or otherwise, will not be considered by Sourcewell. Late proposals will not be considered. It is the proposer’s sole responsibility to ensure that the proposal is received on time.
It is recommended that proposers allow sufficient time to upload the proposal and to resolve any issues that may arise. The time and date that a proposal is received by Sourcewell is solely determined by the Sourcewell Procurement Portal web clock.
In the event of problems with the Sourcewell Procurement Portal, follow the instructions for technical support posted in the portal. It may take up to 24 hours to respond to certain issues.
Upon successful submission of a proposal, the Sourcewell Procurement Portal will automatically generate a confirmation email to the proposer. If the proposer does not receive a confirmation email, contact Sourcewell’s support provider at [email protected].
To ensure receipt of the latest information and updates via email regarding this solicitation, or if the proposer has obtained this solicitation document from a third party, the onus is on the proposer to create a Sourcewell Procurement Portal Vendor Account and register for this solicitation opportunity.
Within the Sourcewell Procurement Portal, all proposals must be digitally acknowledged by an authorized representative of the proposer attesting that the information contained in in the proposal is true and accurate. By submitting a proposal, proposer warrants that the information provided is true, correct, and reliable for purposes of evaluation for potential contract award.
The submission of inaccurate, misleading, or false information is grounds for disqualification from a contract award and may subject the proposer to remedies available by law.
E. GENERAL PROPOSAL REQUIREMENTS
Proposals must be:
• In substantial compliance with the requirements of this RFP or it will be considered nonresponsive and be rejected.
• Complete. A proposal will be rejected if it is conditional or incomplete.
21.a
Packet Pg. 422 Attachment: Sourcewell RFP #121522 for Fuel Delivery with Related Services (APPROVE THE USE OF COOPERATIVE AGREEMENT FOR THE Rev. 3/2022 Sourcewell RFP #121522
Fuel Delivery with Related Services
• Submitted in English.
• Valid and irrevocable for 90 days following the Proposal Due Date.
Any and all costs incurred in responding to this RFP will be borne by the proposer.
F. PROPOSAL WITHDRAWAL
Prior to the proposal deadline, a proposer may withdraw its proposal.
G. OPENING
The Opening of proposals will be conducted electronically through the Sourcewell Procurement Portal. A list of all proposers will be made publicly available in the Sourcewell Procurement Portal after the Proposal Due Date, but no later than the Opening time listed in the Solicitation Schedule.
To view the list of proposers, verify that the Sourcewell Procurement Portal opportunities list search is set to “All” or “Closed.” The solicitation status will automatically change to “Closed” after the Proposal Due Date and Time.
VI. EVALUATION AND AWARD
A. EVALUATION
It is the intent of Sourcewell to award one or more contracts to responsive and responsible proposers offering the best overall quality, selection of equipment, products, and services, and price that meet the commonly requested specifications of Sourcewell and its Participating Entities. The award(s) will be limited to the number of proposers that Sourcewell determines is necessary to meet the needs of its Participating Entities.
Factors to be considered in determining the number of contracts to be awarded in any category may include the following:
• Total evaluation scores (giving consideration to natural breaks in the scoring of responsive proposals);
• The number and geographic location of highest-scoring proposers that offer:
o A comprehensive selection of the requested equipment, products, or services; o A sales and service network ensuring availability and coverage for Participating Entities’ use; and
o Other attributes of the proposer or contents of its proposal that assist Participating Entities in achieving environmental and social requirements, and goals.
Information submitted as part of a proposal should be as specific as possible when responding to the RFP. Do not assume Sourcewell has any knowledge about a specific supplier or product.
21.a
Packet Pg. 423 Attachment: Sourcewell RFP #121522 for Fuel Delivery with Related Services (APPROVE THE USE OF COOPERATIVE AGREEMENT FOR THE Rev. 3/2022 Sourcewell RFP #121522
Fuel Delivery with Related Services
B. AWARD(S)
Award(s) will be made to the highest-scoring proposer(s) whose proposal conforms to all conditions and requirements of the RFP, and consistent with the award criteria defined in this RFP.
Sourcewell may request written clarification of a proposal at any time during the evaluation process.
Proposal evaluation will be based on the following scoring criteria and the Sourcewell Evaluator Scoring Guide (a copy is available in the Sourcewell Procurement Portal):
Conformance to RFP Requirements 50
Financial Viability and Marketplace Success 75
Ability to Sell and Deliver Service 100
Marketing Plan 50
Value Added Attributes 75
Warranty and Performance Standards or Guarantees 50
Depth and Breadth of Offered Equipment, Products, or Services 200 Pricing 400
TOTAL POINTS 1000
C. PROTESTS OF AWARDS
Any protest made under this RFP by a proposer must be in writing, addressed to Sourcewell’s Executive Director, and delivered to the Sourcewell office located at 202 12th Street NE, P.O.
Box 219, Staples, MN 56479. All documents that comprise the complete protest package must be received, and time stamped at the Sourcewell office by 4:30 p.m., Central Time, no later than 10 calendar days following Sourcewell’s notice of contract award(s) or non-award. and must be time stamped by Sourcewell no later than 4:30 p.m., Central Time. A protest must allege a procedural, technical, or legal defect, with supporting documentation. A protest that merely requests a re-evaluation of a proposal’s content will not be entertained A protest must include the following items:
• The name, address, and telephone number of the protester; • Identification of the solicitation by RFP number;
• A precise statement of the relevant facts;
• Identification of the alleged procedural, technical, or legal defect; • Analysis of the basis for the protest;
• Any additional supporting documentation;
• The original signature of the protester or its representative; and • Protest bond in the amount of $20,000 (except where prohibited by law or treaty).
21.a
Packet Pg. 424 Attachment: Sourcewell RFP #121522 for Fuel Delivery with Related Services (APPROVE THE USE OF COOPERATIVE AGREEMENT FOR THE Rev. 3/2022 Sourcewell RFP #121522
Fuel Delivery with Related Services
Protests that do not address these elements will not be reviewed.
D. RIGHTS RESERVED
This RFP does not commit Sourcewell to award any contract, and a proposal may be rejected if it is nonresponsive, conditional, incomplete, conflicting, or misleading. Proposals that contain false statements or do not support an attribute or condition stated by the proposer may be rejected.
Sourcewell reserves the right to:
• Modify or cancel this RFP at any time;
• Reject any and all proposals received;
• Reject proposals that do not comply with the provisions of this RFP; • Select, for contracts or for discussion, a proposal other than that with the lowest cost; • Independently verify any information provided in a proposal; • Disqualify any proposer that does not meet the requirements of this RFP, is debarred or suspended by the United States or Canada, State of Minnesota, Participating Entity’s state or province; has an officer, or other key personnel, who have been charged with a serious crime; or is bankrupt, insolvent, or where bankruptcy or insolvency are a reasonable prospect;
• Waive or modify any informalities, irregularities, or inconsistencies in the proposals received;
• Clarify any part of a proposal and discuss any aspect of the proposal with any proposer; and negotiate with more than one proposer;
• Award a contract if only one responsive proposal is received if it is in the best interest of Participating Entities; and
• Award a contract to one or more proposers if it is in the best interest of Participating Entities.
E. DISPOSITION OF PROPOSALS
All materials submitted in response to this RFP will become property of Sourcewell and will become public record in accordance with Minnesota Statutes Section 13.591, after negotiations are complete. Sourcewell considers that negotiations are complete upon execution of a resulting contract. It is the proposer’s responsibility to clearly identify any data submitted that it considers to be protected. Proposer must also include a justification for the classification citing the applicable Minnesota law. Sourcewell may reject proposals that are marked confidential or nonpublic, either substantially or in their entirety.
Sourcewell will not consider the prices submitted by the proposer to be confidential, proprietary, or trade secret materials. Financial information, including financial statements, provided by a proposer is not considered trade secret under the statutory definition.
21.a
Packet Pg. 425 Attachment: Sourcewell RFP #121522 for Fuel Delivery with Related Services (APPROVE THE USE OF COOPERATIVE AGREEMENT FOR THE 11/8/2022
Addendum No. 1
Solicitation Number: RFP 121522
Solicitation Name: Fuel Delivery with Related Services
Consider the following Question and Answer to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
It's difficult to work within the fields on the website. Is there a PDF document that can be downloaded to fill out?
Answer 1:
After selecting “Start Submission”, a proposer may navigate to Step 4 – “Preview Bid” and select “Preview My Bid in PDF” if a downloadable PDF of the questionnaire tables is desired. However, all proposals must be submitted through the Sourcewell Procurement Portal. Guidance on preparing a response in the Portal can be found in the “Submit Response Guide” located on the “Bids Homepage” in the Resource Materials section.
End of Addendum
Acknowledgement of this Addendum to RFP 121522 posted to the Sourcewell Procurement Portal on 11/8/2022, is required at the time of proposal submittal.
21.a
Packet Pg. 426 Attachment: Sourcewell RFP #121522 for Fuel Delivery with Related Services (APPROVE THE USE OF COOPERATIVE AGREEMENT FOR THE Product Sale/Purchase Agreement
Dated: April 16, 2025
BUYER: City of Santa Clarita, CA
SELLER: TACenergy, LLC
PRODUCT: Renewable Diesel (RD99)
DELIVERY PERIOD: 07/01/2025 through 02/10/2027 concurrent with the Sourcewell contract #121522-TAC PRICE: Same Day Los Angeles, CA OPIS Contract (10AM) Average Gross with CAR minus $0.0275 per gallon. Price differential is inclusive of fuel and freight.
The Price does not include, and Buyer is liable for and shall pay any and all taxes, charges or fees assessed by governmental authorities applicable to the Product sold hereunder.
PLACE, METHOD OF DELIVERY & QUANTITY:
FOB Destination: 28283 Alta Vista Ave, Santa Clarita, CA 91355 Deliveries assume order quantities of at least 7,500 gallons per delivery Estimated volume: 60,000 gallons annually
PAYMENT TERMS: Net 30 days from date of invoice via Buyer-initiated ACH payment.
OTHER: Agreement incorporates the terms and conditions of the Sourcewell cooperative purchasing contract #121522-TAC.
All correspondence and inquiries should be directed to Seller at the listed address and phone numbers.
This Agreement is subject to the Seller’s Terms and Conditions for Fuel Sales (Revised December 2022).
IN WITNESS WHEREOF, the parties have entered into this Agreement, effective as of the date first written above.
BUYER: SELLER:
By: ________________________________ By: __________________________________ Signature: ________________________________ Signature: __________________________________ Name: ________________________________ Name: __________________________________ Title: ________________________________ Title: __________________________________
21.b
Packet Pg. 427 Attachment: TACenergy - Product Sale/Purchase Agreement 2025 (APPROVE THE USE OF COOPERATIVE AGREEMENT FOR THE PURCHASE