ACTION:
____________________________
Clerk/Secretary
Department: Fire Item No: C4
Prepared by: Maia Hodge, Management Analyst Meeting Date: February 25, 2025 Approved by:
Gerard Washington, Fire Chief
John Conley, City Manager Agenda Location: Consent Calendar S
UBJECT: BULK FUEL DELIVERY SERVICES – AWARD OF CONTRACT RE
COMMENDATION: Adopt City Council Resolution No. 2025- , awarding a contract for services to Southern Counties Lubricants, Inc., for Bulk Fuel Delivery Services.
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RRELATION TO CITY COUNCIL GOALS: Public Safety and Fiscal Responsibility.
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RIOR ACTION: On June 11, 2024, adopted City Council Resolution No. 2024-103, amending the Operating Budget for Fiscal Years 2023/24 and 2024/25 (Vote: 5-0).
O
n January 12, 2021, adopted City Council Resolution No. 2021-6, approving the agreement with Southern Counties Lubricants, LLC, for the purchase of unleaded gas and diesel fuel (Vote: 5-0).
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TATEMENT ON THE SUBJECT: The City of Vista Fire Rescue frontline fleet is comprised of five fire engines, six ambulances, one aerial apparatus truck, three cross-staffed brush engines, a County of San Diego Office of Emergency Services brush engine, one command vehicle, and several staff and reserve vehicles and apparatuses. In 2024, Vista Fire Rescue responded to 18,067 calls and used approximately 45,000 gallons of fuel. The amount of fuel used annually can fluctuate based on call volume. Vista Fire Rescue maintains two fuel tanks at Fire Station 1: a 1,000-gallon unleaded gas tank and a 2,000-gallon diesel fuel tank. The unleaded gas and diesel fuel are delivered to Fire Station 1 tanks on a monthly basis.
The entire fire fleet obtains their fuel from these tanks. Due to emergency and public safety needs, Vista Fire Rescue requires a dedicated fuel supply to ensure there is adequate access to gasoline in the event of power outages, fuel shortages, or local fires. As such, a vendor with the capability to deliver fuel to City underground tanks is needed.
P
ursuant to section 3.08.040 of the Vista Municipal Code, a Request for Bids (RFB) was issued on December 11, 2024, on the City’s procurement website and online procurement portal, OpenGov, for Bulk Fuel Delivery Services (Exhibit 2). The bid deadline was January 15, 2025. Two proposals were received, one from Flyers Energy, LLC and one from Southern Counties Lubricants, LLC.
S
taff evaluated each proposal based upon predetermined criteria identified in the RFB including price, time in business, service to other public agencies, Veeder Root system capability (a customizable fuel monitoring system), local delivery source, and remote fueling capabilities.
AGENDA
REPORT
CITY COUNCIL
COMMUNITY DEVELOPMENT COMMISSION
SUCCESSOR AGENCY
BUENA SANITATION DISTRICT
JOINT POWERS FINANCING AUTHORITY
02/25/2025
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MEETING DATE: February 25, 2025 PAGE 2
SUBJECT: BULK FUEL DELIVERY SERVICES – AWARD OF CONTRACT Based on the evaluation of the proposals, staff recommend awarding the contract to Southern Counties Lubricants, LLC for bulk fuel delivery services. Southern Counties Lubricants has over 26 years of industry experience. In addition, they have been the preferred bulk fuel provider to the City of Vista for the last ten years. The annual contract ceiling is not to exceed $300,000 for 24 months with an option to extend for an additional 36-month period. The contract ceiling is not a direct indicator of cost per gallon and allows for flexibility in the event of increased usage and/or price fluctuation in fuel market prices (Exhibit 3).
F
ISCAL IMPACT: The proposed contract is estimated to cost $408,000 over the next two fiscal years.
Funding in the amount of $108,000 is available in the Fire Maintenance Fuel account (No. 0010252.531110) and is sufficient to fund fuel needs through Fiscal Year 2024-25. Subsequent year funding will be included in the two-year budget planning process.
E
XHIBITS:
1. City Council Resolution No. 2025- , awarding a contract to Southern Counties Lubricants, LLC for bul
k fuel delivery services
2. RFB Bulk Fuel Delivery Services
3. Contract with Southern Counties Lubricants, LLC
02/25/2025
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00029213 7
RESOLUTION NO. 2025-
A RESOLUTION OF THE CITY COUNCIL OF THE CHARTERED CITY OF
VISTA, CALIFORNIA, APPROVING THE BULK FUEL DELIVERY
SERVICES CONTRACT
The City Council of the City of Vista does resolve as follows:
1. Findings. The City Council hereby finds and declares the following:
A. On June 11, 2024, adopted City Council Resolution No. 2024- 103, amending the Operating Budget for Fiscal Years 2023/ 24 and 2024/ 25 ( Vote: 5-0).
B. Pursuant to section 3.08.040 of the Vista Municipal Code, a request for proposals RFP) was issued on December 11, 2024, for bulk fuel delivery services.
C. Two proposals were submitted in response to the RFP and each was evaluated based upon the predetermined criteria identified in the RFP.
D. Staff recommends Southern Counties Lubricants, LLC as the vendor to provide bulk fuel delivery services.
2. Action.
A. The contract between the City of Vista and Southern Counties Lubricants, LLC for bulk fuel delivery services is approved and the Mayor is authorized to execute the contract.
3. Adoption. PASSED AND ADOPTED at a meeting of the City Council of the City of Vista held on February 25, 2025, by the following vote:
AYES:
NOES:
ABSTAIN:
APPROVED AS TO FORM:
WALTERCHUNG, CITY ATTORNEY
By:
APPROVED
Walter C. Chung
20250217154238
JOHN B. FRANKLIN, MAYOR
ATTEST:
KATHYVALDEZ, CITY CLERK
By:
02/25/2025
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EXHIBIT 1
City of Vista
BulkFuelDeliveryServices
Attachments:
A - Contract for Goods (RFB)(no PW)
B - InsuranceRequirements -Checklist -$2M (00026169xBECB1) 02/25/2025
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EXHIBIT 2
1. Introduction
1.1. Summary
TheCityof VistaFireDepartment, Vista, California ("City") isacceptingsealedproposalsfor BulkFuel DeliveryServicesfor the VistaFireDepartment, asspecificallysetforth in the City'se-Procurement portal, OpenGovuntil Wednesday, January15, 2025, 3:00 p.m. PST.
1.2. Background
TheCityof Vista, incorporatedin 1963, isa generallawcity with council/managerform of government.
TheCityof Vistaislocatedin north SanDiegoCounty, approximately42milesnorth of SanDiegoand93 milessoutheastof LosAngeles. TheCityof VistaFireDepartmentservesa landareaof 36.5 square miles, 19milesin the city proper, and17.5 milesin the VistaFireProtectionDistrict. TheVista/District populationis120,533. VistaisSanDiego’scraft beercapital, with the mostcraft breweriesper capitaof anyCaliforniacity. With morethan 21.3 million squarefeet of commercial, retail, andindustrialspace, Vistaishometo high-techmanufacturingandR&D.
TheVistaFireDepartmenthasa fuelingstationat FireStation1 at 175N. MelroseDrive, Vista, CA 92083. Thecapacityof the undergroundtanksare1,000gallonsfor unleadedfuel and2,000gallonsfor diesel. Annualfuel deliveryisapproximately50,000gallonswith 30% of the quantityunleadedand70% diesel.
Proposalpriceshallconsistof the OilPriceInformationService (OPIS) dailyaveragerackpriceoveror under (plusor minus) a statedamount. Biddershallsubmiteither a plusor minusrate (onerate per type of fuel only) whichwill beappliedto the publisheddailyaverageto establishthe costper gallonfor each delivery. Theproposalpriceshallbe firm, fixed, fully burdened, FOBdestination, andincludeany applicabledeliveryor freight charges, andanyother costsrequiredto providethe requirementsas specifiedin this RFP. Taxesandapplicablelocal, state, andfederalregulatoryfeesshouldnot be includedin the priceproposal. Applicabletaxesandregulatoryfeeswill beaddedto the netamount invoiced.
Occasionaldeliveryof fuel duringa publicemergencywithin the VistaFireDepartment'sprimary responsearea (CityandVistaFireProtectionDistrict), for apparatusat the incident locationor fixed electricalfire stationgeneratorswithin 6 hoursof notification.
Thequantitiesandestimatedfuel usagelistedin the ProposalSheetisprovidedto givea general indicationof the scopeof the work andfor the comparisonof proposals. Nowarrantyismade, either expresslyor by implication, that the actualquantity of work to be donewill correspondtherewith.
1.3. ContactInformation
Maia Hodge
ManagementAnalyst
200CivicCenterDrive
Vista, CA92084
Email: [email protected]
Phone: (760) 643-5383
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Department:
Fire
1.4. Timeline
ReleaseProjectDate December11, 2024
QuestionSubmissionDeadline December25, 2024, 1:00pm
QuestionResponseDeadline January1, 2025, 3:00pm
ProposalSubmissionDeadline January15, 2025, 3:00pm
ContractAward February11, 2205
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2. RFBfor the Purchaseof Goods
2.1. RFBfor the Purchaseof Goods
TheCityof Vistaisrequestingwritten bidsfrom qualifiedBiddersfor the furnishingof fuel deliveryin accordancewith the requirementsandspecificationsof this Requestfor Bids (RFB). Thiswill bea twenty-four (24) monthcontractwith anadditional36-month extensionfor a maximum60month contractin anamountnot to exceedNOVALUE. Anyextensionof the contractterm shallbeat the City's discretion.
I. GENERALBIDREQUIREMENTS
Bidsmustincludethe followingelements:
1. Coverletter, not to exceedonesinglespacedpage.
2. Descriptionof Bidder’squalifications, not to exceedonesinglespacedpage.
3. FeeScheduleto beelectronicallysubmittedviathe City'seProcurementPortal.
4. DeliverySchedulefor eachitem on FeeSchedule.
5. Asapplicable - Descriptionof Bidder’sor manufacturer’swarrantytermsfor eachitem on Fee Schedule.
6. Asapplicable – Completecopyof Bidder’sor manufacturer’swarrantyfor eachitem on FeeSchedule.
7. Asapplicable – Manufacturer’stechnicalspecificationssheetfor eachitem on FeeSchedule.
Bidsubmissionrequirements:
Toreceiveaddendaandsubmita Bid, Biddersmustregistera free accountwith the City’seProcurement Portalhostedby OpenGov. at https:// secure.opengov.com/portal/cityofvista. Nohardcopybidswill be accepted. Onceregistered, Biddersmustdownloadthe RFBwhile loggedin undertheir own nameand identificationnumberto appearon the ElectronicProspectiveBiddersListasa “ProspectiveBidder.” Biddersthat fail to downloadthe RFBwill not appearon the ElectronicProspectiveBiddersListandtheir Bidwill beconsiderednon-responsive. If a Bidderisunableto registeror downloadthe RFB , a representativeshallcontactOpenGovto troubleshootthe problemutilizingthe blue chatbubbleon the bottom right handcornerof the screen, whenloggedin.
All Biddocumentsmustbeuploadedviathe City'seProcurementPortalprior to the BidSubmissionDate asinstructedin this solicitation. Oncefile(s) havebeenuploadedandthe SubmissionStatusshowsas Submitted” the submissioniscomplete. At that point the Bidderwill receiveanautomatedemail confirmationfrom the City'seProcurementPortal..
Tobeconsidered, bidsshallbe submittedno later than3:00pm on Wednesday, January15, 2025. The City'seProcurementPortalwill determinethe officialtime for the advertisedbid duedateandsuch 02/25/2025
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determinationwill befinal. Anybidsnot receivedin a timely manneron the BidDueDate, asdescribed above, will not beconsidered.
GeneralBidrequirements:
1. Bidder, by the submissionof a bid, assentsto eachterm andconditionsetforth in this RFBand attachedsampleagreement (Attachment ‘B’) and, uponaward, agreesto beboundby the terms.
2. AnyBidwhichisincomplete, conditional, obscureor whichcontainsirregularitiesof anykindmaybe causefor rejectionat the City’ssolediscretion.
3. It isBidder’sresponsibilityto ensurethat all addendaissuedareincorporatedin their submittedbid.
Failureto acknowledgeandincorporateaddendamaybecausefor the Cityto rejectthe bid.
4. If a Biddertakesanyexceptionsto anypart of this RFBaswritten or asamendedby anyaddenda subsequentlyissued, it mustclearlystatesoin writing in their submittedbid.
5. Bysubmittinga bid, Bidderguaranteesthat their offeredpricingisfirm for thirty (90) daysfollowing the RFBBidDueDate.
2.2. DELIVERYSCHEDULE
Thiscontractisfor purchasesof fuel deliverythroughoutthe life of the contract. BidsshallstateBidder’s bestdeliveryschedule, not to exceedforty-five (45) calendardaysfrom datethe Bidderreceivesa City purchaseorder or approvalof a quotefor a specificpurchaserequestfrom the City. Biddershalldeliver the equipment, within their specifieddeliveryschedule, to the locationlistedbelow. TheCityreserves the right to addor removedeliverylocationswithin the Cityof Vistathroughoutthe AgreementTermat no additionalcostto the City.
VistaFireStation1, 175North MelroseDrive, Vista, California92083
2.3. SUPPLEMENTARYRFBREQUIREMENTS
Thefollowingsupplementaryrequirementsapplyto this RFB:
VistaBusinessLicense - Biddershallhavea Cityof VistaBusinessLicenseprior to awardof contract.
Businesslicensescanbeobtainedat www.vistabl.com. A Cityof VistaBusinessLicenseisnot requiredto proposeon this RFB.
LocalBusinessEntityPreference - A LocalBusinessEntitymaybeentitled to a bid preferenceas 02/25/2025
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providedfor in Section3.08.040of the VistaMunicipalCode. If the lowestbid issubmittedby someone other than a LocalBusinessEntity, the LocalBusinessEntitywho submittedthe lowestbid that iswithin five percent (5%) of the lowestbid shallbe giventhe opportunityto becomethe lowestbidderby reducingits bid to matchthe bid of the lowestbidder. In order to bedeemedthe lowestbidder, the LocalBusinessEntitymustagreein writing to reduceits bid to matchthe bid of the lowestbidderwithin three (3) WorkingDaysof the City’srequestto match. Thereafter, the Contractmaybe awardedto that LocalBusinessEntityif it otherwisequalifiesasthe LowestResponsibleBidder.
Veteran-OwnedBusinessEntity - A Veteran-OwnedBusinessEntitymaybeentitled to a preferenceas providedfor in section3.08.020of the VistaMunicipalCode. Shouldthe bidderwho submitsthe lowest bid not bea Veteran-OwnedBusinessEntity, then the lowestbid submittedby a Veteran-Owned BusinessEntitywhichiswithin two percent (2%) of the lowestbid maybedeemedthe LowestMonetary Bidder, whetheror not that bidderisthe secondlowestbidder, if the Veteran-OwnedBusinessEntity agrees, in writing, to reduceits bid to matchthe bid of the lowestbidderwithin three daysof the City’s requestto match. Thereafter, the Contractmaybeawardedto the Veteran-OwnedBusinessEntityif it otherwisequalifiesasthe LowestResponsibleBidder.
Asrequiredby Article2 of ChapterI of Part7 of Division2 of the CaliforniaLaborCode, the Bidderand all subcontractorsshallpaynot lessthan the prevailingrate of wagesto all workmenemployedin the executionof this Contractasascertainedandadoptedby the Stateof California, Directorof Industrial Relationspursuantto the LaborCode.
SPECIFICATIONS
ThesuccessfulBiddershallprovidethe necessary, qualifiedpersonnel, vehicles, andequipmentto perform all servicesoutlinedbelow.
SuccessfulBiddershallprovidebulkfuel deliveryfor all referencedfuel to the FireDepartment.
Deliverieswill bemadeto the VistaFireDepartmentat FireStation1, locatedat 175N. MelroseDrive, Vista, CA92083.
Fuelshallbeorderedanddeliveredby the successfulBidderon an "as- needed" basisby meansof a remotetransmissionsystemcompatiblewith a VeederRootSystem. Fuelin eachtankwill automatically be ordereduponreaching30-percenttank capacity (Unleaded) & 50-percenttank capacity (Diesel), in amountssuchthat the tank(s) arerestoredto full capacity. Uponreachingthe re-fuelinglimits, fuel deliverywill occurno morethan 48hoursafter notificationto the successfulBidderviathe VeederRoot compatiblesystem.
Duringa publicemergencywithin the VistaFireDepartment'sprimaryresponsearea (CityandVistaFire ProtectionDistrict), the Cityof VistaFireDepartmentmayoccasionallyrequiremobileremotefueling capabilitiesfor their apparatusat the incidentlocationor fixedelectricalfire stationgenerators. Delivery of fuel duringanemergencyto the incidentand/or to fire stationgeneratorshouldoccurwithin 6 hours of notification.
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Paymentshallbemadefor quantitiesactuallydeliveredandaccepted, whethergreateror lessthan the orderedamounts. Upondeliveryof the bulkfuel to the City, the successfulBiddershallprovideCitywith a printout (hardcopyor email) within 3 daysafter deliveryincludingthe followinginformation:
Dateof delivery
Typeof fuel delivered
Numberof gallonsdelivered
Unit pricefor the fuel
ServiceProvidershallalsoprovidea fuel "loadingticket" (hardcopyor email) to the Citywithin 3 days after deliveryincludingthe followinginformation:
Origin
Temperature
Grossweight
Net weightof the fuel upondelivery
Invoicesshallbesentto [email protected], no later than the lastdayof the followingmonth. Invoicesshalldetail the date, time, locationof delivery, type of fuel/fluid, numberof gallonsdelivered, unit price, andall taxesandfees. TheServiceProvidershallalsosubmita copyof the OilPriceInformationService (OPIS) pricesheetfor the weekof deliverywith eachinvoicesubmittedto the City, asapplicable. ThesuccessfulBiddershallitemizeapplicableFederalandCaliforniafuel surcharges, FederalandStateexcisetaxed, andCaliforniasalestax asseparateline itemsin each invoice. Bulkfuel invoicesshallbesentby standardmailto the designatedCitycontact.
ThesuccessfulBidderwill provideCitywith a monthlyreport for deliveries, no later than the lastdayof the followingmonth. TheServiceProviderwill alsoprovideanannualreport by fiscalyear (July1-June 30), by July31. Reportswill includethe followinginformation:
Dateof delivery
Numberof gallonsdelivered
Typeof fuel
Costper galloninvoiced
Reportswill bedeliveredto the designatedCitycontactviahardcopymailor electronicallyby email.
ThesuccessfulBiddershallbe responsiblefor all freight anddeliverycharges.
2.4. TERMANDPRICE
If awarded, the Citywill enter into onecontractwith the lowestresponsibleandresponsivebidderfor the RFBservices, for a twenty-four (24) month contractwith anadditional36-month extensionfor a maximum60month term beginningon the ContractDate. Thetotal compensationof the awarded twenty-four (24) monthcontractwith anadditional36-month extensionfor a maximum60 month contractshallbe $1,500,000with a total capof TBD . Thepricingshownon the FeeSchedulein 02/25/2025
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Vista'seProcurementPortalmustbevalidfrom the ContractDatethroughoutthe term of the Agreement.
2.5. SELECTIONCRITERIA
TheCitywill reviewandverifyeachbid to ensurethat it meetsall the requirementsandconditionsof this RFB. TheCitymayawarda contractunderthis RFBto the lowestresponsiveandresponsiblebidder.
If the Cityawardsa contract, the awardwill bemadeto the lowestresponsiveandresponsiblebidder basedon the total amountfor all BidItemslistedin the FeeSchedule.
Whenrequiredby the VistaMunicipalCode, the lowestresponsiblebidderwill berecommendedto the CityCouncilfor contractaward. TheCityreservesthe right to rejectanyor all bids, to waiveany informality, technicalerror or discrepancyin the bid, if suchactionisdeemedadvantageousto the City, andto takeanyandall bidsunderadvisementfor a periodnot to exceedninety (90) daysfrom andafter the dateof opening.
2.6. RIGHTTOREJECTBIDS
TheCityreservesthe right to rejectanyor all bidsreceivedasa resultof this RFBandno representation ismadeherebythat anycontractwill be awardedpursuantto this RFB. TheCityreservesthe right to extendthe duedatefor the bid, negotiatewith Bidderpursuantto the VistaMunicipalCode, or cancel this RFBin part or in its entirety.
All costsincurredin the preparationof the bid, the submissionof additionalinformationand/or any aspectof a bid prior to awardof a written contractwill be borneby the Bidder. TheCitywill provideonly the staff assistanceanddocumentationspecificallyreferredto hereinandwill not beresponsiblefor any other costor obligationof anykind, whichmaybeincurredby the Bidder. All bidssubmittedto the City becomethe propertyof the City.
2.7. BIDQUANTITIES
Thebid quantitiesin this RFBand/or FeeSchedulearesuppliedonlyto giveanindicationof the general scopeof the work. TheCitydoesnot expresslyor by implicationagreethat the actualamountof work will correspondwith thesefiguresbut reservesthe right to increaseor decreasethe amountof anyunit priceitem by anamountup to andincludingfifty percent (50%) of anybid item(s), or to omit portionsof bid item(s) asmaybedeemednecessaryor expedientwithout a changein the unit price. Biddersshall not, at anytime after the submissionof a bid, makeor haveanyclaimfor damagesor anticipatedprofits or lossof profit or otherwisebecauseof anydifferencebetweenthe quantityof actualwork andthe bid quantitiesdescribedin this RFBand/or FeeSchedule.
2.8. BIDPROTESTS
Anybidderwho submitsavalidbid shallhavethe right to file a bid protestwith the Citybefore5:00p.m. on the fifth WorkingDayfollowingthe postingdateof the Noticeof Intent to Awarda contract.
However, biddershallreceiveanextensionto this deadlineif the Cityhasnot fulfilled bidder’srequest for electroniccopiesof the bid documentsor for anopportunityto inspectthe bid documentsat least two (2) WorkingDaysprior to the deadline. In suchcases, biddermaysubmita bid protest before5:00 p.m. on the fifth WorkingDayfollowingthe dateon whichbidderreceives, or isprovidedanopportunity 02/25/2025
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to inspect, the bid documents. Bidprotestsmustbesubmittedin writing to the Cityof Vista, [email protected]. Thetime limits andrequirementssetforth in this sectionaremandatoryandarethe bidder’ssoleandexclusiveremedyin the eventof a bid protest, andfailureto complywith these requirementsshallconstitutea waiverof anyright to further pursuethe bid protest, includingfiling a GovernmentCodeClaimor legalproceedings. If a protestisreceivedfrom anyoneother thana bidder, or after the specifiedtime period, the protestshallbeinvalid. Theprotestshallconformto the following requirements:
Theinitial protestdocumentshallcontaina completestatementof the basisfor the protest.
Theprotestshallrefer to the specificportion, or portions, of the documentthat form the basisfor the protest.
Theprotestshallcontainthe name, address, andtelephonenumberof the personrepresentingthe protestingparty.
Theparty filing the protestshallconcurrentlytransmita copyof the initial protestdocument, andany attacheddocumentation, to all other partieswith a directfinancialinterestthat maybe adversely affectedby the outcomeof the protest. Suchpartiesshallincludeall other biddersor proposerswho appearto havea reasonableprospectof receivinganawarddependinguponthe outcomeof the protest.
TheCityshallissuea decisionon the protest.
2.9. DISCLOSURE
All bidsbecomepropertyof the Cityunlessa return isspecificallyrequestedasspecifiedin the following section. TheCityisa publicagencysubjectto the disclosurerequirementof the PublicRecordsAct, CaliforniaGovernmentCodeSection6250andfollowing. Theserequirementsincludeanexemptionfor tradesecrets”. If anyproprietaryinformationiscontainedin or attachedto the written bid, it mustbe clearlyidentified. In order to protect trade secretsfrom disclosure, pursuantto a PublicRecordsAct request, youmustagreein writing to defendandindemnifythe Cityof Vistaif litigation results.
2.10. LATE, MODIFIEDORWITHDRAWNBIDS
AnyBiddermaymodifyhisprior to the scheduledclosingtime for receiptof bidsby submittingan amendedbid throughthe City'seProcurementPortal. A biddermaywithdraw hisbid beforethe hour fixedfor openingbids, without prejudiceto himself, by cancellingtheir bid submissionthroughthe City's eProcurementPortal. After the bidshavebeenpubliclyopened, they shallnot bewithdrawnby the Biddersfor a periodof at leastninety (90) calendardays.
2.11. QUESTIONSONTHISRFB
All project relatedquestionsandrequestsfor clarifications, changes, exceptions, anddeviationsto the termsandconditionssetforth in this RFBshallbe submittedvia “Q&A” throughthe City’seProcurement Portalhostedby OpenGov. Phonecallquestionswill not beaccepted. Answersto all submitted questionswill beprovidedin anaddendumthroughthe eProcurementPortal. Questionsmustbe submittedprior to1:00pmon Wednesday, December25, 2024.
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3. Scopeof Work
3.1. ContractExecution
In the eventthe successfulBidderdoesnot executea contractwithin ten (10) workingdaysof Noticeof Award, the Citymayelectto awardto the nextmostsuccessfulBidder.
3.2. Rejectionof Proposal
Proposalscontainingalterations, additionsnot calledfor, conditionalalternativeproposals, incomplete proposals, or irregularitiesof anykindmayberejected.
3.3. Awardsor Rejectionsof Proposals
Proposalswill bereviewedandrankedby a selectioncommitteecomposedof Cityrepresentatives.
Selectionwill bebaseduponthe evaluationcriteriadescribedin this RFP. TheCityreservesthe right to negotiatethe final termsof the contractwith the selectedBidderprior to signingthe contract.
3.4. EvaluationCriteria
Criteriafor reviewof proposalsareweightedasfollows:
50%: Price
25%: Timein businessandserviceto other publicagencies 10%: VeederRootSystemcapable
10%: Localdeliverysource
5%: Remotefuelingcapabilities
3.5. Contract
Theform of contractwhichthe successfulBidderwill be requiredto execute, isincludedin the contract documents, entitled "Contractfor BulkFuelDeliveryServices", andshouldbecarefullyexaminedby eachBidder.
3.6. BiddersInterestedin More than OneProposal
No person, firm, or corporationshallbeallowedto makeor be interestedin morethan oneproposalfor the samework, unlessalternateproposalsarecalledfor. A person, firm, or corporationsubmittinga sub-proposalto a Bidder, or who hasquotedpriceson materialto a Bidder, isnot therebydisqualified from submittinga sub-proposalor quotingpricesto other Bidders.
3.7. Examinationof Conditionsof Work
Submissionof a proposalhereunderwill beconsideredprimafacieevidencethat the Bidderhasmade the necessaryinvestigationandissatisfiedwith respectto the conditionsto beencountered, the characterandqualityof the work to be done, andthe requirementsandprovisionsof these specifications.
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3.8. BusinessLicenseRequired
Bidder (andall subcontractorsto Bidder) shallhavea Cityof Vistabusinesslicenseprior to awardof contract. Businesslicensescanbeobtainedat blrenewals.vista.gov. ACityof Vistabusinesslicensein not requiredto proposeon this requestfor proposals.
3.9. Termof Contract
Theinitial term of the contractisanticipatedto be two years, beginningFebruary12, 2025, until June 30, 2027, with anopportunityto extendthe contractanadditionalthree yearsin one-yearincrements, unlessterminatedby Cityasprescribedin the Contractfor BulkFuelDeliveryServices. 02/25/2025
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4. PricingProposal
DELIVERYOFFUEL
LineItem FuelType DeliveryLocation Differential
Amount (in
centsper
gallon)
Underor Over
OPISPublished
DailyAverage
1 Unleaded, regular87octane
minimum
FireStation1
2 Dieselfuel (#2 clearultra-low sulfur
CARB)
FireStation1
3 Unleaded, regular87octane
minimum
Emergency/Remote
4 Dieselfuel (#2 clearultra-low sulfur
CARB)
Emergency/Remote
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5. VendorQuestionnaire
5.1. Pleaseprovidethe numberof yearsyouhavebeenin business.* Responserequired
5.2. Listother publicagenciesthat youprovidebulkfuel deliveryservicesto and the numberof yearsthat youhaveprovidedtheseservicesto them (this canbe providedon a separatesheetif necessary).*
Responserequired
5.3. Areyouableto automaticallyreceivedatafrom a VeederRootsystemin order to providecontactlessorderinganddelivery? *
Yes
No
Responserequired
5.4. Pleaseprovidethe addressof the locationwherethe fuel deliverieswill originate?*
Responserequired
5.5. Duringa publicemergencywithin the VistaFireDepartment'sprimary responsearea (CityandVistaFireProtectionDistrict), the Cityof VistaFire Departmentmayoccasionallyrequiremobileremotefuelingcapabilitiesfor their apparatusat the incidentlocationor fixedelectricalfire station generators. Canyouprovidethis servicewithin 6 hoursof notification?* Yes
No
Responserequired
5.6. Pleaseprovideadditionalinformationandcomment, if needed.
Maximumresponselength: 5000characters
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City of Vista
Fire
Roy Palmer, Fire Chief
200 Civic Center Drive, Vista, CA 92084
SOUTHERN COUNTIES LUBRICANTS, LLC] RESPONSE DOCUMENT REPORT RFB No. 2022- RFB- 019
Bulk Fuel Delivery Services
RESPONSE DEADLINE: January 15, 2025 at 3: 00 pm
Report Generated: Thursday, January 16, 2025
Southern Counties Lubricants, LLC Response
CONTACT INFORMATION
Company:
Southern Counties Lubricants, LLC
Email:
parrys@scoil. com
Contact:
Scott Parry
Address:
1321 Distribution Way
Vista, CA 92081
Phone:
858) 220- 8397
Website:
www. sclubricants. com
Submission Date:
Jan 15, 2025 9:00 AM ( Pacific Time)
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EXHIBIT 3
SOUTHERN COUNTIES LUBRICANTS, LLC] RESPONSE DOCUMENT REPORT RFB No. 2022- RFB-019
Bulk Fuel Delivery Services
SOUTHERN COUNTIES LUBRICANTS, LLC] RESPONSE DOCUMENT REPORT Request for Bids - Bulk Fuel Delivery Services
ADDENDA CONFIRMATION
No addenda issued
QUESTIONNAIRE
1. Please provide the number of years you have been in business.* 28 years
2. List other public agencies that you provide bulk fuel delivery services to and the number of years that you have provided these services to them ( this can be provided on a separate sheet if necessary).* City_ of_ Vista_ Bulk_ Delivery_ Services_-_ Other_ Public_ Agency_ Customers_-_ SCL.docx
3. Are you able to automatically receive data from a Veeder Root system in order to provide contactless ordering and delivery? * Yes
4. Please provide the address of the location where the fuel deliveries will originate?* Kinder Morgan Mission Valley, 9950 San Diego Mission Road, San Diego, CA 92108
5. During a public emergency within the Vista Fire Department' s primary response area ( City and Vista Fire Protection District), the City of Vista Fire Department may occasionally require mobile remote fueling capabilities for their apparatus at the incident location or fixed electrical fire station generators. Can you provide this service within 6 hours of notification?* 02/25/2025
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SOUTHERN COUNTIES LUBRICANTS, LLC] RESPONSE DOCUMENT REPORT RFB No. 2022- RFB-019
Bulk Fuel Delivery Services
SOUTHERN COUNTIES LUBRICANTS, LLC] RESPONSE DOCUMENT REPORT Request for Bids - Bulk Fuel Delivery Services
Yes
6. Please provide additional information and comment, if needed.
Maximum response length: 5000 characters
No response submitted
PRICE TABLES
DELIVERY OF FUEL
Line Item Fuel Type Delivery Location Differential
Amount ( in cents
per gallon)
Under or Over
OPIS Published
Daily Average
1 Unleaded, regular 87 octane minimum Fire Station 1 $ 0. 272 Over OPIS 2 Diesel fuel (# 2 clear ultra- low sulfur CARB) Fire Station 1 $ 0. 272 Over OPIS 3 Unleaded, regular 87 octane minimum Emergency/ Remote $ 2. 00 Over OPIS 4 Diesel fuel (# 2 clear ultra- low sulfur CARB) Emergency/ Remote $ 2. 00 Over OPIS 02/25/2025
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2. List other public agencies that you provide bulk fuel delivery services to and the number of years that you have provided these services to them ( this can be provided on a separate sheet if necessary).* City of Vista Fire Station # 1 – 10 years
City of San Marcos – Main Yard – 10 years
City of San Marcos – Fire Station # 2 & Fire Station # 4 – 10 years Cal State San Marcos – 10 years
Palomar College – 10 years
Olivenhain Water District – 10 years
Vallecitos Water District – 10 years
Warner Springs School District – 10 years
02/25/2025
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