WCPS Washington County Public Schools 10435 Downsville Pike Hagerstown MD 21740 301-766-2800 Addendum No. 1 February 4, 2016 TO: All Prospective Bidders FROM: Lisa Freeman, C.P.M., Supervisor of Purchasing Jy- REF: Bid #2016-37, Heating Oil BID DUE DATE: Thursday, March 3, 2016 at 2:00pm local time WCPS has received the following questions from bidders to date. Please amend the original bid solicitation document to incorporate this new, additional or clarifying information. 1. I see there is a pre-bid conference scheduled for February 11, 2016 at 11:00 AM. Could you please clarify if this is a mandatory or a non-mandatory meeting? Response: Attendance at the Pre-bid Meeting is Nat Mandatory in order to submit a bid. 2. On page 14, there are two sites listed with tanks listed, would you please give me the size of the tanks at those locations? Response: Central Equipment Building- 550 gal., above ground RC Willson Water Treatment Plant -10,000 gal., underground 3. On pages 15 & 16, there are sites listed, however I have no addresses, would you please furnish the addresses only for the sites which will be requiring fuel? Response: See attached list of schools and addresses. 4. On page 17, there are sites listed, some have addresses and some do not, please provide the addresses ofthe sites without addresses and also if the tanks are above ground or below ground. Response: Mansion House, 501 Highland Way, - Qty. 2-75 gal. tanks in basement above ground. Hager House Museum, 120 Key Street, -275 gal. above ground iteel IJwiJ9iRg 1 iq.1 ltitgirffq AW?Rwe, HsgeF5t9WR 1 MQ 21740 DELETE Golf Course- Shed, 2 S. Cleveland Avenue, - 550 gal. above ground 5. On pages 18 through 20, please provide type of tanks, above or below, and also the same information for sites on page 22. Addendum 1 Bid #2016-37
Page 2 February 4, 2016 Response: Replace pages 18-21 with the attached, updated version from the County (numbered 1-4} which includes this information. Refer to the attached, additional information from Carroll County Public Schools regarding their tank and delivery requirements. 6. In the bid documents, it state that Washington County Public schools will guarantee delivery of 75% of the annual requirements. What if the school district does not purchase the guaranteed volume? Will the school district pay for liquidated damages to the supplier for not lifting the guaranteed volume? Response: WCPS/WCG/City/CCPS will guarantee purchase quantity of fuel at +I- 10% of estimated quantity {75% of collective annual requirements) of fuel under the Fixed Price Alternate. If the collective agencies do not purchase at least 77,827.50 gallons by tankwagon and 278,167.50 gallons by transport, during the initial contract year, each agency will be financially responsible for the shortfall, at the end of the initial contract period and not any renewal term provided the Supplier has communicated the potential shortfall to each agency in writing at least 2 months in advance of the end of the term, allowing opportunity to top all tanks. The unit rate to be paid shall not exceed the average unit price paid in the initial contract year. Financial responsibility for unpurchased heating oil will be that of the individual agencies based upon estimated quantities (less 10%} in the bid. The bidder is responsible for accuracy in purchasing futures contracts. WCPS/WCG/City/CCPS will not reimburse or negotiate for reimbursement the cost for closing out futures contracts due to unpurchased fuel. The bid form of proposal has been revised to reflect the change noted in #4 above. Bidders are required to use this revised Form of Proposal for submission of their bids. Carroll County Public Schools purchases fuel in split loads approximately 50% of all deliveries. Enclosed: Attachment A. WCPS' School Address Listing Washington County Buildings- Replacement of Pages 18-21 Carroll County Public Schools- Tank Type Schedule Form of Proposal - REVISED Addendum 1 Bid #2016-37
Attachment A School Bester Elementary School. ~ ~ " ' Boonsboro Elementary Magnet School for Global Awareness & World School Address Listing Address 385 Mill Street 5 Campus Avenue Boonsboro, MD 21713 Phone 301-766-8001 301-766-8013..., Cascade Elementary School 14519 Pennersville Road Cascade, MD 21719 301-766-8066 Clear Spring Elementary School 12627 Broadfording Road Clear Spring, MD 21722 301-766-8074 Eastern Elementary School 1320 Yale Drive Hagerstown, MD 21742 301-766-8122 Emma K. Doub School for Integrated Arts & Technology 1221 South Potomac Street 301-766-8130 Fountaindale Elementary School 901 Northern Avenue Hagerstown, MD 21742 301-766-8156 Funkstown School for Early Childhood Education 23 Funkstown Road 301-766-8162 Lincolnshire Elementary School 17545 Lincolnshire Road 301-766-8206 Maugansville Elementary School 18023 Maugans Avenue Maugansville, MD 21767 301-766-8230 Pangborn Elementary School 195 Pangborn Boulevard 301-766-8282 Pleasant Valley Elementary School 1707 Rohrersville Road Knoxville, MD 21758 301-766-8297 Rockland Woods Elementary School 18201 Rockland Drive 301-766-8485 Salem Avenue Elementary School 1323 Salem Avenue Ext 301-766-8313 Sharpsburg Elementary School 17525 Shepherdstown Pike Sharpsburg, MD 21782 301-766-8321 Smithsburg Elementary School 67 North Main Street Smithsburg, MD 21783 301-766-8329 Williamsport Elementary School 1 South Clifton Drive Williamsport, MD 21795 301-766-8415 E. Russell Hicks Middle School 1321 South Potomac Street 301-766-8110 Northern Middle School 701 Northern Avenue Hagerstown, MD 21742 301-766-8258 Smithsburg Middle School 68 North Main Street Smithsburg, MD 21783 301-766-8353 Western Heights Middle School 1300 Marshall Street 301-766-8403 Boonsboro High School 10 Campus Avenue Boonsboro, MD 21713 301-766-8022 North Hagerstown High School 1200 Pennsylvania Avenue Hagerstown, MD 21742 301-766-8238
Smithsburg High School Williamsport High School Marshall Street School Attachment A s c hool Address Listing 66 North Main Street Smithsburg, MD 21783 5 South Clifton Drive Williamsport, MD 21795 1350 Marshall Street 301-766-8337 301-766-8423 301-766-8214
Board of County Commissioners of Washington County Hagerstown, Maryland 2016-2017 #2 Fuel Oil Bid- Washington County Buildings Location Number Building/Contact Tank Location Tank Capacity Annual Usage 1 2 3 4 Health Department (240-313-3216 I 240-313-3344 fax) 1302 Pennsylvania Avenue, Hagerstown, MD 21742 (Natural gas heat- #2 fuel tanks for reserve only) Brenda Cole - coleb@dhmh.state.md.us Clear Spring "Leonard P. Snyder" Library (301-842-2730) 12624 Broadfording Road, Clear Spring, MD 21722 Jim Widmyer- jw01 @washcolibrary.org 30 l-739-3250 Community Action Council (CAC) (301-797-4161 ext. 129 I 301-791-9062 fax) 101 W. Antietam Street, Jordy Newman - inewman@wccac.onz Highway Department: A. Greensburg/Eastern Section (30 1-824-280 I) 13230 Greensburg Road, Smithsburg, MD 21783 B. Licking Creek/Western Section (30 1-842-2368) 9659 National Pike, Big Pool, MD 21711 c. Keedysville/Southern Section (30 1-432-4039) 6223 Coffman Farm Road, Keedysville, MD 21756 Ed Plank- edplank@washco-md.net or Alicia Heil- aheil@washco-md.net (240-313-2720 I 301-791-2897 fax) A - B - Underground C - 1 @ 400 400 1 @ 500 6,000 1 @400 2,200 1,000 1,000 3,000 2,000 1,000 2,000
5 6 7 8 Board of County Commissioners of Washington County Hagerstown, Maryland 2016-2017 #2 Fuel Oil Bid -Washington County Buildings Martin Luther King Center (240-313-2700 I 301-791-3481 fax) 131 W. North Street, (Key Lock Cap) Jim Sterling- jsterling@washco-md.net or Christine Casey- ccasey@washcomd.net Black Rock Golf Course, Maintenance Barn (30 1-791-3149 I 240-313-2822 fax) 20025 Mt. Aetna Road, Hagerstown, MD 21742-9702 Jim Sterling- jsterling@washco-md.net or Christine Casey- ccasey@washcomd.net Antietam Wastewater Treatment Plant (240-313-2608 I 240-313-2602 fax) 4435 Harpers Ferry Road, Sharpsburg, MD 21782 Underground Rocky Bishop- rbishoq@washco-md.net D. William Winebrenner Treatment Plant (240-313-2608 I 240-313-2602 fax) 25 040 Pen Mar Road, Cascade, MD 21 719 Underground Rocky Bishop- rbishoq@washco-md.net 1,500 20,000 2 @ 275 2,400 1,000 1,000 500 500 9 26 E. Frederick Street Williamsport, MD 21795 Bill Rogers- brogers@hawcmd.org (301-791-3168 I 301-791-2755 fax) 2@275 550 10 11337 Greenberry Road Bill Rogers- brogers@hawcmd.org (301-791-3168 I 301-791-2755 fax) 275 550 11 Department of Water Quality (240-313-2608 I 240-313-2602 fax) 16232 Elliott Parkway, Williamsport, MD 21795 (Inventory Building & Pump/Fabrication Bldg.- tanks are located side by side) Rocky Bishop- rbishoq@washco-md.net 2@ 1,000 2,000 2
Board of County Commissioners of Washington County Hagerstown, Maryland 2016-2017 #2 Fuel Oil Bid- Washington County Buildings 12 University of Maryland Extension Service/ Ag Center (240-313-2700 I 301-791-3481 fax) 7313 Sharpsburg Pike, Boonsboro, MD 21713 Jim Sterling - jsterling@washco-md.net or Christine Casey - ccasev@washco-md.net Underground 5,000 15,000 13 Smithsburg Library (301-824-7722) Veterans Park- Water Street, Smithsburg, MD 21783 Jim Widmyer- jwo 1 @washcolibrary.org (301-739-3250) 275 5,200 14 Boonsboro Library (30 1-432-5723) 40 1 Potomac Street, Boonsboro, MD 21 713 Jim Widmyer- jwo 1 @washcolibrary.org (301-739-3250) 275 5,200 15 Hagerstown Regional Airport: A. 14568 Pennsylvania A venue (240-313-2765) B. 14606 Pennsylvania Avenue (240-313-2765) c. 14612 Pennsylvania Avenue (240-313-2765) A - B - C - 275 275 275 0 On Call 0 On Call 0 On Call Terry Stouffer- tstouffer@washco-md.net or Janet Moats- jmoats@washcomd.net Total Estimated Annual Usage: 66,000 gallons 3
Board of County Commissioners of Washington County Hagerstown, Maryland 2016-2017 #2 Fuel Oil Bid- Washington County Buildings The Invoice for Location 1 shall be sent to: Attn: Brenda Cole Health Department 1302 Pennsylvania A venue Hagerstown, MD 21742 The Invoice for Locations 3 shall be sent to: Attn: Jordy Newman Community Action Council (CAC) I 0 I West Antietam Street Hagerstown, MD 2I7 40 The Invoice for Locations 5, 6 & 12 shall be sent to: Attn: Jim Sterling Washington County Public Works I 00 West Washington Street Hagerstown, MD 2I740-7300 The Invoice for Location 4 shall be sent to: Attn: Ed Plank Washington County Highway Department 60I Northern Avenue Hagerstown, MD 21742-2795 The Invoices for Locations 2, 13 & 14 shall be sent to: Attn: Jim Widmyer Washington County Free Library I 00 S. Potomac Street The Invoices for Locations 7, 8 & 11 shall be sent to: Attn: Rocky Bishop Department of Environmental Management - Water Quality 16232 Elliott Parkway Williamsport, MD 21795-4083 The Invoices for Locations 9 & 10 shall be sent to: Attn: Bill Rogers Housing Authority of Washington County P.O. Box 2944 Hagerstown MD 2I74I-2944 The Invoice for Location 15 shall be sent to: Attn: Janet Moats Hagerstown Regional Airport I8434 Showalter Road, Suite I Hagerstown, MD 21742 4
School Number School Name Carroll County Public Schools Using #2 Heating Oil Oil Tank Gross Hours for Oil Delivery Capacity in Gallons/Load Gallons Eatimated Annual Usage (Gallons) Above/Below Ground Tank Gates Locked? Elmer Wolfe Elementary School 121 119 Main Street Union Bridge, MD 21791 6:30am-8:00am; 10:00 am-2:30pm; 4:30 pm - 10:00 pm Gate Locked & 8,000 6,000 13,000 Above locking cap on tank Francis Scott Key High School 022 3825 Bark Hill Road 8:30 am - 1 :30 pm; 3:00 pm - 6:00 am Union BridQe, MD 21791 714 Friendship Valley Elementary School 5:00 am - 6:30 am; 8:30 am - 1 :00 pm; 11 00 Gist Road 3:00 pm - 8:30 pm Westminster, MD 21157 Tank A- 10,000 7,500 32,000 Above Yes Tank B- 10,000 7,500 10,000 7,500 7,000 Below No Mechanicsville Elementary School 046 3838 Sykesville Road Sykesville, Md 21784 Northwest Middle School 015 99 Kings Drive, Taneytown, MD 21787 Piney Ridge Elementary School 059 6315 Freedom Avenue Sykesville, MD 21784 Runnymede Elementary School 024 3000 Langdon Drive Westminster, MD 21158 6:00 am - 8:00 am; 10:00 am - 2:30 pm; 4:30 pm - 10:00 pm 6:30 am - 7:30 am; 9:00 am - 2:00 pm; 4:00 pm - 10:00 pm 6:00am-8:00am; 10:00 am-2:30pm; 4:30 pm - 9:30 pm 6:00 am - 8:00 am; 10:00 am - 2:00 pm; 4:15pm- 10:00 pm 10,000 7,500 18,500 Below No 10,000 7,500 29,000 Below No 11,627 7,500 9,000 Below No One areas has a 10,000 7,500 14,500 Below locked gate Other area does not Sandymount Elementary School 044 2222 Old Westminster Pike Finksbura. MD 21048 6:00am-9:00am; 10:00 am-3:00pm; 4:30 pm - 10:00 pm 10,000 7,500 15,200 Below No South Carroll High School 141 1300 West Old Liberty Road 3:00 pm - 6:30 am 10,000 7,500 68,000 Above Yes Sykesvilee, MD 21784 Taneytown Elementary School 013 100 Kings Drive Taneytown, MD 21787 6:00 am - 7:30 am; 9:30 am - 2:00 pm; 4:00 pm - 8:30 pm 8,000 6,000 15,000 Above Yes Winfield Elementary School 096 4401 Salem Bottom Road Westminster, MD 21157 6:00 am - 9:00 am; 10:00 am - 3:00 pm; 4:30pm- 10:30 pm 8,000 6,000 14,000 Below No TOTAL ESTIMATED ANNUAL USAGE 235,200
Heating Oil Washington County Public Schools PRICE PROPOSAL FORM- REVISED Bid No. 2016-37 Due Date: March 3, 2016 BASE BID- FLOATING PRICE TANK WAGON DELIVERIES AGENCY Estimated annual Quantity (Gallons) Washington County Public 6,200 Schools Washington County 66,000 Government The City of Hagerstown 43,100 Carroll County Public Schools 0 Aggregate (Combined) Total 115,300 *Bidder's plus/minus factor Taxes included in Bidder's Factor -This information is mandatory: Taxes not included in Bidder's Factor but will be Added to every Invoice- This information is mandatory: (Provide the name of the tax and rate per gallon.) OPIS Price on February 25, 2016 $ ;/gal. Major Oil Refiner (Information Only) TRANSPORT DELIVERIES AGENCY Estimated annual Quantity (Gallons) Washington County Public 176,900 Schools Washington County 0 Government The City of Hagerstown 0 Carroll County Public Schools 235,200 Aggregate (Combined) Total 412,100 *Bidder's plus/minus factor Taxes included in Bidder's Factor -This information is mandatory: Taxes not included in Bidder's Factor but will be Added to every Invoice- This information is mandatory:
Heating Oil Washington County Public Schools Bid No. 2016-37 Due Date: March 3, 2016 (Provide the name of the tax and rate per gallon.) OPIS Price on February 25,2016 $./gal. Major Oil Refiner (Information Only) ********************************************************************************************************** OPTIONAL ALTERNATE BID- FIXED PRICE- Aggregate of WCPS, WCG, City of Hagerstown and CCPS: 25% Spot Price (GROSS 25% Spot- BIDDER'S +/- Delivery Type 75% Fixed Price UNIT PRICE) FACTOR Tankwagon $ /Gallon $ Gallon (115,300 Gallons) (86,475 Gallons) (28,825 Gallons) $ Gal. Transport Truck $ Gallon $ Gallon (412, 100 Gallons) {309,075 Gallons) {103,025 Gallons) $ Gal. Taxes included in Prices -This information is mandatory: Taxes not included in Price but will be Added to every Invoice- This information is mandatory: (Provide the name of the tax and rate per gallon.) Major Oil Refiner (Information Only) REFERENCES Please provide 3 references below- firms with whom you have contracted services within the past 3 years. Customer/Client Name Representatives Name ( ) ( ) Representative's Phone# Fax Number Ema il Description of Services/Contract Details
Heating Oil Washington County Public Schools Bid No. 2016-37 Due Date: March 3, 2016 Customer/Client Name ( ) ( ) Representative's Phone# Fax Number Representatives Name Email Description of Services /Contract Details Customer/Client Name ( ) ( ) Representative's Phone# Fax Number Representatives Name Email Description of Services/Contract Details Receipt of the following agenda is hereby acknowledged: Addendum # Dated: Addendum # Dated: Addendum # Dated: Addendum # Dated: 1/We certify that this bid is made without previous understanding, agreement, or connection with any person, firm or corporation submitting a bid for the same items and/or services and is, in all respects fair and without collusion or fraud ; that none of this company's officers, directors, partners or its employees have been convicted of bribery, attempted bribery, or conspiracy to bribe under the law of any state or federal government; and that no member of the Board of Education of Washington County, Administrative or Supervisory Personnel or other employees of the Board of Education has any interest in the bidding company except as follows: (complete if applicable) Name (Print) Signature. Phone-------------- Facsimile: Title Email Address Company Address