CONTRACT FOR FUEL SERVICES
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CONIBACI
This CONTRACT made and entered into this -;d~ day of (\OJ\~,,~b..tA , 19~, by
and between the City of Clearwater, Florida, a municipal corporation, hereinafter designated as
"City" and Voyager Fleet Systems, Inc., or the City of Houston, and State of Texas, hereinafter
designated as "Contractor."
WITNFSSETII:
That the parties to this contract each in consideration of the undertakings, promises and
agreements on the part of the other herein contained, do hereby undertake, promise and agree as
follows:
The Contractor, and his or its successors, assigns, executors or administrators, in
consideration of the fees as herein after set forth to be paid by the City to the Contractor, shall
provide motor fuel to the City at the designated locations, at the posted pump price. The Contractor
also agrees to provide management information of the type and in the form as specified in the
attached RFP and Bid proposal (Bid No. 01-91) at no additional charge.
In accordance with the City's attached technical specifications and the Contractor's bid response,
together with any instructions to bidders, general conditions, and proposal, which may be hereto
attached, are hereby made a part of this contract, and all of said work to be performed and completed
by the Contractor and its successors and assigns shall be fully completed in a good and workmanlike
manner to the satisfaction of the City.
If the Contractor shall fail to comply with any of the terms, conditions, provisions or stipulations
as contained herein within the time specified for completion of the work to be performed by the
Contractor, then the City may, at its option, avail itself of any or all remedies provided on its behalf
and shall have the right to proceed to complete such work as Contractor is obligated to perform in
accordance with the provisions as contained herein.
THE CONTRACTOR AND HIS OR ITS SUCCESSORS AND ASSIGNS DOES
HEREBY AGREE TO ASSUME TIlE DEFENSE OF ANY LEGAL ACTION
WHICH MAY BE BROUGHT AGAINST THE CITY AS A RESULT OF THE
CONTRACTOR'S ACTIVITIES ARISING OUT OF THIS CONTRACT, AND
FURTIlERMORE, IN CONSIDERATION OF THE TERMS, STIPULATIONS AND
CONDmONS AS CONTAINED HEREIN, THE CONTRACTOR AGREES TO
HOLD THE CITY FREE AND HARMLESS FROM ANY AND ALL CLAIMS FOR
DAMAGES, COSTS OR SUITS, JUDGMENTS OR DECREES RESULTING
FROM ANY CLAIMS MADE UNDER TIllS CONTRACT AGAINST THE CITY
OR THE CONTRACTOR OR THE CONTRACTOR'S SUB-CONTRACTORS,
AGENTS, SERVANTS OR EMPLOYEES RESULTING FROM ACTIVITIES BY
THE AFOREMENTIONED CONTRACTOR, SUB-CONTRACTOR, AGENTS,
SERVANTS OR EMPLOYEES.
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In addition to the foregoing provisions, the Contractor agrees to conform to the following
requirements:
In connection with the performance of work under this contract, the Contractor agrees
not to discriminate against any employee or applicant for employment because of race,
sex, religion, color, or natural original. The aforesaid provision shall include, but not
be limited to, the following: employment, upgrading, demotion, or transfer; recruitment
or recruitment advertising; lay-off or termination; rates of payor other forms of
compensation; and selection for training, including apprenticeship. The Contractor
agrees to post hereafter in conspicuous places, available for employees or applicants for
employment, notices to be provided by the contracting officer setting forth the provisions
of the non-discrimination clause.
The Contractor further agrees to insert the foregoing provisions in all contracts
hereunder, including contractors or agreements with labor unions and/or workers'
representatives, except sub-contractors for standard commercial supplies or raw
materials.
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IN WITNESS WHBRBOP, the parties to the agreement have hereunto
set their hands and seals and have executed this Agreement, in dupli-
cate, the day and year first above written.
CITY OF CLEARWATER
IN PINBLLAS COUNTY, FLORIDA
By:
E1iZ~h~r:::
City Manager
Countersigned:
By:
Rita Garvey,
mmissioner
(Contractor must indicate whether
Corporation, Partnership, Company
or Individual.)
(The person signing shall, in
his own handwriting, sign the
Principal's name, his own name,
and his title; where the person
is signing for a corporation,
he must, by Affidavit, show his
authority to bind the Corporation).
(SEAL)
Attest:
c~~'E.CZGo~,~iti Clerk
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Approved as to form and legal
sufficiency:
c:::;:;? ~ ~
John Carassas
Assistant City
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Attorney
Voyager Fleet Systems Inc.
Walter W. Smith - President
(contra1~.t7
BY:O~~. ~
( SEAL)
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REQUEST FOR PROPOSAL 01-97
FLEET FUELING SERVICE
OCTOBER 28, 1996
PROPOSAL SUBMISSION LIST
VOYAGER FLEET FUELING SERVICES, INCORPORATED
LARRY MIAZGA
NATIONAL SALES MANAGER
P.O. BOX 790049
HOUSTON, TEXAS 77279-0049
330 BARKER CYPRESS ROAD
HOUSTON, TEXAS 77094
PHONE: 800/987-6590
BP OIL COMPANY
JAMES C. MOODY
COMMERCIAL ACCOUNT EXECUTIVE
FLEET MARKETING
9040 ROSWELL ROAD, SUITE 500
ATLANTA, GEORGIA 30350
PHONE: 8001308-3894
INTERNATIONAL AUTOMATED ENERGY SYSTEMS, INCORPORATED
C.J. HUESTON
PRESIDENT
2600 GOLDEN GATE PARKWAY
NAPLES, FLORIDA 34105-0032
ADVERTISING
WARFIELD'S TAMPA BAY REVIEW
TAMPA TRIBUNE
OcrOBER 4 AND 18, 1996
OcrOBER 11, 1996
REQUEST FOR PROPOSAL TABULATION
PROPOSALS SOLICITED: 11
PROPOSALS RECEIVED: 3
NO RESPONSE: 7
"NO-PROPOSAL" RESPONSE: 1
PENDING OPERATION CHANGES: 1
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PURCHASING
SUBJECT:
ISSUE DATE:
PREBID CONFERENCE:
MAIL BIDS TO:
DELIVER BIDS TO:
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BIDS MUST BE RECEIVED
NOT LATER THAN:
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C ITYOF C"L,E.A:'1rWA"TE R
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POST Owlca Box 4748, C~A~ PLORltM 3461a-474~
MUNICIPAl. SERVlCIlS Buu.oING, 100 SoU'l1l MYRTLE AVENUE, CWRWATU, FWRIDA 34616
1'!L8PHONl! (813) 5624630 PAX (B13) 5624635 '
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Request for Proposal 01-97
Fleet Fueling Service
October 11, 1996
None
City of Clearwater
Purchasing Division
P.O. Box 4748
Clearwater, F134618-4748
City of Clearwater
Purchasing Division
100 South Myrtle Avenue
Clearwater, FL 34616
October 28,1996 - 04:00 P.M.
Bids may not be withdrawn
within 90 days after such
time and date.
a //K.d.
~. M~ CPPO,C.P.M.
~hasing Manager
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CITY OF CLEARWATER REQUEST FOR PROPOSALS
FLEET FUELING SERVICES
1.0 Purpose
This Request for Proposal is designed to solicit proposals for the City of Clearwater
(referred to as City) to "privatize" its fleet fueling operations. Proposals are solicited
from qualified companies operating multiple fueling stations throughout the City of
Clearwater who are capable of providing special fleet-oriented crediH::ard services
for the City's fleet.
2.0 Background
2.1 The City currently purchases fuel from retail fuel vendors and also operates
two emergency 24-hour fleet fueling sites servicing approximately 900 City
vehicles and 900 personnel from various departments (i.e., Police, Fire,
Public Works, Parks and Recreation, Solid Waste, Central Pennitting, etc.).
2.2 The annual fuel usage is approximately:
435,500 gallons of mid-range Unleaded Fuel
2.3 The City does not use alcohol-blended gasoline in any of its vehicles and
prefers to continue its use of pure gasolines without ethanol or methanol
blends.
2.4 Computer System: The City is converting to National Business Control
Systems C-6 Version 6.0 (FM-8) Fuel Manager system interfacing with a
GEMS software package mounted on a Micro V AX II Computer.
Computer hardware information: Micro V AX II main (mid) frame-
16mg; 2 RA-90 fixed disk drives-l.2 gb each.
Software information: GEMS (General Equipment Management System)
by Diagonal Data Corporation (phone: 612-831-2500; fax: 612-831-8845).
Nation Business Control Systems (phone 512-835-2273; fax: 512-834-3654)
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3.0 General Requirements of Proposals
Proposals are requested from companies with suitable and convenient fuel service
stations currently using an established fleet<ard system within Clearwater's
corporate limits. Each proposal should address the following areas:
3.1 The City operates its own vehicle maintenance facility and preventive
maintenance program which is driven by the periodic monitoring of
odometer readings. Due to the mileage accrual of some fleet units. frequent
data updates are required. Odometer readings are required with each
fueling.
3.2 System Interface and Reports
3.2.1 Due to the volume of transactions. transaction data should be
capable of direct interface with the City's computerized fuel system
data base without the need of manual processing. Reports and
other information produced must be furnished in a format
acceptable by the City. System compatibility is essential between
the City's computerized fuel system and the responder's system.
Responders please note: if a direct interface is not pos-
sible/practical. feel free to respond with the assumption that
manual key entry (from your written reports) will increase the "in
house" cost and the bid will be evaluated on that basis.
3.2.2 Monthly summary reports and/or weekly reports must be provided
at no additional cost and sorted in a manner acceptable to the City.
Proposal submittals shall include a set of sample reports.
3.3 Contingency for Emer:gency Operations
Responders should specify how fuel will be supplied during emergency
operating conditions (i.e.. the onset of a hurricane and/or other extended
periods of commercial electrical power outage. etc.). Specifically. identify
those sites that will serve as emergency/contingency fuel supply sites and
indicate the City's emergency priority status at for each site.
3.4 The City of Clearwater. Florida. is a local government and, therefore.
exempt from federal tax on fuel. Proposals should indicate how this
exemption will be handled (e.g., billing at a net tax~xempt price. refund of '
applicable tax. etc.).
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3.5 The proposed fleet credit system must provide a convenient and reliable
method for capturing the following transaction data:
gallons of fuel received
type of fuel
vehicle identification number
driver identification (number/name, etc.)
transaction date and time
odometer reading (whole mileage--no tenths but capability
for 100,000+ mile readings)
fueling location
base price, taxes and extended totals by transaction
3.6 Proposals offered should include some narrative description of typical steps
to be followed in the proposed refueling operation. Description should
include whether cards are maintained at the fuel site, carried by the driver,
kept in each City vehicle, etc.
3.7 Provide information regarding the ability to restrict access to premium
unleaded fuel, other purchases, etc.
3.8 Station Detail Information: Description and number of stations, typical
hours of operation in the Clearwater geographical area (include a map)
region.
3.9 Information regarding the applicable per gallon fuel price. Also include
basis of pricing (e.g., pump price less discount, posted price +/-, etc.).
Preference will be given to a public (non-proprietary), benchmark pricing
basis.
3.10 If applicable, information regarding the cost of providing the fleet card
service, either as add-on per gallon or lump sum per month, must be
included.
3.11 Provide information on length of time and cost to replace fuel cards-how
quickly a fuel card can be "locked out" after City notification; whether \
notification must in writing, etc.
3.12 Provide information on the payment tenns offered including any/various
cash discounts, methods of payment, etc.
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3.13 Provide information as to the periodic billing data. data format, and whether
such billing data and formats are flexible to adapt to the City's data system
needs. Also provide information on how long the company retains backup
detailed transaction data after it is sent to the City.
4.0 Proposal Evaluation Criteria
The City of Clearwater will consider overall responsiveness to the issues outlined
herein, including but not limited to: cost of service. number of convenient locations
to the City's heavily traveled areas, ease of conducting a typical transaction,
computer systems interface and reports generated, and anticipated reliability of the
service continuity, priority status, acconunodation of the City's various types of
equipment. See the evaluation matrix at the end of this RFP.
It should be understood that the City's final evaluation and award will be based upon
"best value, II dermed as the best overall price of product in vehicle. 1berefore, such
factors as City employees' increased/decreased time driving to/from fueling
locations, total time spent at fueling location, cost (if any) of data upload to the
City's (GEMS) computer system (either hardware, software, or clerical time) will be
evaluated as well as a variety of other factors not expressed in dollars and cents.
The City reserves the right to conduct further meetings with any proposer to seek
clarification on RFP items and. if necessary, to negotiate technical or logistical
problems in the service offered, if in the best interest of the City.
5.0 Contract Term
5.1 Based upon satisfactory service, the term of the contract shall be for a
period of one year. The contract may be renewed for two optional one year
renewals based upon the same terms and provisions and at the mutual
agreement of the responder and the City.
5.2 Proposers agree to enter into a contractual agreement with the City to
provide the services outlined in their proposal. as may be clarified and/or
further defined in negotiations subsequent to the bid opening.
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5.3 Cancellation for Cause: Either party may cancel the contract for cause. if
the other party fails to abide by the tenns and conditions of the contract. and
having been notified of such failure by the aggrieved party (registered mail).
fails to correct such failure within thirty days of the receipt of said notice.
5.4 Cancellation for Convenience: Either party may opt NOT to renew the
contract. by giving 60 days written notice by registered mail. prior to the
expiration of the then-current contract term.
6.0 Additional Information: Proposers may and are encouraged to provide any
additional information they deem appropriate to explain the scope of the services
offered in their proposal.
7.0 Insurance requirements and hold harmless clause are shown as Attachment "A" and
made a part hereof.
8.0 Calendar of Events:
Release date of RFP 10n/96
Bid Opening Date: 10/28/96
Time: 4:00 PM
Place: Purchasing Conference Room
100 South Myrtle Ave.
Clearwater Horida 34616
Selection of Top Candidates 10/31/96
Staff Recommendation due date 11/21/96
City Commission Action 11/21/96
Contract initiation 12/1/96
Project completion: One year with two optional one year renewals
9.0 Communication of RFP Addenda:
Any addenda will be communicated by FaciAilie (if number is provided) or
by Certified Mail. Any questions should be addressed to George
McKibben, Purchasing Manager - City of Ciearwater Facimilie number
(813) 562-4635. Responses will be in writing.
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City of Clearwater
General Services Department
FLEET FUELING SERVICE RFP (Score Sheet)
10/4/96
GIOATAIEXCElIFBELZEl\(FUElRfP llLSJO-e'.
Criteria
Cost of Service
Number/Convenience
Of Locations
Ease of conducting
Transactions
Computer System
Interface
Reports Generated
Anticipated reliability of
Service continuity
Priority Status
Accommodation of City's
Various types of
Equipment
Criteria Weighting
4 = Exceptionally
Important
3 = Very Important
2 = Important
1 = Minimally Important
II W~ht II R~:~9 II t~~~111
(W) LBl (W x R)
Comments
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Criteria Rating
5=
Excellent
4 = Very Good
3=Good
2=
Adequate
1 = Marginally
Acceptable
0= Unacceptable
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_ -=c StlDdard Reaulre.utl for MReu.ttb for ProDOS~
r-:: - ~ POST OffiCE Box 4748, CLf..UWATIR, noRlDA 34618-4748
~E~ ht to Protest . lmPHONE (813) 562-4630 FAX (813) 562-4635
Aa)' actual or prospective bidder .lao II .Urlevecl .. tonaectloa 1'ltb tbe IOlIeltatlo. or a.ard
PURCHASINGoh eODlnct ..)' leek nsolutJoa orbllllaer complalats by toatadlac tbe Purcblllac MaI'Ce,.
2. No Correctlou
Oace . compedtlYe proposal Is .ubmltted, tbe City .blU aot .<<ept la)' request b)'.a)' proposer
to correct erron or omlssloa. la .a)' e.kulaUoas or competitive price .abmltted.
3. ODtaaes5 of Procuremeat ProcesI
WritteD competitive proposals, otber .ubmlssloas, correspoadeac:e, .ad .u records m.de thereof,
u weD II lecotlatloDl toaduded punulat to this RFP, ....B be b.adled la eompllaa<< with
Chapten II' lad 286 Florida Statutes. ne City pes .0 assunace u to the coaOdeadaUty of
.ay portion oha)' proposal oace .ubmltted.
4. No Collusion
By offeriDC. .ubmlsslon to tbe RFP, tbe proposer certifies the proposer bu Dot dlYuleed to,
discussed or compand "lIIIIer tompetltlve proposal with other proposen .ad lau Dot colluded
witb la)' otller proposen or parties to tbis competitive proposal wb.tsocYer.
5. laform.llty WllverJRelectloD of BIcIt
ne City reservCl "e ript to reject .ay or all respollSCS aad to waive aay Irrqularity, variaa<<
or laformallty wIIedler tecbalcal or 'UbstaDtialla alhlre, Ia keeplac with tlae best laterats of the
City.
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CITY
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CLEARWATER'
6. ADPropriadoas a..,.
ne City, u a. eatlty of covernmeDt, Is .ubJect to tlae appropriatioa of fuads b)' Its leclslatlve
body 10 'D .mouDt .umeleat to taDo1' coatfDu.doa of Its performaace II a<<ord'Dce with the
term. 'Dd coadltioas of dais COD tract for eacb aad every flsal year followlae the fiscal )'ear Ia
whkb this COltract ,baD rem ala 10 effed. Upoa Dolice that satrldeat fuads .re DOt .vallable Ia
the subseque.t fiscal )'ea.... the City sh.1I thereafter be released of an terms .ad other coadltloas.
Revised 7/05196