REQUEST FOR PROPOSALS #12-04 August 11, 2003
REQUEST FOR PROPOSALS TO SUPPLY FUEL OIL OR NATURAL GAS TO
THE UNIVERSITY OF SOUTHERN MAINE
Administered by
PURCHASING DEPARTMENT
UNIVERSITY OF MAINE
ORONO, MAINE 04469-5765
A. BACKGROUND
This solicitation is for the Gorham campus of the University of Southern Maine. The primary function of the Gorham campus’ heating plant is for space heating. The plant maintains the ability to burn No. 2 fuel oil as well as natural gas. It has a 25,000 gallon storage tank and normally receives fuel from transport (tractor trailer) trucks. The University anticipates consuming 350,000 gallons of #2 fuel, (0.35% sulfur by weight) instead of natural gas during the winter months of December 2003, January 2004, February 2004, and possibly into March 2004, when the cost of natural gas exceeds the cost of oil. Last year the campus consumed 64,950 dth (dekatherms) of natural gas on the interruptible meter serving the Central Heat Plant boilers. The 2002 – 2003 interruptible meter usage history is attached.
B. OBJECTIVE:
The University wants to take advantage of the dual fuel capability of the Gorham campus to meet its heating needs at the lowest possible cost. Therefore the objective of this Request for Proposals is to obtain an energy supply at a known cost (i.e. natural gas at a fixed price or #2 fuel oil at a fixed price, pay as delivered) where either:
1) The University decides which product to burn based on market factors or,
2) The University enters into an agreement with a supplier for energy supplies at a fixed price and the supplier determines which product (#2 fuel oil or natural gas) to provide based on market factors.
C. TERMS AND CONDITIONS:
All deliveries must comply with Department of Transportation regulations Title 48 of the Code of Federal Regulations. Contractor shall be responsible for complete and immediate clean up of any spills internal or external, caused by their negligence, equipment, or employees in accordance with all applicable regulations and statutes. The Contractor must notify the University's designated employee in writing within twenty-four (24) hours of any incident whether such spill has resulted in any type of contamination, such as soil or groundwater. "Clean up" means that there will be no remaining trace of contamination.
Spill Prevention Plan: Contractor(s) must submit a copy of their written "Spill Prevention Control and Countermeasures Plan" to include, but not necessarily limited to, the equipment, procedures and assistance they will provide in the event of a fuel spill (major or minor) as well as what assistance and procedures they will provide in the event of a leaking fuel tank. This document will be incorporated into the University’s "Spill Prevention Control and Countermeasure Plan(s)". Plans shall be filed prior to the date of performance under this Agreement.
Oil Analysis Information: the Contractor must furnish the percent sulfur, the lb/MMBtu air emission factor for each pollutant, and heat content of fuel supplied if requested.
Pricing shall be in the form of a firm price for the contract period. The price shall include charges such as storage, delivery, insurance, bonding, environmental fees, NORA fees, and all other costs.
The contract shall be effective upon award through June 30, 2004.
D. OTHER INFORMATION:
The University reserves the right to request additional information from individual suppliers or to request all suppliers to submit supplemental materials.
This RFP does not commit the University to pay any costs incurred in connection with any proposal.
Suppliers must provide information sufficient to demonstrate the ability to financially and operationally perform the services requested in this RFP.
The University may cancel this RFP or reject any or all proposals in whole or in part. Should the University determine in its sole discretion that only one bidder is fully qualified, or that one bidder is clearly more qualified than any other under consideration, a contract may be awarded to that bidder without further action.
E. AWARD:
For administrative simplicity, the University would like to award this contract all to one supplier however it reserves the right to award to more than one supplier if it is advantageous for the University to do so. Proposals will be judged on the Supplier’s ability to meet the University’s need for economical energy. The principle criteria in evaluating proposals will include total delivered cost of energy over the contract term, certainty of proposed energy supply, and financial and operational viability of energy supplier. The University reserves the right to consider other factors that may be relevant to its energy supply needs. The University reserves the right to waive irregularities.
F. SUBMISSION OF OFFERS
Communication with the University: It is the responsibility of the bidder to inquire about any requirement of this RFP that is not understood. Responses to inquiries, if they change or clarify the RFP in a substantial manner, will be forwarded by addenda to all parties that have received a copy of the RFP. Addenda will also be posted on our web site, www.umaine.edu/purchasing/. The University will not be bound by oral responses to inquiries or written responses other than addenda.
Inquiries must be made to: Hal Wells
Purchasing Department
University of Maine
5765 Service Building
Orono, Maine 04469-5765
(207) 581-2689
Proposal Submission: A SIGNED original and two (2) copies of the proposal must be submitted to the University of Maine Purchasing Department, 5765 Service Building, Orono, Maine 04469-5765, in a sealed envelope by 12:00 noon, Friday, August 22, 2003, to be date stamped by the Purchasing Department in order to be considered. Bidders are strongly encouraged to submit bids in advance of the due date to avoid the possibility of missing the12:00 noon deadline due to unforeseen circumstances. Proposals received after the due date and time will be returned unopened. There will be no public opening of proposals. Vendors are strongly encouraged to submit proposals in advance of the due date to avoid the possibility of missing the due date because of unforeseen circumstances. Vendors assume the risk of the methods of dispatch chosen. The University assumes no responsibility for delays caused by any package or mail delivery service. Postmarking by the due date WILL NOT substitute for receipt of proposal. Additional time will not be granted to any single vendor, however additional time may be granted to all vendors when the University determines that circumstances require it. FAXED OR E-MAIL PROPOSALS WILL NOT BE ACCEPTED. The envelope must be clearly identified on the outside as follows:
Name of Bidder
Address of Bidder
Due Date
RFP #
G. PROPOSAL CONTENT:
A firm fixed price for 350,000 gallons of #2 fuel oil and/or
A firm fixed price for energy supplies #2 fuel oil or natural gas equivalent to the thermal output of approximately 650,000 therms
Notice of any exceptions to the language written in this RFP
A clear description of the offer
A copy of any supplier/customer contract that the University would be required to sign
Prices should be binding on the supplier for one week beyond the due date for proposals
H. REFERENCES:
Provide a list of three references with your quotation. These references should be agencies your firm has done business with in the past year on projects with a similar scope to this one.
|
|
Jun-02 |
Jul-02 |
Aug-02 |
Sep-02 |
Oct-02 |
Nov-02 |
Dec-02 |
Jan-03 |
Feb-03 |
Mar-03 |
Apr-03 |
May-03 |
|
1 |
|
502.7 |
478.0 |
473.7 |
618.5 |
2,461.4 |
3,148.0 |
2,826.3 |
3,015.1 |
2,784.6 |
2,627.0 |
1,558.9 |
|
2 |
21.0 |
429.1 |
431.6 |
557.7 |
650.4 |
2,856.2 |
3,265.5 |
3,340.6 |
3,110.8 |
3,219.5 |
2,331.4 |
1,655.3 |
|
3 |
419.0 |
376.9 |
396.9 |
557.8 |
692.7 |
2,648.9 |
3,881.8 |
3,315.8 |
2,828.8 |
4,217.0 |
2,663.2 |
1,464.9 |
|
4 |
420.6 |
387.1 |
429.1 |
577.9 |
601.1 |
2,491.1 |
3,604.6 |
3,219.5 |
3,006.5 |
3,217.6 |
2,976.1 |
1,422.1 |
|
5 |
399.1 |
406.7 |
510.8 |
570.0 |
559.4 |
2,375.9 |
3,450.7 |
2,923.2 |
3,731.8 |
3,076.8 |
2,936.7 |
1,311.3 |
|
6 |
463.5 |
449.0 |
484.5 |
569.4 |
685.9 |
2,313.0 |
3,374.9 |
3,094.0 |
3,538.8 |
3,141.9 |
2,890.5 |
1,513.0 |
|
7 |
471.3 |
481.0 |
491.0 |
526.7 |
768.1 |
2,508.5 |
3,115.5 |
2,955.6 |
3,711.7 |
3,171.6 |
2,759.4 |
1,273.9 |
|
8 |
409.9 |
481.3 |
459.8 |
539.1 |
1,274.7 |
2,033.9 |
3,295.0 |
2,569.6 |
3,508.4 |
2,610.9 |
2,640.8 |
737.8 |
|
9 |
387.6 |
513.5 |
460.6 |
514.3 |
1,303.1 |
1,675.4 |
3,878.4 |
3,107.2 |
3,375.4 |
3,345.7 |
2,639.3 |
643.0 |
|
10 |
399.7 |
554.1 |
440.2 |
473.9 |
1,240.3 |
1,292.6 |
3,332.6 |
3,487.7 |
3,278.1 |
2,733.9 |
2,271.9 |
506.5 |
|
11 |
480.4 |
585.8 |
387.2 |
607.3 |
1,081.1 |
1,341.4 |
2,937.8 |
3,449.8 |
4,035.5 |
3,129.8 |
2,256.8 |
517.0 |
|
12 |
563.3 |
514.8 |
401.0 |
634.6 |
1,103.9 |
1,839.7 |
2,907.6 |
3,387.1 |
4,192.4 |
2,833.9 |
1,805.4 |
527.0 |
|
13 |
497.9 |
439.4 |
- |
584.8 |
1,157.3 |
2,131.8 |
2,499.6 |
3,241.1 |
4,576.5 |
3,601.9 |
2,170.4 |
1,039.2 |
|
14 |
529.0 |
502.0 |
10.5 |
548.4 |
1,663.0 |
1,974.8 |
2,642.3 |
3,820.2 |
4,413.9 |
3,541.4 |
1,759.0 |
1,209.6 |
|
15 |
576.5 |
501.6 |
454.5 |
576.5 |
1,899.9 |
1,981.9 |
2,809.8 |
3,994.8 |
4,344.2 |
3,113.4 |
1,128.7 |
1,342.2 |
|
16 |
517.2 |
521.3 |
464.8 |
588.1 |
1,781.1 |
2,525.7 |
3,274.6 |
3,877.7 |
4,213.4 |
2,738.7 |
1,864.9 |
1,416.0 |
|
17 |
546.6 |
468.9 |
387.2 |
591.0 |
1,574.4 |
2,739.7 |
3,416.2 |
4,117.5 |
4,180.0 |
2,401.3 |
2,576.7 |
1,183.2 |
|
18 |
471.6 |
459.9 |
418.0 |
657.3 |
1,722.8 |
3,013.0 |
3,080.7 |
4,227.7 |
3,521.2 |
2,634.3 |
2,243.5 |
703.6 |
|
19 |
460.0 |
461.7 |
395.7 |
607.1 |
1,548.2 |
2,675.0 |
2,597.3 |
4,014.0 |
2,714.6 |
2,739.6 |
1,831.0 |
|
|
20 |
449.1 |
409.2 |
453.6 |
557.3 |
1,824.8 |
2,425.8 |
2,534.7 |
4,158.8 |
2,189.5 |
1,949.0 |
1,688.8 |
|