Aviation Fuel Joseph Y Resnick Airport

Request for Bid (Aviation Fuel Joseph Y Resnick Airport) Town of Wawarsing GENERAL Bids for aviation fuel at the Joseph Y. Resnick Airport in the Town of Wawarsing –shall be mailed or hand-delivered to the address listed below by 11:00 a.m. local time, December 8, 2025. Bids will be publicly open and read aloud at the above stated time and place. Proposals not physically received by the Town by that time will be returned, unopened to the submitting entity. All proposals should be addressed to: Town of Wawarsing Attention: Jacqueline Collier, Town Clerk [email protected] 108 Canal Street Ellenville, NY 12428 The bid packet shall include: Aviation Fuel Joseph Y Resnick Airport Response Successful bidder must provide proper insurance. Lien Waivers may be required for any payments made under this contract. Bids shall include a non-collusive affidavit (blank form attached). TOWN OF WAWARSING BID SPECIFICATIONS FOR 100 LL GASOLINE PROVIDER - JOSEPH Y RESNICK AIRPORT CONTRACT TERM: The term of the contract will be for one (1) year and will commence on or about December 10, 2025 and terminate on December 9, 2026 following the approval of the County’s Board of Acquisition and Contract (BAC), execution of a standard Town of Wawarsing Contract and receipt and approval of a satisfactory ‘certificate of insurance w/endorsement’.Town of Wawarsing reserves the right, upon mutual agreement with the vendor, to renew this contract, under all of the same terms and conditions for an additional period of two years, as follows: BASE CONTRACT: December 10, 2025 through December 9, 2026 1ST Renewal Option: December 10, 2026 through December 9, 2027 2nd Renewal Option: December 10, 2027 through December 9, 2028 CONTRACT RENEWAL - ESCALATION/DE-ESCALATION Town of Wawarsing shall have the option, upon mutual agreement with the vendor, to renew this agreement for three (3) additional periods of one year each upon the same terms and conditions, except that the amount payable shall be increased, decreased or remain the same in accordance with the applicable change or no change in current rack pricing. The fixed delivery fee, markup and credit card processing fees will remain the same. CONTRACT: The bid specifications herein delineated and the terms of the Purchase Order(s) shall constitute the contract referenced herein. CONTACT Jacqueline Collier, Town Clerk will be the contact person this contract. Jacqueline Collier may be contacted via email with general questions at: [email protected] DETAILED SPECIFICATIONS / SCOPE OF WORK: 100 LL Aviation Gasoline: The 100 LL Aviation Gasoline shall meet ASTM D910-07a - Standard Specification for Aviation Gasolines. Delivery of ordered 100 LL Aviation Gasoline shall be within 48 hours of the Town of Wawarsing placing an order. Due to the nature of the Airport's aircraft fuel sales operation, the bidder must be capable of making deliveries on any day of the week, including weekend days. All 100 LL Aviation Gasoline orders will be for a minimum of 6,000 gallons. QUANTITY/FORECAST: The Joseph Y Resnick Airport currently has usable storage capacity for 8,000 gallons of 100 LL aviation Gasoline and estimates annual usage of up to 20,000 to 30,000 gallons, plus or minus any unanticipated increase or decrease based upon actual aviation fuel sales at the Joseph Y Resnick Airport. This estimated usage shall in no way constitute a guarantee of a quantity of fuel that will be ordered by the Airport for the term of the bid or award. Orders will be based on the Airport’s actual need and/or actual quantity of fuel sold at the Airport. CREDIT CARD SERVICES: For all fuel purchase transactions at the Joseph Y Resnick Airport’s automated, credit card operated, self-service aviation fuel facility, the Bidder shall provide for the following credit card services as a minimum: ? Accept, without processing fee, at least two major oil company credit cards. ? Accept state and federal government issued credit cards without processing fee. ? Accept other general use credit cards such as Visa, MasterCard, and American Express at a processing fee not to exceed 2.5% of transaction amount. ? Provide toll-free credit card transaction authorization service. METHOD OF MEASUREMENT: The 100 LL Aviation Gasoline shall be measured as the number of U.S. gallons delivered to the JOSEPH Y RESNICK AIRPORT . BASIS OF PAYMENT: Given the fluctuation in rack pricing, all invoices to the Joseph Y Resnick Airport shall clearly show Rack Price, Taxes and Fees, and Markup separately and a total price per gallon as defined below: DEFINITION: Rack Price is defined as the quoted price per gallon of 100LL Aviation Gasoline at the Terminal, at the time the product is loaded onto the delivery vehicle. The Rack Price is subject to periodic escalations (increase) and de-escalations (decrease). The successful bidder shall provide the Joseph Y Resnick Airport with a written quote of the Rack Price the Bidder was charged at the Terminal and the location of the Terminal when the Joseph Y Resnick Airport places an order. This recorded Rack price will be used to calculate the total price per gallon to be paid for each order. Delivery Freight Charge is defined as the bidder’s quoted charge per gallon for loading of fuel at the Terminal, at the time the product is loaded onto the delivery vehicle, for ground transportation of the fuel from the Terminal to Joseph Y Resnick Airport and for unloading of fuel into the storage tank at Joseph Y Resnick Airport. The Delivery Freight Charge is subject to periodic escalations (increase) and de-escalations (decrease). The successful bidder shall provide the Joseph Y Resnick Airport with a written quote of the Delivery Freight Charge the Bidder was charged at the Terminal when the Joseph Y Resnick Airport places an order. This recorded Delivery Freight Charge will be used to calculate the total price per gallon to be paid for each order. Required Taxes and Fees are defined as the fixed taxes and fees per gallon required to be charged based on Federal and State government statutes or regulations. The Required Taxes and Fees are as follows: ? Federal Excise Tax ? Federal Oil Spill Tax ? NYS Petroleum Business Tax ? NYS Testing Fee ? NYS Sales Tax * Tanks are above ground only and not subject to Federal Lust Tax Markup is defined as the bidder’s fixed charge per gallon for all other expenses whatsoever including, but not limited to, costs for operating expenses (overhead), providing credit card services and profit. The Markup is a fixed fee per gallon and shall be held firm for the term of the bid which is as specified elsewhere in these specifications. The Markup shall not fluctuate (increase or decrease) with each order. Total Bid Price is defined as the sum of the prices quoted for Items 1 & 2 at the time an order is placed plus the sum of the fixed prices bid for Items 3 through 4, as defined in this section. Advertising/Customer Service: Identify and describe any co-operative advertising programs including a branded uniform program. Include any special project or local advertising cost and support for advertising and promotion of fuel sales at the Airport. Provide details of how credit is applied and maintained. State the allowance which will be provided to the airport for advertising the seller’s product. Personnel training: Bidder will provide FAA-Approved Part 139 Supervisory Fuel Safety Training to Airport staff so they may handle fuel safely. PRICING: While rack pricing may fluctuate throughout the contract, the fixed delivery fee, markup and credit card processing fees will remain the same. All prices proposed shall include any and all costs to furnish the services for Town of Wawarsing. All prices proposed shall exclude any and all (non-required) taxes as Town of Wawarsing, by law, is tax exempt. AWARD: Award shall be made to the responsive and responsible bidder proposing the lowest total bid price of bid whose proposal complies with all provisions to render it formal and legal. NOTE: Cash discounts, offered by bidders for accelerated payment, will NOT be considered in the evaluation of proposals. Town of Wawarsing reserves the right to reject any and all bids not considered to be in the best interests of Town of Wawarsing. Bidders may withdraw their bids if no award has been made within forty-five (45) days of bid opening. INVOICES & PAYMENT: All invoices shall clearly show rack price, taxes, fees and markup separately and a total price per gallon. The successful Vendor(s) will furnish invoices to the Joseph Y Resnick Airport, with terms of Net-30 days, to be computed from the date that the department receives the invoice. Payment will be made in accordance with the terms on the face of the order, or the Seller's invoice, whichever are more favorable to Town of Wawarsing. For purposes of any applicable cash discount, payment date therefore shall be calculated from the receipt of invoice or final acceptance of the goods, whichever is later. INSURANCE Successful Bidder(s) must furnish proof of insurance (in accordance with the attached requirement sheet), to Risk & Insurance upon notice of award. INDEMNIFICATION The Contractor agrees to defend, indemnify and save harmless the Town of Wawarsing against any and all claims, demands, suits, losses, costs and liabilities to which the Town may be subjected by reason of injury or death of persons including, but not limited to, that of the Contractor, its subcontractor, the Town and its agents, employees, licensees and invitees, sustained during the term of contract, including, but not limited to, death due to injuries sustained during the term of contract, or in connection with the performance of this contract, or arising from liens or claims for services rendered or labor or materials furnished in or for the performance of contract, including, but not limited to, injury, death or damage resulting from the acts or omissions, negligent or otherwise, of the Contractor, its subcontractors or their agents, employees, licensees or invitees. TOWN OF WAWARSING PROPOSAL SHEET 100 LL Gasoline Provider - Joseph Y Resnick Airport The undersigned proposes and offers to furnish and deliver, for Town of Wawarsing, 100 LL Gasoline Provider - Joseph Y Resnick Airport, the specifications for which are attached. This proposal and offer is guaranteed to fulfill the minimum specifications as prepared by Town of Wawarsing. ** This submission constitutes a certification that no Town of Wawarsing Officer or employee has any interest herein. In the event that any Town of Wawarsing Officer or employee has any such interest, the full nature thereof shall be disclosed. NAME OF COMPANY: _______________________________________________________________ ADDRESS OF COMPANY: _______________________________________________________________ _______________________________________________________________ NAME & TITLE OF OFFICER OR PERSON SIGNING THIS BID: _______________________________________________________________ SIGNATURE: ______________________________________________ DATE: __________________________________ TELEPHONE NUMBER: __________________________________ FAX NUMBER: __________________________________ 800 NUMBER: __________________________________ E-MAIL ADDRESS: ______________________________________________________ The guaranteed delivery date shall be __________ (number of days) from the date of placement of order by Town of Wawarsing. In no event shall the guaranteed delivery date exceed seven (7) days from said placement of order. NOTE: By signing and submitting this bid for consideration by Town of Wawarsing, the vendor acknowledges that they have read, understand and agree to all aspects of the specifications as presented without reservation or alteration. The signer acknowledges that he/she is authorized to submit this bid. BIDDERS MUST SUBMIT THIS ORIGINAL SHEET AND AN EXACT, CLEAR DUPLICATE. TOWN OF WAWARSING PROPOSAL SHEET (Cont’d) 100 LL Gasoline Provider - Joseph Y Resnick Airport __________________________________________________________ Vendor Name ITEM BID PRICE Rack Price on (Date 2 weeks prior to BID, 2022): $____________ per gallon Terminal(s) where Rack Price was obtained Delivery Freight Charge: $____________ per gallon Required Taxes and Fees: Federal Excise Tax: $____________ per gallon Federal Oil Spill Tax: $____________ per gallon NYS Petroleum Business Tax: $____________ per gallon NYS Testing Fee: $____________ per gallon NYS Sales Tax: $____________ per gallon Markup: $____________ per gallon Total Bid Price $____________ per gallon ________________________________________________________________ Total Bid Price in Words RFB-XXXX-XXX 100 LL Gasoline Provider - Joseph Y Resnick Airport TOWN OF WAWARSING DIVISION OF PURCHASING PROPOSAL SHEET (Cont’d) 100 LL Gasoline Provider - Joseph Y Resnick Airport __________________________________________________________ Vendor Name Credit Card Transaction Services to Be Provided by Bidder: List of Major Oil Company Credit Cards accepted: ______________________________________ ______________________________________ ______________________________________ List of general use Credit Cards accepted and associated Processing Fee, if any: Credit Card Processing Fee ______________________________________ _______________________________ ______________________________________ _______________________________ ______________________________________ _______________________________ ______________________________________ _______________________________ ______________________________________ _______________________________ Business enterprises awarded an identical or substantially similar procurement contract within the past five years: Titan Aviation Fuels