!llvirginiatech i · attn: chris pond po box 1855 suffolk, va 23439-1855 dear chris pond:...

!llVirginiaTech I

Griffin Oil & Propane Attn : Chris Pond PO Box 1855 Suffolk, VA 23439-1855

Dear Chris Pond:

Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061 540/231 -6221 Fax: 540/231-9628 www.procurement.vt.edu

April 4, 2016

Subject: Virginia Tech Contract #TG-004-14 Commodity/Service:Gasoline and Diesel Fuel

Thank you for responding to my letter of March 21, 2016 and agreeing lo renew the contract. The co ntract wi ll now expire August 31, 2017.

The attached fo rm hows your company information as li sted in the university 's vendor database. If any of this information changes, please make corrections directly o n the fo rm, and return to me. It is essential that this in fo rmation be accurate in order for payments to be processed in a timely manner.

We look forward to working with you for an additional year.

ASB/kjb

c: F.M. Pro

Sincerely,

Anthony S. Beeken, VCO, CUPO Buyer Sen ior/Contracts Officer Telephone: (540) 231-5240

Pamela D. Worrell

V I RGINIA PO LYTEC HN IC INST IT UT E AND STA TE UNIV ERSITY

An equa l opportunity, a ffirm ative action institution

VENDOR INFORMATION FORM 3/21 /2016

TG 004 14 ------- for office use -------

Suffolk Energies , Inc.

FULL LEGAL NAME (Company Name as it appears with your Federal Taxpayer Number)

Griffin Oil & Propane

BUSINESS NAME/ OBA NAME/TA NAME

(If different than Full Legal Name)


BILLING NAME (Company name as it appears on your invoice)

PURCHASE ORDER ADDRESS:

P 0 Box 1855

P 0 BOX ADDRESS 1

STREET ADDRESS 2

Suffolk

CITY

VIRGINIA 23439

STATE ZIP CODE

Chris Pond

CONT ACT PERSON

[email protected] EMAIL

Tony Beeken

FEDERAL TAXPAYER NUMBER

FEDERAL TAXPAYER NUMBER (If different than ID# above)

FEDERAL TAXPAYER NUMBER (if different than ID# above)

PAYMENT ADDRESS:

P 0 Box 1855

PAYMENT P 0 BOX ADDRESS 1

PAYMENT STREET ADDRESS 2

Suffolk

CITY

VIRGINIA 23439

STATE ZIP CODE

757-539-4 761

PHONE NUMBER

TOLL FREE NUMBER

757-539-2372

FAX NUMBER

!IJVirginiaTech I

Griffin Oi l & Propane Attn : Chris Pond PO Box 1855 Suffolk, VA 23439-1855

Dear Ch ris Pond:

Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg , Virginia 24061 540/231 -6221 Fax: 540/231 -9628 www.procurement.vt.edu

March 21, 2016

Subject: Virginia Tech Contract# TG-004-14

Commodity/Service: Gasol ine and Diesel Fuel

This is lo inform you that lhe subj ect conlracl ex pires August 31, 2016. Since the university would like lo renew the contracl for an add itional year, please advise concerning yo ur intention by signing in the appropriate space listed below. A signed copy of this letter should be received by Procurement by April 5, 2016.

In additio n, review the attached form , which shows your company information as listed in the university's vendor databa e. If any of this in formation has changed , make corrections direct ly on the fo rm, and return w ith this leller. IL is essential this information be accurate fo r payment to be processed in a timely manner.

Virgi nia Tech recommends that our ve ndors utilize the Well s One AP Control Payment System fo r payment of all invoices and strongly encourages all vendors under co nt ract with the university to participate in thi s program. If your firm is not enrolled in the program, refer lo our website: hllp:/Jwww.procuremenl.vl.eduNendor(WellsOne. hlml or contact me directly for more information.

Griffin Oil & Propane agrees to contract.

Authorized Signature:

Name: (please print)

Si nce rely,

~~.~ A nthony S. Beeken, VCO, CUPO Buyer Senior/Contracts Officer Te lephone: (540)-231-5240

additional year under the te rms and conditions of the subject

We currently participate in the Wells One Program. ___ We would like to participate in the Wells One Program __ _

Griffin Oil & Propane does not agree to renew the contract for an addit ional year.

Authorized Signature: Date: _________ _

Name:

Approved :

Date:

Title : -----------

VIRGINIA POL YTEC HNI C INSTITUTE AND STATE UNIV ERSITY

An equa l opportunity, a ffirm ative acti on institu tion

VENDOR INFORMATION FORM 3/21 /2016

TG 004 14 ------- for office use -------

Suffolk Energies, Inc.








P 0 Box 1855

P 0 BOX ADDRESS 1

STREET ADDRESS 2

Suffolk

CITY

VIRGINIA 23439

STATE ZIP CODE

Chris Pond

CONT ACT PERSON


Tony Beeken




PAYMENT ADDRESS:

P 0 Box 1855



Suffolk

CITY

VIRGINIA 23439

STATE ZIP CODE

757-539-4 761

PHONE NUMBER

TOLL FREE NUMBER

757-539-2372

FAX NUMBER

ll!VirginiaTech \

Suffolk Energies, Inc. Attn: Chris Pond PO Box 1855 Suffolk, VA 23439

Dear Mr. Pond:

Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061 540/231-6221 Fax: 540/231-9628 www.procurement.vt.edu

August 10, 2015

Subject: Virginia Tech Contract #TG-004-14 Commodity/Service: Gasoline and Diesel Fuel

Thank you for responding to my letter of July 1 7, 2015 and agreeing to renew the contract for an additional year. The contract will now expire August 31 , 2016.

The attached form shows your company information as listed in the university's vendor database. If any of this information changes, please make corrections directly on the form, and return to me. It is essential that this information be accurate in order for payments to be processed in a timely manner.


ASB/sr

c: F.M. Pro Bobby Ashburn

Sincerely,

Anthony S. Beeken, VCO Buyer Senior/Contracts Officer Telephone: (540) 231-5240

Invent the Future

VIRGINIA POLYTECHNIC INS TITUTE AND STATE UNIVER SITY

An equal opportun i ty , affirma ti ve action institut i on

I I /

I

VENDOR INFORMATION FORM 7/27/2015


/ I

· ~

FULL LEGAL NAME

------- for office use -------

(Company Name as it appears with your Federal Taxpayer Number)







P 0 Box 1855

P 0 BOX ADDRESS 1

STREET ADDRESS 2

Suffolk

CITY

VIRGINIA 23439

STATE ZIP CODE

Chris Pond

CONTACT PERSON


To,:, 3eeKe ,




PAYMENT ADDRESS:

P 0 Box 1855



Suffolk

CITY

VIRGINIA 23439

STATE ZIP CODE

757-539-4761

PHONE NUMBER

TOLL FREE NUMBER

757-539-2372

FAX NUMBER

I VirginiaTech I


Dear Mr. Pond:

Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virgin ia 24061 540/231-6221 Fax: 540/231-9628 www.procurement.vt.edu

July 17, 2015

Subject: Virginia Tech Contract # TG-004-14 Commodity/Service: Gasoline and Diesel Fuel

This is to infonn you that the subject contract expires August 31 , 2015 . Since the university would like to renew the contract for an additional year, please advise concerning your intention by signing in the appropriate space listed below. Please return one signed copy of this letter to me by July 31, 2015 .

Please review the attached fonn , which shows your company information as listed in the university's vendor database. If any of this information has changed, make corrections directly on the form, and return with this letter. It is essential that this information be accurate in order for payments to be processed in a timely manner.

Thank you for your attention to this matter.

Suffolk Energies, Inc. agrees to renew subject contract.


Name:

Sincerely,

~~-~ Anthony S. Beeken, VCO Buyer Senior/Contracts Officer Telephone: (540) 231-5240

ditional year in accordance with the terms and conditions of the

Suffolk Energies, Inc. does not agree to renew the contract for an additional year.


Name:

ASB/sr c: FMP

Approved:

Date:

Title: _________ _ (please print)

Invent the Futu re

VIRGINIA POLYTECHN I C INSTITUTE AND STATE UNIVERSITY An e qual opportunity, affirmative action institution

VENDOR INFORMATION FORM 6/1 8/2015

G 004 14 ------- for office use ------









P 0 Box 1855

P 0 BOX ADDRESS 1

STREET ADDRESS 2

Suffolk

CITY

VIRGINIA 23439

STATE ZIP CODE

Chris Pond

CONT ACT PERSON

pond@suffol kenergies .com

EMAIL

Tony Beeken




PAYMENT ADDRESS:

P 0 Box 1855



Suffolk

CITY

VIRGINIA 23439

STATE ZIP CODE

757-539-4761

PHONE NUMBER

TOLL FREE NUMBER

757-539-2372

FAX NUMBER

IIJVirginiaTech •


Dear Mr. Pond:

Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061 540/231-6221 Fax: 540/231-9628 www.procurement. vt. edu

April 11,2014

Subject: Virginia Tech Contract #TG-004-14 Commodity/Service: Gasoline and Diesel Fuel

Thank you for responding to my letter of April 2, 2014 and agreeing to renew the contract for an additional year. The contract will now expire August 31, 2015.

The attached form shows your company information as listed in the university's vendor database. If any of this information changes, please make corrections directly on the form, and return to me. It is essential that this information be accurate in order for payments to be processed in a timely manner.


ASB/sr

c: F.M. Pro Bobby Ashburn

Sincerely,

( ' \'.. '"',.)J"..,..._j· ')> •

..... -~:;..'_~-·-~-· ._

Anthony S. Beeken. VCO Buyer Senior/Contracts Officer Telephone: (540) 231-5240

Invent the Future

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY An equal opportunity, affirmative action institution






BUSINESS NAME/ DBA NAME/TA NAME





P 0 Box 1855

P 0 BOX ADDRESS 1

STREET ADDRESS 2

Suffolk

CITY

VIRGINIA 23439

STATE ZIP CODE

Chris Pond

CONTACT PERSON

[email protected]

EMAIL




PAYMENT ADDRESS:

P 0 Box 1855



Suffolk

CITY

VIRGINIA 23439

STATE ZIP CODE

757-539-4761

PHONE NUMBER

TOLL FREE NUMBER

757-539-2372

FAX NUMBER

!I Virginia Tech I


Dear Mr. Pond:

Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061 540/231-6221 Fax: 540/231-9628 www.procurement. vt. edu

April2, 2014

Subject: Virginia Tech Contract# TG-004-14 Commodity/Service: Gasoline and Diesel Fuel

This is to inform you that the subject contract expires August 31, 2014. Since the university would like to renew the contract for an additional year, please advise concerning your intention by signing in the appropriate space listed below. Please return one signed copy of this letter to me by April 16, 2014.

Please review the attached form, which shows your company information as listed in the university's vendor database. If any of this information has changed, make corrections directly on the form, and return with this letter. It is essential that this information be accurate in order for payments to be processed in a timely manner.

Thank you for your attention to this matter.

Suffolk Energies, Inc. agrees to rene the subject contract.


Name:

Sincerely,

~~.~~-Anthony S. Beeken, VCO Buyer Senior/Contracts Officer Telephone: (540) 231-5240

add. ional year in accordance with the terms and conditions of

Suffolk Energies, Inc. does not agree to renew the contract for an additional year.

Authorized Signature: Date: _________ _

Name:

ASB/sr c: FMP

Approved:

Date:

Title: _________ _

- Invent the Future

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

An equal opportunity, affirmative action institution






BUSINESS NAME/ DBA NAMEITA NAME





P 0 Box 1855

P 0 BOX ADDRESS 1

STREET ADDRESS 2

Suffolk

CITY

VIRGINIA 23439

STATE ZIP CODE

Chris Pond

CONTACT PERSON

[email protected]

EMAIL




PAYMENT ADDRESS:

P 0 Box 1855



Suffolk

CITY

VIRGINIA 23439

STATE ZIP CODE

757-539-4 761

PHONE NUMBER

TOLL FREE NUMBER

757-539-2372

FAX NUMBER

COJ\TRACT MODIFICATJOJ\ AGREEMENT

Date: September 16. 2013

Contract No.: TG-004-14

Modification No.: One

Issued By: Virginia Polytechnic Instirute and State University (Virginia Tech)

Contractor: Suffolk Energies, Inc. dba Griffin Oil Company

Commodity: Gasoline and Diesel Fuel

This Supplemental Agreement is entered into pursuant to the provisions of the basic contract.

Description of Modification:

Correct Suffolk Energies, Inc. dba:

From: Suffolk Energies, Inc. dba Griffin Oil Company P. 0. Box 1855 Suffolk. VA 23439

To: Suffolk Energies, Inc. dba Griffin Oil & Propane P. 0. Box 1855 Suffolk, VA 23439

Except as provided herein, all terms and conditions of Contract Number TG-004-14. as heretofore changed, remain unchanged and in full force and effect.

Contractor By:

(Si

Vir~ By:~\C:5o

~-Thomas Kaloupek Director of Procurement

COMMONWEALTH OF VIRGINIA

STANDARD CONTRACT

Contract Number: TG-004-14

This contract entered into this 23rd day of August 2013, by Suffolk Energies, Inc. db a Griffin Oil Company, hereinafter called the "Contractor" and Commonwealth of Virginia, Virginia Polytechnic Institute and State University called "Virginia Tech."

WITNESSETH that the Contractor and Virginia Tech, in consideration of the mutual covenants, promises and agreements herein contained, agree as follows:

SCOPE OF CONTRACT: The Contractor shall provide the gasoline and diesel fuel to Virginia Tech's Tidewater Agricultural Research and Extension Center as set forth in the Contract Documents.

PERIOD OF CONTRACT: From September 1, 2013 through August 31, 2014.

COMPENSATION AND METHOD OF PAYMENT: The Contractor shall be paid by Virginia Tech in accordance with the contract documents.

CONTRACT DOCUMENT: The contract documents shall consist of this signed contract, Invitation For Bid number 0027373 dated August 9, 2013, and the bid submitted by the Contractor dated August 16, 2013, all of which contract documents are incorporated herein.

In WITNESS WHEREOF, the parties have caused this Contract to b~duly executed intending to be bound thereby.

Contractor By:

Virginia Tech By:

)

W. Thomas Kaloupek Director of Procurement

INVITATION FOR UNSEALED BID# 0027373 THIS IS NOT AN ORDER

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY PROCUREMENT DEPARTMENT (MC 0333)

NORTH END CENTER~ SUITE 2100~ VIRGINIA TECH~ 300 TURNER STREET N\V BLACKSBURG, VIRGINIA 24061

DATE BID RETURN DATE AND HOUR BID OPENING DATE AND HOUR

August 9. 2013 Aug:ust19.2013 5PM

BIDDERS ADDRESS

1. ')

3. 4.

5. 6. 7.

8.

ADDRESS ALL INQUIRIES AND CORRESPONDENCE TO: Anthony S. Beeken, VCO Contracts Officer/Buyer Senior

E-MAIL ADDRESS: abeekenl{uvt.edu

TELEPHONE NUMBER (540) 231-5240

FAXNUMBER (540)231-9628

AFTER HOUR MESSAGES (540) 231-6221

COMMODITY: Gasoline and Diesel Fuel SEE ATTACHED SPECIAL INSTRUCTIONS

Responses must be submitted on this form and the attachment (s) provided. Facsimile unsealed bids received in the Virginia Tech Procurement Department prior to the time and date designated for bid submission will be accepted. Responses should be signed belo\\. Responses will be received in the Virginia Polytechnic Instirute and State University. Procurement Department (MC 0333). North End Center. Suite 2100. Virginia Tech . 300 Tumer Street. NW. Blacksburg. VA 24061 until the bid opening date and hour or. if specified, the bid retum date and hour shown above. Contact the buyer listed above for bid award information. Enclose a self-addressed stamped envelope if you wish to obtain price information. DELIVERY IS F.O.B. DESTINATION UNLESS OTHERWISE NOTED IN THE BODY OF THE BID. Any ADDENDUM issued for this solicitation may be accessed at httn: 'www.procurcment.vt.edu/html.doc,;/bids.php. Since a paper copy of the addendum will not be mailed to you. we encourage you to check the web site regularly. Bidders must take cognizance of the fees associated with the eVA Business-To-Government Vendor Registration requirement described herein and at http://www.eva.state.va.us/ and submit prices accordinglY.

CERTIFICATION IN ACCORDANCE WITH THIS !NV IT AT ION FOR UNSEALED BID AND SUBJECT TO ALL TERMS AND CONDITIONS CONTAINED HEREIN INCLUDING THE GENERAL TERMS AND CONDITIONS SHOWN AT http: 'Www.nrocuremenu·tcdu, lmnl.docs!tenn,; GTC BlD Oh 14:?0_1 ~-THE UNDERSIGNED OFFERS AND AGREES TO FURNISH THE GOODS OR SERVICES FOR THE PRICE(S) OFFERED.

I Filii IEGALNAMEIPRINT\ I FEDERALTAXPAYERNUMBERIID#\ I DELIVERYDATE ~ .

(Company name as Jt appears wJth your Federal Taxpayer ~umber)

BUSINESS NAME/DBA NAME/T A NAME FEDERAL TAXPAYER NUMBER (If different than the Full Legal Name) (If different than ID'Il' above)

BILLING NAME FEDERAL TAXPAYER NUMBER

(Company name as it appears on your mvoice) (lfdifterent than IDtt above)

PURCHASE ORDER ADDRESS PAYMENT ADDRESS

CONTACT NAME/TITLE (PRINT) SIGNATURE (IN INK) DATE

E-MAIL ADDRESS TELEPHONE NUMBER TOLL FREE TELEPHONE NUMBER FAX NUMBER

"BUSINESS CLASSIFICATION I 0 LARGE I D SMALL I 0 MINORITY-OWNED I D WOMEN-OWNED

· Business Classification definitions can he viewed at httt': \\'\\'\'/.rrocun.·tncnt.\'1 edu :,:endor,clas:-..htnll

Is your Classification certified hy the Vin!inia Dept of Minoritv Business Enterorise'' DYes D No I If ves. provide Certification Number·

·'For assistance with certification questions. please visit: http: y~,· W\\_.~11} t1c. Stilt.~_:'.:.~~:~. US· _)..\:Y~ll11Cl'rt. })t 111!

THIS IS NOT AN ORDER'~'~'"'''""'

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY (VIRGINIA TECH)

INVITATION FOR UNSEALED BID NUMBER 0027373

Gasoline and Diesel Fuel

I. PURPOSE:

The intent and purpose of this Invitation For Unsealed Bid is to establish a term contract with one qualified source that can provide gasoline and diesel fuel for the Tidewater Agricultural Research and Extension Center. Virginia Polytechnic Institute and State University (Virginia Tech). an agency of the Commonwealth of Virginia.

II. BACKGROUND:

The Virginia Agricultural Research and Extension Centers -- known as ARECs -- help serve the Commonwealth's agricultural needs. These centers comprise a portion of Virginia's Agricultural Experiment Station research system. In particular. Tidewater AREC is located in the City of Suffolk on approximately 336 acres and has research and extension programs dealing with com. cotton. peanut. small grains, soybean, vegetables and swine. Gasoline and diesel fuel are needed to support the functions and continuing research for this center. Actual location of tanks is at 6321 Holland Road. Suffolk, VA 23437.

III. EVA BUSINESS-TO-GOVERNMENT ELECTRONIC PROCUREMENT SYSTEM:

The eVA Internet electronic procurement solution streamlines and automates govermnent purchasing activities within the Commonwealth of Virginia. Virginia Tech. and other state agencies and institutions, have been directed by the Governor to

maximize the use of this system in the procurement of goods and services. We are, therefore, requesting that vour film register as a trading partner within the eVA svstem.

There are registration fees and transaction fees involved with the use of eVA. These fees must be considered in the provision of quotes, bids and price proposals offered to Virginia Tech. Failure to register within the eVA system may result in the quote, bid or proposal from your firm being rejected and the award made to another vendor who is registered in the eVA system.

Registration in the eVA system is accomplished on-line. Your firm must provide the necessary information. Please visit the eVA website portal at htm:/ W\V\\'.eva.vinc:inia.uov reuistcr Yendorrcu.htm and register both with eVA and Ariba. This process needs to be completed before Virginia Tech can issue yourfinn a Purchase Order or contract. If your firm conducts business from multiple geographic locations, please register these locations in your initial registration.

For registration and technical assistance, reference the eVA website at: e VACustomerC arera dus. viruinia. !.!O\'. or call 866-289-7367 or 804-371-2525.

IV. SCOPE OF SERVICE:

A. General: The contractor shall furnish and deliver gasoline and diesel fueL as described below. when ordered by Tidewater AREC.

B. Gasoline:

1. Type: Reformulated 87% octane unleaded gasoline ' Estimated usage;year: 9.400 gallons 3. Tank size (above ground): 1.500 gallons 4. Applicable laws: All gasoline shall be in complete conformance with ASTM D 4814 as described in Attachn1ent C.

Specifications. Gasoline. 5. Rate of delivery: Contractor shall supply on an ''As Needed" basis. 6. Quantities: Quantities set forth in this solicitation are estimates, and the Contractor shall supply at bid prices actual

quantities as ordered. regardless of whether such total quantities are more or less than those estimated.

C. Diesel Fuel:

1. Type: Ultra Low Sulfur Diesel Fuel 2. Estimated usage/year 5000 gallons 3. Tank size (above ground): 1.500 gallons

2

4. Applicable laws: All diesel fuel shall be in complete conformance with ASTM D 975. Grade No. 2 S 15 as described in Attachment D. Specifications. Ultra Low Sulfur Diesel Fuel.

5. Rate of delivery: Contractor shall supply on an "As Needed .. basis. 6. Quantities: Quantities set forth in this solicitation are estimates. and the Contractor shall supply at bid prices actual

quantities as ordered. regardless of whether such total quantities are more or less than those estimated.

D. Certification of Products Delivered:

The contractor shall submit the following certification as to source and base price with each invoice submitted to Virginia Tech. The format of this certification shall be as follows: CERTIFICATION:

Delivery Date: Supplier indicated in bid: Base price from source on above date: Differential: Total price; gallon: Signature:

A rubber stamp may be used to place the above information on the invoice. This verification should be retained with the contractor· s invoice for future reference and/or audits.

V. METHOD OF PAYMENT:

Virginia Tech will authorize payment to the contractor as negotiated in any resulting contract from the aforementioned Invitation For Bid.

Payment can be expedited through the use of the Wells One AP Control Payment System. Virginia Tech strongly encourages participation in this program. For more information on this program please refer to Virginia Tech's Purchasing website: http:i;www.procurcment.vt.eduDepartmennVellsOne.html or contact the person in Procurement Department identified in the IFB.

VI. INVOICES:

Invoices for goods or services provided under any contract resulting from this solicitation shall be submitted to:

Virginia Polytechnic Institute and State University Accounts Payable North End Center, Suite 3300, Virginia Tech 300 Turner Street N\V Blacksburg, Virginia 24061

VII. CONTRACT ADMINISTRATION:

A. Bobby Ashburn. Senior Agricultural Manager. Tidewater AREC. at Virginia Tech or his designee. shall be identified as the Contract Administrator and shall use all powers under the contract to enforce its faithful performance.

B. The Contract Administrator. or his designee, shall determine the amount. quantity. acceptability. fitness of all aspects of the services and shall decide all other questions in connection with the services. The Contract Administrator, or his designee. shall not have authority to approve changes in the services which alter the concept or which call for an extension of time for this contract. Any modifications made must be authorized by the Virginia Tech Procurement Department through a written amendment to the contract.

Vlll. PRICE SCHEDULE: (TO BE COMPLETED BY BIDDER):

The price charged by the contractor to Virginia Tech shall be the source· s posted base price (Reseller Tank Car Price) as of the delivery date plus Differential Rate (contractor· s profit inclusive of all freight. delivery, pumping fees and miscellaneous charges). The posted base price is the price paid by the Contractor from the source indicated below and is subject to frequent fluctuations. The base price plus the Differential Rate equals the net price or price to be shown on the invoice. The Differential Rate shall remain firm for the duration of the contract. However, the posted base price may change from delivery to delivery.

3

SOURCE/SUPPLIER NAME: ------------------------~----------

Item Description Estimated Annual Usage Differential Rate Total

1. Reformulated 87% Octane 9 AOO Gallons X $ _____ ;gallon $ Unleaded Gasoline

') Ultra Low Sulfur Diesel Fuel 5.000 Gallons X $ _____ /gallon $ ___ _

Grand Total Differential Rate $ ___ _

IX. ADDENDUM:

Any ADDENDUM issued for this solicitation may be accessed at httn: · W\\'\\ .nw.::uremenl.\'t.edu html.docs b1ds.pho. Since a paper copy of the addendum will not be mailed to you. we encourage you to check the web site regularly.

X. TERMS AND CONDITIONS:

This solicitation and any resulting contract/purchase order shall be governed by the attached terms and conditions.

XI. ATTACHMENTS:

Attachment A - Terms and Conditions Attachment B- Standard Contract Form Attachment C - Specifications, Gasoline Attachment D - Specifications, Ultra Low Sulfur Diesel Fuel

4

ATTACHMENT A

TERMS AND CONDITIONS

Bid General Terms and Conditions

See bttp:··.www.orocurement.vt.eclu html.docs rerms!GTC BID (lill4')01 '.pdf

Special Terms and Conditions

1. ADVERTISLJ\IG: In the event a contract is awarded for supplies, equipment. or services resulting from this bid. no indication of such sales or services to Virginia Tech will be used in product literature or advertising. The Contractor shall not state in any of the advertising or product literature that the Commonwealth of Virginia or any agency or institution of the Commonwealth has purchased or uses its products or services.

') AUDIT: The Contractor hereby agrees to retain all books. records. and other documents relative to this contract for five (5) years after final payment. or until audited by the Commonwealth of Virginia. whichever is sooner. Virginia Tech. its authorized agents, and; or State auditors shall have full access to and the right to examine any of said materials during said period.

3. AVAIL ABILITY 0 F FUNDS: It is understood and agreed between the parties herein that Virginia Tech shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

4. AWARD OF CONTRACT: Virginia Tech will make the award on a grand total price basis to the lowest responsive and responsible bidder. The Virginia Tech Procurement Department also reserves the right to reject any or all bids. in whole or in part, to waive informalities and to delete items prior to making the award, whenever it is deemed in the sole opinion of Virginia Tech to be in its best interest.

5. BID ACCEPTANCE PERIOD: Any bid received in response to this solicitation shall be valid for (60) days. At the end of the ( 60) days the bid may be withdrawn at the written request of the Bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is cancelled.

6. CANCELLATION OF CONTRACT: Virginia Tech reserves the right to cancel and terminate any resulting contract. in part or in whole, without penalty, upon 60 days written notice to the Contractor. In the event the initial contract period is for more than 12 months. the resulting contract may be terminated by either party. without penalty, after the initial 12 months of the contract period upon 60 days \vritten notice to the other party. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and; or perform on all outstanding orders issued prior to the effective date of cancellation.

7. CONTRACT DOCUMENTS: The contract entered into by the parties shall consist of the Invitation for Bids. the signed Bid submitted by the Contractor. the Commonwealth Standard Contract Form (copy attached). the General Terms and Conditions. Special Terms and Conditions. the specifications including all modifications thereof. all of which shall be referred to collectively as the Contract Documents.

8. CONTRACT PERIOD: The contract shall be for a period of one (1) year.

9. INDEPENDENT CONTRACTOR: The contractor shall not be an employee of Virginia Tech. but shall be an independent contractor. Nothing in this agreement shall be construed as authority for the contractor to make commitments which shall bind Virginia Tech or to otherwise act on behalf of Virginia Tech. except as Virginia Tech may expressly authorize in writing.

10. INSURANCE: By signing and submitting a bid under this solicitation. the Bidder certifies that if awarded the contract. it will have the following insurance coverages at the time the work commences. Additionally. it will maintain these during the entire term of the contract and that all insurance coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. During the period of the contract. Virginia Tech reserves the right to require the Contractor to furnish certificates of insurance for the coverage required. INSURANCE COVERAGES AND LIMITS REQUIRED: A. Worker's Compensation - Statutory requirements and benefits. B. Employers Liability - $100.000.00 C. General Liability- $500.000.00 combined single limit. Virginia Tech and the Conunonwealth of Virginia shall be named as an

additional insured with respect to goods/services being procured. This coverage is to include Premises/Operations Liability.

5

Procucts and Completed Operations Coverage. Independent Contractor's Liability. Owner's and Contractor's Protective Liability and Personal Injury Liability.

D. Automobile Liability- $500.000.00

The contractor agrees to be responsible for, indemnify. defend and hold harmless Virginia Tech. its officers. agents and employees from the payment of all sums of money by reason of any claim against them arising out of any and all occurrences resulting in bodily or mental injury or property damage that may happen to occur in connection with and during the performance of the contract. including but not limited to claims under the Worker's Compensation Act. The contractor agrees that it will, at all times, after the completion of the work, be responsible for. indemnify. defend and hold harmless Virginia Tech, its officers. agents and employees from all liabilities resulting from bodily or mental injury or property damage directly or indirectly arising out of the performance or nonperformance of the contract.

1 I. NOTICES: Any notices to be given by either party to the other pursuant to any contract resulting from this solicitation shall be in writing, hand delivered or mailed to the address of the respective party at the following address:

If to Contractor: Attention:

Ifto Virginia Tech:

Address Shown On Bid Cover Page Name of Person Si2:ning Bid

Virginia Polytechnic Institute and State University Attn: Anthony S. Beeken Procurement Department (0333) North End Center. Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg. Virginia 24061

and

Virginia Polytechnic Institute and State University Attn: Bobby Ashburn Tidewater Agricultural Research and Extension Center 6231 Holland Road Suffolk, Virginia 23437

12. QliANTITIES: Quantities set forth in this solicitation are estimates only. and the Contractor shall supply at bid prices actual quantities as ordered. regardless of whether such total quantities are more or less than those shown.

13.RENEWAL OF CONTRACT: This contract may be renewed by Virginia Tech upon written agreement of both parties for four successive one year periods. under the terms of the current contract. and at a reasonable time (approximately 90 days) prior to the expiration.

14. SAFETY: The Contractor bears sole responsibility for the safety of its employees. The Contractor shall take all steps necessary to establish. administer. and enforce safety rules that meet the regulatory requirements of the Virginia Department of Labor and Industry (VDLI) and the Occupational Safety and Health Administration (OSHA). The contractor shall take steps as necessary to protect the safety and health of university employees, students. and visitors during the perforn1ance of their work. In addition. the contractor must also provide the university with a \\>Titten safety program that it intends to follow in pursuing work under this contract. By entering into a contract with Virginia Tech, the contractor and its subcontractors agree to abide by the requirements described in Safety Requirements for Contractors and Subcontractors located on Virginia Tech·s Environmental, Health and Safety Services (EHSS) web site at this URL http:/ ,,.,,.w.ehss.\·t.edwpror.rramsicontractor safetv.p]m. A copy of the publication may also be obtained by contacting EHSS at 540/231- 5985. No work under this contract will be permitted until the university is assured that the contractor has an adequate safety program in effect.

15. WORK SITE DAMAGES: Any damage to existing utilities. equipment or finished surfaces resulting from the performance of this contract shall be repaired to the Owner's satisfaction at the Contractor's expense.

6

Contract Number:

ATTACHMENT B

Standard Contract form for reference only Bidders do not need to fill in this form

----------------------

COMMONWEALTH OF VIRGINIA STANDARD CONTRACT

This contract entered into this day of 20~, by . hereinafter called the "Contractor" and Commonwealth of Virginia. Virginia Polytechnic Institute and State University called "Virginia Tech".

WITNESSETH that the Contractor and Virginia Tech. in consideration of the mutual covenants, promises and agreements herein contained. agrees as follows:

SCOPE OF CONTRACT: The Contractor shall provide the to Virginia Tech as set forth in the Contract Documents. -----------

PERIOD OF CONTRACT: From ____________ through ___________ _


CONTRACT DOCUMENT: The contract documents shall consist of this signed contract. Invitation For Bid Number ________ _ dated . together with all written modifications thereof and the bid submitted by the Contractor dated _____ . all of which contract documents are incorporated herein.

In WITNESS WHEREOF, the parties have caused this Contract to be duly executed intending to be bound thereby.

Contractor: Virginia Tech

By: _________________ _ By: ______________ ~

Title: _______________ _

7

ATTACHMENT C

Specifications, Gasoline

General: This specification describes an automotive fuel suitable for use in ground vehicles equipped with spark-ignition engines.

The fuel furnished under this specification shall meet the performance requirements described in the current edition of ASTM designation D 4814 for automotive spark-ignition engine fuel. Conformance of the fuel with the performance requirements shall be determined in accordance with the test methods identified in ASTM D 4814.

Properties: Fuel shall conform to the following chemical and physical detailed requirements:

PropertY

Antiknock Index, min, (RON+MON)/2

Lead Content, max, g/L (g/gal)

Phosphorus g/L (g/ gal)

Copper strip corrosion rating, max. 3h at 50°C (122°F)

Solvent-washed gum content, max, mg/1 OOmL

Sulfur, max, mass %

Oxidation Stability, min, minutes

Phase Separation, max, oc CF)

ASTM Test Method(s)

D 2885

D 3116, D 3237, or D 5059

D 3231

D 130

D 381

D 1266, D 2622, or D 3120

D 525

D 4814 Annex Al

Value

87

0.013 (0.05)

0.0013 (0.005)

No.1

5

0.10

240

-8 (18)

8

ATTACHMENT C (cont'd)


VolatilitY: The volatility of the fuel shall be in accordance with the following table:

Month Vapor Pressure/Distillation Class Vapor Lock/Protection Class Jan Feb Mar Apr May Jun Jul

Aug Sep 1-15

Sep 16-30 Oct Nov Dec

E E orD

D A B. C. or D

A A A A A

A B, orC CorD D orE

E

5 4 or 5

4 3 or4

3 3 3 3 3 3

3 or4 4 or 5

5

Reformulated Gasoline: In the following areas, the fuel delivered must meet the requirements of federal reformulated gasoline as required by the EPA In case of contradiction with previous portions of this specification, the EPA requirements shall take precedence.

The areas affected are as follows:

Northern Virginia: Arlington County Fairfax County Loudon County Prince William County Stafford County

Richmond: Chesterfield County Hanover County Hemico County Charles City County

Hampton Roads: James City County York County Chesapeake Hampton N e\vport News Norfolk

Alexandria Fairfax Falls Church Manassas Manassas Park

Colonial Heights Hopewell Richmond

Poquoson Portsmouth Suffolk Virginia Beach Williamsburg

Conformance: To confirm conformance with the ASTM performance requirements. each bid must be accompanied by either published literature or certification from an independent laboratory proving that the fuel has passed the ASTM test requirements described above. The certification shall indicate that the furnished fuel has passed the criteria listed in the ASTM D 4814 specification. list the resultant values of each required test and compare those values with the required ASTM performance criteria.

9

Attachment D

ULTRA LOW SULFUR DIESEL

Property

Color. ASTM Doctor Test Sulfur, ppm Distillation- 90% recovered. °C Flash Point, oc Density, Kg/m3

, °C Viscosity (ELJ 40°C, mm2/S (eSt) Cold Filter Plugging Point (CFPP), oc

Summer 1

Winte1.2 Cetane Index Corrosion. Copper Strip. rating 3h@ 50°C Carbon - Residue on I 0% distillation. % mass Ash, mass% Water & Sediment, Volume% Haze point

Conductivity. pS/m Lubricity. High Frequency Reciprocating Rig

(HFRR) @60°C, micron

ASTM Method

D 1500 D 4952 D 5453 D 86 D 93 D4052 D445 D 6371

D 976 D 130 D 4530 D482 D 2709 D 4176

D 2624

D 6079

Conforms to ASTM D 975, Grade No. 2-D SIS Specification

Specifications

Min. Max 1.5 Necrative3

b

15 282 338 52

876 1.9 4.1

-6 -12

41 lB 0.35 0.01 0.05

Clear and bright @ ambient Temperature

50

520

1 0

%96=d Too:~6~d 9NIS~HJdnd 1n:or

[1\TYITATION FOR UNSEALED BID # 0027373 THIS IS JVOT AN ORDER

VIRGINIA :POL \'TECHNIC INSTITUTE AND STATE UNIVERSITY PROCUREMENT DEPARTMENT (MC 0333)

NORTH END CENTER SUITE 2100, VIRGINIA TECH, 300 TUR1'1ER STREET l\i"'r BLACKSBURG, VIRGINIA 24061

'DATE

I August ? • 20 l3

BIDDERS ADDRESS

Griffin Oil Company 1224 Holland Road Suffolk, VA 23434

I BID RETURN DATE AND HOUR i BID OPEND-JG DATE AND HOUR i

J August J 9, 20i3 5Plvi

ADDRESS ALL INQUIRIES AND CORRESPONDENCE TO: Anthony S. Beeken, VCO Contracts Officer/Buyer Senior

E-MAIL ADDRESS· [email protected]

TELEPHONE NUMBER (540) 231-524G

F.A.X NUMBER (540) 231-9628

AFTER HOUR MESSAGES f540) 231-6221

COMJt.fODITY: Gasoline and Diesel Fuel SEE ATTACHED SPECIAL INSTRUCTIONS

l. Responses must be submitted on this fonn and the attachment (s) provided 2. Facsimile unsealc::d bids received in the Virgi:oia Tc::ch ProcurementDepa.rnnent prier tc the timr: and dare designated for bid submission will be

accepted. 3. Responses should be signed below. 4. Responses '-Viii be received in the Virginia Polytechnic Institute: and State University, :Procurement Department (MC 0333), North End Center,

Suite 2100, Virginia Tech , 300 Turner Street, NW, Blacksburg, VA 24061 until the bid opc::ning date and hour or, if specified, the:: bid rerum date and hour shown above.

5. Contact the buyer listed above for bid award information. Enclose a sclf-addre;;sed stamped envelope if you wish to obtain price infOrmntJofl. 6. DELIVERY IS F.O.B. DESTI!\'ATIOK UNLESS omERWISE NOTED IN THE BODY OF THE BID. 7. Any ADDENDUM i6sued for this soil citation may be accessed at httnJiwww.prDcuremep.t. vt.edtJihtml.docs/bicls:php. Since a paper copy of the

addendum will not be mailed to you, we encourage you ;o check the web site regularly. 8. Bidders must take eognizanl'e of the fee> associated with the eVA Buslnes&-To-(-.Qvernment Vendor Reelstration regnirement described

hllrBin and at http:ltwww.ev(l..~tllre."\o·a.usl and submit prices accordinglv.

C?F.11FlCATIQN. IN ACCORDA!'\CE Willi TillS INVITATION FOR UNSEALED BID A\lD SU£3Jl:;CTTO All.. TERMS AND CONDWONS CD"JTAfNED HEREIN INCLUDING THE GENERAL TERMS AND CONDITIONS SHOWN AT http-l!www.procur<:rn.ont.vtrou.thtml dqq!\epllstGIQ~:Bro 06142013.p4f. THE UNDERSlGNED OFFER.S AND AGREES TO FURNISH THE GOODS OR SERVJCES FOR THE PRICE(S) OffCl{fi)_

I FULL LEGAL l"AME (PRJNT) (Compa.r1y n.am~ " it Qppea:t with )'our Feder;,] Ta.x~e.y~r 1-.at!ilx:t"

(ffditf~nt tnaa ttl¢ hll U:~&l N.unef

BILLING NAME

PLRCHASE ORDER ADDRESS

\>.c.~~ (~115

FEDERAL T 1\XP AY.ER Nlll\.IBER (JD#) DEUVERY DATE

FEDERAL TAXPAYER 1\'UMBER Ot 6ltl'orem than 10# abovo)

FEDERAL TAXPAYER NUMEER (If differ~nttban lD= t.Mvi!:.J

PAYMENT ADDRESS

THIS IS NOT AN ORDER. ""'"""•·w,.,,,

rovide Ccrtificaticm Number:

~NISI::::IHJdlld ltl: m

VIRGL"<l:A POL "'\TECHl\1C IJ\fSTITuTI AND STATE Ul\"'IVERSin· (VIRGfl\JIA TECH)

INV1TA110N FDR UNSEALED BID NUMBER 0027373

Gasoline and Diesel Fuel

L PLTRJ!OSE:

The intent and purpose of this Invitation For Unsealed Bid is to establish a term contrac; ;vith one qualified source tha~ car: provide ga::;olme anc diesel fuel for the T1dewater Agricultural Research a:nd Extension Center, Virginia Polytechnic lnstitur.e and State University (Virginia Tech), an agtllcy o:the Commonwealth ofVirginia

II. !2_ACKGROUND

The Virginia Agricultural Research and Extension Centers -- known as ARECs -- help serve the Co:mmo::twealth's agricultural needs. These comers comprise a portion of Virginia's Agricultural Experiment Station research system. ln particu.la.r, Tidewater AREC is located in tb.e City of Suffolk on approximately 336 acres and has research and extcns10n programs dealing wth com, cotton, peanut, small grains, soybean, vegetables and swine. Gasoline and diesel fuel are needed to support the functions and continuing research for this center. Actual location of tanks is at 6321 Holland Road, Suffo~ VA23437.

III. EVA BUSINESS-TO-GOVERNM:ENT ELECTRONIC PROCUREMENT SYSTEM:

The eVA Internet electronic procurement soimion streamlines and auwmaies government purchasing activities within the Commonwealth of Virginia. Virginia Tech, and other state agencies and i.nstimtions, have been directed by the Governor to maximize the use of this system in the procurement of goods and services. We are, thenifore, requesting that your finn register as a trading partner within the eVA. system.

There are registration iees and transaction fees involved with the usc of eVA. Th~se fees must be considered in the provision of quotes, bids and price proposals offered to Virginia Tec:O.. Failure to register within the eVA system may result in the quote, bid or proposal from your fU't!! being rejected and the award made to another vendor who is regi!;tered in the eVA system.

Registration in the eVA system is accomplished on-line. Your fu·m must provide the necessary iniormatior.. Please visit the eVA website portal at h!l.Jr 1hv\vw.eva..virrrinia.gov'register/vendorreg.htm and register hoth with eVA and Ariba. This process needs to be completed before Virginia Tech can issue your finn a Purchase Order or contract If your fiJ:lli conducts business from multiple geographic locatioJ:LS, please register these locations in your initial registration.

For registration and techni-;:al assistance, reference the eVA website at: eVACustomerCareia)cigs.virginia.gov, or call 866-289-7367 or 804~371-2525.

TV. SCQPE OF SERVICE:

A. General: The contractor shall furnish and deliver gasoline and diesel fuel, as described belov;o, when ordered by Tidewater AREC.

B. Gasoline:

1. l)'pt: Reformulated 87% octane unleaded gasoline' 2. Estimated usage/year: 9,400 gall ens 3. Tank size (above ground): 1 ,50 0 gallollS 4. Applicable laws: AE gasoline shall be in complete conformance with ASTM D 4814 as described in Attachment C.

Specificatj,Qns. Gasoline. 5. Rate of deliv;:;ry: Con1ractor shall supply on an ''As Needed" basis. 6. Quantities: Quantities set forth in this solicrmtion are estimates, and the Contractor shall supply at bid prices actual

quantities as ordered, regardless of whether such total quantities are more or less than those estimated.

C. Diesel Fuel:

1. Type: Ultra Low Sulfur Diesel Fuel 2. Estimated usage:! year 5000 gallons 3. Tank size (above ground): 1,500 galloru:

r. L

2l..[26[Sl..Sl.. :UJDJ.:::I WtJ8S : 60 U 02-9 1 - Silll:J

4. Applicable laws: All diesel fuel shall be in complete conformance with ASTM D 975, Grade No.2 S l5 as described :in Attachment D, Specifications. Ultra Low "ulfur Diese! Fuel.

~ Rate of delivery: Contractor shall supply on an ''As Needed" basis. t.. Quantities: Quantities sot forth in thls solic1t&tion are estimates, and the Contractor shall supply at bid prices actual

quantities as orderec, regardless of whether such total quantities are more or less than those estimated.

D. Cenification of Products Delivered:

Tbe contractor shall submit the folbwing certification as tc source and base :mice with each invoice submitted to Virginia Tech The format of this certificatior: shall be as folluws: CERT1FlCATION

Delivery Datt::: Supplier indicated in bid: Base pric;:; from source on above date: Differential: Total price!gallon: Signature:

A rubber stamp may be used to place the above information on the invoice. This verifioation should be retained wit.'t the contractor's invoice for future refe.rence and/or audits_

V. METHOD 0? PA'r'MENT:

Virginia Tech will authorize paymen': to the contractor as negotiated in any resulting contract from the aforementioned Invitation For Bid.

Payment can be expedited through the use of the Wells One AP Control Payment System_ Virginia Tech strongly encourages participation in this program. For more infOrmation on, this program please refer to Virginia Tech's Purchasing website: http:!IW\•/\v.orQSurement.vLedu'DeP,artmenL'W ellsOne.hrml or contact fue person in Procurement Department identified in ili=IFB.

Vl INVOICES:

Invoices for goods or services provided lllliier any contract re~ulting from this solicitation shall be submitted to:

Virginia Polyre~hnic Institute and State University Accounts Payabl~ North End Center, Suite 3300, Virginia Tech 300 Turner Street ~-...rw Blacksburg, Virginia 24061

v1I. CONTRACT ADMINISTRATION:

A Bobby A.shburn, Senior Agricultural Manager, Tidewater AREC, at Virginia Tech or ills designee, shall be idrntified as the Contract Admin.istrator and shall use aU powers uuder the contract to enforce its faitbful performance.

B. The Contra::t Administrator, or his designee, shall determine the ar!),Ount, quantity, acceptability, fitness of all aspects of the serv1ces and shall decide all other questionS in connection with the services. Th:: Contract Administrator, or his designc~:, shall not have authority to approve changes in the services which alte:r the concept or which caL for an extension of time for this contract. Any modi:ficatioru; made must be authorized by the Virginia Tech Procurement Department through a written amendment to the contract

Vlll. PBJCE SCHEDULE: (TO BE COMPLETED BY BIDDER):

The price charged by the contractor to Virginia Tech shall be the source's posted base price (Reseller Tank Car Price) as of the delivety date plus Differential Rate (contractor's profit inclusive of all freight, delivery, pumping fees and miscellaneous charges). The posred base price is the price paid by the Contractor from the source indicated below and is subject to frequent fluctuations. The base price plus the Differential Rate eonais the net price or price to be shown on tbe invoice. The Differential Rate shall remain fum :f"or the duration C1fthe contract However, the pOSted base price may change from delivery to delivery.

3

7}r7rl"r-.l~'

b00:~5~d ~HIStJHJCJnd l():OI

SOURCE/SUPPLIER NAME: -~u~1~-t0+------'----~ tE,;timared Amuel Usoge

l.

2.

Descriution

Reformulated 87% Octa:Ie. Dnkacied Gasoline

Ultra Low Sulfur Diesel Fuel

9,400 Gallons X

5,000 Gallons X

Diffcremial Rate

$ 1 09 /gallon ""

$~/gallon Grand Total Differential Rar.e

IX ii.DDE~'DUM:

Total

$ ~~L-0'0

$ 40o~01J $ Iaq~. uo

Any ADDENDUM issued for this solicitation may be accessed at http;/iVi\V\V.J;1rocuremem.vteduJhtmLdoc~;fbids.php. Since a paper copy of the addendum will not be mailed to you, we eucourage you to check the web site regularly.

X. TERMS AND CO:NDITJONS:

Ibis solicitation and any resulting contract/purchase order shall be governed by the attached terms and conditions.

XI. ATTAC.H:MFNTS:

Attachment A - T en:ns and Conditions Attachment B - Standard Contract Form Attachment C- Specifications, Gasoline Attachmem D - Specifications, Ultra Low Sulfur Diesel Fuel

4

7JC7CC"rJrJ nn • .-~ r ,. .,..n ..... ,,..., -r ;,-.,-

%9E.=d soo: ~bt'd 2LC2E.CSLSL :woJ~

ATTACHMENT A

TERl\IS AND CONDITIONS

Bid General Terms nnd Conditions

See l}tJp:ii,.·w~.v.vrocur~ment vt edu!html.docs/termsiQTC BID 06147 0 l3.pGf

Special Terms and Conditions

l. ADVERTISING: In the event a contract is awarded fo:- supphes, eqmpmmt, or services resulting from this bid, no ind1cation of such sales or services to Virginia Teen will be usee in product litrrature or advertismg. The Contractor shall not siare in any of the advertising or product literature that the Commonwealth of Virginia or any agency or institution of the Co=onw~altb has purchased or uses its products or services. ·

:2. AUDIT: The Contractor hereby agrees to retain all books, records, and other documents relative to this contract for five (5) years after fmal payment, or until audited by the Commonwealth of Virginia, whichev:::r is sooner. Virginia Tech, :its authorized ag:mts, and/or State auditors shall have fuli access to and the right to examine any of said materials during said period.

3. AV All.,,AB[LlTY OF FUNDS: It is understood and agreed between the parties herein that Virginia Tech shall be bolllld hereunder only to the extent of the funds available or which may he!'"(:after become available for the purpose of this aweement.

4. AWARD OF CONTRACT: Virginia Tech will mak::: the award on a grand toea! price basis to the lowest responsive and responsible bidder. 1'he Virgini<l. Tech Procurement Department also reserves the right to reject any or all bids, in whole or in part, to waive informalities and to delete: items prior to II!J3lcing the award, whenever it i5 deemed in the sole opinion of Virgmia T ecb to be in 1ts best interest. ·

5. BID ACCEPTANCE PERlOD: Any bid receivec in respoil.se to this solicitation shall b~ valid for (60) days. At the end of the (60) days the bid may be withdra\Vll at the written request of the Bidder. If the bid is not with.dravvu at thaT time it remains in effect until an award is made or the solicitation is cancelled.

6. CANCELLATION OF CONTRACT: Virginia Tech reserves .the right to cilncd and tcrroinate wy resulting contract, in part C!r in whole, "Without penalty, upon 60 days written notlce to the Contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, Without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. .A..ny contract cancellation notice shall not relieve th::: Contractor of the obligation t0 deliver and! or perform on all outstanding orders issued prior to the effective date of cancellation

7. CONTRACT DOCUMENTS; The contract entered into by the parties shall consist of the Invitation for Bids, the signed Bid submitted by the Contracto:, the Commonwealth Standard Contract Form (copy attaci:J.cd), the General Terms and Condition~. Speciill Terms and Cond.iiions, the specifications including all modifications thereof, all of which shall be referred to collectively as the Contract DocUmems.

S, COJ\TRACT PERIOD: The contract shall be fo::: a period of one (l) year.

9. IND£:PENDENT CONTRACTOR: The contractor shall not b:: an employee of Virginia Tech, but shall be an independent contractor. Notlnng in this agreement shall be construed as authority for the contractor to make coll1lllitm:::nts which shall bind Virginia Tech or to m:her.vise act on behalf of Virginia Tech, occept as Virginia Tech may expressly authorize in \vriti.ug.

lO.INSURANCE: By signing and submitting a bid under this solicitation, the Bidder certif1es that if awarded the contract, it will have the fcllovving insurance coverages at the time the work commences. Additionally. it will maintain these during the entire t= of the contract and that all insurance coverages will be provided by inst:rance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. During the period of the :;:ontract, Virglllla Teet reserves the right to require the Contractor to furnish certificates of insurance for the coverage reqlrired. INSTJRANCE COVERAGES AND LIMITS REQUIRED: A Worker's Compensatwn- Statutory requirements and benefits. B. Employers Liability- $100,000.00 C. General Liability- S500,000.00 combined single limit. Virginia Tech and the Commonwealth of Virginia shall be nameC. as arJ

additional insured with respect to goods/services being procured. This coverage is to include Promises/Operation.~ Liability,

5

9NIS~HJdnd 1~:01

Products and Completed Operations Coverage, Independent Contractor's Liability, Owner's and Conc-actor1s Ptorectivc Liability and Persona: Injury Liability.

D. Automobile Liabil:ty- $500,000.00

The ()ontracror agrees robe responsible for, indemnify, defend 1li!d hold harmless Virginia Tech, its officers, agenrs and employees from the payment of all Sllllls of money by reason of any claim against. them arising out of any and all occurrenc-es resulting in bodily or mental injury or property damage that may happen to occur in connection with and during the performance of the contra:::t, including but not lirr.ited to ciaims under the Worker's Compensation Act. The contractor agrees that it will, at all times. after the completion of the work, be responsible for, indemnify, defend al:ld hold hannless Vrrgiwa Tech, its officers, agents and employees from all liabilities resulting from bodily or mental injury or property damage drrectly or indirectly arising out of the performance or nonperformance CJf the eontract.

11. NOTICES: Any notices to oe given by either party to the other pursuant to any contract resulting from this solicitation shall be i~;;

writing, hand delivered or mailed t:O the address of the respective party at the following address:

U to Contractor: Attention

If r.o Virginia I ech:

Address Shown On Bid Cover Page Name ofPerson Signin~Bid

'Virginia :Polytechnic Institute and State University Attn: Anthony S. Beeken Procurement Department (0333) North End Center, Suite 2100, V:iJ:ginia Tech 300 Turner Srreet NW Blacksburg, Vrrgini.a 24061

and

Virginia Polytechnic Instirute and State University Attn: Bobby Ashburn Tidowater Agricultural Res~:arch and Extension Center 6231 Holland Road Sllffolk, Virginia 23437

:2. QUA ... l'(TITlES: Quantities set forth in this solicitation are estimates only, and the Contractor shall supply at bid prices actual quantities as ordered, regardless of whether such total quantities are nwrc or less than those shown.

13 .RENEWAL 9F'CQNTRACT Thi::; coutract may be renewed by Virginia Tech upon written agreement of both parties Q successive ofi'e year }eriods, under the terms of the current contract, and at a reasonable time (approximately 90 days) prior i.OThe c:xpiratio!L '--._,.....,..

14. SAFETY: The Contractor bears sole responsibility for the safety of its employees. The Contractor shall I¥:c all steps necessary w establish, administer, and enforce safety rules that meer the regulatory requirements of the Virginia Department of Labor and Industry (VDU) and the Occupational Safety and Health Administration (OSHA). The contractor shall take steps as necessary to protect the safety and health of university employees, students, and visitors during the p~rfonnance of their work In addition, the contractor must also provide the un.iversity with a written safety program that it intends to follow in pursuing work under tbis contract. By entering into a contract with Virginia Tech, the contractor and irs subcontractors agree to abide by the requirements described in Safety Requirements for Conrractors and Subcontractors located on Virginia Tech's Environmental, Health and Safety Services (EHSS) web .site at this CRL htw:fiwv;rw.ehss.vt.edu/programs/contractor §afet\'.pho. A copy of the publication may also be obtained by contacting EHSS at 5401231· 5985. l\'o work under this contract will be permitted until the university is assurt:d that the contractor has an adcqua~:e safety program in effect.

15. WORK SITE DAMAGES: Any damage to existing utilities, equipment or finished surfaces resulting from fue performance of this contract shall be repaired to the Owner's satisfaction at the Contractor's expense.

6

01/90 39\ld 3N7d0dd'21Tii t'-lT -1-1T;>1t:) 7JC7CCI:.'I:l

Contract Number:

ATT ACHl\fENT B

Standard Contract form for reference onl)' Bidders do not need to iill in this form

---------------------

COMMOh'\VEALTH OF VIRGINIA STAl'IDARD CONTRACT

w~oo:oT [102-9T-9n~

This contract entered into this d::~y o: 20_, by , hereinafter called the "Contractor" and Commonwealth ofVirgini~, VirginiaPol)-technic lnstirute and State University (:ailed "Virginia Tech".

WITNESSETH that the Contractor and Virginia Teen, in consideration of.the :t::Lutual covenants, promises and agreements herein contai.'lec, agrees as follows:

SCOPE OF COh'TRACT: The Contractor shall provide tht ---~--to Virginia Tech as set forth in the Contract Documents.

PERJOD OF CO:t-."'TRACT: From __ ~ _______ tbrough _________ _


CO}...'TRACT DOCUMENT: The con.tract documents shall consist of this signed contract, Invitation For Bid Number------, dated , together with all written modifications thereof and the bid submined by the Contractor dated ______ , all of which contract documents are incorporated herein_

In \VITNESS \NHEREOF, the parties have caused this Contract to be du.ly executed_ intending to be bound thereby_

Contractor: Virginia Tech

By: ----------------~ By:------------~------------

Title: _______ ~---~--

7

71C7CC'I:Jrl nn ·nT rTn":"' 1r.T lfl<

w~oo:oT [T02-9T-9n~

ATTACHMENT C


General: This specification describes an amomotive fuel suitable for use in groWld vehicies equipped with spark·ignition errgines.

The fuel fJ.mished Wlder this specification shall meet the performan::e requir:::ments described in th~ CU,.,'T"'vllt edition of AS:-M d:;signation D 4814 for automotive spark-ignition engine fuel. Conformance ofthe fuel with the performance reqlrirements shall be deterrmncd in accordanc~ •vith the test methods identified in ASTM D 4814.

Properties: Fuel shall conform to the following chemicai and physical detailed requirements:

Propertv ASTM Te~t Methodfs)

Antiknock Index, min, (RON+MOl'·i)/2 D 2885

Lead Content, max, giL (gi gal) D 3116, D 3237, or D 5059

Phosphorus gfL (g/gal) D 3231

Copper strip corrosion rating, max. 3h D 130 at sooc ( C22"'F)

Solvent-washed gum content, max, mg/lOOmL D 381

Sulfur, max, IIlliSS % D 1266,

Oxidation Stability, min, IIlinmes

Phase- Separation, max, oc (°F)

D 2622, or D 3120

D525

D 4814 Annex Al

Value

S7

0.013 (0 .05)

0.0013 (0.005)

No. I

5

0.10

240

-8 (18)

8

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~NIS~HJdnd 1~:01 w~oo=o1 [102-91-~n~

ATTACHMENT C (cont'd)

Specifications, Gasolin~

Volatility: The volatility of the fuel shall be in accordan:;e with the following tabie:

Month Vapor Pressure/Distillation Cla~s VapQr Lock/Prote1:tion Class Jan Feb Mar Apr May Ju.n Ju:

Aug Sepl-15

Sep 16-30 Oct Nov Dec

.E EorD

D A,B, C, orD

A A

A A A

A.., B, orC CorD D orE

E

5 4 or 5

4 3 or4

3 3 3 3 3 3

3 or4 4 or5

Reformulated Gasoline: In the followiug areas, the fuel delivered must meet the requirements of federal reformulated gas olin~ as required by the EPA. In case of contradicnon with previous poruons of this speoifrcation, the EPA requirements shall take precederu:;e.

The areas affected are as follows:

"Northern Virginia: Arlington County Fairfax. County Louriorr Counry Prince William County Stafford County

RichmQnd: Chesterfield County Hanover County Henrico County Charles City CoUilty

Hampton Roru!s: James City County York County Chesapeake Hampton Nev.rport News Noriolk

Alexandria Fairfax falls Church M=ssas Manassas Park

Colonial Heights Hopewell Richmond

Poquoson Portsmouth Suffolk Virginia Beach Williamsburg

Conformance: To conf= conformance with the ASTM performance requirements, each bid must be accompanied by either published literature or certification from an independent labomtory proving that the fuel has passed the ASTM test requirement& descnbed above. The certification shall indicate that the furnished fue1 has passed the criteria listed in the ASTM D 4814 specification, list the resultant values of each requirod test and compare those values with the required ASTM periormance criteria.

7 J C71'"" !"I·)!·_.

0 Tl50 :39\ld

9

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Attachment D

ULTRA LOW SULFUR DIESEL

Property ASTM Specifications Method

Min. Max Color, ASTM D 1500 L5 Doctor Test D4952 Negative3

Sulfur, ppm D 5453 15 Distillation - 90% recovered, oc D.S6 282 338 Flash Point, oc D93 52 Density, Kg/m3

, 0 C' D4052 876 · Viscosity@ 40°C, rrnn=;s (eSt) D445 1.9 4.1

Cold Filter Plugging Point (CFPP), cc D 6371 Sununer1 ~6

Winre? -12 Cetane lndex D976 41 Corrosion, Copper Strip, rating 3h @. sooc D 130 lB Carbon- Residue on 10% distillation,% mass D 4530 0.35 Ash, mass% D 482 0.01 Water & Sediment, Volume% 02709 0.05 Haze point D 4176 Clear and bright @ ambient

Temperarure Conductivity, pS/m D2624 50 Lubricity, High Frequency Reciprocating llig

(HFRR) @60°C, micron D 6079 520

Conforms to ASTM D 975, Grade No. 2-D SIS Specification

10

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