This is a service / maintenance or supply contract in Swanzey, New Hampshire. Contact the soliciting agency for additional information.

The Town of Swanzey, New Hampshire invites you to bid on providing No. 2 Heating Oil for the Town to be delivered on an automatic basis to the locations indicated in Attachment A. The quantity listed for each location is an estimate only and is based on previous years' usage, and may increase or decrease to meet heating demands. The Town reserves the right to purchase only the quantities necessary, whether more or less than the estimated amount needed with no impact to the bid price. The bid price shall be held for any additional gallons beyond the estimated usage for the duration of the contract. In addition to the Town facilities listed below, the Town includes the potential of up to 2,700 gallons of No. 2 Heating Oil in this solicitation to be delivered at various residential locations in the community as part of its Public Assistance Program. The brand and quality of the products being offered shall conform to industry standards. All fuel oil shall be free from grit, acid, fibrous material or other substances which might clog or injure the heater, pump, strainers, valves, burners or engines now installed or located at the places where deliveries are to be made. Deliveries shall be made to the individual tank locations and it shall be the responsibility of the successful Bidder to verify each fill location and to maintain sufficient quantities at each location to assure proper operation. Failure to do so may result in the assessment of damages. The expectation of the Town is for an automatic delivery system. The successful bidder shall at all times be responsible, where applicable, for maintaining sufficient fuel supply in all tanks that are on automatic fill and will be held liable for damages or loss resulting from insufficient fuel supply. Specifically, on any occasion that a tank runs out of fuel the supplier will incur the cost for any damage to the tank. If the tank runs out of fuel and the Town calls the supplier and requests a fill, the supplier will be required to fill the tank within three (3) hours. Failure to fill the tank within such time shall be considered a default and if the Town is forced to secure supply from a third party supplier, the primary supplier in default shall be responsible to reimburse the Town for the difference between the delivered contract price and the price incurred on the open market. Proposals must also provide for emergency deliveries should facility use patterns change in response to a local emergency. Option #1 (Cost Plus) is to quote the cost of delivery per gallon over and above the wholesale price per gallon of the stated terminal being used (e.g. Sprague Energy for fuel oil). Invoicing for #2 fuel oil will be the Rack Price at the named terminal on the day of delivery plus the bid price provided. Option #2 (Fixed Cost) shall consist of quoting a guaranteed fixed price per gallon. The bid price shall not include Federal or State taxes or tolls. If such are applicable, the successful Bidder shall furnish the Town with the necessary tax-exempt forms upon submission of the invoice and process same on behalf of the Town. No "Hazardous Material Fees," tank rental fees, or any other added charges, surcharges or fees beyond the bid price will be allowed. Respondents are to use the enclosed response form (Attachment B) to submit their proposal. Failure to use the enclosed form shall be deemed as non-responsive and shall invalidate any submittal. All blank spaces for bid prices must be filled-in using both words and figures. Additional materials which clarify and/or supplement the response form may be attached to this form. No bids will be accepted by fax or email. The Town reserves the right to request background information on the bidder such as place of incorporation, principal and local offices and years in operation. In addition, the Town reserves the right to request references from any and/or all bidders for evaluation. By submitting a bid, Bidder warrants and promises that it will comply with all state and federal requirements for the transportation, storage and handling of the fuel to be provided under this bid. The awarded Contractor shall indemnify the Town and its representatives against any claim, loss, damage, or liability arising from any such law or regulation related to any activity of Contractor or its agents or employees. The awarded Contractor shall be responsible for all damage to property, or injury to persons, arising out of any act or failure to act on the part of its agents or employees. They shall indemnify and hold harmless the Town from any and all demands, suits, or judgments arising in conjunction with or as a result of the Contractor's performance of this contract. The successful contractor will be required to provide a Certificate of Insurance evidencing that the Contractor has purchased insurance policies conforming to the minimum requirements indicated in Attachment C. The Town of Swanzey reserves the right to accept and/or reject any, all, or part of bids received, and to waive any technical or legal deficiencies/formalities in the bidding and to accept the bid proposal considered to be in the best interest of the Town. Although price is the main factor, vendors are advised that other factors may also be considered which may result in the award of a contract to a non-lowest price bidder. In the event of a tie, the owner reserves the right to further negotiate terms after bid opening with one or more bidders to determine which vendor offers the best overall value. Payment terms are Net 30 days. Delivery slips shall be included with any invoicing and shall include which building received the fuel, how much fuel, time and date of delivery, and the driver. For more information, please contact Julius Peel at 603-352-7411, ext.112 or jpeel@swanzeynh.gov. The Town of Swanzey assumes no responsibility or liability for costs incurred by proposers in responding to this Invitation to Bid or in negotiating a contract with the Town.