SOLICITATION ADDENDUM NO. 1 RFP MOBILE ONSITE AND CARD OR KEY-LOCK FUEL AND LUBRICANT PRODUCTS

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1 Purchasing Department SW Merlo Road Beaverton, OR P: (503) F: (503) SOLICITATION ADDENDUM NO. 1 RFP MOBILE ONSITE AND CARD OR KEY-LOCK FUEL AND LUBRICANT PRODUCTS TO: Proposers DATE: October 21, 2015 THE FOLLOWING CHANGES/ADDITIONS TO THE ABOVE CITED SOLICITATION ARE ANNOUNCED. This Addendum modifies or clarifies the Solicitation document(s) only to the extent indicated herein, and in all portions thereof. All other areas not specifically affected by the Addendum shall remain in full force and effect. All Addenda shall be added to and form an integral part of the Solicitation document(s). Proposer shall acknowledge this Addendum on the Proposer Certification form, included as Attachment A of the original Solicitation document(s). All other terms, conditions, and specifications of the original solicitation remain unchanged. The original closing date remains: October 28, 2015 not later than 2:00 PM Pacific Time. 1. Section II, item 1, c, i, edited (italicized) to read: i. Vehicles/Location. HSD has 190 diesel powered buses and 66 other district vehicles (15 gasoline smaller vehicles at transportation, 44 facilities maintenance vehicles, and 7 nutrition services vehicles) for a total of 248 vehicles. 2. Section II, item 6, b, i, C, ii, 5 added: 5. Hillsboro School District will place a dry erase board on each bus requiring fueling each night marked with an X. Upon completion of fueling for each bus, Contractor shall erase X with a clean oil free cloth. 3. Section IV, Attachment H, Price Schedule V2 available in PDF on ORPIN and Beaverton School District website. Price Schedule V2 corrected to include pricing for Diesel Exhaust Fluid (DEF) for Beaverton School District. Original Attachment H, Price Schedule in Excel format remains unchanged. THE FOLLOWING IS FOR CLARIFICATION ONLY TO THE ABOVE CITED SOLICITATION AND DOES NOT CHANGE THE SPECIFICATIONS: 1. QUESTION: Section II. B Method of Refueling: Can you provide more detail with the estimated # of buses fueled per location - as you have for North Clackamas? ANSWER: Beaverton School District has estimated buses at the following locations: - Fifth Street South lot: 73 - Fifth Street North lot: 75 - Transportation Service Center (TSC): 166 Hillsboro School District has estimated buses at the following location: - Transportation: 190

2 2. QUESTION: Will you provide a sample of the Daily Fuel Sheet provided to the vendor? ANSWER: A sample Daily Fuel Sheet from the Beaverton School District is provided as Clarification Exhibit A, North Clackamas and Hillsboro School Districts do not use Daily Fuel Sheets. 3. QUESTION: Will ODOM readings need to be entered into data? ANSWER: Odometer readings, when required, will be entered onto the Daily Fuel Sheets by District staff. 4. QUESTION: For the GT and SPN - Are the SPN buses on the same lot as the GT buses? If so, are they parked together or how can you differentiate between the two? ANSWER: GT and SPN buses are parked on the same lot, GT buses are numbered in a series, SPN buses are numbered in a series. Additionally, North Clackamas School District will provide Contractor with a map detailing where each bus is parked. 5. QUESTION: North Clackamas says they have an onsite storage pump - who provides fuel for this? ANSWER: The North Clackamas School District onsite storage tank is filled on a requirements basis at the discretion of the North Clackamas School District, fueling of the tank is not encompassed in this Solicitation. 6. QUESTION: Will Hillsboro provide a Daily Fuel sheet or is there a schedule like North Clackamas to fuel buses? ANSWER: Please see Addendum item two (2) above. 7. QUESTION: Will you also provide us with a previous invoice or transaction report from your current vendor? These reports are required and would give a better understanding on delivery estimated time frames. ANSWER: A sample invoice (Clarification Exhibit B), and sample fuel receipt (Clarification Exhibit C) are provided. 8. QUESTION: In the bid, it requests ULSD? Is it ULSD or is it B-5? ANSWER: See Section II, item 6, c, iii. This requirement includes all standards and specifications which require the use of biodiesel blended ULSD. 9. QUESTION: Do we have to bid the entire bid or leave items such as Lubricants out? ANSWER: See Section I, item 12, the options stated remain available to the District throughout evaluation. In case of a single Award, only Proposals submitted for all items may be considered. Beaverton School District Page 2 of 3 RFP Addendum No. 1

3 10. QUESTION: How long does each site take to fill these buses? ANSWER: Beaverton School District: five (5) hours nightly average Hillsboro School District: two (2) hours nightly average North Clackamas School District: three (3) hours nightly average 11. QUESTION: How many gallons per night ANSWER: Average nightly quantities of onsite fueling of ULSD in gallons: Beaverton School District TSC: 1,270 Beaverton School District Fifth Street North: 495 Beaverton School District Fifth Street South: 420 Hillsboro School District: 1,500 North Clackamas School District: 1, QUESTION: How many gallons are Card lock related for each of the Districts? ANSWER: Quantities of ULSD Card or Key lock usage over school year in gallons: Beaverton School District Transportation Department: 12,600 Beaverton School District Other Departments: 6,200 Hillsboro School District: 33, QUESTION: Would the District consider the ability to mobile fuel DEF product instead of providing a DEF tote? ANSWER: The District s request for Diesel Exhaust Fluid (DEF) in 275 gallon totes stands as written. Sincerely, Justin Sweet Sr. Purchasing Agent End of Addendum No. 1, RFP Beaverton School District Page 3 of 3 RFP Addendum No. 1

4 Fuel Request Register 5 th St North Date Do not use pencil on this form. Use black or blue ink Enter only miles as it reads on the odometer. Do not enter the tenths. Please print your vehicle number and mileage clearly and be sure it is written in the correct space number. Doing so should eliminate fueling errors Veh# Mile Veh# Mile Veh# Mile Veh# Mile Veh# Mile

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