Bogalusa Bulk Fuel Bid

1. First, register by clicking the "Start Response" button and providing your contact information as prompted.  There is no cost to register.

2. Review the Legal Notice and Instructions in this electronic document.  Access / download any documents provided in the "Attachments" section.  Follow all directions. 

3. You will upload your completed Proposal Form on this platform using the "Recipients Will Drag & Drop Files Here" function.  

4. Questions related to the use of the platform or receipt of Proposals may be directed to the Electronic Administrator at lacpc@lamats.net. 

5. Questions related to the specifications and requirements may be directed to Samantha Williams, City of Bogalusa Purchasing Agent, swilliams@bogalusa.org.

The City of Bogalusa is seeking sealed bids to provide the city with bulk fuel, including both gasoline and diesel, on a one-year basis. Bids are due by 2:00 pm on April 15, 2026.  Bids will be accepted electronically only on the city’s electronic bid portal at https://lamats.easibuy.com – under "CITY OF BOGALUSA (LACPC AFFILIATED)". Bidders must register on the portal https://lamats.easibuy.com (at no cost) to access the complete specifications and bid documents.

A responsible bidder must have the ability to deliver gasoline and diesel fuel to the City of Bogalusa maintenance yard. Service hours, location and the amount of fuel provided may be increased or decreased at any time during the term of the final Services Agreement(s) between the City and the successful bidder. A bidder must meet all requirements in regard to safety and other requirements specified in the bid documents.

The City intends to select a responsible bidder capable of delivering bulk fuel at the lowest, weighted cost. This solicitation for fuel and fuel services is nonbinding unless a Services Agreement(s) is entered into.

Questions related to the solicitation may be directed to Samantha Williams, Purchasing Agent, Bogalusa, LA – swilliams@bogalusa.org.

The City of Bogalusa is issuing this Invitation to Bid for the provision of bulk fuel. The Successful Proposer(s) must have the ability to deliver gasoline and diesel fuel to the City of Bogalusa maintenance yard. Service hours, location and the amount of fuel provided may be increased or decreased at any time during the term of the final Services Agreement(s) between the City and the Successful Proposer.

It is the intent of this solicitation to provide the specifications and terms and conditions pertaining to the provision of bulk fuel so that Proposers may present their capabilities to provide all the products and services set forth herein. Information submitted in response to this solicitation shall be objectively evaluated to determine those companies best qualified to provide the bulk fuel as set forth herein. This solicitation for fuel and fuel services is nonbinding unless a Services Agreement(s) is entered into. 

 A.     Gasoline. The Successful Proposer(s) shall provide the City with approximately 45,000 gallons of unleaded gasoline on an annual basis throughout the term of the final Services Agreement(s). No quantities to be purchased, however, can be guaranteed. Gasoline delivered to the City pursuant to the applicable terms and conditions shall have an octane level of eighty-seven (87) or higher and meet or exceed all applicable ASTM International fuel specifications approved by the State of Louisiana at the time such deliveries are made.

 B.      Diesel Fuel. The Successful Proposer(s) shall provide the City with approximately 10,000 gallons of ultralow sulfur clear diesel fuel on an annual basis throughout the term of the final Services Agreement(s). Diesel fuel delivered to the city pursuant to the applicable terms and conditions shall meet or exceed all applicable ASTM International fuel specifications approved by the State of Louisiana at the time such deliveries are made.  No quantities to be purchased can be guaranteed. 

C.     Treatment Plant. The Successful Proposer(s) shall provide the City Treatment Plant with fill ups each Friday of every week as may be directed by the City. This service shall continue until the service is no longer needed. 

 1. The Successful Proposer(s) shall have the sole responsibility for selecting the brand of fuel that they intend to provide to the City pursuant to the terms and conditions of the Bid. The Successful Proposer(s) must be responsive to possible changes in product specifications and brand choice as vehicle and/or specifications may require.

2. The Successful Proposer(s) shall not change fuel brand during the term of the contact or any extension thereof, without prior written authorization from the city. Written requests for changes in fuel brands must be accompanied by evidence that the replacement brand meets the requirements and does not result in a cost increase for the city. Changes in fuel shall not take place until an amendment to contract has been duly executed by both parties.

3. The Successful Proposer(s) shall be responsible for all costs and expenses resulting from the use of substandard or contaminated fuel including, without limitation, the costs associated with removing contaminated fuel from the City's tanks or drums, repairing damage to machinery, replacing equipment or vehicle parts and any additional expenses.

4. The Successful Proposer(s) shall be responsible for submitting all applicable Material Safety Data Sheets relating to the fuel provided to the City pursuant to the terms and conditions of the final contract.

5. The Successful Proposer(s) shall do weekly fuel level checks in the months of June-November.

1. The Successful Proposer(s) shall be responsible for delivering the bulk fuel specified herein to the City at: The Public Works Yard, 202 Arkansas Ave. Bogalusa LA 70427.

2. The Successful Proposer(s) shall be responsible for making all fuel deliveries required under the final Services Agreement(s) Monday through Friday, 7:00 a.m. to 3:00 p.m. 

3. The Successful Proposer(s) shall be responsible for making deliveries of the bulk fuel set forth in this item to bid in response to emergency calls from the city on as-needed basis throughout the term of the contract. The Successful Proposer(s) shall provide the City with contact information, including telephone numbers, fax numbers and email addresses, of all office and/or delivery personnel that will be responsible for responding to emergency calls and are available 24 hours.

4. The Successful Proposer(s) shall record the amount of fuel delivered to the City. The Successful Proposer(s) shall also obtain a legible delivery signature after each delivery. 

5. The Successful Proposer(s) shall be responsible for performing all deliveries of bulk fuel to City facilities in a safe and professional manner. 

6. The Successful Proposer(s) shall ensure that all equipment and vehicles used to deliver bulk fuel are compatible with the City's ability to receive fuel and is in good working order.

 Protection of Property, Spill prevention and Clean-up Requirements

1. The Successful Proposer(s) shall take all necessary precautions, as required by applicable local, state and federal law, to prevent spills, overfills or other contamination or damage to City properly, including, without limitation, existing buildings, equipment, vehicles, asphalt pavement, soil or vegetation, from occurring during the provision of the bulk fuel set forth in this item to bid.

2. The Successful Proposer(s) shall clean, replace or repair all City properly damaged during the provision of the bulk fuel set forth in this item to bid at no expense to the City. Should the Successful Proposer(s) fail or refuse to take the appropriate containment, clean-up and/or disposal actions, or replace or repair damaged City properly, the City may, in addition to any other available remedies, have such containment, clean-up and/or disposal actions taken, and necessary replacements or repairs made, at the sole cost of the Successful Proposer(s). The City shall be entitled to deduct the cost for cleaning, replacing or repairing any City property that is damaged by the Successful Proposer(s) from the amounts owed there to under the terms and conditions of the Bid.

 Proposals - Responsibility & Cost

Proposals Cost Proposals will be submitted on the Proposal Form provided as an attachment.

Price Quotes Proposals shall include an itemized list of the costs for all the bulk fuel that will be provided by the Proposer. Markup for bulk fuel shall include a "plus or minus cents per gallon" over the O.P.I.S Rack daily average price. In addition to the above-referenced cost information, Freight & Delivery Charges will be listed as a separate item on the Proposal Form. 

The following is an outline of the general information and requirements applicable to price quotes:

1. Price quotes shall only include applicable taxes with sales tax shown separately. The City is exempt from federal tax and will furnish an exemption certificate to the Successful Proposer(s). 

2. Price quotes shall include price for bulk fuel. 

3. Price quotes shall include any exceptions, deviations and/or clarifications pertinent to the provision of the bulk fuel that may assist the City in evaluating such price quotes.

All Proposers shall submit evidence of eligibility for all insurances required. Upon award of a contract, the Successful Proposer(s) will have ten (10) calendar days to produce certificates of the required insurance, including a certified endorsement naming the City as an additional insured, if required. Additional insurance should not be purchased until a contract has been awarded.

 Payment

Payment terms are NET 15 upon providing those goods and/or services described under the purchase order or the contract have been delivered, installed (if required), rendered, and/or accepted and upon receipt by the City of properly submitted invoice via to the City.

Award will be made to the lowest responsive and responsible bidder. The City of Bogalusa reserves the right: (1) to award items separately, grouped, or on an all-or-none basis, or to the next lowest bidder as deemed in its best interest; (2) to reject any or all bids and/or items; and (3) to waive any informalities in accordance with applicable laws and regulations.

 Acceptance of Bid

Only the issuance of an official City of Bogalusa purchase order or contract shall constitute the City’s acceptance of a bid. The City of Bogalusa shall not be responsible in any way to a supplier/vendor for goods delivered or services rendered without an official purchase order or contract.

The City of Bogalusa reserves the right to extend the term of this contract for up to two (2) one-year terms with the agreement of the supplier.  

City of Bogalusa FUEL

c/o Purchasing Agent

P.O. Box 1179

Bogalusa, LA 70429