Project Information

Bid Title

2026-01 FY27 Fuel Oil Bid

Issuing Agency

Town of WoodBridge

Location

Connecticut

Published Date

Dec 9, 2025

Closing Date

Dec 18, 2025

Government Level

State & Local

Status

Closed

Ref. #

2026-01

Original Source

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Bid Documents

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Project Description

Bid Number:	2026-01
Bid Title:	2026-01 FY27 Fuel Oil Bid
Category:	Town of Woodbridge Bids
Status:	Open

Description: It is the intent of the Bethany-Orange-Woodbridge Regional Purchasing Cooperative to choose a vendor or vendors to provide heating oil, gasoline and diesel fuel as needed to the participating agencies in the Towns of Bethany, Orange, Woodbridge as well as Amity Regional District and Regional School District Number 16 for the period of July 1, 2026 through June 30, 2027.  Bid opening will be December 18, 2025 at 10:00 am in the Woodbridge Town Hall. Publication Date/Time: 12/9/2025 3:00 PM Closing Date/Time: 12/18/2025 10:00 AM Contact Person: Anthony Genovese Administrative Officer / Director of Finance agenovese@woodbridgect.gov Business Hours: 8:30 am - 4:00 pm Fax Number: 203-389-3480 Related Documents: Bid 2026-01 FY27 Heating Oil Bid Documents with Gallon Sheets Bid 2026-01 FY27 Gasoline Bid Documents with Gallon Sheets Bid 2026-01 FY27 Diesel Bid Document with Gallon Sheets

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BETHANY-ORANGE-WOODBRIDGE REGIONAL PURCHASING COOPERATIVE

Woodbridge, CT 06525

INVITATION TO BID FOR HEATING OIL

INTENT

The Bethany-Orange-Woodbridge Regional Purchasing Cooperative requests bids for the

procurement of heating oil for the period commencing July 1, 2026 and ending June 30, 2027. Bids

must be clearly marked ‘HEATING OIL BID” on the outside of a sealed envelope and returned to the

Administrative Officer/Director of Finance, Town of Woodbridge, 11 Meetinghouse Lane,

Woodbridge, CT 06525 by 10:00 am on Thursday, December 18, 2025. The Bethany-Orange-

Woodbridge Regional Purchasing Cooperative consists of the Towns and Boards of Education of

Bethany, Orange and Woodbridge as well as the Amity Regional School District, and Regional School

District Number 16.

BID FORMS

All bids shall be submitted on the proposal form furnished with the bid specifications. Additional forms

may be obtained on the Town of Woodbridge website www.woodbridgect.org (located under

“Government”) Any exceptions taken to the terms and conditions stated herein must be clearly

noted on the proposal form. If no exceptions are noted, it shall be assumed that the terms of

the Invitation to Bid have been accepted.

SUBMISSION OF BIDS

Bids shall be computer prepared, typewritten, or handwritten in blue ink. Bids submitted in pencil

shall be rejected. Errors, alterations, or corrections on the proposal form must be initialized by the

person signing the bid proposal form.

BID AWARD

A bid award shall be made to the lowest responsible bidder to be determined by the most

advantageous differential, or lowest alternative firm bid, whichever is in the best interest of the

Bethany-Orange-Woodbridge Regional Purchasing Cooperative. The lowest responsible bidder is

that person or firm whose bid to perform the work is lowest, who is qualified and competent to do the

work, whose past performance of work is satisfactory to the Cooperative and whose bid documents

comply with the procedural requirements stated herein. The award process may also include

additional considerations such as the information provided on the bid form and the bidder’s perceived

ability to fulfill his/her obligations as prescribed by these specifications. Each bidder must be prepared

to show evidence of having satisfactorily carried out a similar contract, as inability to do so may be

cause for rejection.

Vendor performance records, based on either individual municipal and school district experiences or

identified through reference checks, may be considered in the bid award.

The Regional Cooperative may elect to award the contract to other than the lower bidder if it is

judged to be in its best interest.

AWARD NOTIFICATION

It is the intent of the Bethany-Orange-Woodbridge Regional Purchasing Cooperative to award the bid

by Noon on Thursday, December 18, 2025.

Prepared November 3, 2025

INVITATION TO BID FOR HEATING OIL

QUANTITIES

The Regional Cooperative guarantees a commitment to the gallons indicated below. However, the

Cooperative has the flexibility to shift the number of gallons purchased between the entities as

needed. Actual quantities for each entity may vary.

Vendors must understand that during the course of the contract, there may be certain changes in

locations, tank sizes and quantities used as well as grade of oil. Vendors will be expected to accept

such changes without adjustments to the contract prices.

Approximate annual consumption for Regional Purchasing Cooperative is 106,850 gallons.

***See attached co-op sheets for further reference***

RIGHT TO WAIVE ANY INFORMALITY

The Regional Purchasing Cooperative reserves the right to accept or reject any or all bids and further

reserves the right to waive any bid conditions or formalities when it appears to be in its best interest

to do so. This request for bid does not necessarily contemplate an award based solely on price.

BID PRICES

After vendor award, each entity has the option to choose any pricing method.

Fixed Price

Prices quoted on #2 fuel oil shall be based on a fixed price per gallon to be paid by the participating

agencies during the life of the contract. (Excluding all taxes including the Gross Receipts Tax.)

Vendor must agree to hold fixed price bids for a minimum of one (1) hour from the time of the bid

opening. It is the intent of the Regional Purchasing Cooperative to award the bid within one (1) hour

of the bid opening subject to any necessary local approvals.

Variable Price

Prices quoted on #2 fuel oil shall be the delivered price per gallon over or under the New Haven

Harbor Average of the high and low posted prices per gallon as posted OPIS (Oil Price Information

Service) on the date of delivery for the particular grade of fuel oil.

TAXES AND ASSESSMENTS

Towns and Boards of Education are exempt from payment of either Federal or State taxes and such

taxes shall not be included in the bid prices.

Moreover, bid prices shall not include the NORA Assessment nor the Connecticut Gross Receipts

Tax, if applicable.

Prepared November 3, 2025

INVITATION TO BID FOR HEATING OIL

SPILLAGE

Any spillage at the time of delivery will be the responsibility of the vendor and any costs to repair

resultant damages or any penalties assessed against the Regional Purchasing Cooperative, because

of pollution resulting from such spillage shall be borne by the vendor.

DELIVERY TICKETS

The vendor will furnish printer-type delivery tickets with each fuel delivery. Payment will only be made

on gallon information printed on metered tickets. Partial compartment deliveries, unless made by

printer ticket, will not be acceptable.

DELIVERY ARRANGEMENTS

Arrangements for deliveries will be a matter to be negotiated between each Town or Board of

Education and the successful vendor. Inability of a vendor to meet required delivery arrangements

may be cause for the rejection of the low bid. Vendors agree to make automatic deliveries based on

degree-days. In other instances, vendors will be required to make deliveries within an agreed-to time

interval (within 48 hours) following notification by the Town or Board of Education that supplies of oil

are needed. The right is reserved by the Regional Purchasing Cooperative to limit the hours within

which deliveries can normally be made. The successful bid is required to keep all tanks at a

minimum of 50% full at all times.

LIABILITY FOR DELIVERY FAILURES

If, as a result of a vendor’s failure to deliver on an agreed-to automatic delivery schedule, within the

agreed time interval following notification, or in accordance with any part of the specifications included

herein (e.g., unacceptable product), and damage to a member Town or Board of Education results,

the vendor agrees to compensate the entity for such damages. Restitution will be required should:

damage result from freezing (due to a lack of heat) or should a member Town or Board of Education

incur additional costs from purchasing heating oil or other fuels from an emergency source. It should

be noted that the awarded vendor shall assume full responsibility for the negligence of any

sub-contractor(s) utilized to fulfill any and all obligations under resulting contracts. If the

contractor fails to make proper delivery within the time specified or if the delivery is rejected by a

member Town or Board of Education, the member Town or Board of Education may obtain such

commodities or any part thereof from other sources in the open market or on contract. Should the

new price be greater than the contract price, the difference will be charged against the contractor.

Should the new price be less, the contractor shall have no claim to the difference.

EQUIPMENT

The contractor must be able to ensure year-round delivery, maintain a proper inventory for service

where required and provide automatic printing meters on delivery trucks. Loading tickets may be

substituted for meter-printed delivery tickets with the consent of the member Town or Board of

Education.

BID BONDS

Bidders are required to submit with their bid, a valid, current bid bond in the amount of 10% of the

total estimated bid price). Bonds shall be issued by an insurance company licensed

Prepared November 3, 2025

INVITATION TO BID FOR HEATING OIL

to do business in the State of Connecticut. Bids not accompanied by a valid bid bond shall be

rejected. The bid bond shall be valid for a period of one (1) month from the date of the bid

opening.

PERFORMANCE BONDS

A performance bond, in the amount of one hundred percent (100%) of each purchase order,

may be required of the successful bidders. Responding vendors are therefore asked to provide a

separate price for this bond (to be quoted as a price per $1,000 of contracted business) on the

attached bid proposal form.

LAWS

All deliveries shall comply in every respect with all applicable laws of the Federal Government and/or

the State of Connecticut.

PREPAYMENT

The Cooperative will not accept bids requiring prepayment for heating oil. The entities will only pay

as gallons are delivered.

Prepared November 3, 2025

INVITATION TO BID FOR HEATING OIL

INSURANCE REQUIREMENTS

The vendor agrees to carry and provide evidence of insurance coverages listed below. Coverage

must be written with insurance companies licensed in the State of Connecticut and approved by the

participating agencies. The insurance company writing coverage must have at least a B+ rating by

Best & Co. All policies will provide a thirty (30) day notice of cancellation to each participating agency.

1) Workers Compensation - Coverage A:

Coverage B:

Employers Liability:

Bodily injury by accident

Bodily injury by disease

Bodily injury by disease

Statutory

$100,000 per person

$100,000 per person

$500,000 aggregate

Allstate’s and Voluntary Compensation endorsements.

2) Comprehensive General Liability:

Limits of Liability

Bodily injury - each occurrence $1,000,000

Property Damage

- aggregate

$1,000,000

- each occurrence $1,000,000

- aggregate

$1,000,000

Coverages: - Premises/Independent/Contractors/Contractual/Completed Operations.

- Contractual Liability will be broad form.

- Comprehensive Broad form Liability Endorsement including Board

from Property Damage Liability.

- Participating agencies to be named as an additional named insured.

3) Automobile Liability:

Limits of Liability:

Single Limit

$1,000,000

Coverages: - All owned/non-owned/hired/borrowed.

- Contractual liability (broad form)

Certificates of Insurance will be presented to the office of each participating agency for approval prior

to the contractor, his agents or employees commencing any work whatsoever pursuant to the within

contract.

Prepared November 3, 2025

Commodity Codes

• NAICS 324110Petroleum Refineries

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