FY2024-33 KIB Facility Heating Fuel Oil and Highway Fuel with Petro Star, Inc Partnered with KIBSDCONTRACT TRANSMITTAL FORM
RETENTION SCHEDULE: CL -09 CONTRACTS
Records related to obligations under contracts, leases, and other agreements between the borough and
outside parties, successful bids, and proposals. Each department maintains the file while the contract is active.
once inactive, retain procurements for another 4 years and retain contracts, leases, or agreements involving
real property for another 11 years.
DEPARTMENT: Engineering and Facilities
CONTRACT NO.: FY2024-33
CONTRACT TITLE:
CONTACT PERSON: Patricia Valerlo
KIB Facility Heating Fuel Oil and Highway Fuel Three Year Contract Partnered with KIBSD
VENDOR OR SERVICE PROVIDER:
Administrative contracts are contracts approved by the manager within the spending authority allowed by
code. Assembly approved contracts are beyond the manager's spending authority and require approval by
the Assembly during a meeting.
APPROVED BY: MANAGERO ASSEMBLY O
TYPE OF CONTRACT: Procurement
EXTENSION OPTIONS: N/A
EXPIRATION DATE: 6/30/27
DATE OF APPROVAL: 5/16/24
PURGE DATE FOR PROCUREMENT (Exp. + 4 yrs): 6/30/31
OR
PURGE DATE FOR INVOLVING REAL PROPERTY (Exp. +11 yrs):
If there's no expiration date, give the process on how or when this record should be purged or flagged
for review.
FILL OUT BELOW IF THE RECORD AMENDS, EXTENDS, OR IS A CHANGE ORDER TO A CONTRACT
CATEGORY: Select Category
APPROVED BY: MANAGER O ASSEMBLY O DATE OF APPROVAL:
TYPE OF CONTRACT: Procurement
EXTENSION OPTIONS:
EXPIRATION DATE:
PURGE DATE FOR PROCUREMENT (Exp. + 4 yrs):
OR
PURGE DATE FOR INVOLVING REAL PROPERTY (Exp. +11 yrs):
If there's no expiration date, give the process on how or when this record should be purged or
flagged for review.
\\dove\borough\CL\U - RECORDS\FORMS\contract transmittal form NJ.docx Rev. 12/23
April 30, 2024
Kodiak Island Borough
Engineering & Facilities Department
710 Mill Bay Road
Kodiak, Alaska 99615
Phone (907) 486-9343 Fax (907) 486-9394
TO: Kodiak Island Borough Assembly
FROM: David Conrad, E/F Director
cc: Patricia Valerio, Projects Assistant
RE: KIB Facility Heating Fuel Oil and Highway Fuel
Contract FY2024-33
The Kodiak Island Borough (KIB) has previously partnered with the Kodiak Island Borough School
District (KIBSD) for facility heating fuel oil and highway fuel contracts. The KIBSD went out to bid for
fuel contracts and awarded their three-year contract to Petro Star Inc. dba North Pacific Fuel.
This memorandum serves as confirmation of the Kodiak Island Borough's agreement to the contract with
and the decision to award to Petro Star Inc, dba North Pacific Fuel.
ACKNOWLEDGEMENT:
O p
Borough Manager,
Aimee Williams
W" G
Borough Clerk,
Nova M. Javier
Y„l Kodiak Island Borough
g
Assembly Newsletter
Vol. FY2024, No. 24 May 17, 2024
At Its Regular Meeting Of May 16, 2024, The Kodiak Island Borough Assembly Took The Following
Actions. The Next Regular Meeting Of The Borough Assembly Is Scheduled On June 6, 2024, At 6:30
P.M. In The Borough Assembly Chambers.
PROCLAIMED June 2024 As Pride Month In Kodiak Recognizing PRIDE In The LGBTQIA+ Community
Of Kodiak
ADOPTED Ordinance No. FY2024-17 An Ordinance Of The Assembly Of The Kodiak Island Borough
Amending Title 2 Administration And Personnel, Section 2.30 Rules Of The Assembly, Sections 2.30.060
Order Of Business And Agenda, And Section 2.30.070 Ordinances, Resolutions, And Motions To Update
Processes For Agenda Setting And Submission Of Items
AUTHORIZED The Borough Manager To Approve Contract No. FY2022-09, Change Order No. 3,
Approval For Programming Work Needed For The Leachate Pretreatment Facility Project With CH2M
Hill Engineering/Jacobs In The Amount Of $29,839
AUTHORIZED The Borough Manager To Approve Contract No. FY2024-33 Facility Heating Fuel Oil And
Highway Fuel For Kodiak Island Borough Facilities And Vehicles With Petro Star, Inc. Dba North Pacific
Fuel
ADVANCED Ordinance No. FY2025-01 Receiving The 2024 Certified Real And Personal Property Tax
Roll, Levying Ad Valorem Property Taxes For Tax Year 2024 Consisting Of An Areawide Tax, Women's
Bay Fire Area Tax, A Women's Bay Road Service Area Tax, A Bay View Road Service Area Tax, A Tax
In Fire Protection Service Area No. 1, A Monashka Bay Road Service Area Tax, A Tax In Service Area
No. 1 Roads, A Woodland Acres Street Light Service Area, A Tax In The Service Area No. 2, A Tax In
The KIB Airport Fire Service Area, A Tax In The Trinity Islands Street Light Service Area, And A Tax In
The Mission Lake Tide Gate Service Area; Levying Commercial Aircraft Tax Providing For The Collection
Of Taxes Due In 2024; And Setting The Date When Taxes Become Delinquent To Public Hearing At The
Next Regular Meeting Of The Assembly
ADVANCED Ordinance No. FY2025-02 Adopting The Budget For Fiscal Year 2025 And Appropriating
From All Borough Funds To Public Hearing At The Next Regular Meeting Of The Assembly
CONVENED INTO EXECUTIVE SESSION Under The Authority Of KIBC 2.30.030 (F)(1)(C) To Discuss
The Borough Manager's Performance Evaluation, A Subject That Qualifies For Executive Session As A
Matter That May Tend To Prejudice A Character Or Reputation Of Any Person. INVITED The Assembly,
And Borough Manager Into Executive Session. ANNOUNCED That The Borough Manager's
Performance Exceeded Expectation And Her Salary Should Be Increased As Stated In Her Contract.
CONVENED INTO EXECUTIVE SESSION Under The Authority Of KIBC. 2.30.030 (F)(1)(C) To Discuss
The Borough Clerk Performance Evaluation, A Matter Which Might Include A Discussion That Could
Potentially Prejudice Her Reputation And Character. INVITED The Assembly And Borough Clerk Into
Executive Session. ANNOUNCED That The Borough Clerk's Performance Exceeded Expectation And
Her Salary Should Be Increased As Stated In Her Contract.
View our website: � Visit our Facebook page: � Follow us on
www.kodiakak.us www.facebook.com/KodiakisIandBorough Twitter:
@KodiakBorough
KODIAK ISLAND BOROUGH SCHOOL DISTRICT
Board of Education
Special Meeting — May 6, 2024
SUMMARY
ACTION ITEMS:
APPROVED: Motion to approve the Agenda, as submitted.
APPROVED: Motion to approve the 2024-2025 Certificated Contract for Jonath Acker,
Ann McWethy, Amy Arneson, Jordan Huff, Rachel Moseley, Kathryn
Hollis -Buchanan, Sarah Adrion and Sheryl Ross as submitted.
APPROVED: Motion to approve the 3 -year Highway and Heating Fuel Contract with
Petro Star Inc dba North Pacific Fuel for Kodiak Island Borough School
District.
APPROVED: Motion to approve the Munartet Project Grant Award in the amount of
$357,000, the Positive Behavioral Intervention Strategies Grant in the
amount of $26,250, and the SOR Symposium Travel Grant in the amount
of $5,000, for a grand total of $388,250 as presented.
APPROVED: Motion to adjourn.
Subsequent to approval, Board of Education meeting minutes are posted on the District's
website at www.kibsd.org.
Kodiak Island Borough School District
722 Mill Bay Road
Kodiak, Alaska 99615
To: Board of Education
Through: Cyndy Mika
Superintendent
From: Sandy Daws, CFO
Krista Cowley, Asst CFO
Ferlene Fuentes, Purchasing Supervisor
Date: April 17, 2024
Subject: Highway and Heating Fuel Bid Award
On March 13, 2024, invitations to bid for the supply of highway and heating fuels for KIBSD and KIB
were sent out. Legal notices were published in the Kodiak Daily Mirror and the Anchorage Daily News
on March 15, 22 and 29, 2024. The invitations to bid were also available on the District's website. The
bids were publicly opened at the District's Finance Office at 1:00 P.M. and 1:05 P.M. respectively on
April 15, 2024.
Attached to this memo are the terms and conditions of the bid along with the scoring matrix. Please note
that the price per gallon is in direct proportion to the previous month's averaged Seattle OPIS (Oil
Price Information Services) rack price per gallon (the vendor's fuel cost) plus the vendor's margin and
may fluctuate monthly throughout the contract period.
The responsive bids were thoroughly analyzed and we recommend Board action to award the contract to
Petro Star, Inc. dba North Pacific Fuel for the supply of highway and heating fuels for a three-year term
commencing July 1, 2024 and ending June 30, 2027.
KIBSD/KIB HIGHWAY FUEL BID SPECIFICATION
The Kodiak Island Borough School District (KIBSD) and the Kodiak Island Borough (KIB) are
soliciting bids from qualified firms for the supply of "Highway Fuels" for the Districts Motor
Vehicle Fleet to include School Buses, Fire Apparatus, Heavy Equipment, and KIB facilities and
generators.
The District shall award two (2) contracts, one for KIBSD Motor Vehicle Fuel and one for
KIBSD Pupil Transportation Fuel, for the following:
A three-year contract commencing July 1, 2024 and ending June 30, 2027 to the
contractor submitting the lowest margin above the averaged Seattle OPIS rack
price per gallon for the period beginning March 8 and ending April 6, 2024 for
each gallon delivered or supplied to the KIBSD. The contractor's margin must
remain firm for the term of the contract.
Documented price fluctuations throughout the contract period may change the delivered price per
gallon monthly in direct proportion the averaged daily Seattle OPIS rack price per gallon for the
previous month. Documentation of these price fluctuations, the calculations and the resulting
new price(s) per gallon shall be faxed or emailed to the KIBSD Maintenance Office by noon on
the second business day of the month.
Example: If the Vendor's cost was $1.00, plus $.10 tax, plus a $.18 margin ($1.28 per gal) and
the averaged price change for the previous month was two cents per gallon, the price increase or
decrease to KIBSD would increase ($1.30) or decrease ($1.26) two cents per gallon for the new
month.
The price per gallon for the month of July 2024 shall be the averaged Seattle OPIS rack price per
gallon for the month of June 2024 plus any appropriate tax, (the District is exempt from most
fuel taxes under Title 15 of the Alaska Administrative Code) plus the Vendors margin.
All accounting and reporting shall at be separated into two (2) distinct contracts/accounts, one
for KIBSD Motor Vehicle Fuel, one for KIBSD Pupil Transportation Fuel and KIB facilities
fuel. Each account shall be further broke down by vehicle or facility.
The Vendor's delivery location must allow for easy and safe access to the pumps by large motor
vehicles (school buses).
The KIBSD reserves the right to reject any or all bids.
Please note that the following estimated annual quantities are for bid information only and
are not to be interpreted as guaranteed deliverable quantities.
KIBSD/KIB FUEL BID SPECIFICATION
The Kodiak Island Borough School District (KIBSD), the Kodiak Island Borough (KIB) and
Providence Kodiak are soliciting bids from qualified firms for the supply and delivery of #1 and
#2 heating fuel to the road system schools, KIB facilities, Providence Kodiak Island Hospital and
Long -Term Care Center, and supply to non -road system schools,
Each separate entity shall award:
A three-year contract commencing July 1, 2024 and ending June 30, 2027 to the
contractor submitting the lowest margin above the averaged Seattle OPIS rack
price per gallon for the period beginning March 8 and ending April 6, 2024 for
each gallon delivered or supplied to the KIBSD, KIB or Providence Kodiak. The
contractor's margin must remain firm for the term of the contract.
Documented price fluctuations throughout the contract period may change the delivered price per
gallon monthly in direct proportion the average daily Seattle OPIS rack price per gallon for the
previous month. Documentation of these price fluctuations, the calculations and the resulting
new price(s) per gallon shall be faxed to the KIBSD Maintenance Office, the KIB Engineering
and Facilities Office and Providence Kodiak by noon on the second business day of the month.
Example: If the Vendor's cost was $1.00 plus a $.18 margin ($1.18 per gal) and the averaged
price change for the previous month was two cents per gallon, the price increase or decrease to
KIBSD, KIB or Providence Kodiak would increase ($1.20) or decrease ($1.16) of two cents per
gallon for the new month.
The delivered price per gallon for the month of July 2024 shall be the averaged Seattle OPIS
rack price per gallon for the month of plus the contractor's margin.
All accounting and reporting shall be separated into three distinct contracts/accounts, one
for the KIBSD, one for the KIB and one for Providence Kodiak.
The contractor's delivery system shall ensure adequate fuel levels be maintained at all times.
Costs associated with deliveries made outside of normal working hours are to be borne by the
successful contractor.
The KIBSD reserves the right to reject any or all bids.
VENDORS/
NORTH
HIGHWAY FUEL
SERVICE
PACIFIC FUEL
PROVIDERS
FACTORS
WEIGHT
Price of Eligible Goods and
Services
(0 - 30 points)
30%
30
Meet Bid Objectives
(0 - 25 points)
(quantity/capacity)
25%
25
Optional Services
Support Solutions
Resources
(0 - 20 points)
Qualifications of Firm
20%
20
Educational Experience
Personnel Qualifications
Helpdesk
Experience
(0 - 15 points)
Prior Experience
Kodiak Experience
15%
15
Local Vendor (has a
physical office in Kodiak)
Management Capability
(0 - 10 points)
10%
10
Support Services
Scheduling
Reporting
TOTAL
100%
100
KIBSD HIGHWAY FUEL BID
Vendor Information
Business Name: Petro Star Inc dba North Pacific Fuel
Contact Name:
Richard Borton
Contact Phone Number:
907-486-3245 Office 1907-654-5099 Cell
Contact FAX Number:
907-486-3205
Mailing Address:
PO Box 1487
Kodiak, Ak 99615
Location (Street address):
715 Shelikof Street
E-mail address:
rborton@petrostar.com
Three (3) year contract pricing
Base* = $3.2441 + .0167 (tax) +.5250 (margin) = $3.7858 Price per gallon for Regular
Base* = $2.6104+ .3397 (tax) + .5250 (margin) = $3.4751 Price per gallon for Diesel
Base* = the averaged Seattle OPIS rack price per gallon for the month of March 2024.
Signature
let 1�1.:vC /"4 AA c; car'
Title
Date
VENDORS/
NORTH
PETRO
HEATING FUEL
SERVICE
PACIFIC FUEL
MARINE
PROVIDERS
SERVICES
FACTORS
WEIGHT
Price of Eligible Goods and
Services
(0 - 30 points)
30%
30
20
Meet Bid Objectives
(0 - 25 points)
(quantity/capacity)
25%
25
25
Optional Services
Support Solutions
Resources
(0 - 20 points)
Qualifications of Firm
20%
20
20
Educational Experience
Personnel Qualifications
Helpdesk
Experience
(0 - 15 points)
Prior Experience
Kodiak Experience
15%
15
15
Local Vendor (has a
physical office in Kodiak)
Management Capability
(0 - 10 points)
10%
10
10
Support Services
Scheduling
Reporting
TOTAL
100%
100
1 90
KIBSDIKIB HEATING FUEL BID
Vendor Information
Business Name:
Petro Star Inc dba North Pacific Fuel
Richard Borton
Contact Name:
Contact Phone Number:
907-486-3245 Office 1907-654-5099 Cell
Contact FAX Number:
907-486-3205
Mailing Address:
PO Box 1487
Kodiak, Ak 99615
Location (Street address):
715 Shelikof Street
rborton@petrostar.com
E-mail address:
Three (3) year contract pricing
Base* = $2.6104+ .5050 (margin) = $3.1154 Delivered price per gallon for Town # I
Base* = $2.6104 + .5050 (margin) = $3,1154 Delivered price per gallon for Town # 2
Base* = $2.6104+ .5050 (margin) =$3.1154 Price per gallon for non -road system schools
Base* = The averaged Seattle OPIS rack price per gallon for the period commencing March
2024.
i
Signature
rn
1 /;/fG A/c,
Title
lh//�-Aogy
Date
KIBSDIKIB HEATING FUEL BID
Vendor Information
Business Name: PETRO 49, INC., dba PETRO MARINE SERVICES
Contact Name: JAIME FLORES
Contact Phone Number: 907-486-3421
Contact FAX Number:
Mailing Address:
907-486-6833
104 MARINE WAY
KODIAK, AK 99615
Location (Street address): SAME
E-mail address: JAIMEF@PETRO49.COM
Three (3) year contract pricing
Base* = $3.0013 + $0.52 (margin) = $3.5213 Delivered price per gallon for Town # 1
Base* _ $ 2.6033 + $0.52 (margin)= $3.1233 Delivered price per gallon for Town #2
Base* _ $3.0013+ $0.57 (margin) = $3.5713 Price per gallon for non -road system schools
**Above price(s) do not include applicable Federal LUST tax of $0.001 per gallon or State of
Alaska Fuel Surcharge of $0.0095 per gallon.
Base* The averated Seattle OPIS
_KODIAK TERMINAL MANAGER
Title
Date
per gallon for the period commencing March