Title
Procurement and Contracts, a division of the Chief Administrative Office, recommending the Board take the following actions pertaining to Agreement 4404 with Hunt & Sons, LLC for fuel purchases for County vehicles and equipment:
1) Make findings in accordance with Procurement Policy C-17 Section 3.4(6) to extend the term of Agreement 4404 with Hunt & Sons, LLC for an additional ninety (90) days for a term ending November 30, 2024, as "the goods or services are needed by the County pending a competitive solicitation award and the contractor with the most recently awarded contract agrees to extend the contract for an interim period at the same contract price, terms, and conditions as the previous award;"
2) Approve and authorize the Purchasing Agent to sign Amendment IV to Agreement 4404, extending the term by ninety (90) days for a term extension from September 2, 2024 through November 30, 2024 at the same rates, terms, and conditions; and
3) Authorize the Purchasing Agent to increase the value of contract 4404 on an "as needed" basis during the awarded period as long as funding is available within the requesting departments budget.
FUNDING: Various.
Body
DISCUSSION / BACKGROUND
On January 14, 2020, the Board authorized County-wide contract 4404 with Hunt and Sons, Inc. for the purchase of various types of fuel for County vehicles and equipment, and cardlock services. The County's contract piggybacks on Sacramento Area Council of Governments (SACOG) Regional Public Agency Fuel & Lubricants contract 1920029. It was determined that SACOG's competitive process, based on a higher regional purchase volume, resulted in the most advantageous purchasing strategy for the County. The SACOG contract was competitively bid and meets the County's fuel purchase and service needs.
The terms of both the current SACOG contract and the County contract end on September 1, 2024. SACOG has notified the County that they have completed a new competitive Request for Proposals (RFP) process and it intends to award Hunt & Sons, LLC as the successful proposer for RFP-2023-24-10 Cooperative Purchasing Agreement for Fuels and Lubricants. SACOG and Hunt & Sons, LLC are currently reviewing the draft contract and hope to have a fully executed contract in the next 7-10 days. County staff will then review the new SACOG/Hunt & Sons LLC contract to ensure that it meets the needs of the County and the RFP meets the County's competitive requirements. The SACOG contract will be submitted to County Counsel for review and approval. Procurement and Contracts will draft a new contract that piggybacks on the SACOG contract to take advantage of regional purchasing and request Board approval for the new contract. It's anticipated that the process will take up to ninety (90) days, so staff is requesting an extension of the current County contract 4404.
Staff has confirmed with Hunt & Sons, LLC that they are willing to extend the current contract for the interim period at the same contract price, terms, and conditions in accordance with the County's Procurement Policy C-17 Section 3.4(6).
ALTERNATIVES
N/A
PRIOR BOARD ACTION
Legistar file 19-1847 - January 14, 2020 - Authorized Agreement 4404
Legistar file 22-1566 - September 13, 2022 - Extended the term and increased contract amount of Agreement 4404
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Approved by County Counsel, Human Resources, and Risk Management.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Departments have included appropriations for the fuel purchases and cardlock services in their budgets, and there is no increase in anticipated appropriations within the current budget year.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Laura Schwartz, Assistant Chief Administrative Officer
Michele Weimer, Procurement and Contracts Manager/Purchasing Agent