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Procurement and Contracts, a division of the Chief Administrative Office (CAO), on behalf of the CAO Facilities Division, Environmental Management Department, and the Department of Transportation, recommending the Board:
1) Award Bid 2025-0158 for the purchase of Diesel Fuel and Winterization Fuel Additive to the lowest responsive bidder, Hunt and Sons, LLC of Sacramento, CA;
2) Authorize the Purchasing Agent to issue a purchase contract in the amount of $2,855,000 ($571,000/year) for a five-year term following Board approval; and
3) Authorize the Purchasing Agent to increase the purchase contract on an as needed basis as long as funding is available within the requesting department's budget.
FUNDING: Road Fund for the Department of Transportation (Categories I, II, III), General Fund for Facilities (Categories IV & V), and CSA 10 Funding for Environmental Management (Category VI).
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DISCUSSION / BACKGROUND
At the request of the Facilities Division, Environmental Management, and the Department of Transportation, Procurement and Contracts issued invitation to bid 2025-0158 for Diesel Fuel and Winterization Fuel Additive. Securing the best regional pricing for diesel fuel and winterization fuel additive to power road maintenance equipment, septage plant equipment and vehicles, and emergency generators located at various County-maintained facilities is necessary and is in the best interest of the County.
The invitation to bid was posted on PlanetBids with 33 vendors being notified, two of which were local vendors. Two qualified responses were received, none were from local vendors.
Procurement and Contracts is recommending the Award of Bid 2025-0158 to the lowest qualified bidder, Hunt and Sons, LLC, and recommending the Board authorize the Purchasing Agent to issue a purchase contract in the amount of $2,855,000 ($571,000/year) for a five-year term following Board approval.
ALTERNATIVES
The Board could choose not to award the bid and authorize the purchase contract; however, the County would not be able to operate equipment/vehicles used for road maintenance and snow removal, operate equipment and generators used at the Union Mine Septage Plant, and provide emergency power generation for various County-maintained facilities.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts conducted the formal bid process at the request of the Facilities Division, Environmental Management, and the Department of Transportation
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding is available within the participating departments budgets and will be included in future budget years. General Fund will be used for Facilities Generator Fuel (Categories IV & V). Road Fund will be used by the Department of Transportation for maintenance of equipment and vehicles (Categories I, II, III). CSA 10 Funding will be used for the Environmental Management Generator Fuel Tank (Category VI).
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Rafael Martinez, Director of Transportation
Jeffery Warren, Director of Environmental Management
Charles Harrell, Facilities Division Manager
Michele Weimer, Procurement and Contracts Manager/Purchasing Agent