Title
Community Development Services, Department of Transportation, Environmental Management Department, and Chief Administrative Office, Facilities Division, recommending the Board approve the following:
1) Award Bid 19-405-021 for the purchase of Diesel Fuel and Winterization Fuel Additive to the low qualified bidders, Hunt & Sons, Inc. of Placerville, CA, and Flyers Energy, LLC of South Lake Tahoe, CA;
2) Authorize the Purchasing Agent to issue two purchase contracts totaling $600,000, one to Hunt & Sons in the amount of $571,000, and one to Flyers Energy in the amount of $29,000 for a twelve month (12-month) award period, following Board approval;
3) Authorize the Purchasing Agent to increase the purchase contracts on an "as needed" basis during the awarded period as long as funding is available within the requesting department's budget; and
4) Authorize the Purchasing Agent to extend the Purchase Contracts for one (1) additional twelve (12) month award period at the same pricing, terms and conditions.
FUNDING: General Fund for Facilities Generator Fuel Tanks (Categories IV & V). Road Fund Discretionary for Department of Transportation for maintenance equipment and vehicles (Categories I, II & III). CSA 10 Funding for Environmental Management Generator Fuel Tank (Category VI).
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DISCUSSION / BACKGROUND
At the request of Department of Transportation, Environmental Management Department and Chief Administrative Office, Facilities Division, Procurement and Contracts Division issued an invitation to bid #19-405-021 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 in the best interest of the County.
Twenty-one (21) Bid Notification Letters were mailed, three (3) to local vendors. Four (4) qualified responses were received, three (3) from local vendors. Hunt & Sons, Inc. and Flyers Energy, LLC are both local vendors and were the two low qualified bidders.
ALTERNATIVES
There are no feasible alternatives. The inability to operate, (1) equipment/vehicles used for road maintenance and snow removal, (2) equipment and generators used at the Union Mine Septage Plant, and (3) provide emergency power generation for various County maintained facilities, would cause unsafe road conditions, and compromise the ability of County workers to perform their duties.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
Funding is available within the Transportation Department, Environmental Management Department and CAO Facilities Division's budgets.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Public Safety, Infrastructure
CONTACT
Bid Details:
Eric van Leeuwen, Ext 5834
Michele Weimer, Ext 5670
Department Details:
Rafael Martinez, Ext 7533
Greg Stanton, Ext 6658
Russell Fackrell, Ext 7596