Title
Procurement and Contracts, a division of the Chief Administrative Office, recommending the Board:
1) Authorize the Purchasing Agent to increase purchase contract 5380 with Hunt & Sons LLC by $700,000 for a total contract amount of $2,700,000 with a term through December 15, 2025, for the purchase of Diesel Fuel and Winterization Additive for countywide use; and
2) Authorize the Purchasing Agent to increase the purchase order contract on an "as needed" basis during the awarded period as long as funding is available within the requesting department's budget.
FUNDING: General Fund for Facilities Generator Fuel Tanks (Categories IV &V) (5%). Road Fund Discretionary for the Sheriff's Office for vehicles and Department of Transportation for maintenance equipment and vehicles (Categories I, II, & III) (90%). CSA 10 Funding for Environmental Management Generator Fuel Tank (Category VI) (5%).
Body
DISCUSSION / BACKGROUND
The Procurement and Contracts Division issued Invitation to Bid 21-405-003 in November 2020 for the purchase of diesel fuel and winterization additive for countywide use, with an unknown anticipated budget. The Board of Supervisors approved the bid award to Hunt & Sons Inc. for a sixty-month term and authorized the Purchasing Agent to increase the purchase contract on an "as needed" basis during the awarded period as long as funding is available within the requesting department's budget (Legistar Item 20-1535). The contract returned to the Board of Supervisors with Legistar Item 23-1421 for a name change assignment to Hunt & Sons LLC. The most recent Board Item did not include authorization for the Purchasing Agent to increase the not-to-exceed amount of the contract. The Sheriff's Office is a primary user of this contract, and as a result there is a need to increase the amount of the purchase contract and authorize the Purchasing Agent to increase the contract on an "as needed" basis.
ALTERNATIVES
There are no feasible alternatives. Not approving will affect the ability to operate equipment/vehicles used for road maintenance and snow removal, equipment and generators used at the Union Mine Septage Plant, Sheriff's Fleet Vehicles, and 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
Legistar Item 20-1535 - December 8, 2020 - Bid Awarded to Hunt & Sons
Legistar Item 23-1421 - August 15, 2023 - Assignment of Purchase Contract
OTHER DEPARTMENT / AGENCY INVOLVEMENT
The Department of Transportation and the Sheriff's Office requested an increase to purchase contract 5380 for the purchase of Diesel Fuel and Winterization Additive on an "as needed" basis.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The contract is funded by each department based upon use. Funding is available within each department's budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Michele Weimer, Procurement and Contracts Manager, Purchasing Agent