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Department of Transportation, Environmental Management Department, and the Chief Administrative Office, Facilities Division, recommending the Board approve the following:
1) Award Bid 21-405-003 for the purchase of Diesel Fuel and Winterization Additive to the low qualified bidder, Hunt & Sons, Inc. of Placerville, CA;
2) Authorize the Purchasing Agent to issue a purchase order contract in the amount of $1,500,000 ($300,000 annually) for a sixty month (60-month) award period, following Board approval; and
3) 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 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%).
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DISCUSSION / BACKGROUND
At the request of Department of Transportation, Environmental Management and Chief Administrative Office, Facilities Division, the Chief Administrative Office, Procurement and Contracts Division issued an invitation to bid #21-405-003 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-two (22) Bid Notification Letters were mailed, three (3) to local vendors. Two (2) qualified responses were received, one (1) from local vendor, Hunt & Sons, Inc. of Placerville, CA.
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
06/09/2018; Legistar File #18-1752; Agenda Item #28 - Awarded Bid.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
The Chief Administrative Office, Procurement and Contracts Division issued the invitation to bid.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding is available within the participating departments budgets. General Fund for Facilities Generator Fuel Tanks (Categories IV &V). Road Fund Discretionary for the Department of Transportation for maintenance equipment and vehicles (Categories I, II, & III). CSA 10 Funding for Environmental Management Generator Fuel Tank (Category VI).
For similar contracts in prior years, the departments average approximately $310,000 per year with 90% (approximately $279,000) from the Department of Transportation and the remainder of use from Environmental Management (approximately $15,500) and Facilities (approximately $15,500).
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Rafael Martinez, Director, Ext 7533
Greg Stanton, Director, Ext 6658
Russell Fackrell, Facilities Division Manager, Ext 7596
Michele Weimer, Purchasing Agent, Ext 5670