Title
Chief Administrative Office, Procurement and Contracts Division, recommending the Board approve the following:
1) Award Bid 23-405-059 for the purchase of propane gas for the West Slope of El Dorado County to the sole qualified bidder, Hunt & Sons Inc. of Placerville, CA;
2) Authorize the Purchasing Agent to issue a purchase order contract in the amount of $2,000,000 for a five-year (5-year) 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 as well as various department funding sources.
Body
DISCUSSION / BACKGROUND
The Procurement and Contracts Division issued an Invitation to Bid #23-405-059 for the purchase of propane gas for county wide use on the West Slope of El Dorado County. The bid requested vendors to bid a flat rate differential over the Market Base, Butane Propane News (BPN), San Francisco location. This will provide the West Slope of El Dorado County with secured pricing for the awarded period.
Ten (10) Invitations to Bid were mailed, eight (8) to local vendor. In addition, the announcements were sent via the County's online bidding platform Planetbids; one (1) qualified response was received from a local vendor. Pending board approval, the award will be made to the local vendor, Hunt & Sons Inc. of Placerville, CA.
ALTERNATIVES
If the Board does not approve the agenda item, the County will source another vendor for propane gas, likely at a higher rate, at a greater expense to the County.
PRIOR BOARD ACTION
07/19/2011 Legistar Item 11-0761, Bid Award
06/04/2013 Legistar Item 13-0570, Bid Award
06/26/2018 Legistar Item 18-0918, Bid Award
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Facilities provided all tank locations and sizes for the bid.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding is available within the various Departments' budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
None.
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Michele Weimer, Procurement and Contracts Manager, Purchasing Agent