TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 5, 2015
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 15-030-11, Furnish and Deliver Miscellaneous Lubricants to Various Locations for a One (1) Year Period, Item 1 to Atlas & Associates, Inc., in an amount not to exceed $14,000.00; Items 3, 5, 13, 14, 21, 22, and 28 to Parent Petroleum, Inc., in an amount not to exceed $18,514.53; Items 4, 9, 16, 18, and 23 to Valdes, LLC, in an amount not to exceed $23,605.40; Items 6, 11, 12, 17, and 24 to Feece Oil Company in an amount not to exceed $73,871.72; Items 7, 8, 15, and 20 to Midtown Petroleum Acquisition, LLC, d.b.a. RelaDyne, in an amount not to exceed $10,524.50; Items 10, 19, 25, and 27 to PetroChoice in an amount not to exceed $29,533.35; and Item 26 to Superior Petroleum Products, Inc., in an amount not to exceed $2,720.00, Account 101-20000-623860
Body
Dear Sir:
On September 3, 2015, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 15-030-11 Furnish and Deliver Miscellaneous Lubricants to Various Locations for a One (1) Year Period, beginning approximately November 1, 2015 and ending October 31, 2016.
In response to a public advertisement of September 9, 2015, a bid opening was held on September 22, 2015. The bid tabulation for this contract is:
ITEM 1: OIL, SYNTHETIC, DACNIS SE 68, 55 GAL.
ATLAS & ASSOCIATES, INC. $14,000.00
ITEM 2: LUBRICANT, SPECIAL, 55 GAL., F/HOSE PUMP
ATLAS & ASSOCIATES, INC. $5,000.00
ITEM 3: OIL, MOTOR, EX HVY, SAE 5W-30, 55 GAL.
PARENT PETROLEUM, INC. $222.64
MIDTOWN PETROLEUM ACQUISITION, LLC, d.b.a. RELADYNE $311.85
FEECE OIL COMPANY $360.35
SUPERIOR PETROLEUM PRODUCTS, INC. $444.95
ATLAS & ASSOICATES, INC. $700.00
ITEM 4: OIL, SDC #116, SAE 10W-30, 55 GAL.
FEECE OIL COMPANY $1,991.50
VALDES, LLC $2,520.00
MIDTOWN PETROLEUM ACQUISITION, LLC, d.b.a. RELADYNE $2,870.30
ATLAS & ASSOICATES, INC. $5,000.00
ITEM 5: OIL, MOTOR, 15W40, API, 55 GAL.
PARENT PETROLEUM, INC $2,548.26
VALDES, LLC $3,411.00
FEECE OIL COMPANY $3,584.70
MIDTOWN PETROLEUM ACQUISITION, LLC, d.b.a. RELADYNE $3,742.20
SUPERIOR PETROLEUM PRODUCTS, INC. $4,133.25
ATLAS & ASSOICATES, INC. $5,490.00
ITEM 6: OIL, HYDRAULIC, ANTI-WEAR, ISO68, 55 GAL.
FEECE OIL COMPANY $5,466.60
PARENT PETROLEUM, INC $5,597.46
ATLAS & ASSOICATES, INC. *$6,654.60
PETROCHOICE $7,385.40
MIDTOWN PETROLEUM ACQUISITION, LLC, d.b.a. RELADYNE $7,553.70
VALDES, LLC $7,740.00
SUPERIOR PETROLEUM PRODUCTS, INC. $11,295.90
ITEM 7: OIL, LUBE, 55 GAL., CHEVRON GST GRADE 46
FEECE OIL COMPANY $4,394.50
MIDTOWN PETROLEUM ACQUISITION, LLC, d.b.a. RELADYNE $4,567.50
VALDES, LLC $6,990.00
ATLAS & ASSOCIATES, INC. $9,697.90
ITEM 8: LUBRICANT, GEAR, ISO 220, SAE 85-W90, 55 GAL.
FEECE OIL COMPANY $473.21
MIDTOWN PETROLEUM ACQUISITION, LLC, d.b.a. RELADYNE $916.00
ATLAS & ASSOCIATES, INC. $1,049.69
ITEM 9: FLUID, HYDRAULIC, SDC #7, CITGO #FR-40XD
VALDES, LLC $4,649.40
MIDTOWN PETROLEUM ACQUISITION, LLC, d.b.a. RELADYNE $4,884.00
ATLAS & ASSOCIATES, INC. $8,999.88
SUPERIOR PETROLEUM PRODUCTS, INC. $11,939.40
ITEM 10: OIL, SYNTHETIC, MOBIL SHC 634, 55 GAL.
PETROCHOICE $7,891.40
VALDES, LLC $8,264.00
SUPERIOR PETROLEUM PRODUCTS, INC. $8,971.60
MIDTOWN PETROLEUM ACQUISITION, LLC, d.b.a. RELADYNE $9,218.00
ATLAS & ASSOCIATES, INC. $9,399.16
ITEM 11: OIL, TURBINE, SDC #2, ISO GRADE 32, 55 GAL.
FEECE OIL COMPANY $10,546.80
MIDTOWN PETROLEUM ACQUISITION, LLC, d.b.a. RELADYNE $11,316.00
CHICAGO UNITED INDUSTRIES, LTD. $11,947.44
VALDES, LLC $12,216.00
ATLAS & ASSOCIATES, INC. $15,106.56
PARENT PETROLEUM, INC $19,892.40
ITEM 12: OIL, TURBINE, SDC #3, ISO GRADE 68, 55 GAL.
FEECE OIL COMPANY $56,056.00
MIDTOWN PETROLEUM ACQUISITION, LLC, d.b.a. RELADYNE $61,295.00
CHICAGO UNITED INDUSTRIES, LTD. $64,909.00
VALDES, LLC $70,200.00
ATLAS & ASSOCIATES, INC. $97,459.70
PARENT PETROLEUM, INC $115,615.50
ITEM 13: OIL, TURBINE, SDC #4, ISO GRADE 100, 55 GAL.
PARENT PETROLEUM, INC $1,288.65
FEECE OIL COMPANY $1,301.85
MIDTOWN PETROLEUM ACQUISITION, LLC, d.b.a. RELADYNE $1,317.75
VALDES, LLC $1,377.00
ATLAS & ASSOCIATES, INC. $1,696.44
ITEM 14: OIL, TURBINE, SDC #5, ISO GRADE 150, 55 GAL.
PARENT PETROLEUM, INC $2,577.30
FEECE OIL COMPANY $2,603.70
VALDES, LLC $2,694.00
MIDTOWN PETROLEUM ACQUISITION, LLC, d.b.a. RELADYNE $2,769.00
ATLAS & ASSOCIATES, INC. $3,392.88
PETROCHOICE $4,365.90
SUPERIOR PETROLEUM PRODUCTS, INC. $4,455.00
ITEM 15: OIL, TURBINE, SDC #6, ISO GRADE 220, 55 GAL.
MIDTOWN PETROLEUM ACQUISITION, LLC, d.b.a. RELADYNE $2,769.00
FEECE OIL COMPANY $3,072.30
VALDES, LLC $3,534.00
ATLAS & ASSOCIATES, INC. $4,328.88
ITEM 16: OIL, MOTOR, HVY DUTY, SDC #27, SAE 10W, 55 GAL.
VALDES, LLC $1,497.00
MIDTOWN PETROLEUM ACQUISITION, LLC, d.b.a. RELADYNE $1,732.50
ATLAS & ASSOCIATES, INC. $2,099.97
ITEM 17: OIL, MOTOR, HVY DUTY, SDC #29, SAE 30, 55 GAL.
FEECE OIL COMPANY $817.50
PARENT PETROLEUM, INC $834.90
MIDTOWN PETROLEUM ACQUISITION, LLC, d.b.a. RELADYNE $1,155.00
ATLAS & ASSOCIATES, INC. $1,399.98
ITEM 18: OIL, JOURNAL, RAILROAD CAR, SDC #32, 55 GAL.
VALDES, LLC $589.00
ATLAS & ASSOCIATES, INC. $759.65
MIDTOWN PETROLEUM ACQUISITION, LLC, d.b.a. RELADYNE $791.45
ITEM 19: OIL, WORM GEAR, SDC #38, SAE 140, 55 GAL.
PETROCHOICE $726.55
MIDTOWN PETROLEUM ACQUISITION, LLC, d.b.a. RELADYNE $752.40
VALDES, LLC $785.00
SUPERIOR PETROLEUM PRODUCTS, INC. $821.15
ATLAS & ASSOCIATES, INC. $964.88
ITEM 20: OIL, GEAR, SDC #40, ISO GRADE 220, 55 GAL.
MIDTOWN PETROLEUM ACQUISITION, LLC, d.b.a. RELADYNE $2,272.00
VALDES, LLC $2,272.00
ATLAS & ASSOCIATES, INC. $3,038.60
ITEM 21: OIL, EP COMPOUND 68, SDC #107, 55 GAL.
PARENT PETROLEUM, INC. *$2,311.40
FEECE OIL COMPANY $2,410.80
MIDTOWN PETROLEUM ACQUISITION, LLC, d.b.a. RELADYNE $2,840.00
ATLAS & ASSOCIATES, INC. $3,329.95
VALDES, LLC $3,625.00
PETROCHOICE $3,820.00
SUPERIOR PETROLEUM PRODUCTS, INC. $4,300.00
ITEM 22: TRANSMISSION FLUID, SDC #114, DEXTRON 3, 55 GAL.
PARENT PETROLEUM, INC. *$999.48
PETROCHOICE $1,315.60
VALDES, LLC $1,320.00
FEECE OIL COMPANY $1,377.20
MIDTOWN PETROLEUM ACQUISITION, LLC, d.b.a. RELADYNE $1,535.60
SUPERIOR PETROLEUM PRODUCTS, INC. $1,839.20
ATLAS & ASSOCIATES, INC. $2,279.96
ITEM 23: OIL, CIRCULATING, SDC #118, ISO GRADE 32, 55 GAL.
ATLAS & ASSOCIATES, INC. $2,249.75
FEECE OIL COMPANY $10,793.75
VALDES, LLC $14,350.00
MIDTOWN PETROLEUM ACQUISITION, LLC, d.b.a. RELADYNE $14,588.50
ITEM 24: OIL, GEAR, ISO 150, 55 GAL.
FEECE OIL COMPANY $984.82
MIDTOWN PETROLEUM ACQUISITION, LLC, d.b.a. RELADYNE $1,136.00
VALDES, LLC $1,178.00
SUPERIOR PETROLEUM PRODUCTS, INC. $1,360.00
ATLAS & ASSOCIATES, INC. $1,531.98
PETROCHOICE $1,544.00
ITEM 25: OIL, HYDRAULIC, MOBIL DTE25, ISO 46
FEECE OIL COMPANY $11,954.25
PETROCHOICE $20,212.50
SUPERIOR PETROLEUM PRODUCTS, INC. $21,964.25
VALDES, LLC $22,365.00
MIDTOWN PETROLEUM ACQUISITION, LLC, d.b.a. RELADYNE $25,987.50
ATLAS & ASSOCIATES, INC. $31,499.65
ITEM 26: OIL, GEAR, MOBIL 600XP220, ISO GRADE 220
SUPERIOR PETROLEUM PRODUCTS, INC. $2,720.00
PETROCHOICE $3,056.00
VALDES, LLC $3,196.00
MIDTOWN PETROLEUM ACQUISITION, LLC, d.b.a. RELADYNE $3,824.00
ATLAS & ASSOCIATES, INC. $3,959.96
ITEM 27: OIL, HYDRAULIC, MOBIL DTE 10 SERIES 68
PETROCHOICE $702.90
SUPERIOR PETROLEUM PRODUCTS, INC. $799.70
VALDES, LLC $950.00
MIDTOWN PETROLEUM ACQUISITION, LLC, d.b.a. RELADYNE $1,019.70
ATLAS & ASSOCIATES, INC. $1,049.99
ITEM 28: LUBE, SYNTHETIC, GEAR, MOBIL #SCH626, 55 GAL.
FEECE OIL COMPANY $8,335.80
PARENT PETROLEUM, INC. $8,566.80
PETROCHOICE $11,220.00
VALDES, LLC $11,430.00
SUPERIOR PETROLEUM PRODUCTS, INC. $12,665.40
MIDTOWN PETROLEUM ACQUISITION, LLC, d.b.a. RELADYNE $13,028.40
ATLAS & ASSOCIATES, INC. $27,600.00
*Corrected total
One hundred seventy-eight (178) companies were notified of the contract being advertised and nineteen (19) companies requested specifications.
The sole bid received for Item 2, from Atlas & Associates, Inc., is non-responsive and being rejected in the public’s best interest. Atlas & Associates has informed the Director of Procurement and Materials Management that it misquoted this item and cannot honor their bid price. The Director of Procurement and Materials Management has notified Atlas & Associates, Inc., of this action. Item 2 will be procured on a non-contract basis as needed.
Feece Oil Company, the low bidder for items 4, 7, 8, and 25, is proposing substitutions for these items. Per contract specifications, substitutions are not allowed for these items, based on MWRD Board of Standards Specification 75-08-27-02. Therefore, the bid for these items is considered non-responsive and rejected in the public’s interest. The Director of Procurement and Materials Management has notified Feece Oil Company of this action.
Feece Oil Company, the low bidder for item 28, is proposing a substitution based on the item’s description and MWRD Board of Standards Specification 75-08-27-02. However, the proposed alternate was rejected, because changing brands of oil would require thorough cleaning of the equipment that uses this item. This cleaning would require purchase of a cleaning solvent, disassembly, cleaning, reassembly, and reinstallation of the equipment. The undertaking in terms of manpower and cost would negate any savings if Feece’s proposed substitution were accepted. Therefore, Feece’s bid for this item is rejected. The Director of Procurement and Materials Management has notified Feece Oil Company of this action.
Atlas & Associates, Inc., the low bidder for item 23, has advised the Director of Procurement and Materials Management that they misquoted this item and they cannot honor their bid price. Therefore, Atlas & Associates’ bid for this item is considered non-responsive and rejected in the public’s interest. The Director of Procurement and Materials Management has notified Atlas & Associates of this action.
Feece Oil Company, the next lowest bidder for item 23, is proposing a substitution. Per contract specifications, substitutions are not permitted for this item, based on MWRD Board of Standards Specification 75-08-27-02. Therefore, the bid for this item is considered non-responsive and is rejected in the public’s interest. The Director of Procurement and Materials Management has notified Atlas & Associates, Inc., of this action.
Two vendors, Midtown Petroleum Acquisition, LLC, d.b.a. RelaDyne, and Valdes, LLC, bid the same price for contract item 20. A drawing was held on October 7, 2015 to break the tie. Both vendors were invited to witness the drawing and both declined. The winner of the tie-breaker drawing is Midtown Petroleum Acquisition, LLC, d.b.a. RelaDyne.
Atlas & Associates, the lowest responsible bidder for Item 1, is proposing to perform the contract in accordance with the specifications. The estimated cost for Item 1 of this contract was $13,640.00, placing the total bid of $14,000.00 approximately 2.6 percent above the estimate.
Parent Petroleum, Inc., the lowest responsible bidder for Items 3, 5, 13, 14, 21, 22, and 28, is proposing to perform the contract in accordance with the specifications. The estimated cost for Items 3, 5, 13, 14, 21, 22, and 28 of this contract was $26,620.00, placing the total bid of $18,514.53 approximately 30.5 percent below the estimate.
Feece Oil Company, the lowest responsible bidder for Items 6, 11, 12, 17, and 24, is proposing to perform the contract in accordance with the specifications. The estimated cost for Items 6, 11, 12, 17, 23, and 24 of this contract was $89,610.00, placing the total bid of $73,871.72 approximately 17.6 percent below the estimate.
Midtown Petroleum Acquisition, LLC, d.b.a. RelaDyne, the lowest responsible bidder for Items 7, 8, 15, and 20, is proposing to perform the contract in accordance with the specifications. The estimated cost for Items 7, 8, 15, and 20 of this contract was $15,470.00, placing the total bid of $10,524.50 approximately 31.9 percent below the estimate.
Valdes, LLC, the lowest responsible bidder for Items 4, 9, 16, 18, and 23, is proposing to perform the contract in accordance with the specifications. The estimated cost for Items 4, 9, 16, 18, and 23 of this contract was $28,790.00, placing the total bid of $23,605.40 approximately 18.0 percent below the estimate.
PetroChoice, the lowest responsible bidder for Items 10, 19, 25, and 27, is proposing to perform the contract in accordance with the specifications. The estimated cost for Items 10, 19, 25, and 27 of this contract was $35,470.00, placing the total bid of $29,533.35 approximately 16.7 percent below the estimate.
Superior Petroleum Products, Inc., the lowest responsible bidder for Item 26, is proposing to perform the contract in accordance with the specifications. The estimated cost for Item 26 of this contract was $3,500.00, placing the total bid of $2,720.00 approximately 22.3 percent below the estimate.
The Multi-Project Labor Agreement (MPLA) is not applicable to this contract because it is primarily a furnish and deliver contract.
The Affirmative Action Ordinance, Revised Appendix D is not included in this contract because it is primarily a furnish and deliver contract.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 15-030-11, Item 1 to Atlas & Associates, Inc., in an amount not to exceed $14,000.00; Items 3, 5, 13, 14, 21, 22, and 28 to Parent Petroleum, Inc., in an amount not to exceed $18,514.53; Items 4, 9, 16, 18, and 23 to Valdes, LLC, in an amount not to exceed $23,605.40; Items 6, 11, 12, 17, and 24 to Feece Oil Company, in an amount not to exceed $73,871.72; Items 7, 8, 15, and 20 to Midtown Petroleum Acquisition, d.b.a. RelaDyne, in an amount not to exceed $10,524.50; Items 10, 19, 25, and 27 to PetroChoice in an amount not to exceed 29,533.35; and Item 26 to Superior Petroleum Products, Inc., in an amount not to exceed $2,720.00
Purchase orders will be issued for the material as required. Payment will be based on the unit cost as indicated in the contract documents. Funds are available in Account 101-20000-623860.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:CD:np
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for November 5, 2015
Attachment