TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 7, 2017
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 18-022-11, Furnish and Deliver Diesel Fuel to Various Locations, for a One (1) Year Period, to Avalon Petroleum Company, Inc., in an amount not to exceed $320,479.26, Accounts 101-16000, 66000, 67000, 68000, 69000-623820, Requisitions 1474259, 1473313, 1473327, 1473347, 1474776, and 1474778.
Body
Dear Sir:
On October 5, 2017, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 18-022-11 furnish and deliver diesel fuel to various locations for a one (1) year period, beginning approximately January 1, 2018 and ending December 31, 2018.
In response to a public advertisement of October 18, 2017, a bid opening was held on November 7, 2017. The bid tabulation for this contract is:
AVALON PETROLEUM COMPANY, INC. *$320,479.26
MIDTOWN PETROLEUM ACQUISITIONS LLC
D/B/A RELADYNE *$333,599.26
G. COOPER OIL COMPANY, INC. $334,849.26
*corrected total
One hundred ninety-five (195) companies were notified of the contract being advertised and twenty (20) companies requested specifications.
Avalon Petroleum Company, Inc., the lowest responsible bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost of this contract was $286,700.00, placing the total bid of $320,479.26 approximately 11.8% above 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 18-022-11, to Avalon Petroleum Company, Inc., in an amount not to exceed $320,479.26. Purchase orders will be issued for the diesel grade fuel oil required. Payment will be based on the bi-monthly gallon prices as indicated in the contract documents.
Funds are being requested for 2018 in Accounts 101-16000, 66000, 67000, 68000, 69000-623820, and are contingent on the Board of Commissioners’ approval of the District’s budget for that year.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:MS:cc
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 December 7, 2017