TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 3, 2013
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 13-030-11, Furnish and Deliver Lubricants to Various Locations for a One (1) Year Period, Items 1and 2 to Atlas and Associates, Inc., in an amount not to exceed $9,274.00, Items 3, 12, 14, 16 and 17 to Mid-Town Petroleum Acquisition LLC, in an amount not to exceed $40,192.69, Items 4, 6, 7, 13 and 18 to Valdes, LLC, in an amount not to exceed $23,658.77, and Items 5, 8, 9, 10, 11 and 15 to Feece Oil Company, in an amount not to exceed $109,950.65, Account 101-20000-623860
Body
Dear Sir:
On August 8, 2013, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 13-030-11 furnish and deliver lubricants to various locations for a one (1) year period, beginning approximately November 1, 2013 and ending October 31, 2014.
In response to a public advertisement of August 21, 2013, a bid opening was held on September 10, 2013. The bid tabulation for this contract is:
ITEM 1: OIL, SYNTHETIC, DACNIS SE68, 55 GAL.
ATLAS & ASSOCIATES, INC. $4,876.00
ITEM 2: LUBRICANT, SPECIAL, 55 GAL., F/HOSE
ATLAS & ASSOCIATES, INC. $4,398.00
ITEM 3: OIL, MOTOR, SDC #116, SAE 10W-30, 55 GAL.
MID-TOWN PETROLEUM ACQUISITION LLC $4,860.72
VALDES, LLC $4,979.92
ATLAS & ASSOCIATES, INC. $10,792.00
ITEM 4: OIL, MOTOR, 15W40, API, 55 GAL.
VALDES, LLC $4,290.00
FEECE OIL COMPANY $4,526.50
SUPERIOR PETROLEUM PRODUCTS $5,120.00
MID-TOWN PETROLEUM ACQUISITION LLC $7,106.00
ATLAS & ASSOCIATES, INC. $10,400.00
ITEM 5: OIL, HYDRAULIC, ANTI-WEAR, ISO68, 55 GAL.
FEECE OIL COMPANY $10,175.00
MID-TOWN PETROLEUM ACQUISITION LLC $11,839.00
VALDES, LLC $11,975.00
SUPERIOR PETROLEUM PRODUCTS $17,125.00
ATLAS & ASSOCIATES, INC. $21,750.00
ITEM 6: OIL, LUBE, 55 GAL., CHEVRON GST GRADE 46
VALDES, LLC $7,376.00
MID-TOWN PETROLEUM ACQUISITION LLC $7,480.00
ATLAS & ASSOCIATES, INC. *$10,730.00
ITEM 7: FLUID, HYDRAULIC, SDC #7, CITGO #FR-40XD
VALDES, LLC $5,868.00
MID-TOWN PETROLEUM ACQUISITION LLC $6,040.92
CHICAGO UNITED INDUSTRIES, LTD. $6,240.00
ATLAS & ASSOCIATES, INC. $82,020.00
ITEM 8: OIL, TURBINE, SDC #2, ISO GRADE 32, 55 GAL.
FEECE OIL COMPANY $25,228.50
VALDES, LLC $26,342.80
CHICAGO UNITED INDUSTRIES, LTD. $29,481.65
MID-TOWN PETROLEUM ACQUISITION LLC $40,570.20
ATLAS & ASSOCIATES, INC. $59,015.00
ITEM 9: OIL, TURBINE, SDC #3, ISO GRADE 68, 55 GAL.
FEECE OIL COMPANY $61,924.50
VALDES, LLC $64,119.60
CHICAGO UNITED INDUSTRIES, LTD. $72,364.05
MID-TOWN PETROLEUM ACQUISITION LLC $72,940.50
ATLAS & ASSOCIATES, INC. $144,855.00
ITEM 10: OIL, TURBINE, SDC #4, ISO GRADE 100, 55 GAL.
FEECE OIL COMPANY $2,636.70
VALDES, LLC $2,684.28
CHICAGO UNITED INDUSTRIES, LTD. $3,405.60
MID-TOWN PETROLEUM ACQUISITION LLC $4,157.16
ATLAS & ASSOCIATES, INC. *$6,438.00
ITEM 11: OIL, TURBINE, SDC #5, ISO GRADE 150, 55 GAL.
FEECE OIL COMPANY $2,636.70
VALDES, LLC $2,684.28
CHICAGO UNITED INDUSTRIES, LTD. $3,436.32
MID-TOWN PETROLEUM ACQUISITION LLC $3,917.28
SUPERIOR PETROLEUM PRODUCTS $4,344.00
ATLAS & ASSOCIATES, INC. $11,238.00
ITEM 12: OIL, TURBINE, SDC #6, ISO GRADE 220, 55 GAL.
MID-TOWN PETROLEUM ACQUISITION LLC $6,522.36
VALDES, LLC $7,620.00
ATLAS & ASSOCIATES, INC. $30,744.00
ITEM 13: OIL, MOTOR, HVY DUTY, SDC #27, SAE 10W, 55 GAL.
VALDES, LLC $1,480.77
CHICAGO UNITED INDUSTRIES, LTD. $1,571.46
MID-TOWN PETROLEUM ACQUISITION LLC $1,598.85
ATLAS & ASSOCIATES, INC. $4,590.00
ITEM 14: OIL, GEAR, SDC #40, ISO GRADE 220, 55 GAL.
MID-TOWN PETROLEUM ACQUISITION, LLC $2,296.48
VALDES, LLC $2,436.00
ATLAS & ASSOCIATES, INC. $13,967.20
ITEM 15: OIL, EP, COMPOUND 68, SDC #107, 55 GAL.
FEECE OIL COMPANY $7,349.25
VALDES, LLC $7,460.10
MID-TOWN PETROLEUM ACQUISITION LLC $8,611.80
SUPERIOR PETROLEUM PRODUCTS $12,300.00
ATLAS & ASSOCIATES, INC. $20,946.15
ITEM 16: OIL, CIRCULATING, ISO GRADE 32, 55 GAL.
MID-TOWN PETROLEUM ACQUISITION LLC $7,699.38
VALDES, LLC $8,313.50
ATLAS & ASSOCIATES, INC. $19,231.16
ITEM 17: OIL, HYDRAULIC MOBIL DTE25, ISO 46
MID-TOWN PETROLEUM ACQUISITION LLC $18,813.75
VALDES, LLC $19,133.04
SUPERIOR PETROLEUM PRODUCTS $19,865.00
ATLAS & ASSOCIATES, INC. $49,284.34
ITEM 18: OIL, GEAR, MOBIL 600XP220, ISO GRADE 220
VALDES, LLC $4,644.00
SUPERIOR PETROLEUM PRODUCTS $4,656.00
MID-TOWN PETROLEUM ACQUISITION LLC $5,280.00
ATLAS & ASSOCIATES, INC. *$13,135.92
*corrected total
One hundred sixty-three (163) companies were notified of the contract being advertised and twenty-eight (28) companies requested specifications.
Atlas and Associates, Inc., the lowest responsible bidder for Items 1and 2 is proposing to perform the contract in accordance with the specifications. The estimated cost for Items 1and 2 of this contract was $21,000.00, placing the total bid of $9,274.00 approximately 55.8 percent below the estimate.
Mid-Town Petroleum Acquisition LLC, the lowest responsible bidder for Items 3, 12, 14, 16 and 17 is proposing to perform the contract in accordance with the specifications. The estimated cost for Items 3, 12, 14, 16 and 17 of this contract was $56,000.00, placing the total bid of $40,192.69 approximately 28.2 percent below the estimate.
Valdes, LLC, the lowest responsible bidder for Items 4, 6, 7, 13 and 18, is proposing to perform the contract in accordance with the specifications. The estimated cost for Items 4, 6, 7, 13 and 18 of this contract was $36,500.00, placing the total bid of $23,658.77 approximately 35.2 percent below the estimate.
Feece Oil Company, the lowest responsible bidder for Items 5, 8, 9, 10, 11 and 15, is proposing to perform the contract in accordance with the specifications. The estimated cost for Items 5, 8, 9, 10, 11 and 15 of this contract was $186,000.00, placing the total bid of $109,950.65 approximately 41.1 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 Interim Ordinance 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 13-030-11, Items 1 and 2 to Atlas and Associates, Inc., in an amount not to exceed $9,274.00, Items 3, 12, 14, 16 and 17 to Mid-Town Petroleum Acquisition LLC, in an amount not to exceed $40,192.69, Items 4, 6, 7, 13 and 18 to Valdes, LLC, in an amount not to exceed $23,658.77, and Items 5, 8, 9, 10, 11 and 15 to Feece Oil Company, in an amount not to exceed $109,950.65.
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:MB:jt
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 October 3, 2013
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