TRANSMITTAL LETTER FOR BOARD MEETING OF JANUARY 5, 2012
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to award Contract 12-021-11, Furnish and Deliver Unleaded Gasoline to Various Locations for a One (1) Year Period, Item 1, to Petroleum Traders Corporation, in an amount not to exceed $268,000.00, Item 2, to G. Cooper Oil Co. Inc., in an amount not to exceed $97,000.00, Accounts 101-20000, 66000-623820
Body
Dear Sir:
On October 20, 2011, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 12-021-11 furnish and deliver unleaded gasoline to various locations for a one (1) year period, beginning approximately January 1, 2012 and ending December 31, 2012.
In response to a public advertisement of November 16, 2011, a bid opening was held on November 29, 2011. The bid tabulation for this contract is:
Item 1: TRUCK TRANSPORT DELIVERY
Petroleum Traders Corporation $266,133.00
Avalon Petroleum Co. Inc. $267,203.10
G. Cooper Oil Co. Inc. $267,203.10
Item 2: TANK WAGON DELIVERY
G. Cooper Oil Co. Inc. $94,556.35
Avalon Petroleum Co. Inc. $94,821.85
One hundred fifty-two (152) companies were notified of this contract being advertised and nine (9) companies requested specifications.
The quantities specified in the contract documents were used for the purpose of comparing bids and establishing unit prices. The total amount to be expended on this contract, for Item 1, should usage differ from the estimated quantities, is not to exceed $268,000.00, and for Item 2, should usage differ from the estimated quantities, is not to exceed $97,000.00.
Petroleum Traders Corporation, 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 $268,000.00, placing the total bid of $266,133.00 approximately equal to the estimate.
G. Cooper Oil Co. Inc., the lowest responsible bidder for Item 2, is proposing to perform the contract in accordance with the specifications. The estimated cost for Item 2 of this contract was $97,000.00, placing the total bid of $94,556.35 approximately 2.5 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.
Revised Appendix D is not included in this contract because it is primarily a furnish and deliver contract.
Petroleum Traders Corporation and G. Cooper Oil Co. Inc. are registered and in good standing with the State of Illinois.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 12-021-11, Item 1, to Petroleum Traders Corporation, in an amount not to exceed $268,000.00, and Item 2 to G. Cooper Oil Co. Inc., in an amount not to exceed $97,000.00.
Payment will be based on the unit cost as indicated in the contract documents. No bid deposit is required for this contract.
Funds are available in Accounts 101-20000, 66000-623820.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:JN: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 January 5, 2012