TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 3, 2020
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to award Contract 21-021-11, Furnish and Deliver Unleaded Gasoline to Various Locations for a One (1) Year Period, Group A, to Petroleum Traders Corporation, in an amount not to exceed $235,000.00 and Group B, to Avalon Petroleum Company, Inc., in an amount not to exceed $75,000.00, Accounts 101-16000, 20000, 69000-623820, Requisitions 1544927, 1544928, 1545541 and 1545552.
Body
Dear Sir:
On September 17, 2020, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 21-021-11 furnish and deliver unleaded gasoline to various locations for a one (1) year period, beginning approximately January 1, 2021 and ending December 31, 2021.
In response to a public advertisement of October 7, 2020, a bid opening was held on November 10, 2020. The bid tabulation for this contract is:
GROUP A: TRUCK TRANSPORT
Petroleum Traders Corporation $226,214.08
Avalon Petroleum Company, Inc. $228,518.34
G. Cooper Oil Company, Inc. $230,438.57
J. T. Barrier, LLC $238,035.98
GROUP B: TANK WAGON
Avalon Petroleum Company, Inc. $74,050.19
J. T. Barrier, LLC $77,700.55
G. Cooper Oil Company, Inc. $79,096.75
The quantities specified in the contract documents were used for the purpose of comparing bids. The total amount to be expended on this contract, should usage differ from the estimated quantities, is not to exceed $235,000.00 for Group A, and $75,000.00 for Group B.
Petroleum Traders Corporation, the lowest responsible bidder for Group A, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group A of this contract was $235,000.00, placing the total bid of $226,214.08 approximately 3.7 percent below the estimate.
Avalon Petroleum Company, Inc., the lowest responsible bidder for Group B, is proposing to perform the contract in accordance with the specifications. The estimated cost for Group B of this contract was $75,000.00, placing the total bid of $74,050.19 approximately 1.3 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 applies only to construction contracts over a $100,000.00 threshold. These sections on page D-5 of the Ordinance address the types of covered contracts:
• Section 4, Coverage: The following provisions, to be known as "Appendix D" together with relevant forms shall apply and be appended to every construction contract awarded by the District where the estimated total expenditure is in excess of $100,000.00, except contracts let in the event of an emergency contract pursuant to 70 ILCS 2605/11.5."
• Section 5. Definitions: (g) "Construction contract" means any District contract or amendment thereto, providing for a total expenditure in excess on One Hundred Thousand Dollars ($100,000.00) for the construction, demolition, replacement, major repair or renovation and maintenance of real property and improvement thereon or sludge hauling and any other related contract which the District deems appropriate to be subject to Appendix D consistent with the Ordinance.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 20-021-11, Group A to Petroleum Traders Corporation, in an amount not to exceed $235,000.00, and Group B to Avalon Petroleum Company, Inc., in an amount not to exceed $75,000.00.
Purchase orders will be issued for the material as required. Payment will be based on the establishing the bi-monthly gallon prices as indicated in the contract documents.
Funds are being requested for 2021 in Accounts 101-16000, 20000, 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 3, 2020
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