TRANSMITTAL LETTER FOR BOARD MEETING OF FEBRUARY 4, 2021
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to award Contract 21-022-11, Furnish and Deliver Diesel Fuel to Various Locations for a One (1) Year Period to Avalon Petroleum Company, in an amount not to exceed $296,000.00, Accounts 101-16000, 66000, 67000, 68000, 69000-623820 and 501-50000-623820, Requisitions 1545512, 1545541, 1545551, 1545857, 1545875, and 1545878
Body
Dear Sir:
On September 17, 2020, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 21-022-11 furnish and deliver diesel fuel 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:
J. T. Barrier, LLC $270,221.41
Avalon Petroleum Company $277,796.60
G. Cooper Oil Company Inc. $305,445.38
On September 3, 2020, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 21-022-11 to J. T. Barrier, LLC, in an amount not to exceed $296,000.00.
On January 4, 2021, J. T. Barrier, LLC notified the District that they are unable to provide the fuel quoted on this contract. Therefore, the Director of Procurement and Materials Management has advised J. T. Barrier, LLC that their contract will be forfeited. The Board approved the forfeiture at the January 21, 2021 meeting.
Avalon Petroleum Company, the next lowest responsible bidder, is proposing to perform the contract in accordance with the specifications. The estimated cost of this contract was $296,000.00, placing the total bid of $277,796.60 approximately 6.2% 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 21-022-11 to Avalon Petroleum Company, in an amount not to exceed $296,000.00. Purchase orders will be issued for the diesel grade fuel oil as needed. Payment will be based on the bi-monthly gallon prices as indicated in the contract documents.
Funds are available in Accounts 101-16000, 66000, 67000, 68000, 69000-623820 and 501-50000-623820.
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 February 4, 2021