TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 5, 2024
Committee on procurement
Mr. Brian A. Perkovich, Executive Director
Title
Authority to award Contract 25-021-11, 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 $297,308.51, and Group B to Avalon Petroleum Company, in an amount not to exceed $85,841.91, Accounts 101-16000, 20000, 69000-623820, Requisitions 1621279, 1621280, 1621432, 1621796
Body
Dear Sir:
On September 5, 2024, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 25-021-11, Furnish and Deliver Unleaded Gasoline to Various Locations for a One (1) Year Period, beginning approximately January 1, 2025 and ending December 31, 2025.
In response to a public advertisement of September 25, 2024, a bid opening was held on October 15, 2024. The bid tabulation for this contract is:
GROUP A - TRUCK TRANSPORT
PETROLEUM TRADERS CORPORATION $ 297,308.51
AL WARREN OIL COMPANY, INC. $ 299,723.54
AVALON PETROLEUM COMPANY $ 300,994.62
J.T. BARRIER LLC $ 304,490.06
CONSERV F.S. $ 317,995.20
GROUP B - TANK WAGONS
AVALON PETROLEUM COMPANY $ 85,841.91
J.T. BARRIER LLC $ 85,953.45
AL WARREN OIL COMPANY, INC. $ 88,407.44
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 this contract is $300,000.00, placing the total bid of $297,308.51, approximately 0.9 percent below the estimate.
Avalon Petroleum Company, the lowest responsible bidder for Group B, is proposing to perform the contract in accordance with the specifications. The estimated cost for this contract is $87,923.00, placing the total bid of $85,841.91, approximately 2.4 percent below the estimate.
The Multi-Project Labor Agreement (MPLA) is not applicable to this contract because it does not fall under the provisions of the MPLA.
The Affirmative Action Ordinance, Revised Appendix D and Appendix V, will not be included in this contract. Contract goals are established based upon the availability of at least three (3) MBEs and three (3) WBEs and at least two (2) VBEs registered on the District's Vendor List to perform the anticipated services. A review of the MBE/WBE/VBE vendors on the District's Vendor List disclosed an insufficient number of registered MBE/WBE/VBE vendors available to perform the sought after scope of work. Therefore, the Appendix D and Appendix V are not applicable.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 25-021-11, Group A to Petroleum Traders Corporation in an amount not to exceed $297,308.51 and Group B to Avalon Petroleum Company. in an amount not to exceed $85,841.91.
Purchase orders will be issued for the material as required. Payment will be based on the bi-monthly gallon prices as indicated in the contract documents. No bid deposit was required for this contract.
Funds in the amount of $297,308.51 for Group A, and $85,841.91 for Group B, are being requested in 2025, 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:ds
Respectfully Submitted, Marcelino Garcia, 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 5, 2024
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