TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 4, 2025
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Executive Director
Title
Authority to award Contract 26-021-11, 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 $257,858.25, and Group B to Avalon Petroleum Company, Inc., in an amount not to exceed $58,530.47, Accounts 101-16000, 20000, 69000-623820, Requisitions 1642502, 1642946, 1643082, 1643083
Body
Dear Sir:
On September 18, 2025, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids, Contract 26-021-11, Furnish and Deliver Unleaded Gasoline to Various Locations for a One (1) Year Period, beginning approximately January 1, 2026 and ending December 31, 2026.
In response to a public advertisement of October 1, 2025, a bid opening was held on October 14, 2025. The bid tabulation for this contract is:
GROUP A - TRUCK TRANSPORT
PETROLEUM TRADERS CORPORATION $ 257,858.25
AVALON PETROLEUM COMPANY, INC. $ 267,479.61
J.T. BARRIER LLC $ 269,644.23
GRESHAM PETROLEUM COMPANY $ 280,265.78
BELL FUELS SERVICE CO $ 281,213.74
GROUP B - TANK WAGON
AVALON PETROLEUM COMPANY, INC. $ 58,530.47
J.T. BARRIER LLC $ 58,611.04
PETROLEUM TRADERS CORPORATION $ 59,094.43
GRESHAM PETROLEUM COMPANY $ 67,150.93
BELL FUELS SERVICE CO $ 69,406.75
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 $285,000.00, placing the total bid of $257,858.25, approximately 9.5 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 this contract is $87,000.00, placing the total bid of $58,530.47, approximately 32.7 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 requirements are not applicable.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 26-021-11, Group A to Petroleum Traders Corporation in an amount not to exceed $257,858.25 and Group B to Avalon Petroleum Company, Inc. in an amount not to exceed $58,530.47.
Purchase orders will be issued for the material as required. Payment will be based on the unit cost as indicated in the contract documents. No bid deposit is required for this contract.
Funds in the amount of $257,858.25 for Group A, and $58,530.47 for Group B, are being requested in 2026, 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:JD:ds
Respectfully Submitted, Precious Brady-Davis, Chairperson 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 4, 2025
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