Agenda

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ARF- 2618

Regular Agenda Item 4. Q.

Regular BOS Meeting

Meeting Date:	06/24/2014
Submitted For:	Jeffrey Hessenius
Submitted By:	Dana Sgroi, Contracts Support Specialist, Finance Division
Department:	Finance
Fiscal Year:	FY 14-15	Budgeted?:	Yes
Contract Dates Begin & End:	6-26-14 to 6-25-15	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information

Request/Subject

Contract Award for Bid No. 041414 Bulk Fuel and Lubricants.

Background Information

The current contract for a supplier to deliver bulk fuel and lubricants to Gila County will expire on June 25, 2014. The County is seeking a supplier for the fiscal year of 2014-2015.

Invitation for Bid No. 041414 for a bulk fuel and lubricants was advertised in the Arizona Silver Belt on May 28th and June 4th, 2014. The bids were received and opened in a public setting on June 11, 2014.

Evaluation

Bids were received from four (4) suppliers. Three of the four bidders provided pricing for both fuel and lubricants, and one bidder provided pricing for lubricants only. Bid responses were evaluated in accordance with A.R.S. § 41-2533, Competitive Sealed Bidding; awards shall be made to the lowest responsible and responsive bidder whose bid conforms in all material respects to the requirements and criteria set forth in the Invitation for Bid.

Based on the number of lines items of the lubricants and the responses received, further analysis and review of the pricing is deemed necessary by the Finance Department in order to provide maximum savings to the County. A recommendation for award for the lubricant portion of Invitation to Bid No. 041414 will take place at the August 5, 2014, Board of Supervisors' meeting.

Conclusion

After extensive review, based on the bid responses received, it is the goal of the Finance Department and the Public Works Department to award a contract to the lowest, most responsible and qualified bidder (s).

Recommendation

The Staff recommends that the Board of Supervisors approve the award of Invitation for Bids No. 041414 for bulk fuel and lubricants for Gila County to Canyon State Oil - for the fuel portion of the solicitation for a term of 12 months from June 26, 2014, to June 25, 2015, with the option for two (2) one- (1) year contract term renewals.

Suggested Motion

Information/Discussion/Action to review all bids submitted for Invitation for Bids No. 041414 for the purchase and delivery of bulk fuel and lubricants; award to the lowest, most responsive, responsible and qualified bidder; and authorize the Chairman's signature on the award contract for the winning bidder. (Jeff Hessenius)

Attachments
IFB 041414 Bid Tabulation Form
IFB 041414 Bid Tabulation Breakdown Spreadsheet
Contract 041414 Bulk Fuel & Lubricants
Addenda 1 & 2 for IFB 041414 Bulk Fuel & Lubricants
Legal Explanation