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Regular Agenda Item 4. E.

Regular BOS Meeting

Meeting Date:	06/04/2019
Submitted For:	Steve Sanders	Submitted By:	Betty Hurst, Contracts Administrator
Department:	Finance
Fiscal Year:	FY 2019-2020	Budgeted?:	Yes
Contract Dates Begin & End:	7-23-19 to-7-22-20	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information

Request/Subject

Request to Advertise Request for Proposal No. 050619 for Bulk Fuel Lubricants.

Background Information

The current contract 042417 was with SC Fuels and was set to expire June 19, 2019. In December 2018, another company bought SC Fuels and there are two companies servicing this contract. Diesel Direct West is delivering fuel and West Direct Oil is delivering the lubricants. The current companies are charging the County per the original SC Fuels contract. The General Services Manager isn't certain that West Direct Oil and Diesel Direct West will continue to honor the contract from June 20, 2019, and forward until a new contract is in place. With advertising and waiting for the next award date, Gila County may not enter into another agreement until July 23, 2019.

Evaluation

The approval to advertise Request for Proposal No. 050619 will allow suppliers the opportunity to submit proposals to Gila County for the County's fuel and lubricant needs. Getting a supplier to haul to the smaller depots such as Young, Arizona has been a challenge. During inclement weather and when Gila County is experiencing a natural disaster is a true test for the supplier. General Services is asking for an annual contract with the option of three annual renewals. Going with the RFP process will allow those companies that are not in the State Contract system to bid.

Conclusion

Request for Proposal No. 050619 for bulk fuel and lubricants will advertise in the Arizona Silver Belt on June 12 and June 19, 2019. The Proposal due date will be July 3, 2019. This will be cutting it close in order to be on the Board of Supervisors' July 23, 2019, meeting agenda for a contract award.

Recommendation

Staff recommends that the Board of Supervisors approve the advertisement for Request for Proposal No. 050619 for the purchase of bulk fuel and lubricants.

Suggested Motion

Information/Discussion/Action to authorize the advertisement of Request for Proposals No. 050619 for the purchase of bulk fuel and lubricants to be used by the Gila County General Services Division. (Steve Sanders)

Attachments
Request to Advertise
RFP 050619 BULK FUEL & LUBRICANTS