SUBJECT:
Title
Request Approval of Bid Award: 25B-103 Bulk Oil and Fluids - Clardy Oil Company, Ocala, FL and Palmdale Oil Company, Ft. Pierce, FL (Budget Impact - Neutral; estimated annual expenditure of $95,000)
Body
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INITIATOR: |
DEPARTMENT: |
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Susan Olsen, Director |
Procurement Services |
DESCRIPTION/BACKGROUND:
On behalf of Marion County Fleet Management, Procurement advertised two (2) solicitations for the purchase of bulk oil and fluids. The first solicitation did not result in any bids for the department’s mandatory 15W40 HD conventional motor oil, and all submitted bids were subsequently rejected.
A second solicitation was advertised and received three (3) vendor responses. Of those, Clardy Oil Company was the only vendor able to supply the required 15W40 HD conventional motor oil and Mercon LV transmission fluid. However, their pricing on other items was significantly higher than competing bids. Palmdale Oil Company submitted a bid that met or exceeded the department’s minimum requirements for all other requested items. The third vendor, Safety-Kleen Systems, Inc., was unable to provide products that met Fleet’s minimum specifications and was therefore disqualified from consideration.
Mark Williams, Fleet Director, recommends awarding a portion of the scope to Clardy Oil Company and the other portion to Palmdale Oil Company.
Draft contracts for both Clardy Oil Company and Palmdale Oil Company are attached for review. Upon Board approval at today’s meeting, the contracts will be forwarded to both vendors for signatures. Once returned, it will be routed to Legal, the Clerk, and Chairman for signatures.
BUDGET/IMPACT:
Neutral; estimated annual expenditure is $95,000. Estimated expenditures may vary based on actual need, but will not exceed approved budgeted amounts, and will be based on contracted unit costs.
RECOMMENDED ACTION:
Recommended action
Motion to approve recommendation and allow staff to issue a contract to Clardy Oil Company and Palmdale Oil Company, and upon approval from Legal, authorize the Chairman and Clerk to execute the contracts under 25B-103.
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