HomeMy WebLinkAboutIntent to Award - Fuel Purchasing SvcsDeschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701 -1960
(541) 388 -6570 - Fax (541) 385 -3202 - www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of December 9, 2009
Please see directions for completing this document on the next page.
DATE: December 2, 2009
FROM: Dave Inbody Administrative Services 322 -7697
TITLE OF AGENDA ITEM:
Consideration of Intent to Award a contract for fueling purchasing services with Deschutes County
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
An Invitation to Bid (ITB) for providing fuel purchasing services through cardlock locations was
prepared. A press release announcing the ITB, as well as notification on the Deschutes County web: ite
and direct contact with current fuel providers was made. A website was created to announce the
post information and respond to questions. Additionally, an announcement of the ITB was placed in the
Daily Journal of Commerce on October 21, 2009.
FISCAL IMPLICATIONS:
Funds for the purchase of fuel in the FY 2010 budget have been identified within individual
departmental budgets. It is anticipated this contract will save the County a minimum of $15,000 in
annual fuel costs. This contract is for one year with the option of extending it up to four additional
years.
RECOMMENDATION & ACTION REQUESTED:
Approval and signature of Intent to Award by the Chair of the Board of County Commissioners to 1 ae
lowest bidder, Bend Oil Company of Bend, Oregon.
ATTENDANCE: Dave Inbody, Administrative Services
DISTRIBUTION OF DOCUMENTS:
Copy of signed Intent to Award to Dave Inbody, Administrative Services.
TO: BOARD OF COMMISSIONERS
FROM: DAVE INBODY
SUBJECT: CONTRACT AWARD FOR COUNTY FUEL PURCHASING
DATE: 12/2/2009
CC: DAVE KANNER, ERIK KROPP
Background
An Invitation to Bid (ITB) for providing fuel purchasing services through cardlock locations was prepared.
A press release announcing the ITB, as well as notification on the Deschutes County website and direct
contact with current fuel providers was made. A website was created to announce the ITB, post information
and respond to questions. Additionally, an announcement of the ITB was placed in the Daily Journal of
Commerce on October 21, 2009.
Discussion
Two firms submitted bids in response to the ITB. These bids were opened on November 12, 2009 and
reviewed to ensure bidders were responsive and responsible. The lowest bid was calculated based on the
method outlined in the ITB.
Recommendation
It is recommended that the contract be awarded to the lowest bidder, Bend Oil Company, Inc. /Central
Petroleum Services of Bend, Oregon for the 2010 calendar year, with the option to extend it for up to four
additional years.
December 9, 2009
Board of County Commissioners
1300 NW Wall St, Suite 200 • Bend, OR 97701 -1960
[541) 388 -6570 • Fax (541) 385 -3202
www. co. deschutes, or. us
board @co. deschutes. or. us
Tammy E3aney
Dennis R. Luke
Alan linger
Sent via Facsimile, First Class Mail and Email
Bend Oil Company
913 NE First Street
Bend, Oregon 97701
RE: Invitation to Bid (ITB) for Fuel Purchase Services
NOTICE OF INTENT TO AWARD ITB
On December 9, 2009, the Board of County Commissioners of Deschutes County,
Oregon, considered ITB's for fuel purchase services. The Board of County
Commissioners determined that the apparaent responsible ITB for these services was
Bend Oil Company of Bend, Oregon.
This Notice of Intent to Award Contract is issued pursuant to Oregon Administrative
Rule (OAR) 137 - 047 -0610. A copy of this Notice is being provided to each firm or
person that submitted an ITB for these services. Any firm or person who believes that
they are adversely affected or aggrieved by the intended award of ITB set forth in this
Notice may submit a written protest within seven (7) calendar days after the issuance of
this Notice of Intent to Award ITB to the Board of Commissioners of Deschutes County,
Oregon at the above address. The seven (7) calendar day protest period will expire at
5:OOpm on Wednesday, December 16, 2009.
Any protest must be in writing and specify any grounds upon which the protest is based.
If a protest is filed, a hearing will be held at 10:OOam on Wednesday, December 30, 2009
before the Board of Commissioners of Deschutes County, Oregon, acting as the ITB
Review Board in the Deschutes County Service Center, 1300 NW Wall Street, Bend,
Oregon 97701.
If no protest is filed within the protest period, this Notice of Intent to Award ITB
becomes an Award of ITB without further action by the Board of County Commissioners
unless the Board, for good cause, rescinds this Notice before the expiration of the protest
period. The successful bidder for Deschutes County services is required to execute three
(3) copies of the Contract, which will be provided when the bids are finally determined.
Enhancing the Lives of Citizens by Delivering Quality Services in a Cost - Effective Manner
In addition to the execution of Contract, the contractor will be required to provide a
certificate of insurance.
All contract copies will need to be returned to the County for execution. After all parties
have signed the contract, a copy of the contract will be forwarded to you along with a
notice to proceed.
If you have any questions regarding this Notice of Intent to Award Contract, or the
procedures under which the County is proceeding, please contact Dave Inbody, Assistant
to the County Administrator at (541) 322 -7697 or davidi!,deschutes.org.
Sincerely,
BOARD OF COUNTY COMMISSIONERS
DESCHUTES COUNTY, OREGON
Tammy Baney, Chair
Enclosures: OAR 137 - 303 -0104
CC w /Enclosures: Transmitted by Facsimile, First Class Mail and Email on
December 9, 2009 to All Firms Submitting Bids. See attached list.
BIDDER'S LIST FOR
FUEL PURCHASING SERVICES
WITH DESCHUTES COUNTY
Bend Oil Company, Inc. / Central Petroleum Services
913 NE First Street
Bend, Oregon 97701
(541) 382 -0241
Fax (541) 382 -4905
Email: kathy @supervisedfuels.com
Carson Oil Company
1720 N. Lamonta Road
Prineville, Oregon 97754
(541) 447 -6581
Fax: (541) 447 -7955
Email: corwin c carsonoil.com