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Agenda 12/14/2010 Item #16E 7 Agenda Item No, 16E7 December 14, 2010 Page 1 of 5 EXECUTIVE SUMMARY Recommendation to award Bid #10-5581 - "Motor Oils, Lubricants, and Fluids" to Combs Oil Company as primary vendor and Evans Oil Company LLC, Florida Detroit Diesel-Allison Inc., and Palmdale Oil Company Inc. as secondary vendors with total expenditures estimated at $80,000 annually. OBJECTIVE: Sustain reliable and efficient vehicles and equipment that enhance the County's capabilities to provide effective public services, CONSIDERATIONS: The Collier County Fleet Management Department maintains over 2700 County vehicles and motorized equipment items that require oil and lubrication for continuing operation and extended life cycles, The oils and lubricants must meet exact specifications for modern e':lgines, transmissions, and hydraulic systems, The supplier must guarantee these specifications and be able to deliver needed quantities within the time constraints established by the County, The current oils and lubricants contract expires on December 14, 2010, A bid request was posted by the Purchasing Department on September 30, 2010, and bid notices were forwarded to 77 vendors, with 30 of th0se vendors downloading the bid package. Five (5) bid responses were received as of the October 21, 2010, bid opening date, One bidder, Powermind Global Service, did not qualify due to non-compliance with E-Verify requirements, In determining low bidder, only those items properly bid by all vendors were considered, Items not bid by certain vendors and items not meeting specifications by certain vendors were eliminated for all vendors and not considered when determining the low bidder. With these considerations, the IO'N bidder 'vV8.S Combs Oil Company. Award is recommended to Combs Oil Company as primary vendor and to Evans Oil Company LLC, Florida Detroit Diesel-Allison Inc.. and Palrndale Oil Company Inc, as secondary vendors, Purchases from secondary vendors may be made when the primary vendor cannot deliver the desired products within the time periods stipulated in the bid specifications, Product pricing and price changes will be according to bid specifications for all awarded vendors, FISCAL IMPACT: Funds for Fleet Management service requirements are budgeted annually in the Fleet Management Fund 521 operating budget Total expenditures under this contract are estimated at $80,000 annually, GROWTH MANAGEMENT IMPACT: No growth management impact is involved, LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney's Office and is legally sufficient for Board action, - CMG RECOMMENDATION: That the Board approves award of Bid 10-5581 - "Motor Oils, Lubricants, and Fluids" to Combs Oil Company as primary vendor and Evans Oil Company LLC, Florida Detroit Diesel-Allison Inc" and Palmdale Oil Company Inc, as secondary vendors effective December 15, 2010, <- PREPARED BY: Dan Croft, Director, Fleet Management Department Item Number: Item Summary: Meeting Date: Prcllarcd By Dan Croft Administrative Services Division Apl~roved By Dan Crofl I\dll1inislrtltive SC'1\'ir;n5 Uh'ision AIlProved By J,lek P. CUrl an Adrninls!rat(;e Sorvit'<:,,; Approved ny CO!i('f!t1 Gh.'CUU COllllfV {,Honl"V Apl)rOvcd By 3t,"vc (,~;IlH';;H !,dminiSh':1ji\l(' ;>:'! i'.:J'" LJivi",iun AIlI)ro\,{'d By L.en C,()It~LI; PI i;~(' .I<irl ;jjlj:;j ;~~; ,,'/ [!h.'i~iqn APllI'O\'cll By oi',1n C,H'J~'.ji!I"lf"r C>-~Hni\' iV:C-l!FHi " ". ;.i J' ApllrO\'l.tI By ii;('7fSC I;i;lni'c'\' ")!fice uf M,::II;'(V'~IIClt ,';. ii!ldqel AplH'Ovcd By Lc':) E. (hll~..}1 C~lIl'l!\' rfrClnn;F~:'~ ':lifiro:-' Agenda Item No, 16E7 December 14, 2010 Page 2 of 5 COLLIER COUNTY BO{.\RD OF 120LJNTY COMMISSlor~ERS 1:)E7 Recol11n1encliJticn to 31f'-/31cJ Bid #10.5581 - Motor Oils, LubricAnts, and Fluids to Combs Oil Company tlS prinlary vendor and Evans Oil Cumpany LLC, Florida Detroit Diesel-Allison Inc, and Palmdale Oil Compsny Inc as second31! vendors \Nith tot.al expenditures estimated at $80,000 annually. 12/14/20109'0000 AM Dire-r.tor - FI<.:ct Managenw!1t Date FI'?H Ma1l3:F'll1f'llt 11/24/20109:21:08 AM [irnclor. n':'J.'.l_r.hlln~.'8nlelll Date flvet Mandge!ll€'nt 11124/20109:41 AM ---------_.-._._--~_."'--_._..- '-~--_._'"._--- --_.~--~ Pur:.:ll:,]c:ing !\gent Date Pun:h8,-;il'q 1 '1/24120'1 0 10:00 AM ^~",,'c;,t""lt C~)tH1ty j:,HorllcV (Jute C"'uoIV APClfWY 1 V7.4/201 0 4~40 PM [ 'i' :".1 '.H !'I,I; c!l;~" il!!ri(;~,'nnr,lj ;';,Cnvkf'$ Delle P\fr':i:il::;i~, j [(. 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