Agenda 07/10/2018 Item #16E 907/10/2018
EXECUTIVE SUMMARY
Recommendation to award Invitation to Bid (ITB) #18-7406, “Emergency Fuel” to Palmdale Oil
Company Inc. as primary and Pro Energy LLC. as secondary.
OBJECTIVE: To continue to provide gasoline and diesel fuel for County vehicles and equipment.
CONSIDERATIONS: On an annual basis, Collier County uses over 1,000,000 gallons of Gasoline and
Diesel Fuel in its over 745 vehicles, fuel trucks, tanks, generators, and other fuel storage assets that
require gasoline or diesel fuel. This fuel is delivered by transport tanker to County owned refueling sites
and by tank wagons to generator sites located throughout the County.
On June 21, 2018, the Procurement Services Department released notices of Invitation to Bid (ITB) #18 -
7406 to 2,068 vendors for providing the County with “Emergency Fuel.” Twenty-nine (29) packages were
downloaded and two (2) bids were received on July 2, 2018. After review of the bids, both vendors were
deemed to be responsive and responsible. Due to the critical nature of f uel in County operations, staff
recommends a primary award to Palmdale Oil Company Inc. and a secondary award to Pro Energy LLC.
The secondary vendor will be used in any circumstance where the primary is unable to perform.
Company Name City County State Award
Palmdale Oil Company Inc. Fort Myers Lee FL Primary
Pro Energy LLC Sunrise Broward FL Secondary
FISCAL IMPACT: Funds for motor fuel to run County vehicles and equipment are budgeted annually in
the Fleet Management Fund 521 operating budget; and, included in the Parks and Recreation Marina
Fund 001 operating budget.
LEGAL CONSIDERATIONS:
GROWTH MANAGEMENT IMPACT: This project meets current Growth Management Plan
standards to ensure the adequacy and availability of viable public facilities.
RECOMMENDATION: To award Invitation to Bid (ITB) No. 18 -7406, “Emergency Fuel” to Palmdale
Oil Company Inc. as primary and Pro Energy LLC. as secondary.
Prepared By: Swainson Hall, Procurement Manager - Acquisitions, Procurement Services Division
ATTACHMENT(S)
1. 18-7406 Solicitation (PDF)
2. 18-7406 Bid Tabulation (PDF)
3. 18-7406 NORA_Signed (PDF)
16.E.9
Packet Pg. 2287
07/10/2018
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.9
Doc ID: 6156
Item Summary: Recommendation to award Invitation to Bid (ITB) #18-7406, “Emergency Fuel”
to Palmdale Oil Company Inc. as primary and Pro Energy LLC. as secondary.
Meeting Date: 07/10/2018
Prepared by:
Title: Procurement Specialist – Procurement Services
Name: Swainson Hall
07/02/2018 4:46 PM
Submitted by:
Title: – Procurement Services
Name: Ted Coyman
07/02/2018 4:46 PM
Approved By:
Review:
Procurement Services Ted Coyman Additional Reviewer Completed 07/02/2018 4:50 PM
Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 07/02/2018 4:54 PM
Procurement Services Sandra Herrera Additional Reviewer Completed 07/02/2018 6:37 PM
Procurement Services Swainson Hall Additional Reviewer Completed 07/02/2018 8:13 PM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 07/03/2018 8:43 AM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 07/03/2018 8:47 AM
Office of Management and Budget Laura Wells Additional Reviewer Completed 07/03/2018 9:11 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 07/03/2018 9:52 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 07/03/2018 9:58 AM
Board of County Commissioners MaryJo Brock Meeting Pending 07/10/2018 9:00 AM
16.E.9
Packet Pg. 2288
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
INVITATION TO BID (ITB)
FOR
COLLIER COUNTY EMERGENGY FUEL
SOLICITATION NO.: 18-7406
SWAINSON HALL, PROCUREMENT MANAGER - ACQUISITIONS
PROCUREMENT SERVICES DIVISION
3295 TAMIAMI TRAIL EAST, BLDG C-2
NAPLES, FLORIDA 34112
TELEPHONE: (239) 252-8935
swainson.hall@colliercountyfl.gov (Email)
This solicitation document is prepared in a Microsoft Word format. Any alterations to this
document made by the Consultant may be grounds for rejection of proposal, cancellation of any
subsequent award, or any other legal remedies available to the Collier County Government.
16.E.9.a
Packet Pg. 2289 Attachment: 18-7406 Solicitation (6156 : 18-7406 Collier County Emergency Fuel)
SOLICITATION PUBLIC NOTICE
INVITATION TO BID (ITB) NUMBER: 18-7406
PROJECT TITLE: COLLIER COUNTY EMERGENCY FUEL
DUE DATE: July 2, 2018 at 3:00PM
PLACE OF BID OPENING: PROCUREMENT SERVICES DIVISION
3295 TAMIAMI TRAIL EAST, BLDG C-2
NAPLES, FL 34112
All proposals shall be submitted online via the Collier County Procurement Services Division Online Bidding System:
https://www.bidsync.com/bidsync-cas/
INTRODUCTION
The Collier County Board of County Commissioners Procurement Services Division (hereinafter, “Division”) has issued this Invitation
to Bid (hereinafter, “ITB”) with the intent of obtaining bid submittals from interested and qualified vendors in accordance with the
terms, conditions and specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specificat ions
or Scope of Work stated.
The results of this solicitation may be used by other County departments once awarded according to the Board of County Commissioners
Procurement Ordinance.
BACKGROUND
Collier County owns vehicles, fuel trucks, tanks, generators, and other fuel storage assets that require gasoline or diesel fuel.
Historically, County departments have spent approximately $3,000,000.00 per year.
TERM OF CONTRACT
The contract term, if an award is made is intended to be for one (1) year with a one (1) year renewal option.
Prices shall remain firm for the initial term of this contract.
Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing s tructure.
All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to compl y
with all carrier regulations. Risk of loss of any goods sold hereunder shall transfer to the COUNTY at the time and place of
delivery; provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remain with VENDOR.
AWARD CRITERIA
ITB award criteria are as follows:
➢ The County’s Procurement Services Division reserves the right to clarify a vendor’s submittal prior to the award of the
solicitation.
➢ It is the intent of Collier County to award to the lowest, responsive and responsible vendor(s) that represents the best value to
the County.
➢ For the purposes of determining the winning bidder, the County will select the vendor with the lowest price established in the
solicitation as outlined below:
• Lowest Bid Total
➢ Collier County reserves the right to select one, or more than one suppliers, award on a line item basis, establish a pool for
quoting, or other options that represents the best value to the County; however, it is the intent to:
• identify primary / secondary awardees; however, if the County receives a single bid submittal, the
County reserves the right to move forward with a single awardee.
➢ The County reserves the right to issue a formal contract, standard County Purchase Order, or Purchasing Card for the award of
this solicitation.
16.E.9.a
Packet Pg. 2290 Attachment: 18-7406 Solicitation (6156 : 18-7406 Collier County Emergency Fuel)
DETAILED SCOPE OF WORK
These specifications are intended to provide information by which prospective bidders may understand the requirements of the County
relative to the furnishing and delivering of unleaded gasoline and diesel fuel on an as -needed basis to locations throughout Collier
County. The quantities listed herein are approximate and the County reserves the right to increase or decrease the quantities as needed.
Bids will be accepted from those fuel companies that have the ability to serve the intended geographic areas of Collier County.
Bidders must state the number and type of fuel delivery vehicles the y intend to use with evidence of either ownership/lease/contracts,
and the location of their intended fuel sources with evidence of contracts/agreements to verify the vendors access to the source of supply.
The County will be the sole judge of determining the adequacy of the fuel sources and the vehicle fleet intended to be used by the
vendor.
Projected Annual Requirements
Collier County
The quantities listed below are approximate and are for the purpose of bid evaluation. The County reserves the right to order such
quantities as may be required during the contract period, but no guarantee is made as to any minimum or maximum amounts.
Product Specifications Estimated Annual Usage (Gallons)
Unleaded Gasoline Regular 87 AKI 650,000
All gasoline shall be volatile hydrocarbon fuel, free from water and suspended matter, and suitable for use as a fuel in internal combustion
engines, must meet or exceed State of Florida specifications. Gasohol or alcohol additives, must not exceed 10% by vol ume. All
unleaded gasoline must have a minimum of a "maintenance" detergent dose of injector cleaning additive.
The No. 2 diesel fuel must be suitable for use in diesel engines and free from water, foreign matter and must meet or exceed State and
Federal specifications. Ultra-Low Sulfur Diesel must have a sulfur content of 15PPM or less and meet all Federal standar ds for use in
mandated diesel engine low emission systems. No. 2 diesel shall have a cetane rating of 42 or higher based on standard indust rial testing.
Collier County reserves the right to modify the product specifications in order to comply with future m andates.
Product, Locations and Storage Capacities:
The following is a list of current and anticipated primary delivery locations within the boundaries of Collier County. The C ounty
reserves the right to add or delete delivery locations during the ter m of the contract.
Location Storage Capacity
(Gallons)
Product
Chiller Building Generator
3301 Tamiami Trail East
4,000 Diesel Fuel
Health & Community Services Bldg. Generator
3301 Tamiami Trail East
4,000 Diesel Fuel
Administration Bldg. Generator
3301 Tamiami Trail East
6,000 Diesel Fuel
Naples County Barn
2901 County Barn Road
20,000
10,000
10,000
Unleaded Gasoline*
Diesel Fuel*
Diesel Fuel*
Davis Boulevard Maintenance Facilities
4800 Davis Boulevard
10,000
10,000
Unleaded Gasoline*
Diesel Fuel*
CAT Bus Terminal
Radio Rd./Davis Blvd.
14,000 Diesel Fuel*
North County Wastewater
Treatment Facility
10500 Goodlette Road
24,000
Diesel Fuel*
Product Estimated Annual Usage (Gallons)
#2 Off-Road Diesel Fuel 670,000
#2 On-Road Ultra Low Sulfur Diesel 70,000
16.E.9.a
Packet Pg. 2291 Attachment: 18-7406 Solicitation (6156 : 18-7406 Collier County Emergency Fuel)
South County Wastewater
Treatment Facility
5600 Warren Street
10,000 Diesel Fuel*
South County Regional Water Plant
3851 Utilities Drive
10,000 Diesel Fuel*
North County Regional Water Plant
8005 Vanderbilt Road Ext.
40,000 Diesel Fuel*
Carica Repump Station
Carica Road
15,000 Diesel Fuel*
Immokalee County Barn
402 Stockade Road
10,000
10,000
Unleaded Gasoline*
Diesel*
*Above Ground Tank
Each location listed above shall be considered one stop. There shall be no additional cost to deliver fuel to separate tanks within the
same location, to deliver a transport with two types of fuel to the same location, to deliver a transport of one or two types of fuel to two
(2) different locations, or to deliver a tank wagon of one or two types of fuel to multiple locations.
Emergency Response:
The vendor shall provide the County with emergency response during disaster situations and cleanup of fuel spillage. The vendor shall
communicate with the County’s Emergency Management Division during all disaster and emergency operations to provide the necessary
supplies. The vendor shall clean up all spills created by the vendor, according to the ir emergency response plan, and report those spills
to the County and to other regulatory agencies as required by law.
Orders and Deliveries:
Deliveries shall be made within twenty-four (24) hours of the time that the order is placed by the County. If the vendor is unable to
complete the delivery as originally ordered by the County, the vendor must notify the County immediately. This applies t o quantities
ordered as well as delivery time. Failure to deliver, or the occurrence of repeat late deliveries, shall be grounds for corrective action that
may include termination of this contract.
Deliveries shall be made primarily between the hours of 7:00 a.m. to 5:00 p.m., Monday through Friday unless other arrangements are
made with the Collier County Fleet Management Division. Deliveries made to storage tanks shall include removal of any accumulated
or standing water in spill containment buckets to prevent the water from entering the tank when opening the fill cap.
Orders will be by transport and tank wagon quantities. Transport orders shall be a minimum of seven thousand (7000) gallons for single
type or combined loads of fuel. The County may order transport(s) containing a single type or combinations of types of fuels specified
herein. There shall be no minimum quantities for tank wagon orders or any type of minimum order charges above those specifi cally
stated in this agreement.
All billings for transport deliveries under this contract shall be consistent with the actual manifests from the loading terminal, which
shall be presented with each delivery. All invoices shall be calculated on the net gallons received at the loading terminal. If temperature-
corrected billing is used, the loading report shall give all pertinent information. Billings for tank wagon deliveries shall be based on
actual meter readings.
Before unloading of vehicle begins, the receiving personnel shall stick or measure rec eiving tanks, and shall again stick or measure the
tanks after delivery to assure proper quantities are received. Careful recording of before and after delivery dip readings or gauge
readings for each tank is required on the delivery statement.
County-Owned Fuel Trucks:
The vendor shall fill the bulk tanks of County-owned fuel trucks at the vendor’s supply point at the quoted tank wagon prices. County-
owned fuel trucks shall receive priority during declared emergencies.
Invoices:
Delivery location, date, product(s), and the net quantity and cost of each product (with each Federal, State, and local tax itemized
separately) shall be itemized on all invoices. The County purchase order number shall also be on the invoice.
16.E.9.a
Packet Pg. 2292 Attachment: 18-7406 Solicitation (6156 : 18-7406 Collier County Emergency Fuel)
Emergency Fuel Supplies:
In the event of hurricane or other disaster, the vendor must provide priority supplies of fuel to the County for continued em ergency
government operations. The vendor will submit, upon request, a written plan of how priority fuel will be supplied to the County when
under declared emergency conditions. The plan must be specific in naming who, when, and how the fuel will be provided, and m ust
provide details of plan implementation. Capabilities and capacities of local reserves and advanced stagi ng of transport trailers or tank
wagons should be addressed. The plan should also include whether the bidder’s local supply point has emergency generators to access
reserve fuel during power outages.
Additional Items/Services:
Additional items and/or services may be added to this contract upon satisfactory negotiation of price by the Contract Manager and the
Vendor.
Assignment; Sublease; Sale, Etc.:
Should the Contractor sell or sublet this contract or any part thereof to any person or entity other than the awardee, the Bo ard of County
Commissioners shall be notified in writing immediately upon the transfer of ownership. The assignment of this contra ct or any part
thereof, shall require that its assignee be bound to it and to assume toward the contractor, all of the obligations and respo nsibilities that
contractor has assumed toward the County. In the County’s best interest, and at its option, the se rvice/commodity may be re-bid,
delivering a sixty (60) day written notice to the new owner(s).
Vendor Inability to Provide Product:
Should circumstances arise where the Vendor would be unable to supply the requested product within five (5) working days, the County
may select an alternative supplier to provide the product until such time the Vendor is able to again supply the product. Th e Vendor
shall advise the County Contract Administrative Agent in writing when a product is unavailable and when it becomes available and can
again be supplied per the Contractual Specifications.
16.E.9.a
Packet Pg. 2293 Attachment: 18-7406 Solicitation (6156 : 18-7406 Collier County Emergency Fuel)
2068
29
2
Item Product Type Method Markup ¹Wholesale
Price
Net Price ²Usage Subtotal
1 Unleaded – Reg. 87 AKI Transport $0.027300 +$2.061100 =$2.088400 x 25,000 $52,210.00
2 Unleaded – Reg. 87 AKI Tank Wagon $0.155000 +$2.061100 =$2.216100 x 25,000 $55,402.50
3 Combo Reg. 87 AKI Transport $0.027300 +$2.061100 =$2.088400 x 1,000,000 $2,088,400.00
4 Combo - #2 Diesel ULSD Transport $0.038600 +$2.279900 =$2.318500 x 500,000 $1,159,250.00
5 Diesel - #2 Ultra Low Sulfur Transport $0.038600 +$2.279900 =$2.318500 x 2,800,000 $6,491,800.00
6 Diesel - #2 Ultra Low Sulfur Tank Wagon $0.155000 +$2.279900 =$2.434900 x 150,000 $365,235.00
7 BID TOTAL $10,212,297.50
Item Product Type Method Markup ¹Wholesale
Price
Net Price ²Usage Subtotal
1 Unleaded – Reg. 87 AKI Transport $0.150000 +$2.022400 =$2.172400 x 25,000 $54,310.00
2 Unleaded – Reg. 87 AKI Tank Wagon $0.500000 +$2.022400 =$2.522400 x 25,000 $63,060.00
3 Combo Reg. 87 AKI Transport $0.150000 +$2.022400 =$2.172400 x 1,000,000 $2,172,400.00
4 Combo - #2 Diesel ULSD Transport $0.150000 +$2.248200 =$2.398200 x 500,000 $1,199,100.00
5 Diesel - #2 Ultra Low Sulfur Transport $0.150000 +$2.248200 =$2.398200 x 2,800,000 $6,714,960.00
6 Diesel - #2 Ultra Low Sulfur Tank Wagon $0.500000 +$2.248200 =$2.748200 x 150,000 $412,230.00
7 BID TOTAL $10,616,060.00
Palmdale Oil
Company Inc.
Pro Energy
LLC
Form 1: Vendor’s Non-Response Statement Yes Yes
Form 2: Vendor Check List Yes Yes
Form 3: Conflict of Interest Affidavit Yes Yes
Form 4: Vendor Declaration Statement Yes Yes
Form 5: Immigration Affidavit Certification Yes Yes
Form 6: Vendor Substitute W – 9 Yes Yes
Form 7: Local Vendor Preference Yes Yes
18-7406 Emergency Fuel
Bid Tabulation
Palmdale Oil Company Inc.
Pro Energy LLC
No. of Notices:
No. of Downloads:
No. of Bids Rec'd:
Opened by: Swainson Hall, Procurement Manager - Acquisitions
Witnessed by: Kristofer Lopez, Procurement Strategist
16.E.9.b
Packet Pg. 2294 Attachment: 18-7406 Bid Tabulation (6156 : 18-7406 Collier County Emergency Fuel)
16.E.9.cPacket Pg. 2295Attachment: 18-7406 NORA_Signed (6156 : 18-7406 Collier County Emergency Fuel)
16.E.9.cPacket Pg. 2296Attachment: 18-7406 NORA_Signed (6156 : 18-7406 Collier County Emergency Fuel)