DATE: January 14, 2016
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Russell Truell, Assistant City Administrator / CFO
Brian Wilcox, Purchasing Manager
SUBJECT:
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Acknowledge report of award to TriStar Energy, LLC of Nashville in the unit amount of $1.57 per gallon for the one-time delivery of generator fuel to thirteen (13) specified facilities of the City (Purchasing Office Procurement Solicitation No. 2016-014; budgeted in respective departments of the City; Contract No. 2015-0409)
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Purpose
The purpose of this procurement is to purchase delivered generator fuel for the following thirteen (13) facilities of the City:
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• Three (3) radio antennae tower sites |
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• Water Reclamation Facility |
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• City Hall |
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• Police Department headquarters |
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• Sanitation and Environmental Services Department headquarters |
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• Six (6) fire stations |
Background
On December 8, 2015, the City posted a request for price quotes on the Business Opportunities page of the City’s website and on the Vendor Registry website also used by the Purchasing Office. In addition, the request for price quotes was sent on or about the same date directly to five (5) potential quoters known or thought to be interested in this solicitation. One (1) price quote was received by the December 9, 2015 submittal deadline. A tabulation of the price quotes received for this solicitation is attached.
Financial Impact
The apparent lowest, most responsive and responsible price quotes, from TriStar Energy, LLC of Nashville, is in the unit amount of $1.57 per gallon for delivered generator fuel as specified. This price quote was identified because it is the lowest price quote that meets or exceeds the City’s intention as expressed and implied by the City’s specifications as well as the instructions, terms and conditions pertaining to this procurement solicitation. This purchase wound up being of a total of 1,124 gallons for a total of $1,764.68 which will be allocated to the respective departments in accordance with the amount purchased for each facility. The occasional purchase of delivered generator fuel is budgeted in the various departments of the City that operate and maintain generators.
Recommendation
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Staff recommends that the Board of Mayor and Aldermen acknowledge receipt of this report of award to TriStar Energy, LLC of Nashville in the unit amount of 1.57 per gallon for delivered generator fuel for multiple specified facilities of the City. Purchasing Manager Brian Wilcox is of the opinion that the prepared specifications as distributed allowed for competition among multiple vendors, and that the staff recommendation appears to be made in a fair and impartial manner based upon the price quotes received. Pursuant to authority previously granted by the Board of Mayor and Aldermen, Contract No. 2015-0409 has been executed by the City Administrator and is attached.