File #: 17-469    Version: 1 Name:
Type: Purchasing Status: Passed
File created: 5/12/2017 In control: City Commission
On agenda: 6/6/2017 Final action: 6/6/2017
Title: AWARD OF THREE-YEAR AGREEMENTS TO MACMILLAN OIL COMPANY, INC. IN AN ANNUAL NOT-TO-EXCEED AMOUNT OF $760,000 AND PETROLEUM TRADERS CORPORATION IN AN ANNUAL NOT-TO-EXCEED AMOUNT OF $240,000 FOR GASOLINE AND DIESEL FUEL
Sponsors: Environmental Services Department
Attachments: 1. 2017-047 Complete, 2. MACMILLAN OIL COMPANY RESPONSE, 3. PETROLEUM TRADERS CORPORATION RESPONSE, 4. 2017-047 Addendum No. 1, 5. 2017-047 Addendum No. 2, 6. 2017-047 Addendum No. 3, 7. 2017-047 Addendum No. 4, 8. Checklist MACMILLAN for bulk fuel, 9. Checklist PETROLEUM TRADERS CORPORATION for bulk fuel, 10. 2017-047 Macmillan Agreement, CONTRACTOR EXECUTED, 11. 2017-047 Bid Tabulation, summary, 12. 2017-047 Petroleum Traders Agreement, CONTRACTOR EXECUTED
TO: Mayor and Commissioners
FROM: Dale S. Sugerman, Ph.D., Assistant City Manager
THROUGH: Neal de Jesus, Interim City Manager
DATE: June 6, 2017

Title
AWARD OF THREE-YEAR AGREEMENTS TO MACMILLAN OIL COMPANY, INC. IN AN ANNUAL NOT-TO-EXCEED AMOUNT OF $760,000 AND PETROLEUM TRADERS CORPORATION IN AN ANNUAL NOT-TO-EXCEED AMOUNT OF $240,000 FOR GASOLINE AND DIESEL FUEL

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Recommended Action:
Recommendation
Motion to Award three-year Agreements for routine and emergency deliveries of gasoline and diesel fuel to Macmillan Oil Company, Inc. as the primary supplier in an amount annual not-to-exceed $760,000 and Petroleum Traders Corporation as the secondary supplier in an amount not-to-exceed $240,000 annually.

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Background:
On March 21, 2017, an Invitation to Bid, No. 2017-047 for Bulk Gasoline and Diesel Fuel was advertised. Six responsive and responsible bids were received from Indigo Energy Partners, Macmillan Oil Company, Mansfield Oil Company of Gainesville, Petroleum Traders Corporation, Pro Energy and RKA Petroleum Companies. MacMillian Oil and Petroleum Traders were the two lowest bidders.

The bid quantities were based upon usage estimates for fuel for routine operational requirements for both transport and tank wagon deliveries. Due to the volatile nature of fuel pricing, Bidders were instructed to submit the amount to be added to, or subtracted from, the DTN FastRacks Average Price for fuel that is published daily by Schneider Electric and to utilize the fuel terminal in closest proximity to the City. Fuel usage for the past three years is as follows:

Gasoline Gallons Spend
5/2014-5/2015 Usage 298,392 $882,480
5/2015-5/2016 Usage 298,039 $639,558
5/2016-5/2017 Usage 295,171 $653,508

Diesel Gallons Spend
5/2014-5/2015 Usage 95,285 $313,149
5/2015-5/2016 Usage 94,244 $201,360
5/2016-5/2017 Usage 92,910 $211,149

The agreements also include provisions for the purchase of fuel in emergency situations such as a hurricane. Currently,...

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