TRINITY COUNTY. Board Item Request Form Phone (530)

Transcription

1 County Contract No B Department Transportation TRINITY COUNTY 2.14 Board Item Request Form Contact Richard Tippett Phone (530) Requested Agenda Location Consent Requested Board Action: Award to Renner Petroleum of Eureka, California, the agreement to supply the County of Trinity with Fuel for Southern Trinity area (Schedule II) and Lubricants for the Southern Trinity area (Schedule IV) for a total amount of $106, Fiscal Impact: Road Funds - $106, Motion: Second Roll Call: Ayes: Nays: Tabled To: Action: Notes:

2 STAFF REPORT Subject: Award contract to supply South County fuel, and lubricating oil & greases Date: January 6, 2015 ISSUE: Should the Board approve an agreement with Renner Petroleum to supply fuel (Schedule II), and lubricating oil, & greases (Schedule IV), to the Department of Transportation (DOT) south county facilities for the period of January 1, 2015 thru December 31, DISCUSSION: This Agreement provides for a continuing supply of fuel delivered to the various Department of Transportation facilities in South County (everything south and west of South Fork Mountain) for use by the Department of Transportation, other County Departments and public agencies that draw fuel from those facilities, and to provide lubricating oils and greases to departmental facilities in South County. Included in this agreement are the requirements that the successful bidder maintains a minimum fuel reserve of 20% in all tanks and a 36 hour delivery response time, regardless of weather. The bid establishes the base price as the RACK AVG as reported in the report of Oil Price Information Services publication for the area and date the fuel is delivered to a DOT facility plus a per gallon differential rate (delivery charge plus overhead and profit) which is fixed, by location, in the contract for its term. Federal and State taxes and fees, based on the number of gallons delivered, are then added. The 5% bidders preferential (local) is based on the differential rate. The DOT sent out three bid packages to area fuel distributors. Renner Petroleum was the only bid received on Schedules II and IV, see attached bid summary. ALTERNATIVES INCLUDING FINANCIAL IMPLICATIONS 1. Approve agreement as written. 2. Deny the agreement. Denial of the agreement could potentially result in increased fuel costs and the loss of contractual warranties of minimum fuel inventories available for County operations. RECOMMENDATION: Approve the agreement. Respectfully submitted, Richard Tippett, Director CAO RECOMMENDATION: Concur: Yes No Comments:

3 TRINITY COUNTY BID SUMMARY PROPOSAL NO. 15-FUEL Recorded By: Opened By: Page 1 of 1 l_vso- r^\ct\^jl^ \z^r^, <?ujliu~+-o iy- Date: December 16, 2014 Time: 3:00 PM Engineers Estimate: N/A Budgeted Amount: N/A Name and Address of Bidders: 1) ^ross Petroleum 3560 So Market St. Redding, CA ) Northern Lights Energy 2340 Wyndham Lane Redding, CA ) L & M Renner, Inc. PO Box 4868 Eureka, Ca ) Gross Bid 5% Pref. Net Bid Gross Bid 5% Pref. Net Bid Gross Bid 5% Pref. Net Bid Gross Bid 5% Pref. Net Bid Schedule I.^ 21 /-(=,'2.._QSi. ^jf *"~jt^ "~"" ~- -"-^yim,fos^bc( $ fir^ >~~S.L.;"'V~>A--^ "3T-,\c; $ ^3^-1Sq.3^ <(.W5 l ^ $ W3l7bll^%S Schedule II $ 'NO 6(0 $_p tc-i'c -er 1^1..- "S1& <;, r"-f Mo Bic^ ' " Schedule III $ 6^^&;.SS/-1I' ^o 6n^ \.- ^,....^.-.. -" $ ~S:-.-^...L^-^-y-LS-^'i- $ ^-1^4L-i.S3 LC 13 - i_ $ 5S'^c^.t-lLi cvo Q(Q,/" $ Sq.&a-R.O^ A/O e>iq "" Schedule IV.;C '"^ ^ ^.."^ Ci^,"'<,,..^..-T:l $ ^&A<. $ MQ &t0 '- $ ^, $ $

4 AGREEMENT FOR SUPPLYING COUNTY OF TRINITY WITH PETROLEUM PRODUCTS THIS AGREEMENT made this ^/^ day of fi)^,2014. by and between the County of Trinity, a political ypbdivision of the State of California, hereinafter referred to as "COUNTY" and, 1'^ _hereinafter referred to as "SUPPLIER". WITNESSETH: WHEREAS, COUNTY has requested quotations for the furnishing of various petroleum products; and WHEREAS, SUPPLIER has submitted a proposal in response to the COUNTY'S request. NOW, THEREFORE, IT IS MUTALLY AGREED AS FOLLOWS: 1. SUPPLIER agrees to furnish the COUNTY with certain petroleum products outlined on COUNTY'S "Request for Quotation" dated October 21, Fuel products delivered to COUNTY under this Agreement shall conform to the specifications outlined in the "Request for Quotation" which is attached as Exhibit 1 and by reference hereto is incorporated herein, and the following material specifications: Unleaded gasoline shall conform to the American Society for Testing Materials, Specification D- 439 and be a minimum octane rating of 87. Regular diesel and diesel heating oil shall conform to the American Society for Testing Materials, Specification D-975. Petroleum price for the various petroleum products listed in Schedules I and II will vary on a daily basis as identified in the OPIS (Report of Oil Price Information Services) for both the Chico and Eureka areas respectively. The price for Schedule I Gasoline (CARFG Ethanol - 5.7%) shall be the "RACK AVG" price for the Chico, CA. area on date delivered to the County plus the price differential for the delivery point. The price for Schedule I Diesel (NO. 2 RED-DYED DISTILLATE) shall be the "RACK AVG" price for Chico, CA. plus the price differential for the delivery point. The price for Schedule 11 Gasoline (CARFG Ethanol - 5.7%) shall be the "RACK AVG" price for the Eureka, CA. area on date delivered to the County plus the price differential for the delivery point. The price for Schedule II Diesel (NO. 2 RED-DYED DISTILLATE) shall be the "RACK AVG" price for Eureka, CA. plus the price differential for the delivery point. Schedules III and IV, Lubricant prices shall be as bid. However, individual item or items prices may be increased when the successful bidder can demonstrate to the satisfaction of the County that wholesale unit cost of such item or items has increased by five percent (5 %) or more since the inception of this Agreement.

5 The increased cost to the County shall be limited to the absolute amount, in dollars or fractions thereof, of the increase in the wholesale unit cost of the item or items. Increases shall become effective from the date the County receives notification of the increase(s) and shall not be retroactive to prior transactions. 4. For bulk fael deliveries, all COUNTY tanks shall be kept filled as set forth in these bid specifications. Tanks will be considered empty when they are down to 20 percent of their respective capacities. Fuel reserves in all tanks will be determined weekly by physical measurement (stabbing). SUPPLIER shall be notified by COUNTY that a particular tank has reached the aforementioned minimum, and thereafter SUPPLIER shall deliver fuel to that tank within 36 hours. SUPPLIER'S failure to provide fuel as set forth in this Agreement shall be deemed a material breach of this Agreement and of the COUNTY fuel bid. Further, failure to provide fuel as set forth in said paragraph one of "Request for Quotation" shall give cause to COUNTY to immediately terminate this Agreement. 5. To the extent possible, SUPPLIER shall make fuel deliveries during working days and when COUNTY personnel are present. COUNTY may provide 24-hour access to the Department of Transportation maintenance yards, by means oflike-keyed padlocks on each gate or filler caps. 6. All tanks receiving fael shall be stabbed before and after the delivery. The two stabs as well as the amount delivered shall be noted on the delivery ticket, A copy of the notice, with price, of delivery shall be left at the yard, showing the above information, date and time. The original delivery receipt shall be submitted to the appropriate COUNTY department for billing purposes and to start computation of billing periods. Payment will be according to the schedule established by the Auditor/Controller's Office, 7. It is understood by the parties and agreed that COUNTY, its officers, agents and employees, shall not be liable or responsible for any injury pr damage to person or property resulting from the operations or activities of SUPPLIER while engaged in complying with any of the terms of this Agreement. SUPPLIER agrees to indemnify and hold harmless COUNTY its officers, agents, and employees, from any injury to persons or property resulting from the activities of SUPPLIER. 8. Insurance is requu-ed as shown in Exhibit A (copy attached) 9. This Agreement shall cover the period of January 1, 2015, through December 31, , This Agreement constitutes the sole and entire Agreement between the parties. Any modification or change shall be duly executed in writing by mutual consent of both parties. 11. The documents comprising the Agreement include the "Request for Quotation", and Proposal Form, including '{Schedules I, II, III & IV" thereof and the proposal documents furnished by SUPPLIER dated,1/2^/1^. 12. In the event that SUPPLIER subcontracts for delivery, all payments will be made directly to SUPPLIER. 13, COUNTY reserves the right to limit quantities at specified delivery points upon notice to SUPPLIER by COUNTY. 14. Failure to comply with any of the provisions of this Agreement on part of SUPPLIER, may result, at COUNTY'S discretion, in immediate termination of the Agreement.

6 IN WITNESS WHEREOF, the duly authorized officers of the parties have executed this Agreement as of the date first above written. COUNTY OF TRINITY BY: BY: ATTEST: CHAIRMAN-Board of Supervisors County of Trinity "COUNTY" WENDY G. TYLER Clerk of the Board of Supervisors By: Deputy

7 Exhibit A INSURANCE REQUIREMENT FOR CONTRACTORS Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the work hereunder by the Contractor, his agents, representatives, employees or subcontractors. The cost of such insurance shall be included in Contractor's bid. A. Minimiun Scope of Insurance Coverage shall be at least as broad as: 1. Insurance Service Office form number GL 0002 (Ed. 1/73) covering Comprehensive General Liability; and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability; and 2. Insurance Services Office form number CA 0001 (Ed 1/78) covering Automobile Liability, code 1 "any auto"; and 3. Contractors Pollution Liability applicable to the work being preformed 4, Workers' Compensation as required by the Labor Code of the State of California and Employers' Liability insurance. B. Minimum Limits of Insurance Contractor shall maintain limits no less than: 1. Commercial General Liability (CGL): Insurance Services Office Form CG 0001 covering CGL on ui "occurrence" basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit 2. Automobile Liability; ISO Form Number CA covering any auto (Code 1), or if Contractor has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage 3. Contractors Pollution Liability applicable to the work being preformed, with a limit no less than $1,000,000 per claim or occun-ence and $2,000,000 aggregate per policy period of one year 4. Workers' Compensation: as required by the State of California, with Statutory Limits, and Employer's Liability Insurance with limit of no less than $1,000,000 ' per accident for bodily injury or disease

8 Exhibit A - Continued C, Deductibles and Self-Insured Retentions Any deductibles or self-insured retentions must be declared to and approved by the County. At the option of the County, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the County, its officials and employees; or the Contractor shall procure a bond guaranteeing payment of losses and related investigation, claim administration and defense expenses. D, Other Insurance Provisions The policies are to be endorsed to contain, the following provisions: 1. General Liability and Automobile Liability Coverages a. The County, its officials, employees and volunteers are to be covered as additional insureds with respect to: liability arising out of activities performed by or on behalf of the contractor; products and completed operations of the Contractor; premises owned, leased or used by the Contractor; or automobiles owned, leased hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the County, its officials, employees or volunteers. b. The contractor's insurance coverage shall be primary insurance as respects the County, its officials, employees and volunteers. Any insurance or self-insurance maintained by the County, its officials, employees or volunteers shall be excess of Contractor's insurance and shall not contribute with it. c. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the County, its officials, employees or volunteers. d. Coverage shall state that a Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 2. Workers' Compensation and Employers' Liability Coverages The insured shall agree to waive all rights of subrogation against the County, its officials, employees and volunteers for losses arising from work performed by Contractor for the. County.

9 Exhibit A - Continued 3. All Coverages Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits except after thirty (30) days' prior written notice by Certified Mail, return receipt requested, has been given to the County. E, Acceptability of Insurers Insurance is to be placed with a Bests' rating of no less than A-:VIII. F. Verification of Coverage Contractor shall furnish the County with certificates of insurance and with original endorsements affecting coverage required by this clause. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates are to be received and approved by the County before work commences. G. Subcontractors Contractor shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.

10 SCHEDULE I - FUEL (North) Schedule to be completed signed and attached to your regular contract Proposal Form. When so executed, the information contained herein will be considered as part of your Proposal as fully as though set forth in detail in your regular Proposal Form. The Quantity figures supplied herein are the estimated quantities required at the various delivery points during a contract year and are based on the past 12 months' experience. DELIVERY POINT PRODUCT STORAGE EST BASE CAPACITY QUANTITY PRICE A X (B DIFFERENTIAL PRICE 0 TOTAL Hawkins Bar (Road) Unl. Gasoline 1,000 1,000 $ Diesel 2,000 5,000 $ Hayfork (Road) Diesel 1,000 12,000 _$_ Diesel - heating oil A Hyampom (Road) Diesel 3,000 5,000 _$_ Lewlston (Road) Diesel 4,000 5,000 J_ Trinity Center (Road) Diesel 2,500 5, Weaverville (Road & Unl. Gasoline 10,000 90,000 A other agencies) Diesel 10,000 80,000 A- 2,7523 Weaverville (Courthouse) Diesel - heating oil 2,500 7,50C (Sheriff) Diesel - heating oil 1, C Trinity River Conservation Camp* Unl. Gasoline 500 5, Diesel 450 5, *Deliveries to be made only on request. SUBTOTAL, VALUE OF PRODUCTS $ Diesel 7.5% SALES TAX $ Unl Gas 2.25% SALES TAX $ TOTAL SCHEDULE I $ Signature: Date: Company Name: Schedule I

11 TRINITY COUNTY PETROLEUM PRODUCTS PROPOSAL FORM SCHEDULE I NAME OF VENDOR: ADDRESS: DATE OF QUOTE: The following is our total quote for furnishing the County of Trinity with the various petroleum projects computed at the current prices for delivery of the various listed fuel and lubrication products to the delivery locations shown, TOTAL SCHEDULE I Vendor shall list here the name and address of the supplier(s) from whom he will obtain the fuel products on which this proposal is based. BY: TITLE: TELEPHONE: SIGNATURE: DATE: Sch I Proposal

12 SCHEDULE II-FUEL (South) Schedule to be completed signed and attached to your regular contract Proposal Form. When so executed, the information contained herein will be considered as part of your Proposal as fully as though set forth in detail in your regular Proposal Form. The Quantity figures supplied herein are the estimated quantities required at the various delivery points during a contract year and are based on the past 12 months' experience. DELIVERY POINT PRODUCT STORAGE CAPACITY EST QUANTITY A X BASE PRICE (B DIFFERENTIAL PRICE + C) TOTAL D Ruth (Road) fl Unl. Gasoline Diesel 1,000 2,000 1,500 $ 10,000 $ M _^s_ $ 00 It Diesel - heating oil $ ,'K ^ I/vs-y Zenia (Road) Diesel 3,000 5,000 $ ^< -$. Diesel - heating oil $ _&_ $. //</S- S- SUBTOTAL, VALUE OF PRODUCTS $ 55^sS^'-Q^ 7.5% SALES TAX $ ^ f 7^' -/2^ TOTAL SCHEDULE 11 $ S,C7-07 Signature: Date: Company Name: V Schedule

13 TRINITY COUNPf PETROLEUIVI PRODUCTS PROPOSAL FORIVI SCHEDULE II NAME OF VENDOR : ADDRESS: ^l^-)y Ch. DATE OF QUOTE: j/l^( ^f The following is our total quote for furnishing the County of Trinity with the various petroleum products computed at the current prices for delivery of the various listed fuel and lubrication products to the delivery locations shown. TOTAL SCHEDULE II $ s^.(i L-H. Vendor shall list here the name and address of the supplier(s) from whom he will obtain the fuel products on which this proposal is based.. BY: \^ w "~ f TITLE: : TELEPHONE:,, /6^S SIGNATURE: "y^ Ty^7 DATE: IIMI^ Sch II Proposal

14 SCHEDULE III - LUBRICANTS Schedule to be completed, signed and attached to your regular contract proposal form. When so executed, the information cqrrtained herein will be considered a part of your proposal as fully as though set forth in detail in your regular proposal form ie quantity figures supplied herein are the estimated quantities required at the various delivery points during the contract year and are based on the past 12 months' experience. Add sales tax where indicated. Prices shall be FOB Weaverville, CA. PRODUCT TYPE QUANTITY REQUIRED UNIT PRICE (Per Gal or Lb) TOTAL 5W-20 Motor Oil Chevron Delo cases 1qtc, (12 gal) 5W-30 Motor Oil Chevron Delo gal, cont. (12 gal) 15W-40 Motor Oil Chevron Delo 400 (Multi-Grade) gal. bar. (1210 gal) 10-1 gal, cont. (10 gal) ATF Chevron Automatic Transmission Fluid, (Multipurpose III) 12 - Cases 1 qt. c. (36 Gal) Drive Train Fluid Chevron C-3 Oil 10W, T gal. bar. (935 gal) Chevron C-3 Oil SOW - T gal. bar. (70 gal) 20-5 gal. bar. (100 gal) gal. bar. (935 gal) Chevron C-3 Oil 50W-T gal. bar. (100 gal) Or equal; Schedule III Pg1

15 Schedule III - Lubricants Page 2 of 2 PRODUCT TfPE QUANTITY REQUIRED UNIT PRICE (Per Gal orlb) TOTAL Gear Oil Chevron Universal Gear Lubricant SOW Ibs. bar (2040 Ibs) Chevron Universal Gear Lubricant 75W 140 Synthete Ibs. bar. (600 Ibs) Grease Chevron Ultra-Duty Grease NLG1, Grade Ibs. bar (840 Ibs) 3840 Cartridges (3360 Ibs) Thinner 325 Thinner or equal 5-55 gal. bar (550 gal) DEF Diesel Exhaust Fluid gal. bar (550 gal) $. $_ SUBTOTAL 7.5% SALES TAX TOTAL SCHEDULE III $. $_ $ Signature: Date: Company Name: Schedule III Pg2

16 TRINITY COUNTY PETROLEUIV1 PRODUCTS PROPOSAL FORM SCHEDULE III NAME OF VENDOR: ADDRESS: DATE OF QUOTE: The following is our total quote for furnishing the County of Trinity with the various petroleum products computed at the current prices for delivery of the various listed fuel and lubrication products to the delivery locations shown. TOTAL SCHEDULE Vendor shall list here the name and address of the supplier(s) from whom he will obtain the fuel products on which this proposal is based. BY: TITLE: TELEPHONE: SIGNATURE: DATE: Sch III Proposal

17 SCHEDULE IV - LUBRICANTS Schedule to be completed, signed and attached to your regular contract proposal form. When so executed, the information contained herein will be considered a part of your proposal as fully as though set forth in detail in your regular proposal form The quantity figures supplied herein are the estimated quantities required at the various delivery points during the contract year and are based on the past 12 months' experience. Add sales tax where indicated. Prices shall be FOB Ruth, CA. PRODUCT TYPE QUANTITY REQUIRED 15W-40 Motor Oil Chevron Delo 400 (Multi-Grade) gal. bar. (550 gal) 10-1 gal. cont. (10 gal) UNIT PRICE (Per Gal or Lb) it y,3 ^ TOTAL A^c c^' $_^C22 ^ ATF Drive Train Fluid Chevron Automatic.Transmission Fluid, (Multipurpose III) 'X ^, Chevron C-3 Oil 10W, T04 Chevron C-3 Oil SOW - T04 Chevron C-3 Oil 50W-T04 7^/rM^b c 12-Cases 1 qt. c. (36 Gal) gal. bar. (550 gal) 14-5 gal. bar. (70 gal) 10-5 gal. bar. (50 gal) gal. bar. (550 gal) 20-5 gal. bar. (100 gal) ^J -?CF.x?. /ff^ /^ ^ /?'^ <" ui // s^ /'/,4 J7 "z '-/^^^ y>' Cc- / ^l/ ~7^~ ^ ^ /yr/ ^ Gear Oil Chevron Universal Gear Lubricant SOW Ibs. bar (2040 Ibs) / S7 3^7^^ Chevron Universal Gear Lubricant 75W 140 Synthetc Ibs. bar. (600 Ibs) C ^ /3CV './^^/-/f Schedule IV Pg1

18 Schedule IV - Lubricants Page 2 of 2 Grease PRODUCT TlTE QUANTITY REQUIRED Thinner Chevron Ultra-Duty Grease NLG1, Grade 2 /%^-// PA-/ 325 Thinner or equal yl_ Ibs. bar (840 Ibs) 3840 Cartridges (3360 Ibs) 5-55 gal. bar (550 gal) UNIT PRICE (Per Gal or Lb) 5^ $ ^ 7 y 33 TOTAL ^ 0 ^.^ ^ DEF Diesel Exhaust Fluid 5-55 gal. bar (275 gal) ^ ^ 7Z2^- SUBTOTAL 7.5% SALES TAX TOTAL SCHEDULE IV.UUJf ^ Signature: %f Company Name x -^ I^~ 1^ <-^? '/>/ /Ye^w^- //^. Date: f / ' I/ Schedule IV Pg2

19 TRINITY COUNTY PETROLEUM PRODUCTS PROPOSAL FORM SCHEDULE IV NAME OF VENDOR: ADDRESS: DATE OF QUOTE: Z-.r^/ -T^-. //C^ ^/y7/^- i( 7~~ ///^^//z/ The following is our total quote for furnishing the County of Trinity with the various petroleum products computed at the current prices for delivery of the various listed fuel and lubrication products to the delivery locations shown, TOTAL SCHEDULE IV ^sy s Vendor shall list here the name and address of the supplier(s) from whom he will obtain the fuel products on which this proposal is based. ^ )////^ r T ^e BY: <-/ -^ f ^r-/^^< TITLE: )/r yy-^r TELEPHONE: ^7-4^/T-^<S SIGNATURE: ('.) ^- DATE: /^ y//^ ^ Sch IV Proposal