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TO: |
Board of Trustees |
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THROUGH: |
Jay Fox, Executive Director |
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FROM: |
Cherryl Beveridge, Chief Operating Officer |
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PRESENTER(S): |
Nathan Hess, Fleet Engineering Supervisor |
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Brent Miller, Contract Buyer |
TITLE:
title
Contract: Oil, Lubricant, and Fluid Products for Bus and Rail Maintenance (Rhinehart Oil)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve award and authorize Executive Director to execute this contract and associated disbursements with Rhinehart Oil to provide oil, lubricant, and fluids as presented in the amount of $939,721.00.
BACKGROUND:
UTA’s newer bus fleets require the use of diesel exhaust fluid as part of the emission control system on the buses. This contract will provide the necessary fluids to fill this requirement as well as providing oils to meet our service requirements of revenue vehicles. Rhinehart has been providing fluids to UTA for the last several years and is able to provide the quality and service we need for the oils and diesel exhaust fluid.
DISCUSSION:
This procurement was completed as an invitation for bid (IFB) and resulted in contracts between Utah Transit Authority (UTA) and multiple awardees (see below) to supply UTA with oils, lubricants, and fluids for all of its bus & rail divisions in support of vehicle and facility maintenance.
Solicitation: IFB 22-03628BCM for RSS 11291.
Applicable Contracts: 22-036281, 22-036282, 22-036283, 22-036284, & 22-036285
These contracts will be for five (5) years to commence upon approval and will expire when all services have been received approximately December 31,2027. The combined pricing for all five (5) contracts is estimated at $5,940,353.07 over a five (5) year period.
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Yr1 (2023) |
Yr2 (2024) |
Yr3 (2025) |
Yr4 (2026) |
Yr5 (2027) |
5yr Total/Supplier (PO) |
|
Crus Oil |
$ 113,345.09 |
$ 121,890.47 |
$ 76,299.13 |
$ 133,723.24 |
$ 85,657.03 |
$ 530,914.97 |
|
Rhinehart Oil |
$ 80,553.78 |
$ 216,918.44 |
$ 212,665.13 |
$ 216,918.44 |
$ 212,665.13 |
$ 939,720.93 |
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Senergy Petroleum |
$ 2,095.47 |
$ 2,158.33 |
$ 2,201.51 |
$ 2,245.52 |
$ 2,290.45 |
$ 10,991.28 |
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Solutions Plus |
$ 66,233.70 |
$ 69,169.46 |
$ 69,392.70 |
$ 72,391.64 |
$ 72,551.70 |
$ 349,739.21 |
|
Valvoline |
$ 858,996.03 |
$ 916,684.78 |
$ 672,062.36 |
$ 961,536.07 |
$ 699,707.44 |
$ 4,108,986.69 |
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Annual Total |
$ 1,121,224.07 |
$ 1,326,821.49 |
$ 1,032,620.83 |
$ 1,386,814.92 |
$ 1,072,871.76 |
$ 5,940,353.07 |
The pricing presented on the price forms with each contract are estimates only based on UTA’s best estimate for forecast usage over a five (5) year period. The estimated usage was only used to allow bidders to quote realistic pricing and are not an obligation to purchase.
The contract values for each supplier shall not exceed the amounts as stated in this board memo and in accordance with the limits of the RSS requisition.
Actual cost will be tracked and managed by the Procurement Department via POs within UTA’s ERP system JDE.
CONTRACT SUMMARY:
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Contractor Name: |
Rhinehart Oil |
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Contract Number: |
22-036282 |
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Base Contract Effective Dates: |
2/22/2023 to 12/31/2027 |
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Extended Contract Dates: |
N/A |
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Existing Contract Value: |
N/A |
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Amendment Amount: |
N/A |
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New/Total Contract Value: |
$939,721.00 (Estimated) |
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Procurement Method: |
IFB |
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Budget Authority: |
2023 Operation Maintenance Budget and 5-Year Transit Financial Plan |
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ALTERNATIVES:
These fluids are available from other vendors, but Rhinehart’s bid provides UTA with the best value while meeting UTA’s specifications and service needs.
FISCAL IMPACT:
This contract has an estimated cost of $187,945.00 a year with a total of $939,721.00 over the five-year contract.
ATTACHMENTS:
22-036282 Rhinehart Oil IFB 22-0362BBCM Oils, Lubes & Fluids MB signed