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Home My WebLink About83-15 RESOLUTIONRESOLUTION NO. 83-15 A RESOLUTION TO AWARD BID #15-21 AND AUTHORIZE THE PURCHASE OF BULK OILS AND LUBRICANTS FROM FROST OIL COMPANY OF VAN BUREN IN VARIABLE AMOUNTS AND FOR VARYING UNIT PRICES AS NEEDED FOR A TERM OF ONE YEAR FROM THE DATE OF AWARD WITH THE OPTION TO RENEW FOR FOUR ADDITIONAL ONE YEAR TERMS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby awards Bid #15-21 and authorizes the purchase of bulk oils and lubricants from Frost Oil Company of Van Buren in variable amounts and for varying unit prices as needed for a term of one year from the date of award with the option to renew for four additional one-year terms. PASSED and APPROVED this 21St day of April, 2015. APPROVED; ATTEST: t �d�� By: Acmj- 67. D J RDAN, Mayor SONDRA E. SMITH, City Clerk Treasurer �o�e�tt�o►itttii o �6 *CXR Y ox-!sG'`•: FAYETTEVILLE .� ;mss • �kA NSP J� City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2015-0183 Agenda Date: 4/21/2015 Version: 1 Status: Agenda Ready In Control: City Council File Type: Resolution Agenda Number: A. 3 BID #15-21 FROST OIL COMPANY A RESOLUTION TO AWARD BID #15-21 AND AUTHORIZE THE PURCHASE OF BULK OILS AND LUBRICANTS FROM FROST OIL COMPANY OF VAN BUREN IN VARIABLE AMOUNTS AND FOR VARYING UNIT PRICES AS NEEDED FOR A TERM OF ONE YEAR FROM THE DATE OF AWARD WITH THE OPTION TO RENEW FOR FOUR ADDITIONAL ONE YEAR TERMS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby awards Bid #15-21 and authorizes the purchase of bulk oils and lubricants from Frost Oil Company of Van Buren in variable amounts and for varying unit prices as needed for a term of one year from the date of award with the option to renew for four additional one-year terms. City of Fayetteville, Arkansas Page 1 Printed on 411412015 City of Fayetteville Staff Review Form Legistar File ID 4/21/2015 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Jesse Beeks/Sara Glenn/Barbara Olsen 4/2/2015 Transportation Services / Transportation Services Department Submitted By Submitted Date Division / Department Action Recommendation: A Resolution to authorize the purchase of bulk oils and lubricants from the Frost Oil Company of Van Buren for use by the Fleet Department. Remaining Budget 46,336.00 V20140710 Previous Ordinance or Resolution # Original Contract Number: Approval Date: Comments: The "item cost" has been left blank because theses items will vary depending upon the Fleet's fluctuating needs based on services needed and other variable factors. Budget Impact: 9700.1910.5214.02 Shop Fund Account Number Fund Project Number Project Title Budgeted Item? Yes Current Budget $ 55,000.00 Funds Obligated $ 8,664.00 Current Balance $ 46,336.00 Does item have a cost? Yes Item Cost Budget Adjustment Attached? No Budget Adjustment Remaining Budget 46,336.00 V20140710 Previous Ordinance or Resolution # Original Contract Number: Approval Date: Comments: The "item cost" has been left blank because theses items will vary depending upon the Fleet's fluctuating needs based on services needed and other variable factors. CITY OF TyPV ARKANSAS MEETING OF APRIL 21, 2015 TO: Mayor and City Council CITY COUNCIL AGENDA MEMO THRU: Terry Gulley, Director of Transportation FROM: Jesse Beeks, Fleet Operations Superintendent DATE: April 2, 2015 SUBJECT: Purchase bulk Oils and Lubricants for Fleet department RECOMMENDATION: That City Council approve the purchase of bulk Oils and Lubricants from Frost Oil Company of Van Buren, AR for use by the Fleet Department. BACKGROUND: Fleet had a previous bid from 2009 that they have been using, it is now expired. The Oils and Lubricants were re -bid out on Bid 15-21 to update prices. DISCUSSION: Fleet orders bulk fluids as needed to services the City's vehicles. This contract shall be for a term of one year from date of award and may be extended for four (4) additional one year terms upon mutual agreement of the City and the vendor. BUDGET/STAFF IMPACT: Sufficient funds have been budgeted for this purchase. Attachments: Bid Tab Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 CITY OF City of Fayetteville, Arkansas Purchasing Division f rl OFFICIAL BID TABULATION u e� rf Bid 15-21, Oils and Lubricants ARKANSAS Tuesday, March 24, 2015 before 2:00 FM, local lime Frost Oil Company 'DESCRIPTION ITEat Eat Ole Unil PRICE PER TOTAL PRICE PER TOTAL UNIT UNIT Gasaline Service Engine Oil API Service Class SN, 1A SAE Grade 5W -3D GF4 655 Gallon z $ 7 870 , S 5,154.85 x S (Bulk) ArandlGrade: CoastauGFS 0exos 5W30 Gasoline Service Engine Oil API Service Class SN, IS SAE Grade 5W-30 GF4 69 Quart x S 3.830 = $ 264.27 x S BrandlGrade: Ceaslel/GF-5 Dexos 5W30 Diesel Service Engine Oil. API Service Class CJ4, SAE 2A Grade 15W-40 1,370 Gallon x $ 8.730 S 12,603.7,5 0 ' $ (BOIk) 8randlGrad4: Citgo/C:tgnro C-500 75W40 Diesel Service Engine Oil, API Service Class CJ4, SAE 2B Grade 15W-40 389 Quart x $ 2,950 _ 5 1,147.55 x $ erandlGrade: GI9a/Citgard Cb0015W40 AW Hydraulic Oil, ISO Grade 68AW Gallon 3A 2.445 (bulk) x $ 4.960 = $ 12,127.20 n $ Brend/G rade: OmniXL6 W OAW 69 Tractor Hydraulic Fluid 4A 50 S Gallon x S 38.470 = $ 1,92350 x = S Brand/Grade: OmniXL Traclar Hyd Fluid Automatic Transmission Fluid - Synthetic Blend 55 Gallon BA 4 Ores, z S 482.820 = $ 1.93128 x S eroed/Grade: CeaslatlMul9-Vehicle Syeeld ATF Automatic Transmission Fluid -Synthetic Blued SB 37 Quart e 5 3.400 5 125.80 x = $ Brand/Grade: Coasla:iklull,-Vehicle SynBld ATF Automatic Transmission Fluid - TranSynd or Equal 55 Gallon 6A 2 Drum x S 1,414.490r. S 2,829.38 $ BrendiGrade: Shel4Spkax 56 ATF A295 Automatic Transmission Fluid - TranSynd or Equal 96 5 Gallon x. S 49,450 $ 247,25 x S - SrandlGrade: Shell:Spirax S6 ATF A255 Multi -purpose Gear Lubricant - Grade 70W-90 7A Synthetc for Auto and Large Truck Differentials q 55 Ga�" ° x S 1,145.000 S 4,580.00 x 'DruS m BrandlGrade: CitygoM.O Syn 75W90 Mu10-purpose Gear Lubricant —Grade 75W-90 7B Synthetic for Auto and Large Truck Differentials 6 120 Pound x S 361.500 = $ 2,189.00 x v $ -. Drum BrandlGrade: CdygoMO Syn 75W90 Multi -Purpose Grease - Lithiium 6P#2 120 Pound SA 5 Drum x S 298.500 = $ 1,492.50 x R $ BrandiGrade: Mys9k/JT-6 Hi-Te'np Or Multi -Purpose Grease - Lithium EP42 1 Pound 88 BrandlGrade: Myslik/JT-6 Hi -Temp Cr 198 Cartridge x S 2.460 = S 479.70 u $ 9AAutomatic Transmission Oil Sample Analysis 200 EA x 5 9.500 = S 1.900.00 a< 4 S 98 Hydraulic Oil Sample Analysis 200 EA x $ 9,500 S 1,900.00 0 S 9C Differential Sample Analysis 400 EA x $ 9,500 =: $ 3,800.00 x = $ 10A Engine Oil Sample Analysis SW -30 Oil 300 EA x $ 9,500 _ $ 2,850.00 x $ 10B Engine Oil Sample. Analysis 15W-40 Oil 600 LF z S 0.950 5 570.00 x S DEF Urea (Diesel Exhaust Fluid) Gallon 11A 3,500 (Bulk) x $ 1.430 = S 5,005,06 x S BraedlGrado: Air 1 -Frost -Super SIDEF-N/ W F -Global AFiC WAN Antifreeze, Summer Blend Gallon 118 800 (BOIk} x S 0.745 S 595.60 x S BrandlGrade: Air 1 -Freer -Super SIDEF-W W F-Glehal AF.iC, WAN Anlilreeze, Winter Blend Gallon 116 400 (Bulk) e $ 1.901 = 5 760.40 e = S BrandlGrade: Mr 1- Frosl-Super SIDEF-W :+6 -Global AF,!C Antifreeze Gallon. 110 1,300 (Bulk) x $ 5.980 e $ 7774.00 x z S BraedfGrade: Ar 1- Fmsl-Super SiDEF•W WF-Global AFiC TOTAL BASE BID) t me1 -11) $ 71,630.63 ^ a S Additional Items 12 55 Gallon Drum Deposit (Refundable) 1 EA S - = S '• SS - 13A 04 Sampie Guides. ShIpping Included 1.100 EA u 5 9.500 = $ 10,450.00 x - S - 13B Oil Sample Bottles, Shipping NOT Included 15110 EA x 5 0.950 . $ 570.00 j S - 'NOTICE: Bid award is contingent upon vendor meeting minimum specifications and formal authorization by City officials. CERTIFIED: {} t - W