Item E09
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 11/19/08 Division: Public Works
Bulk Item: Yes X No - Department: Fleet Management
Staff Contact PersonlPhone #: Roy Sanchez / 292-3572
AGENDA ITEM WORDING: Approval to advertise for bio-diesel fuel deliveries to fueling stations
owned and operated by Monroe County and/or the Monroe County School Board located from Key
West to Key Largo, and approval to waive Purchasing Policy allowing Fleet Management to purchase
bio-diesel over the $25,000.00 limit from licensed fuel providers without a contract while going
through the bid process.
ITEM BACKGROUND: As part of our Interlocal Fuel Agreement, the County and School Board
agreed and have been purchasing bio-diesel fuel from the County's existing fuel provider Dion Oil
Company, however Dion Oil Company has not been able to meet all our needs and we have had to
attempt to get bio-diesel from other sources or resort back to regular diesel fuel.
PREVIOUS RELEVANT BOCC ACTION: None
CONTRACT/AGREEMENT CHANGES: None.
STAFF RECOMMENDATIONS: Approval to advertise for bids.
TOTAL COST: Approx. $ 800.00 BUDGETED: Yes X No -
COST TO COUNTY: Approx. $ 800.00 SOURCE OF FUNDS: 504-23502-530498
REVENUE PRODUCING: Yes - No X AMOUNT PER MONTH - Year
-
APPROVED BY: County Atty _ OMB/Purchasing _ Risk Management _
DOCUMENTA TION: Included X Not Required_
DISPOSITION: AGENDA ITEM #
Revised 11/06
MEMORANDUM
TO: Dent Pierce, Director
Public Works Division
FROM: Roy Sanchez, Director ~
Fleet Management Department
DATE: November 4,2008
RE: Agenda Submission / Information Memo
The attached BOCC agenda item is to request approval to advertise for sealed bids for
bio-diesel fuel deliveries to fueling stations owned and operated by Monroe County and/or the
Monroe County School Board. Also,. to request approval to waive Purchasing Policy allowing
Fleet Management to purchase bio-diesel over the $25,000.00 limit from licensed fuel providers
without a contract while going thru the bid process.
As part of our Inter-Local Fuel Agreement, the County and School Board agreed and has
been purchasing bio-diesel fuel from the County's existing fuel provider Dion Oil Company,
however Dion Oil Company has not been able to meet all our needs and we have had to attempt
to get bio-diesel from other sources or resort back to regular diesel fuel.
Our goal is to check and see if there are licensed contractors, including Dion Oil
Company which can provide bio-diesel for the County and the School Board at a competitive
price consistently over a period of time.
Thank you.
.a...II.I .,__,,_ ..._.__.._ ...........-.
Sanchez-Roy
From: Mercado-Pedro
Sent: Thursday, October 30, 20082:47 PM
To: Sanchez-Roy
Cc: Leto-Beth
SUbject: RE: bio diesel
I don't have a problem with it so long as the item specifically states that the request to waive is for the interim only while you go
through the RFP process.
From: Sanchez-Roy
Sent: Thursday, October 30,20082:23 PM
To: Mercado-Pedro
Subject: FW: bio diesel
Pedro,
If you would please review my question to Beth Leto (See Below) and let me know if it is Ok for us to prepare the Agenda Item
requesting approval to waive Purchasing policy in order to continue the County's ongoing Biodiesel fuel program without a
prolonged interruption.
From: leto-Beth
Sent: Thursday, October 30,2008 1:52 PM
To: Sanchez-Roy
Subject: RE: bio diesel
Ok, but contact or send an email to Pedro first to make sure he's okay with it.
Thanks,
93etft
From: Sanchez-Roy
Sent: Thursday, October 30,200810:21 AM
To: leto-Beth
Subject: bio diesel
Beth,
I am wondering if we could put an item on the agenda aSking to waive purchasing poRcy $0 that we can go over the $25,000.00
amount to purchase bio diesel from local contractor Blaylock Oil Company, and/or Florida State Contractor Mansfield Oil, who I
believe are willing to deliver to us for a reasonable price, not to exceed an amount, until we can amend our existing contract,
and/or advertise and finalize bids for bio diesel, or possibly all of our fuels. My best guess is it will take four to five months to
negotiate changes with Dion's existing contract, get new requests amended, and approved by County Attorney, advertise for bids,
award new contracts, etc. (Amount not to exceed will have to be approximately $200,000.00).
If we are not able to do this I am afraid our biodiesel program will have to be put on hold for quite a while as we work out the
problems with Dion's existing contract, and possibly get new contracts with new vendors.
Roy Sanchez, Director
Monroe COUhty Fleet Management
305-292-3572
305-292-3529 (fax)
sanchez-roy@monroecountv-f1.gov
HELP US HELP YOU!
11/4/2008
... LI./MVVU ..I.V..~.__ ~AJ.."'"
Sanchez-Roy
From: Hall-Cynthia
Sent: Friday, June 01,2007 12:25 PM
To: Cherry-Ron
Cc: Sanchez-Roy
. Subject: RE: BIO-DIESEL FUEL
Follow Up Flag: Follow up
Flag Status: Red
There is nothing in this contract that specifies that Dion Oil Company will be the exclusive supplier for all diesel fuel. In fact, the
contract specifies that we will buy #2 and high sulfur diesel fuel from Dion (also octane gasoline), and I assume that those are
different from biodiesel. Therefore, assuming you comply with Monroe County Purchasing Policy, it is possible to purchase
biodiesel fuel from a different supplier.
From: Cherry-Ron
Sent: Friday, June 01, 2007 9:26 AM
To: Hall-Cynthia
Cc: Sanchez-Roy
Subject: BIO-DIESEL FUEL
Hi Cynthia,
We have been asked to get some bio-diesel fuel to try in the Upper Keys for some of our small equipment, if you would, please
review the attached contract with Dion Oil Co. to check if there is anything that would interfere us from buying bio-diesel fuel from
another vendor/contractor (there are very few vendors that sell this fuel at this time)? Let me know if you have any questions or
need more information.
Thank you,
Ron Cherry Jr.
Sr. Coordinator
Monroe County Fleet Mgt.
305-292-3452
305-292-3529 fax
11/4/2008