Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a contract for the purchase of an Electronic Fuel Tank Monitoring System, including equipment and subscription to software/cloud-based platform for 110 existing fuel storage tanks, with Benchmark Biodiesel, Inc. The Division of Fleet Management maintains the fuel tanks and is the sole user of the services and materials associated with the Electronic Fuel Tank Monitoring System, which will allow for efficient fuel monitoring and ordering. The term of the proposed contract would be approximately three (3) years, expiring May 31, 2028, with the option to renew for three (3) additional one (1) year terms. This ordinance authorizes funding for the first year of the initial contract term. The Division of Fleet Management will plan for future costs of this contract within its budget and will seek Council approval for such funding, if required by City Code. The original ordinance authorizing this purchase, Ord. 3468-2024, referenced an unrelated universal term contract. Therefore, the entirety of Ordinance 3468-2024 will be repealed and replaced with this ordinance.
A formal best value proposal (BVP) solicitation was published for the purchase of an Electronic Fuel Tank Monitoring System.
Proposals were evaluated by a five (5) member committee, based upon various criteria including specification conformity and completeness of response, total cost of ownership, past performance, quality and feasibility and acquisition cost resulting in an award recommendation to Benchmark Biodiesel, Inc.
BID INFORMATION: Request for Quotation RFQ028229 was advertised and proposals were opened August 15, 2024. Six (6) responses were received.
An evaluation committee consisting of four (4) representatives from the Department of Finance and Management and one (1) from the Department of Technology was established. Each member of the committee scored and ranked the proposals. All of...
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