To: Board of Supervisors
From: County Administrative Office
Agenda Section: Consent
Vote Requirement: Majority
SUBJECT:
title
Bulk Fuel and Petroleum Products Request for Proposal Evaluation and Recommendation for Award
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Approve the award of contract for Request for Proposal DPW2026-001 to Valley Pacific Petroleum; and
2. Authorize the Director of Public Works and/or his designee to execute a Professional Services Agreement (PSA) with Valley Pacific Petroleum for the purchase and delivery of bulk fuel and petroleum products, substantially in the form of the attached sample agreement after review and approval of insurance documents by Risk Management; and
3. Authorize the Director of Public Works and/or his designee to execute any amendments to the PSA after review and approval by County Counsel, Risk Management, and the County Administrative Office; and
4. Authorize the Director of Public Works and/or his designee to execute Letters of Intent to renew contracted services in the event that unintended expiration of the PSA would result in interruption of services detrimental to county and/or public operations.
Body
STRATEGIC PLAN:
This action supports the following areas of your Board’s Strategic Plan.
Area of Focus: Core Services/Other
Strategic Plan Category: 9999 - Core Services/Other
DISCUSSION:
On March 3, 2026, a Request for Proposal (RFP) DPW2026-001 for Bulk Fuel and Petroleum Products was released with a closing date of April 2, 2026. The purpose of this RFP was to solicit proposals for bulk fuel and petroleum products delivered to multiple county locations.
Cardlock/fuel cards were not included in this RFP and will be researched separately.
The county has 11 locations that house bulk fuel and petroleum products to accommodate Public Works’ service needs. Based on the annual cost of these required products it was in the interest of the county to seek competitive pricing pending expiration of the previous contract with Valley Pacific Petroleum Services, Inc. (formerly Renner Petroleum).
The County Administrative Office Purchasing Team received two responsive proposals for bulk fuel and petroleum products from Pinnacle Petroleum, Inc. and Valley Pacific Petroleum Services, Inc. The submissions were evaluated by a seven-person county employee committee from various county departments, and the committee evaluations resulted in the recommendation to award the RFP to Valley Pacific Petroleum Services, Inc.
Proposal acceptance will initiate the development of the final scope of services such as requirements, standards and protocols, thereafter, executing a final professional services agreement with the selected contractor. Subsequent service additions or deletions may be executed during the agreement term.
Proposals were evaluated against the evaluation criteria set forth in the RFP. Evaluation criterion was broken down into five categories assigning a maximum point value to each category: Qualifications (30); Service Capabilities (30); Commencement of Service (10); Overall Cost (15) and Overall Impression of Ability (15). The total points are one hundred (100) times seven evaluators equaling seven hundred (700) possible points. Proposal evaluation results were comparable and are summarized below.
Pinnacle Petroleum received an overall point value of 519. Valley Pacific Petroleum received an overall point value of 593. Although both the proposals were comparable in most categories, the committee found that the difference in documented qualifications and capabilities was significant. The lack of response to comparable references and key points of delivery location and schedule detail resulted in a lower overall point value for Pinnacle Petroleum.
Therefore, the County Administrative Office Purchasing Team recommends that your Board award the county’s bulk fuel and petroleum products contract to Valley Pacific Petroleum.
SOURCE OF FUNDING:
Motor Pool Reserve (3500), Rents & Concessions (800200)
FINANCIAL IMPACT:
|
Expenditures (3500-351) |
FY26-27 |
FY27-28 Projected* |
FY28-29 Projected* |
|
Budgeted Expenses |
$750,000 |
$750,000 |
$750,000 |
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
$750,000 |
$750,000 |
$750,000 |
*Projected amounts are estimates and are subject to change.
|
Funding Sources (3500-351) |
FY26-27 |
FY27-28 Projected* |
FY28-29 Projected* |
|
Internal Service Fund |
$750,000 |
$750,000 |
$750,000 |
|
Total Funding Sources |
$750,000 |
$750,000 |
$750,000 |
*Projected amounts are estimates and are subject to change.
Narrative Explanation of Financial Impact:
The estimated spend on fuel purchased through this RFP is $750,000 per year and is consistent with current pricing, however, pricing for these commodities fluctuates with the market and will change year to year. Operationally, fuel costs are paid directly via the Motor Pool Reserve Budget, 3500-351. As Motor Pool Reserve is an internal service fund, these costs are then applied to individual departments and recorded as revenue in the Rents & Concessions line (800200). Fuel expenses are included in the Fiscal Year 2026-27 budget for Motor Pool Reserve. It is not anticipated that Motor Pool Reserve will see a significant increase in costs.
STAFFING IMPACT:
Narrative Explanation of Staffing Impact:
No impact on county staff.
OTHER AGENCY INVOLVEMENT:
None
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board may choose to not award the bulk fuel and petroleum products contract to Valley Pacific Petroleum. However, this is not recommended as a contracted supplier of such products is vital to sustain essential county operation. .
ATTACHMENTS:
RFP #DPW2026-001 Request for Proposal
RFP #DPW2026-001 Evaluation Summary
RFP Proposal: Pinnacle Petroleum
RFP Proposal: Valley Pacific Petroleum
Sample Agreement
PREVIOUS ACTION/REFERRAL:
Meeting of: 7/11/2017
File No.: 17-2107