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RES 2022-0102 - PO to Ferrellgas for propane gas for Parks I� City Clerk Office Use Only: RESOLUTION NO. Z.(;'/�-wl Publication Date (if p licajC L.b�l�e7):) Agenda Date: 2 L' — Department: 1)-1rPS Submitter: � / �ele.-4 2S CITY OF OMAHA LEGISLATIVE CHAMBER Omaha, Nebraska RESOLVED BY THE CITY COUNCIL OF THE CITY OF OMAHA: WHEREAS, a Purchase Order to Ferrellgas for propane gas, which will exceed $20,000.00 but will not exceed $45,000.00 for the Park Maintenance Division, for the Parks, Recreation and Public Property Department; and, WHEREAS, Ferrellgas is the only authorized vendor for propane and able to provide product to the City of Omaha on a regular basis; therefore, it is a sole source vendor and a firm qualified to provide the products/services contemplated herein. In accord with the provisions of Section 5.16, Home Rule Charter, when there is a sole source vendor, the City Council may, by resolution, authorize the Purchasing Division to issue a purchase order for the product and/or services; and, WHEREAS, Ferrellgas is a firm qualified to provide the product/service contemplated herein not to exceed $45,000.00; and, WHEREAS, Ferrellgas has complied with the City's Contract Compliance Ordinance No. 28885 in relation to Civil Rights - Human Relations; and, WHEREAS, the Mayor has recommended acceptance of this pricing. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OMAHA: THAT, as recommended by the Mayor, the purchase based upon the pricing from Ferrellgas not to exceed $45,000.00 to provide propane for the Parks, Recreation and Public Department, providing a unique and non-competitive service as provided in Chapter 5.16 of the Home Rule Charter 1956 as amended, is hereby approved. That the Finance Department of the City of Omaha is authorized to pay the Funds to Ferrellgas from the General Fund No. 11111, Organization No. 115031, Park Facilities Services. APPROVED AS TO F M: p:2904mtc /ji4oZ DEPU Y CITY ATTORNEY DAT Adopted: FEB 0 Attest: City Clerk__ /1 Approved: Mayor Douglas County Purchasing Department Unique Item Justification (Sole Source) For City of Omaha and Douglas County Department: PRPP Vendor: Ferrellgas Vendor email: brandonewing@ferrellgas.co m Estimated annual $25,656.00 Resolution# expenditure: (City only if over$20K) Product/Services Propane fuel requested: Will federal grant monies be used to fund this spend? Yes X No Place an "X" next to all entries that apply to the proposed product or service. More than one entry may apply. 1 The listed vendor is the original manufacturer. There are no regional distributors. • (ATTACH: The manufacturer's written certification that no regional distributors exist). *NOTE: Item No. 3 must also be completed. 2 The parts/equipment are not interchangeable with similar parts/equipment of another manufacturer. (ATTACH: Memo explaining justification) 3 This is the only known (a) parts/equipment that will meet the need of the Department or (b) service that will perform the intended functional need of the Department. (ATTACH: Memo detailing the specialized function or application.) 4 The parts/equipment are required from this source to permit standardization. (ATTACH: Memo describing the basis for standardization request.) 5 X This is the only known vendor that can supply this product. (ATTACH: Memo explaining why no other vendor is acceptable) 6 None of the above apply. (ATTACH: Memo with detailed justification for the unique item/sole source request) Email the following to Michelle.Horton@douglascounty-ne.gov for review: (1) Completed and signed form, (2) department memo and (3) vendor quote/pricing. The undersigned requests that the competitive procurement process be waived and that the vendor identified as the supplier of the service or goods, be authorized as a unique source (sole source) frjr the service or go ds. Department Head/Elected Official Date For Purchasing Department Only: E r i c Carlson Digitally signed by Eric Carlson Date: 2021 .05.25 11:30:35 -05'00' Approved by: Revised 02/2021 Neb. Rev. Stat. §23-3109(1) PRPP/Parks MEMO TO: PURCHASING FROM: DONNA KALUZA DATE: May 24, 2021 SUBJECT: Ferrellgas—Sole Source Due to the quantity requirements, Ferrellgas is the only source that is able to provide product to the City on a regular basis. Please see email. Thank you, Donna Kaluza bt24r2u47 Enterprise Mall-Fwd:Propane Services • ma I t . Donna M.Kaluza(PMtc)edonna.kaluza@cityofomaha.org> Fwd: Propane Services 1 message Holly Hurt(Prch)<holly.hurt@dougiascounty-ne.gov> • Thu, May 20, 2021 at 10:42 AM To:"Donna M.Kaluza(PMtc)"<Donna.Kaluza©cityofomaha.org> Donna, see below for your question as to whether this would be a sole source. • • t9V* 9act • Senior Buyer CLty of Drzaha/Vou Cotudy 1'iwcha41 • 1819 Famam St., Rm 902 • • Omaha, Ne 68183 402-444-5403 • Ho'ty. f uit@Vont, AtUCvt y-ne:gov • www.douglascountypurchasing.org • • • • • • • • -w Forwarded message From: Michelle L. Horton(Prch)<michelle.horton@dougiascounty-ne.gov> . Date:Thu,Apr 15,2021 at 6:46 AM • Subject: Propane Services To:Steven R. Slater(Prks)<Steven.Slater@cityofomaha.org> Cc:Eric J. Carlson(Prch)<eric.carlson@dougiascounty-ne.gov>, Holly Hurt(Prch)<holly.hurt@dougiascounty-ne.gov> Steve, • The Propane Services bid did not receive any responses. I spoke with Eric about this and he thought that due to the quantity requirements that this expenditure would qualify as a sole source. The reason for this would be that only Ferrell could provide the City with the quantities needed on a regular basis. Please complete the attached sole source and create a memo detailing the sole source justification. Also, please obtain pricing from Ferrell as to what they currently charge your department for these services. When all of that documentation is obtained,please return it to me for review. • Thank you. hops:!/mell.googie,corn/maii/u/nk=7a5c83d69c&view=pt&search=all&permthld=thread-t%3A1700292574581548335&simpl=meg-f%3A17002825745... 1/2 FerreHgas City Clerk 1819 Farnam Street LC-1 Omaha-Douglas Civic Center Omaha, NE 68183 Below is your Ferrellgas Bid. Operation: Ferrellgas will be supplying the City of Omaha with (2) 1,000-gallon tanks, (4) 500-gallon tanks, (1) 12 rack forklift cylinder cage, (1) 6 rack forklift cylinder cage, and(18) #33-pound aluminum forklift cylinders. We will be responsible for setting and testing these tanks, cylinders, and cages. Each location will be set up on a Keep full rotation. This means that Ferrellgas will be making automatic deliveries depending on each location's usage. We will provide a delivery plan for each location after the bid is awarded. Ferrellgas will need to order 18 forklift cylinders, and the forklift cylinder cages. The delivery time will range between 3 —4 months before we can get these assets in. We will order the assets after the bid is awarded. Price Ferrellgas will be offering the city of Omaha a 2-year Fixed agreement for bulk gas and forklift cylinder gas. Ferrellgas will be reserving 16,000 gallons a year for the bulk tanks and 1,500 gallons a year for the forklift cylinders. There will be a one-time installation fee of$160 per tank. This includes tank set, 1't stage regulator and copper line up to 25 feet. Any additional parts, fitting or copper line will cost extra. There will be a$12 cage rent fee per year. This is charged to help track our assets. This bid is a combined deal. You will have to accept both the bulk gas price and the cylinder gas price to qualify for Ferrellgas services. Bulk gas: $1.47 per gallon Cylinder gas: $16.90 per cylinder Cage rent: $12 per cage annually Tank Rent: $48 per tank annually (1,000-gallon tanks only.) Annual Cost: $25,656 Installation Fee: $160 per tank<Extra parts, and/or fittings. Upfront cost: $960 <_Extra parts,and or fittings. There will be no other fees associated with deliveries. www.ferrellgas.com