RFB# 201903-429 Road Oils

TANEY COUNTY
BID TAB & AWARD FORM

BID DATE; Wednesday May 1, 2019
BID FOR; Road Oils
BID NUMBER; 201903-429
ALL RECEIVED BID PRICING AS LISTED BELOW ARE PER GALLON RESPONSES FOR - DELIVERED
Coastal Energy Asphalt & Fuel Supply
Item # Description Quantity (Est.) Unit (Measure) Willow Springs, Mo. Tulsa, Ok.
3.1 MC-30 10,000 Gallon $2.57 $2.47
3.2 MC-800 500 Gallon $2.37 $2.35
3.3 MC-3000 200,000 Gallon $2.31 $2.30
ADDITIONAL REQUIRED CHARGES
Pump Fees Flat Fee When Driver has to Pump. $75.00 $175.00
Demurrage Fees Per Hour Fee (After the first 2 Hours) $75.00 $75.00

Wednesday May 1, 2019: After opening responses from both of the above listed companies today,
total cost response details were noted and documented by Road & Bridge Office Manager, Kathy
Roberts and me. Both of the complete response packages will be thoroughly reviewed by Taney
County Road & Bridge Staff. An agenda request has been approved to deliver a formal
recommendation for award to the Taney County Commission on Monday May 13, 2019.
Monday May 13, 2019: All pricing submitted is listed in the table above. After a thorough review of
both responses, as well as a call for clarifications, Taney County Highway Administrator – Devin
Huff made a recommendation based on multiple factors in addition to the per gallon bid pricing such
as Pump and Demurrage Fees, all of which is included in the table above. Asphalt & Fuel Supply
responded that if/when their Driver has to pump they charge $175 which is $100 higher than the
response from Coastal. Also product temperature at point of delivery is critical. If the Road Oils, as
asked for within this solicitation, are NOT hot enough they cannot be used. Given this requirement
we measured the distance from both responding Vendor’s location to where the County needs
delivery – which, as asked for in the bid, is County-wide. To calculate a set distance for each, to
compare, we chose Forsyth as a common ending point and determined Coastal to be approximately
120 miles closer then Asphalt & Fuel Supply. (Willow Springs, Mo. vs. Tulsa, Ok.)
Therefore in an effort to make the best choice for Taney County Devin Huff recommended to the
Taney County Commission for award Coastal Energy Corporation as the Primary Supplier for Road
Oils for the County, and Asphalt & Fuel Supply as Secondary Supplier. The Taney County
Commission then made a motion vote to award per said recommendation and it passed
unanimously.
A subsequent agreement will remain in force for an initial period of 24 months with three (3) – one
(1) year renewal options contingent upon pricing at that time.
Thank you.
Ron Erickson,
Director of Purchasing
Taney County Missouri
May 13, 2019