Agenda Item
i. (BL051-23) North Georgia Fuel Cooperative Contract Approval for the Purchase of Gasoline and Diesel Fuel on an Annual Contract; GCID#20230724 (Not to exceed $8,100,000) ~ Updated 8.9.2024
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education approve the purchase of gasoline and diesel fuel from James River Solutions, LLC as the primary supplier, Sunoco, LP as the secondary supplier, and Boswell Oil Company as the tertiary supplier through the North Georgia Fuel Cooperative ("NGFC") (BL051-23) in an amount not-to-exceed $8,100,000 for the dates September 1, 2024, through August 31, 2025.
Why: The DeKalb County School District (“DCSD”) is requesting renewal of the cooperative contract through NGFC (BL051-23) to purchase gasoline and diesel fuel utilizing the buying power of the North Georgia Fuel Cooperative. Board Policy DJE requires the Board of Education to approve the expenditure of funds greater than $100,000 to any vendor that provides goods and/or services to the school system that exceed $100,000.00 in purchases for the fiscal year.
Details: Pursuant to Board Policy DJE III D(3)(d), Exception to Competitive selection, the Purchasing Department is authorized to make purchases through contracts formally solicited and obtained by the State of Georgia and through “inter-governmental and educational cooperatives, alliances, and consortiums to achieve cost savings and administrative efficiencies based on economies scale”. As such, NGFC agreement is the result of several entities combining their fuel requirements to obtain the advantages of high-volume purchases, including administrative savings and other benefits. It was formed with the specific purpose of purchasing fuels at very high volumes to obtain the best discount and lowest pricing.
The NGFC bid was approved on June 4, 2024, by Gwinnett County Board of Commissioners, who acted as the Principal Procurement Agency for the North Georgia Fuel Cooperative.
This bid was formally solicited and awarded to James River Solutions, LLC as the primary supplier, and Sunoco, LP as the secondary and Boswell Oil Company as the tertiary. These entities are all approved vendors of the North Georgia Fuel Cooperative. In the event the primary supplier is unable to fulfill their services or cannot provide services, the second and/or tertiary supplier may be used.
Financial impact: This purchase in an amount not-to-exceed $8,100,000.00 will be charged to the General Operations Energy fund code: 100.2700.562000.00011.7190.1320.8013.040.0000.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1447
Mr. Cedric A. Burse, Director, Fleet Services, Division of Operations, 678.676.1385
Effective: Upon Board Approval
Status: Approved by the Office of Legal Affairs
Request for Legal Assistance
DCSD Office of Legal Affairs
ATTORNEY – CLIENT COMMUNICATION DATE RECEIVED: ______________
MATTER ASSIGNED TO: ________
PLEASE SUBMIT COMPLETED REQUEST FORM TO
DCSD OFFICE OF LEGAL AFFAIRS:
__X_ H. ERIC HILTON
(DISTRICT WIDE, BOARD AGENDA ITEMS & EXCEPTIONAL EDUCATION, CONTRACTS)
___ MARISSA KEY (EMPLOYEE RELATIONS, OPEN RECORDS & TITLE IX MATTERS)
___ GLINTON DARIEN (RISK MANAGEMENT & WORKERS COMPENSATION MATTERS)
___ CHASITY MIDDLEBROOKS-CODY (HUMAN RESOURCES & STUDENT RELATIONS)
___ OUTSIDE LEGAL COUNSEL (AS ASSIGNED BY OFFICE OF LEGAL AFFAIRS)
WITH A COPY TO:
___ SELYNTHIA WISE, OFFICE SPECIALIST
*** This request is a confidential communication and should be treated as such ***
Topic: _Board Agenda Item Review – Approval of North Georgia Fuel Cooperative Contract – Renewal – Purchase of
Gasoline and Diesel Fuel – Annual Contract Renewal – GCID #20230724, NTE $8,100,00.00
(e.g., contract review, policy matter, etc.)
Action/response required ___Board Agenda Item Approval__________________________________________
Date of request: __7/17/2024_________Date by which a response is needed: 7/22/2024.
(Allow 3 to 5 business days)
Background information: Board Agenda Item – Approval of North Georgia Fuel Cooperative Contract – Renewal –
Purchase of Gasoline and Diesel Fuel – Annual Contract Renewal – GCID #20230724, NTE $8,100,00.00
__________________
Please attach/include any additional information/documents that are relevant to your request.
Attachment(s)? ____ Yes ___ No Description of attachments, if any ________________________
Requested by: Darlene Y. Hughes __ Darlene Y. Hughes________________
Print Name Signature
Email: _darlene_hughes@dekalbschoolsga.org_________________ Telephone: 678-676-1447
Department: ____Operations______________________________
Cabinet Member authorizing the request: Erick Hofstetter
This item is approved as to form? X (HEH) Yes No
By: _______________________________________________
Comments: ____________________________________________________________________________
______________________________________________________________________________________
Please copy on email: All that are copied on original email.
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Telephone Conference
Was this matter an emergency requiring immediate contact? Yes No
Date Called: Time: Total Time of Conference:
Advice Given:
Action Taken: