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STRATEGIC OUTCOMES |
ACTION |
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Department: |
☐ Safe & Prosperous |
☒ Motion |
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Finance |
☐ Active & Appealing |
☐ Resolution |
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☒ Respected & Responsible |
☐ Ordinance - Introduction |
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Division: |
☐ Connected & Engaged |
☐ Ordinance - Adoption |
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Procurement |
☐ Unique & Creative |
☐ Public Hearing |
TITLE: t
Request for Proposals (RFP) Award: Offsite Fuel Card Services
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SUMMARY RECOMMENDATION: Summary Recommendation
Authorize the City Administrator to execute a two-year agreement for Offsite Fuel Card Services with the option to renew for three additional one-year periods, one period at a time, subject to the appropriation of funds and satisfactory performance to McNeece Bros. of Yuma, Arizona for an estimated annual expenditure of $2,000,000.00. (Public Works- RFP 24-284) (Joel Olea/Robin R. Wilson)
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STRATEGIC OUTCOME:
This item supports the City Council’s strategic outcome of Respected and Responsible by ensuring the City’s vehicle fleet has accessible fuel sites.
REPORT:
The City requested proposals from vendors for offsite fuel card services, to be open 24 hours a day, 7 days a week, 365 days per year, with unattended fueling sites designed for the City’s fleet vehicles. These services are imperative to maintain fleet operations for all of the City’s motorized vehicles and equipment.
The offsite fueling system will provide accurate and real time data, while accounting for all dispensed fuel. The services provided will be a stand-alone, user friendly, fully automated system operating completely unattended. Access to products are restricted through magnetic strip cards, with keypad inputs, which will perform a predetermined series of data that the system is designed to receive and track.
This agreement is for the City’s cost of gasoline, diesel, and diesel exhaust fluid (DEF). All fuel pricing is based on the Oil Price Information Service (OPIS) Phoenix, AZ report. The City’s cost for all fuel is $.25 over the distributors cost and the DEF is a flat rate of $2.69 per gallon.
The City received proposals from McNeece Bros. Oil Co. and Sellers Petroleum, both from Yuma. The evaluation committee, comprised of City staff, reviewed and rated the proposals received, based on the scoring matrix provided to each firm responding to the RFP. Staff is recommending award to McNeece Bros. as they were the highest-ranking fuel distributor with the lowest markup cost.
FISCAL REQUIREMENTS:
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CITY FUNDS: |
2,000,000.00 |
BUDGETED: |
2,000,000.00 |
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STATE FUNDS: |
$ 0.00 |
AVAILABLE TO TRANSFER: |
$ 0.00 |
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FEDERAL FUNDS: |
$ 0.00 |
IN CONTINGENCY: |
$ 0.00 |
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OTHER SOURCES: |
$ 0.00 |
FUNDING: ACCOUNT/FUND #/CIP |
TOTAL $ 0.00
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6805 Fuels & Lubricants for all City departments |
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To total; right click number & choose “Update Field” |
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FISCAL IMPACT STATEMENT:
Sufficient budget authority is provided in the City Council FY 2025 approved budget.
ADDITIONAL INFORMATION:
SUPPORTING DOCUMENTS NOT ATTACHED TO THE CITY COUNCIL ACTION FORM THAT ARE ON FILE IN THE OFFICE OF THE CITY CLERK:
NONE
IF CITY COUNCIL ACTION INCLUDES A CONTRACT, LEASE OR AGREEMENT, WHO WILL BE RESPONSIBLE FOR ROUTING THE DOCUMENT FOR SIGNATURE AFTER CITY COUNCIL APPROVAL?
☒ Department
☐ City Clerk’s Office
☐ Document to be recorded
☐ Document to be codified
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Acting City Administrator: |
Date: |
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John D. Simonton |
07/08/2024 |
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Reviewed by City Attorney: |
Date: |
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Richard W. Files |
07/03/2024 |