Explanation
BACKGROUND: To authorize the Finance and Management Director to modify and extend the existing universal term contract to purchase Fuel Card Services for the Fleet Management Division through July 31, 2012.
Voyager Fuel Card Services is a "universal" fuel card which allows fuel products and car washes to be purchased for use in City vehicles at many locations. Each card is assigned to a specific Brass Tag number (vehicle) and Fleet Management receives online reports showing purchases, tax exemption, and cost per mile.
Voyager generates reports showing card usage, price per gallon, fuel type and gallons, odometer readings and the location of sale. These reports are uploaded to Fleet Anywhere system and will also allow for uninterrupted service while converting to a one card system. The Gas Boy system is being phased out of Fleet Management.
Formal proposals were opened by the Purchasing Office on March 7, 2002. The Purchasing Office advertised and solicited competitive bids though solicitation SA000207 in accordance with Section 329.12.
FL001215 with US Bank Voyager Fleet Systems Inc. was established in accordance with bids received. This company is not debarred according to the Federal Excluded Parties Listing or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
Contract compliance number is 760476053. Expiration date is 11/11/2012.
1) Amount of additional funds: The estimated expenditure City wide for the extension period is $4,000,000.00. The City agency must obtain approval to expend from their own budgeted funds for their estimated expenditures.
2) Reason additional needs were not foreseen: New specifications are being developed for the next fuel card services contract. A complete review and overhaul of the existing contract is required to take advantage of the cost savings associated with the newest fuel card technologies. This additional extension request requires that competitive bidding requirements of Chapter 329 be waived since an extension beyond 7/31/2011 is not provided for in the original contract.
3) Reason other procurement processes not used: The Purchasing Office in conjunction with Fleet Management intends to competitively bid this product, but needs more time to do so.
4) How cost was determined: The cost, terms and conditions are in accordance with the original agreement
FISCAL IMPACT: No funding is required to extend the option contracts. City agencies must set aside their own funding for their estimated expenditures.
To maintain uninterrupted ability to purchase Fuel Card Services using the Universal Term Contract, this ordinance is be submitted as an emergency.
Title
To authorize the Finance and Management Director to modify and extend the UTC contract for the option to purchase Fuel Card Services for Fleet Management with US Bank Voyager Fleet Systems Inc.; to waive the competitive bidding provisions of the Columbus City Codes; and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids for the purchase of Fuel Card Services, and selected the lowest bid; and
WHEREAS, the Purchasing Office advertised and solicited the original formal proposals, SA000207 and selected the best offer in March 2002; and
WHEREAS, vendor has agreed to extend FL001215 at current prices and conditions to and including through July 31, 2012 and it is in the best interest of the City to exercise this option; and
WHEREAS, this one year extension will allow for uninterrupted fuel card services which are used by the Division of Police, Fire and Water as well as other City departments; and
WHEREAS, fuel cards allow City employees to purchase fuel products within the City as well as when they are traveling out of town; and
WHEREAS, in order to avoid a lapse in our ability to purchase fuel card services for all City agencies, this is being submitted for approval as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to extend FL001215 for an option to purchase fuel card services thereby preserving the public health, peace, property, safety, and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director is hereby authorized to modify and extend FL001215 with US Bank Voyager Fleet Systems Inc. to and including July 31, 2012.
SECTION 2. That in accordance with Section 329.27 of the Columbus City Code, this Council finds the best interest of the City is served by waiving, and does hereby waive Sections 329.06 (Formal Competitive Bidding) of the Columbus City Code.
SECTION 3. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.