Explanation
BACKGROUND: This ordinance is for the option to purchase Retail Fleet Fuel Credit Card Services for the Fleet Management Division. Retail Fleet Fuel Credit Card Services are be used by various city departments to fuel City vehicles at neighborhood fuel stations and administered by the Fleet Management Division. The term of the proposed option contract will be three (3) years, expiring July 31, 2015, with the option to renew for one (1) additional three (3) year period. The Purchasing Office opened formal request for proposals on May 17, 2012.
The Purchasing Office advertised and solicited competitive proposals in accordance with Section 329.14 (Solicitation No. SA004359). Forty-two (42) offerers were solicited (M1A-1, F1-0). Three (3) poposals were received (M1A-0, F1-0).
The Finance and Management Director is recommending award to the highest ranked proposal in compliance with the specifications. This ordinance also extends the current contract (FL001215) with U.S. Bank for an additional 90 days to allow for a smooth transition period from one card supplier to another.
MPC Investments LLC (Speedway LLC, SuperFleet) FID # 27-1287018 (CC expires 5/21/14)
Total Estimated Annual Expenditure: $6,000,000.00
The company is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings for Recovery Database.
This ordinance is being submitted as an emergency because, without emergency action, the availability of Retail Fleet Fuel Credit Card Services which is used to fuel vehicles when not in proximity of a City fueling facility, causing various city departments delays providing essential services to the residents of the City of Columbus.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into a Universal Term Contract for the option to purchase Retail Fleet Fuel Credit Card Services with MPC Investments LLC; to extend the current contract with U.S. Bank for 90 days; to authorize the expenditure of one (1) dollar to establish the new contract from the Mail, Print Services and UTC Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal requests for proposal on May 17, 2012 and selected the highest ranked and best proposal; and
WHEREAS, this ordinance addresses Purchasing objectives of: 1) maximizing the use of City resources by obtaining optimal products/services at low prices, and 2) encouraging economic development by improving access to City bid opportunities, and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, because there is a need to maintain a source for Retail Fleet Fuel Credit Card Services within City Agencies this ordinance is being submitted as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of various City Agencies in that it is immediately necessary to enter into a contract for the option to purchase Retail Fleet Fuel Credit 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 be and is hereby authorized to enter into the following contract for an option to purchase Retail Fleet Fuel Credit Card Services for the term ending July 31, 2015, with the option to renew for one (1) additional three (3) year period subject to mutual agreement in accordance with Solicitation No. SA004359 as follows:
MPC Investments LLC (Speedway LLC, SuperFleet) All items $1.00
SECTION 2: That the expenditure of $1.00 is hereby authorized from Mail, Print Services and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3: That the Finance and Management Director is hereby authorized to modify and extend FL001215 with US Bank Voyager Fleet Systems Inc. to and including January 31, 2013.
SECTION 4: That for the reason stated in the preamble here to, which is hereby made a party 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.