City of Columbus - File #: 0865-2011

• File #: 0865-2011
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 5/31/2011
• In control: Finance Committee
• On agenda: 6/20/2011
• Final action: 6/23/2011
• 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.

Date	Ver.	Action By	Action	Result
6/23/2011	1	CITY CLERK	Attest
6/22/2011	1	MAYOR	Signed
6/20/2011	1	Columbus City Council	Approved	Pass
6/20/2011	1	COUNCIL PRESIDENT	Signed
6/9/2011	1	Finance Drafter	Sent to Clerk's Office for Council
6/8/2011	1	CITY AUDITOR	Reviewed and Approved
6/8/2011	1	Finance Drafter	Sent for Approval
6/8/2011	1	EBOCO Reviewer	Sent for Approval
6/8/2011	1	ODI DIRECTOR	Reviewed and Approved
6/8/2011	1	Finance Drafter	Sent for Approval
6/8/2011	1	CITY ATTORNEY	Reviewed and Approved
6/7/2011	1	FINANCE DIRECTOR	Reviewed and Approved
6/7/2011	1	Finance - Purchasing Reviewer	Sent for Approval
6/7/2011	1	Auditor Reviewer	Reviewed and Approved
6/6/2011	1	Finance Reviewer	Reviewed and Approved
6/1/2011	1	Finance - Purchasing Reviewer	Reviewed and Approved
5/31/2011	1	Finance - Purchasing Drafter	Sent for Approval

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...