Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to increase spending authority - Department of Real Estate and Asset Management, SWC# 99999-001-SPD0000112-0001, Fuel Card Management Services in the total amount of $45,000.00 with WEX Bank (Salt Lake City, UT), to provide additional fuel card management services to support increase utilization of WEX fuel cards by the Sheriff, Marshal and District Attorney for fuel purchases at any retail location both throughout the Atlanta metro area, state of Georgia, and nationwide for the remainder of FY2021. Effective upon BOC approval. (APPROVED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-420, contract modifications within the scope of the contract and necessary for contract completion of the contract, in the specifications, services, time of performance or terms and conditions of the contract shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Open and Responsible Government
Commission Districts Affected
All Districts ☒
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background Increased spending authority to provide additional fuel card management services to support increased utilization of WEX fuel cards by several Fulton County agencies for remainder of FY2021.
Scope of Work: This amendment to increase spending authority will cover the additional cost to support the increased utilization by the Sheriff, Marshal and District Attorney’s Office for fuel purchases at retail locations throughout the Atlanta metro area and GA for the remainder of FY2021.
This Statewide contract provides fuel dispensing via WEX card services for the County vehicles operating outside areas where the drivers could not utilize County owned fuel facilities and related services in support of the County’s fuel card program.
Benefits to use this SWC are:
• No account set up fee
• No monthly card fee
• No fee for replacement card
• Access to Strategic Card Support for special customer service
• Early payment rebate range from 0.10% to 0.13%
Community Impact: None that the Department is aware of.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval.
DREAM is requesting additional authority in the amount of $45,000 to cover the additional cost to support the demands for WEX fuel cards. The original approved amount of $35,000 has been exhausted with a current authority balance of $451.93. The recommended increase of $45,000 will cover the anticipated fuel expenditures of through the end of FY2021.
The WEX fuel cards are a Visa badged card that allows users to purchase fuel at any retail location through the metro area and the State of Georgia. Ninety-five (95) percent of WEX card users are law Enforcement officers and officials. Typical annual spending on WEX fuel purchase is approximately $40,000 over the past 5 years.
Based on the FY2021 increased monthly use by the Sheriff and Marshal Department along with the pending deployment of twelve (12) WEX cards for the District Attorney’s office, DREAM projects a total annual expenditure of $80,000. See table below.
|
Agency |
FY2019 January- December |
FY2021 January- August |
|
Sheriff |
$24,233.46 |
$32,958.63.00 |
|
Marshal |
$12,547.49 |
$12,176.23.00 |
|
District Attorney |
$15.12 |
Request for WEX Card Pending |
The contract management is coordinated by the Department of Real Estate and Asset Management, Central Maintenance Fleet Division.
Historical Expenditures:
• FY2021: The County expenditure as of 9/10/2021, $34,548.07
• FY2020: The County spent $35,000.00
• FY2019: The County spent $26,834.00
• FY2018: The County spent $34,293.00
Project Implications: The approval of this amendment for increase in spending authority to cover cost for additional fuel management services is critical component in support of the County fleet using fuel sites out of states fuel dispensing services.
Community Issues/Concerns: None that the Department is aware.
Department Issues/Concerns: If this spending authority is not approved, the Department will not be able to provide additional fuel dispensing services to County agencies with fleet vehicles traveling outside the metropolitan Atlanta area for the remainder of FY2021
Contract Modification
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
21-0004 |
1/6/21 |
$35,000.00 |
|
Increase Spending Authority No. 1 |
|
|
$45,000.00 |
|
Total Revised Amount |
|
|
$80,000.00 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Not Applicable
Exhibits Attached
Exhibit 1: SWC#99999-001-SPD0000112-0001
Exhibit 2: Contractor Performance Report
Contact Information (Type Name, Title, Agency and Phone)
title
Joseph N. Davis, Director, Department of Real Estate and Asset Management, (404) 612-3772
Contract Attached
title
Yes
Previous Contracts
title
Yes
Total Contract Value
|
Original Approved Amount: |
$35,000.00 |
|
Previous Adjustments: |
$0.00 |
|
This Request: |
$45,000.00 |
|
TOTAL: |
$80,000.00 |
Grant Information Summary
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Amount Requested: |
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☐ |
Cash |
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Match Required: |
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☐ |
In-Kind |
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Start Date: |
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☐ |
Approval to Award |
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End Date: |
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☐ |
Apply & Accept |
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Match Account $: |
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Fiscal Impact / Funding Source
Funding Line 1:
700-520-5223-1712: Internal Service, Real Estate and Asset Management, Gasoline- $45,000
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Key Contract Terms |
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Start Date: 10/6/2021 |
End Date: 12/31/2021 |
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Cost Adjustment: |
Renewal/Extension Terms: |
Overall Contractor Performance Rating:
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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10/6/2021 |
12/31/2021 |