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 an amount not to exceed $120,000.00 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 and help subsidize the high cost of fuel purchases at any retail location throughout the Atlanta metro area, State of Georgia, and nationwide for the remainder of FY2022. Effective upon BOC approval through December 31, 2022. (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 Approval to increase spending authorities to cover the costs for additional fuel card management services to support increased utilization of WEX fuel cards by several Fulton County agencies for remainder of FY2022.
Scope of Work: The increase spending authority is being requested to cover the additional costs for the increased utilization of fuel WEX cards by the Sheriff, Marshal and District Attorney’s Office for fuel purchases at retail locations throughout the Atlanta metro area and other states for the remainder of FY2022. Also, this will help subsidize the increase in fuel costs.
WEX Fuel Cards Expenditures received as June 2022:
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County Agencies |
Fuel Card Costs |
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1 |
Sheriff Department |
$68,671.71 |
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2 |
Marshall |
$1,257.53 |
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3 |
District Attorney’s Office |
$2,805.60 |
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Total Expenditures |
$72,734.84 |
There are pending invoices for June and July which total approximately $32,000.00 that have not been processed.
This Statewide contract provides fuel dispensing via WEX card services for the County vehicles operating outside areas where drivers could not utilize County owned fuel facilities and related services.
Benefits to use this SWC are:
• No account set up fee
• No monthly card fees
• No fee for replacement card
• Access to Strategic Card Support for special customer service
• Early payment rebate ranges from 0.10% to 0.13
Community Impact: None of which the Department is aware.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval to increase spending authority to cover the costs for additional fuel card management services for the remainder of FY2022.
DREAM is requesting an additional authority in the amount of $120,000.00 to cover the additional cost to support the demands for fuel WEX cards usage and subsidize high fuel costs. The original approved spending authority of $63,500.00 has been depleted. The remaining spending balance of $5,976.31 leaves very little funding remaining. The recommended increase of $120,000.00 will cover the anticipated annual expenditures for fuel purchases through the end of FY2022.
The fuel WEX cards is a Visa badged fuel card that allows users to purchase fuel at any retail location through the metro area. Ninety-five (95) percent of WEX card users are law Enforcement officers and officials. Typical annual spending on WEX fuel purchase is approximately $71,500.00 over the past 2 years. The high increase in the cost of fuel was not anticipated or budgeted for in FY2022.
The additional fuel card services will be managed and coordinated by the Department of Real Estate, Central Maintenance Fleet Division.
Historical Expenditures:
FY2022: The County expenditure process for payments through 7/20/2022, $57,523.69
FY2021: The County spent $61,883.00
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 a critical component in support of the County fleet using non-County owned fuel dispensing services
Community Issues/Concerns: None of which 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 the County fleet vehicles traveling out of state for the remainder of FY2022.
Contract Modification
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
22-0095 |
2/2/22 |
$63,500.00 |
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Increase Spending Authority |
|
|
$120,000.00 |
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Total Revised Amount |
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|
$183,500.00 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Not applicable
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: SWC #99999-001-SPD0000112-0001
Exhibit 2: SWC Benefits for Fuel Card Management
Exhibit 3: Contractor’s Performance Report
Exhibit 4: Statewide Contract Justification Form
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
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Original Approved Amount: |
$63,500.00 |
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Previous Adjustments: |
$0.00 |
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This Request: |
$120,000.00 |
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TOTAL: |
$183,500.00 |
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- $120,000
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Key Contract Terms |
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Start Date: 1/1/2022 |
End Date: 9/30/2022 |
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Cost Adjustment: |
Renewal/Extension Terms: |
Overall Contractor Performance Rating: 4.00
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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1/1/2022 |
6/30/2022 |