Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval of spending authority - Department of Real Estate and Asset Management, North Georgia Fuel Cooperative (NGFC) Contract #BL113-20, Gasoline and Diesel Fuel in an amount not to exceed $2,331,442.00 with (A) James River Solutions, LLC, (Ashland, VA) in an amount not to exceed $940,000.00; (B) Colonial Oil Industries, Inc. (Savanah, GA) in an amount not to exceed $451,442.00; and (C) Petroleum Traders Corporation (Fort Wayne, IN) in an amount not to exceed $940,000.00, to provide gasoline and diesel fuel for Fulton County fleet vehicles. Effective dates: March 1, 2023 through February 29, 2024. (APPROVED)
body
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 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 for spending authority to provide gasoline and diesel fuel for Fulton County fleet vehicles for FY2023.
Scope of Work: Fulton County participates in the North Georgia Fuel Cooperative, which was formed to purchase gasoline and diesel fuels in high volumes to obtain discount pricing. This cooperative consists of the following metro governmental agencies: City of Atlanta, City of Covington, City of Gainesville, City of Marietta, City of Smyrna, Cobb County Government, Cobb County Board of Education, Dawson County, DeKalb County Government, DeKalb County Board of Education, Fulton County Government, Forsyth County, Gwinnett County, Gwinnett County Board of Education, Jackson County, and Rockdale County.
Gwinnett County served as the Principal Procurement Agency for this fuel contract.
Community Impact: All Cooperative members should have the benefit of discount pricing through this cooperative action.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval for an increase in spending authority to provide gasoline and diesel fuel services for the Countywide vehicle fleet, effective dates: March 1, 2023 through February 29, 2024.
The requested spending authority in the amount of $2,331,442.00 is an increase of $651,224 (39%) over FY2022. The spending authority for FY2023/24 represents a significant increase in contract spending authority due to three (3) primary factors:
1) Number of vehicles added to the County fleet (137 new vehicles since FY2021).
2) The reinstatement of the State of GA fuel tax of $0.29/gallon on unleaded and $0.39/gallon on diesel fuel. This represents a 9% cost increase beyond the County’s control.
3) Increased fuel consumption due to majority of the County’s new vehicles being law enforcement SUVs (Sheriff’s Office, District Attorney, Police Dept., Marshall’s Office, & Solicitor’s Office) because sedans are being phased out of production.
The recommended increase is needed to address the anticipated annual expenditures for gasoline and diesel fuel purchases through the end of the 12-month period which ends February 2024.
Historical Expenditures:
3/1/22 - 1/31/23 = $1,680,218.00
3/1/21 - 2/28/22 = $ 841,038.00
3/1/20 - 2/28/21 = $ 685,837.00
Project Implications: Joining this cooperative agreement provides benefits which result in discount pricing through this action.
Community Issues/Concerns: None of which the Department is aware.
Department Issues/Concerns: If this spending authority request is not approved, the County will not have an alternative for the purchase of fuel, which will significantly impact Countywide operations.
Contract Modification: This contract is a five year contract. The County is utilizing the North Georgia Fuel Cooperative to purchase fuel and spending authority must be established and approved annually.
(A) James Rivers Solutions, LLC
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Spending Authority Year 1 |
21-0212 |
3/17/21 |
$613,500.00 |
|
Spending Authority Year 2 |
22-0122 |
2/16/22 |
$740,000.00 |
|
Spending Authority Year 3 |
|
|
$940,000.00 |
|
Total Revised Amount |
|
|
$2,293,500.00 |
(B) Colonial Oil Industries, Inc.
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Spending Authority Year 1 |
21-0212 |
3/17/21 |
$613,500.00 |
|
Spending Authority Year 2 |
22-0122 |
2/16/22 |
$200,000.00 |
|
Spending Authority Year 3 |
|
|
$451,442.00 |
|
Total Revised Amount |
|
|
$1,264,942.00 |
(C) Petroleum Traders Corporation
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Spending Authority Year 1 |
21-0212 |
3/17/21 |
$613,500.00 |
|
Spending Authority Year 2 |
22-0122 |
2/16/22 |
$740,000.00 |
|
Spending Authority Year 3 |
|
|
$940,000.00 |
|
Total Revised Amount |
|
|
$2,293,500.00 |
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: Amendment No. 2 to Form of Contracts
Exhibit 2: NGFC #BL113-20
Exhibit 3: Contractor Performance Reports
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: |
$1,840,500.00 |
|
Previous Adjustments: |
$1,680,218.00 |
|
This Request: |
$2,331,442.00 |
|
TOTAL: |
$5,852,160.00 |
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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|
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Fiscal Impact / Funding Source
Funding Line 1:
700-520-5223-1712: Internal Services, Real Estate and Asset Management, Gasoline- $1,444,526.00 (for 10-months in FY2023), and $886,916.00 (for 2-months in FY2024) “Pending availability of funding adopted for FY2024 by BOC”
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Key Contract Terms |
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Start Date: 3/1/2023 |
End Date: 2/29/2024 |
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Cost Adjustment: |
Renewal/Extension Terms: Second of four-year renewal options |
Overall Contractor Performance Rating: 3.20
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
|
10/1/2022 |
12/31/2022 |