PRESENTER: Presenter
Debbie Kimball, Contract Administrator, Finance Department
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SUBJECT: Title
Approval to renew the following annual contracts, as allowed for by their contract language: Fleet Services and Road Construction Materials.
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DEPARTMENT: Finance
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COUNCIL DISTRICTS IMPACTED: Citywide
BACKGROUND INFORMATION:
On November 14, 2016, the City Council provided consent for a quarterly review and approval of renewals for various annual contracts that occur throughout the course of a fiscal year which are routine in nature and in accordance with the terms and conditions of the associated awarded contracts (which were originally approved by City Council). Quarterly approvals manage staff resources more efficiently as well as ensure compliance with the contracts’ terms and conditions. Contract renewals that have any requested modifications, such as a significant increase or decrease in services or costs, will continue to be presented to City Council for individual consideration as needed.
The City Council has previously reviewed and approved the following annual contracts for various goods and services utilized for City operations; the contracts described below require Council authorization for contract renewal. All goods and services have been competitively vetted, and contracts have subsequently been executed on various dates in previous years. All awarded contractors have provided satisfactory performance during the term of their associated contract.
Renewal of Annual Contract for Fleet Fuel Services:
Goods/Services Provided: Fuel Card Services and Related Products
City Department: Finance
Solicitation Method: Request for Proposal (RFP) awarded through the Cooperative Purchasing Network (TCPN); now OMNIA Partners Cooperative Group
Contract Award Date: January 1, 2019
Awarded Contractors: FleetCor Technologies Operating Co., LLC dba Fuelman
Modified Contract Expiration Date: March 31, 2022, with no renewal options available.
Approximate Annual Cost of Services During Renewal Period: The City expended $781,904 during FY 2020 and has spent $367,965 so far in FY 2021.
Renewal of Annual Contract for Road Construction Materials:
Goods/Services Provided: Road Construction Materials handled by City staff.
City Department: Public Works
Solicitation Method: Competitive Sealed Proposals
Contract Award Date: June 1, 2019
Awarded Contractors: Brauntex Materials, Inc., Cemex Inc., Century Asphalt, Ltd., Colorado Materials, Ltd., Ergon Asphalt & Emulsions, Green Dream International and LHoist North America
Modified Contract Expiration Date: May 31, 2022, with two (2), 12-month renewal options remaining.
Approximate Annual Cost of Services During Renewal Period: The Public Works Department expended $733,623 during FY 2020 and has spent $166,205 so far in FY 2021.
ISSUE:
Strategic Priorities: Maintain fiscal stability of City operations
FISCAL IMPACT:
Funding for all expenditures and contracts described above have been incorporated into the appropriate departmental budgets. Therefore, sufficient funds are available.
Recommendation
RECOMMENDATION:
Staff recommends approval to renew the following annual contracts, as allowed for by their contract language: Fleet Services and Road Construction Materials.