HomeMy WebLinkAboutContract 57612-R2CSC No. 57612-R2
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
March 15, 2024
Mansfield Oil Co of Gainesville Inc.
1025 Airport Parkway SW
Gainesville, GA 3050
Re: Contract Renewal Notice
Contract No. CSC No. 57612 (the "Contract")
Renewal Term No. 2: June 1, 2024 to May 31, 2025
The above referenced Contract with the City of Fort Worth expires on May 31, 2024 (the
"Expiration Date"). Under the terms of the Contract, the Contract may be renewed under the same
terms and conditions. This letter is to inform you that the City wishing to renew the Contract for
an additional one (1) year period, which will begin immediately after the Expiration Date. All
other terms and conditions of the Contract remain will remain unchanged. If you agree to renew
the Contract, please sign the signature page following this Contract Renewal Notice letter,
along with a copy of your current insurance certificate, to the address set forth below.
Please log onto PeopleSoft Purchasing at httn://fortworthtexas.aov/Durchasiniz to ensure
that your company information is correct and up-to-date.
If you have any questions concerning this Contract Renewal Notice, please contact me at
the telephone number listed below.
Sincerely,
Megan Fowler
Sr. Contract Compliance Specialist
City of Fort Worth, Property Management Department
(817) 392-8538
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal — Mansfield Oil Company of Gainesville, Inc. Page 1 of 2
CSC No.
ACCEPTED AND AGREED:
CITY OF FORT WORTH
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By: Dana Burghdoff (Apr , 20241fi: 6 CDT)
Name: Dana Burghdoff
Title: Assistant City Manager
APPROVAL RECOMMENDED:
CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the
person responsible for the monitoring and
administration of this contract, including
ensuring all performance and reporting
requirements.
By: Denise Garcia (Apr 4,202408:51 CDT)
Name: Denise Garcia
Title: Purchasing Manager
APPROVED AS TO FORM AND
By: LEGALITY:
Name: Marilyn Marvin
Title: Interim Property Management Director
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By:
Name: Jannette S. Goodall
Title: City Secretary
Mansfield Oil Co. of Gainesville, Inc.
By: Z�Iaol .l./.�
Name: Dan Luther
Title: VP, Government Sales
By: aJ W.
Name: Jessika Williams
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: 22-0376
Form 1295 Certification No.: 2022-879664
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal — Mansfield Oil Company of Gainesville, Inc. Page 2 of 2
CITY COUNCIL AGENDA
Create New From This M&C
Official site of the City of Fort Worth, Texas
FORT WORTH
Ir-
DATE: 5/24/2022 REFERENCE **M&C 22- LOG NAME: 13PILA FUEL CARD AND RELATED
NO.: 0376 SERVICES AR PMD
CODE: G TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT. (ALL) Authorize Execution of a Purchase Agreement with Mansfield Oil Company of
Gainesville, Inc., Using an Interlocal Agreement with the City of Plano for Fleet Fuel
Cards and Related Services in an Annual Amount Up to $7,000,000.00 and Authorize
Five One -Year Renewal Options for the Same Amount for the Property Management
Department
RECOMMENDATION:
It is recommended that the City Council authorize a purchase agreement with Mansfield Oil Company
of Gainesville, Inc., using an Interlocal Agreement with the City of Plano for fleet fuel cards and
related services in an annual amount up to $7,000,000.00 and authorize five one-year renewal
options for the same amount for the Property Management department.
DISCUSSION:
In May 2022, the Property Management Department requested that the Purchasing Division enter
into an agreement for fleet fuel cards and related services. City departments will utilize these fuel
cards to refuel City vehicles and equipment when service centers are not available in their area or
when vehicles travel out of town. The City of Fort Worth's (City) current contract will expire on May
30, 2022.
In March 2022, The City of Plano issued Request for Proposal (RFP) No. 2022-0247-AC. The
Solicitation was advertised in the Dallas Morning News on March 18, 2022 and March 25, 2022 as
well as being posted on www.dallasnews.com and www.ionwave.com. The City of Plano received one
proposal in response to the RFP from Mansfield Oil Company of Gainesville, Inc.
The proposal was evaluated by a committee that included a representative of the City of Fort
Worth. Evaluation factors included Past Performance, Card Acceptance, Coverage Area, Electronic
Capability, Card Control, Customer Support and Pricing. Mansfield's proposal was determined to be
the best evaluated offer.
Mansfield will provide fleet fuel cards with pricing of 0.75 percent (3/4 of 1 percent) discount off of retail
pricing for all types of fuel (Unleaded, Unleaded — Mid Grade, Unleaded — Premium, E85 and Diesel —
Regular). There are 3,700 fueling locations that accept Mansfield's fleet fuel card in Tarrant County,
Dallas County, Denton County and Collin County. Also, there are 19,400 fueling stations that accept
Mansfield's fleet fuel card in the State of Texas.
COOPERATIVE PURCHASE — Mansfield agreed to extend prices and terms to all entities who have
entered into or will enter into Cooperative Purchasing Agreements. State Law provides that a local
government is authorized to purchase from a cooperative purchasing program with another local
government or a local cooperative organization pursuant to Chapter 271 Subchapter F of the Local
Government Code and by doing so satisfies any state law requiring local governments to seek
competitive bids for items. City of Plano Contract No. 2022-0247-AC was competitively bid to increase
and simplify the purchasing power of local government entities.
FUNDING- Funding is budgeted in the Fleet Fuel Card Purchases account of the Property
Management Parts & Fuel Inventory Department's Fleet & Equipment Service Fund of which
approximately $1 M will be available to spend for Fiscal Year 2022 towards this contract.
ADMINISTRATIVE CHANGE ORDER - An administrative change order or increase may be made by
the City Manager in the amount up to $100,000.00, and does not require specific City Council approval
as long as sufficient funds have been appropriated.
AGREEMENT TERM - Upon the City Council's approval, the term of the Agreement will begin June 1,
2022 and expire May 31, 2023 to correspond with the City of Plano's Cooperative Contract.
RENEWAL OPTIONS — This Agreement may be renewed for up to five additional one-year terms at
the City's option in accordance with the City of Plano's contract. This action does not require specific
City Council approval, provided that the City Council has appropriated sufficient funds to satisfy the
City's obligations during the renewal term.
A M/WBE goal is not assigned when purchasing from an approved purchasing cooperative or public
entity.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that upon approval of the recommendation, funds are available in the
current operating budget, as previously appropriated, and upon adoption of the Fiscal Year 2023
Budget by the City Council, funds will be available in the Fleet & Equipment Sery Fund, as
appropriated to support the approval of the above recommendation and execution of the purchase
agreement. Prior to an expenditure being made, the Property Management department has the
responsibility to validate the availability of funds.
BQN\\
TO
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
FROM
Fund Department Account Project
ID ID
Submitted for City Manager's Office by_
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
Program Activity Budget Reference #
Year (Chartfield 2)
Reginald Zeno (8517)
Dana Burghdoff (8018)
Anthony Rousseau (8338)
Steve Cooke (5134)
Cynthia Garcia (8525)
A'ja Robertson (8585)
13PILA FUEL CARD AND RELATED SERVICES AR PMD funds availabilitv.pdf (CFW Internal)
13PILA FUEL CARD AND RELATED SERVICES AR PMD Updated FID.xlsx (CFW Internal)
Form 1295 Certificate 100902092 Sianed.pdf (CFW Internal)
FuelCardFID.xlsx (CFW Internal)
MansfieldSAMs.pdf (CFW Internal)
Amount