Subject
title
Award and authorize the City Manager to execute the attached Rider Contract with Carroll Independent Fuel Co. Inc., of Baltimore MD., in the Amount Not To Exceed $3,750,000 for the Period of May 20, 2024, through December 31, 2028, for the Purchase and Delivery of Regular Unleaded Gasoline on an as Needed Basis, in Accordance with the Pricing Structure and Terms and Conditions of Maryland State Contract #001IT821180 / BPM020375.
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Department
PW - Fleet Services
Recommendation
Staff recommends the Mayor and Council award and authorize the City Manager to execute the attached Rider Contract with Carroll Independent Fuel Co. Inc., of Baltimore MD., in the amount not to exceed $3,750,000 for the period of May 20, 2024, through December 31, 2028, for the purchase and delivery of regular unleaded gasoline on an as needed basis, in accordance with the pricing structure and terms and conditions of Maryland State Contract #001IT821180 / BPM020375, subject to approval as to legal form by the City Attorney.
Discussion
There are approximately 180 vehicles, including police and light duty pickup trucks that utilize gasoline. In calendar year 2023 the city used approximately 151,500 gallons of gasoline.
The State of Maryland awarded contract #001IT821180 / BPM020375 to Carroll Independent Fuels of Baltimore MD, for the purchase of unleaded gasoline for the term of January 1, 2022, through December 31, 2026, and two two-year renewal options.
Mayor and Council History
This is the first time this item has been brought before the Mayor and Council.
Procurement
In accordance with Section 17-71 of the Rockville City Code, Cooperative Procurement; (a) The City may participate in, sponsor, conduct, or administer cooperative procurement agreements with one or more other public entities when the best interest of the City would be served thereby.
In accordance with Section 17-39 of the Rockville City Code, Awarding Authority, (a) All contracts involving more than one hundred thousand dollars ($100,000) shall be awarded by the Mayor and Council.
Carroll Independent Fuel Co. Inc. is a non-MFD-V firm.
The draft contract, in a form substantially approved by the City Attorney, is provided as Attachment A. To view the State of Maryland contract documents and blanket purchase order, please click the link below:
<https://www.swisstransfer.com/d/b69633f4-4229-4827-9b58-a3e3c765a68c>
Fiscal Impact
Budget capacity is available in FY 2024 to accommodate fuel costs for the remainder of the fiscal year. The FY 2025 budget includes $412,405 across all funds in the Fleet Services Division for the purchase of unleaded gasoline. Fuel is charged to each appropriate fund at the time of delivery and is based on the actual fuel usage within each fund during the time period between deliveries.
Next Steps
Upon Mayor and Council approval, the Procurement Division will issue a rider contract to Carroll Independent Fuels.