===== PDF PAGE 39 =====
[Extraction: OCR (rendered-page OCR)]
CITY OF WEST CHICAGO
___ INFRASTRUCTURE COMMITTEE
___ AGENDA ITEM SUMMARY _
AGENDA ITEM NUMBER: — ©:°@Q. __
ITEM TITLE:
Procurement of Unleaded and Diesel Fuel from Gas Depot
through DuPage County Joint Purchasing Program COMMITTEE AGENDA DATE: May 6, 2021
COUNCIL AGENDA DATE: May 17, 2021
STAFF REVIEW: Robert E. Flatter, P.E., Director of Public Works SIGNATUR
APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman
SIGNATURE.
ITEM SUMMARY:
Annually, the City contracts for unleaded gas and diesel fuel deliveries. Costs are determined by using the
wholesale low rack gasoline and fuel price on the date of delivery as published by O.P.I.S. (Oil Price Information
Service), plus delivery charges, and applicable taxes. The only variable to the annual contract and bids are
delivery charges.
Prior to Fiscal Year 2015, the City had participated in the Suburban Purchasing Cooperative (SPC) Joint
Purchasing Program for fuel purchase. Since 2015 the City has participated in DuPage County’s Joint Purchasing
Program for fuel purchase and delivery.
In January 2019, DuPage County agreed to add the City of West Chicago and its estimated fuel quantities to the
bid proposal document under a bid category titled “Group 3 - DuPage County Entities’. Gas Depot was the lowest
bidder with a delivery markup bid of $0.009/gallon for unleaded fuel and $.0145/gallon for low sulfur diesel. For
bidding purposes, the quantity of 80,000 gallons of unleaded gasoline and 50,000 gallons of low sulfur diesel was
identified for the City of West Chicago. The estimated annual delivery mark-up for that amount of fuel is
approximately $1,445.00. In 2020, DuPage County approved the first of three possible contract extension with
Gas Depot for fuel purchase and delivery at the 2019 prices.
Staff has recently been advised that on March 9, 2021, the DuPage County Board approved another Contract
extension (the second of three possible contract extensions) with Gas Depot for the purchase and delivery of fuel
for the period of April 1, 2021 through March 31, 2022, at the 2019 prices. The mark-up for fuel delivery on said
Contract extension for the applicable Group 3 bid category will be the same as 2019 and 2020 (e.g., $0.009/gallon
for unleaded fuel and $.0145/gallon for low sulfur diesel). Gas Depot has also provided a confirmation letter for the
extension of pricing to the City (see attached).
Although fuel costs vary on date of delivery, the City’s annual fuel usage for Fiscal Year 2021 is estimated to be
approximately 75,000 gallons (unleaded and diesel combined) for an estimated cost of approximately $160,000.00.
In addition, the Fire Protection District and School District use the City’s fueling station and are estimated to use
approximately 23,000 gallons of fuel in Fiscal Year 2021 (unleaded and diesel combined), estimated at a cost of
approximately $52,000.00. Each District reimburses the City for the portion of fuel it uses. It is estimated that the
combined fuel cost for Fiscal Year 2021, including delivery cost mark-up, for all users will be approximately
$212,000.00. There is currently $182,400.00 budgeted in Fiscal Year 2021 for the City’s fuel needs.
Staff seeks authorization to use the DuPage County Joint Purchasing Program to purchase, and have delivered,
unleaded gasoline and diesel fuel from Gas Depot for the period April 1, 2021 thru March 31, 2022.

===== PDF PAGE 40 =====
[Extraction: OCR (rendered-page OCR)]
CITY OF WEST CHICAGO
ACTIONS PROPOSED:
Authorize the purchase and delivery of Unleaded Gasoline and Diesel Fuel, from April 1, 2021, thru March 31,
2022, from Gas Depot, using pricing obtained through the DuPage County Joint Purchasing Contract, for an
amount not to exceed $212,000.00.
COMMITTEE RECOMMENDATION:
The Infrastructure Committee voted 6-0 for approval.