===== PDF PAGE 5 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: Procurement of Unleaded and Diesel Fuel from Al Warren Oil COMMITTEE AGENDA DATE: March 6, 2025Through the DuPage County Joint Purchasing Program COUNCIL AGENDA DATE: March 17, 2025 STAFF REVIEW: Mehul T. Patel, P.E., CFM, Director of Public Works SIGNATURE _________ _ 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 is 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 2023, DuPage County agreed to add the City of West Chicago and its estimated fuel quantities to the bid proposal document. The bid proposal was advertised on February 6, 2023, and bids were opened on February 28, 2023. Al Warren Oil was the lowest bidder. Staff has recently been advised that Al Warren Oil has agreed to extend the portion of the contract for those associated users, including West Chicago, for the first extension for the purchase and delivery of fuel for the period of April 1, 2025, through March 31, 2026, at the 2023 prices. The following table represents City of West Chicago quantities and pricing. Bid Item Bid Item Units West Chicago Mark Up Unit Price ($) Extended No. Quantity (+)/Discount Price($) (-) cents/gal 2 Gasoline - 89 Octane GAL 40,000 -0.0165 2.5805 $103,220.00 3 Ultra Low Sulfur Diesel 1 GAL 6,000 0.2000 3.9407 $23,644.20 4 Ultra Low Sulfur Diesel 2 GAL 24,000 0.0450 3.0180 $72,432.00 Although fuel costs vary on date of delivery, the City's annual fuel usage for Fiscal Year 2024, based on the average of the past four years is estimated to be approximately 63,800 gallons (44,900 gallons for unleaded and 18,900 gallons for diesel) for an estimated cost of approximately $209,000.00. This cost is estimated based on the past four-year average price per gallon of $3.12 for unleaded and $3.50 for diesel. In addition, the Fire Protection District and School District 94 use the City's fueling station and are estimated to use approximately 18,700 gallons (7,600 gallons of unleaded and 11 ,100 gallons for diesel) of fuel for an estimated cost of $62,600.00. Each District reimburses the City for the portion of fuel it uses. In FY2024, the City paid $263,435.09 for fuel of which, $198,517.97 was for City fuel and $64,917.12 was for other Districts. It is estimated that the combined fuel cost for Fiscal Year 2025, using the bid prices including delivery cost mark-up for all users will be approximately $303,000.00, estimated $231,000 for the City and $72,000 for other districts. There is currently $223,800.00 budgeted in Fiscal Year 2025 for the City's fuel needs across multiple accounts. The table below shows an illustration of average use of fuel over the last four years by entity along with estimated cost of the fuel at an averaae orice for the past four years ($3.12 for unleaded and $3.50 for diesel), hiahest price ===== PDF PAGE 6 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO paid in the past four years ($3.51 for unleaded and $4.01 for diesel), most recent fuel delivery price ($2.87 for unleaded and $3.02 for diesel) and a hypothetical price for 2025 using average statewide price on February 24, 2025 ($3.26 for unleaded and $3.64 for diesel). At this time, staff is unsure where the fuel prices will be for the remainder of FY2025. Avg. Avg. Price - Most Recent Hypothetical Consumption - Highest Price - Entity Past 4 years Delivery Price Delivery Price - Past 4 years Past 4 years($) ($) Jan 2025 ($) IL Avg.($) (Gals) City- Unleaded 44873.65 $140,126.36 $157,559.65 $128,751.48 $146,422.72 School/FPO - Unleaded 7636.13 $23,845.23 $26,811.84 $21,909.57 $24,916.68 City - Diesel 18905.33 $66,136.69 $75,824.05 $57,130.00 $68,872.10 School/FPO - Diesel 11066.10 $38,712.65 $44,383.08 $33,440.65 $40,313.80 Estimated delivery markup $2,805.09 $2,805.09 $2,805.09 $2,805.09 Total $271,626.01 $307,383.70 $244,036.78 $283,330.39 Total (plus 3% escalation) $279,774.79 $316,605.22 $251,357.89 $291,830.30 Staff seeks authorization to use the DuPage County Joint Purchasing Program to purchase, and have delivered, unleaded gasoline and diesel fuel from Al Warren Oil for the period April 1, 2025, thru March 31, 2026. ACTIONS PROPOSED: Authorize the purchase and delivery of Unleaded Gasoline and Diesel Fuel, from April 1, 2025, thru March 31, 2026, from Al Warren Oil, using pricing obtained through the DuPage County Joint Purchasing Program for an amount not to exceed $303,000.00. COMMITTEE RECOMMENDATION: ===== PDF PAGE 7 ===== [Extraction: OCR (rendered-page OCR)] SSSHENNY, Xe cle ay Ra AMENDMENT FOR CONTRACT RENEWAL This contract, made and entered into by The County of DuPage, 421 North County Farm Road, Wheaton, Illinois, 60187, hereinafter called the “COUNTY” and Al Warren Oil Co. Inc., located at 1646 Summer St., Hammond IN 46320, hereinafter called the “CONTRACTOR”, witnesseth; The COUNTY and the CONTRACTOR have previously entered into a Contract, pursuant to Bid #23-011-DOT which became effective on 4/1/2023 and which will expire 3/31/2025. The contract is subject to a second of three options to renew for a twelve (12) month period. The contract renewal shall be effective on the date of last signature and shall terminate on 3/31/2026. The parties now agree to renew said agreement, upon the same terms as previously agreed to, as specified in the original contract. CONTRACTOR THE COUNTY OF DUPAGE SIGNATURE a SIGNATURE Ay nik 6 tc4 Brian Rovik PRINTED NAME PRINTED NAME \ness ev, lopaent or§ - —__Buyert PRINTED TITLE PRINTED TITLE Hepa DA DATE ===== PDF PAGE 8 ===== [Extraction: embedded PDF text] SECTION 7 - BID FORM PRICING Contractor shall provide price added to the OPIS LOW Chicago Rack Base Published price list for January 15, 2023. Cetane requires a minimum rating of 45, price shall include any percent mark-up/discount. MARK-UP(+) EXTENDED NO. ITEM UOM QTY OPIS PRICE or DISCOUNT UNIT PRICE PRICE (-) % Gasoline-87 1 GAL 819,457 $~.~~i1 ,+. 3"'1,.,, "&> Octane oi.1:s- % $ J.3~~7 $ I1 <'-hJ-r Gasoline-89 2 Octane* GAL 558,000 $ }.s)t,1 /..... tJl\.o'SJ % $J-, ~OOd- $ J13'l~l\l.{?o Ultra-Low Sulfur 3 791, I :> GAL 16,458 $ >,114f --r-.J-ooo Diesel #1 "* % $ lf, n~ i $ ~ i1 Ultra-Low Sulfur 4 GAL 337,500 $ ;..,sfs -t-,oL-:1< o % $3,001< $ 1,013,loil.~ Diesel#2- Ultra-Low Sulfur 5 Diesel #2+ Winter GAL 97,500 $ Jq?,c;AJ,J-~ $ 5,oOJ l ,ot-l~o % $3,0111} Additive + Ultra-Low Sulfur~~ 6 GAL 61,000 $ 3 ,IL.,J.-3' ot..l{ o % $ 73,J-o7'? $ 1q\1,7~.-H~ \\....wv,.~.\ f\. vJo..fr~ (President or pt_rtner) {Vfl»Praldent or Partner) -1-4,J'o fl'J.- k . ~ \-1 )..C, ,,.:;.r ~ "'-\) ~1 \\ . w~,-.t) (Treasurer or Partner) Further. the undersigned declares that Che only person or patiea in18rell9d In this bid u principals are those named herein; that this bid ls made without colualon with any other person, flnn o, corporatton; that he hea fully examined lhe proposed forms or agreement and the oontract epecifk:atlona for the above deelgna18d pumha88, all of whleh are on rte In the office of the Procurement Qfflc:er, DuPage County, 421 North County Farm Road, WhealDn, llnois 60187, and al other documents refemtd to or mentioned In the contract docufnenta. speclftcation& and attached exhlbb, including Addenda No.~ _b_, __.and_ iaued thentto. Fur1her, the undersigned proposes and agrees, If this bid Is acoeplad, to provide all nec:eaaary machinery, tools. apparatus, and other means of eonatructlon, tlKlludlng tntosportatlon services necessary to fumllh all the materials and equipment apeolfled or referred to in the contrac1 docUments In the manner and time lheraln prescrtbed. Furiher, the undersigned certifies and warranls lhat he Is duly authonzed ID execute this certification/affidavit on behalf of 1h11 EMdder and in accordance with the Partnership Agreement or by.-ws of the Corporation, and the laws of lhe State of Illinois and that this Certification is binding upon the Bidder and Is lrua and aa:uratll. Further. the undBn>igned c:artffies that the Bidder 11 not bamtd from bidding on lhls oonlr8cl as a result of a vlolaliOn of either 720 Illinois Compiled Sl:atutes 5133 E-3 or 5133 E.,.4, bid rtgging or bid-rotating, or as a l9IUlt of a violation of 820 ILCS 130/1 et seq., the llllnois Pravailng Wage Ad.. The undersigned certifies that he has eicamined and carefully prepared lhil bid and has checked lhe same In detaN before submitting this bid, and that the sta1ementa contained herein are true and corNCt. If a eo,po,ation. Che undersigned, further ~ that Iha nlCltals and reeoluflons allldNld h«eto and made a pert hen,of wer-. property adopted by the Board of Dlrectona of Iha Corpondfon at a ITIN&lg of Mid Board of Directors duly caDed and held and hava not bNn repealed nar mcxlhd, and lhat the same ramaln In ful fDr09 and ell'9cl (Bidder may be raquested lo proVida a GOPV Vk1ed equipment. auppliea, or ~ comparable to the Items specified in this oontract to the parties Haled in the reference section beloW and authorizel the County 10 verify references of business and credit at lta option. 1NE COUNTY Of' DUPACJe C..-..MdOCNIIFuel23-011~ Page21ot37 ===== PDF PAGE 11 ===== [Extraction: embedded PDF text] Finally, the Bidder, if awarded the contract, agrees to do all other things required by the contract documents, and that he will take in fuU payment therefore the sums set forth in the bidding schedule (subject to unit quantity adjustments based upon actual usage). CONTRACT ADMINISTRATION INFORMATION: eoRRESPONDENCE TO CONTRACTOR: REMIT TO CONTRACTOR: NAME l,VA., ({ M"\ 0 ll Lo -s-V'\ C..., -A I \AP-.VY IP\ D) \ lt:, -;t:1\c_ • NAME AI CONTACT ,A.; y,,,.e, &x--v CONTACT Awoc_ &, J\1 n1 ~ Cl \,v..b.((4"10\) '-Ol In ADDRESS I~ a-!~ ~uvV'\~,Y ~.}. ADDRESS {J.6 . 6ox "°'J.~7'1 CITY ST ZIP 1lt"'\ C,J\ t-l .--:L ,-j \-} \o 3d- 0 Cl1YSTZIP ~ ti\. W"VV\ ol'\tA -:t="" t.J yl:, 3J 3 .l-\ I\ ........ TX to-3o -'·H?'( - 4 3 b ~ TX j \9 .. )-.}i'-~ol.oO FX 'v3o-Cf71 -~3° 1 FX J If -is" 0- (p O \ C7 EMAIL {JI.. \-\u 4 CJ c:J\. \ uJ,1..t' I -U'Jthl. lflf+' EMAIL ~ ~r. b, 1\ 1r-'fl2r~l 1)...b:t'reno,f, wr"h (j ij COUNTY BILL TO INFORMATION: COUNTY SHIP TO INFORMATJON: Various Locations Various Locations ALL MATERIALS MUST BE BID AND SHIPPED F.O.B. DELIVERED (FREIGHT INCLUDED IN PRICE) THE COUNTY OF DUPAGE Gasoline and Diesel Fuel 23-011-FM Page29of 37