===== PDF PAGE 6 ===== [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 5, 2026Through the DuPage County Joint Purchasing Program COUNCIL AGENDA DATE: March 16, 2026 STAFF REVIEW: Mehul T. Patel, P.E., CFM, Director of Public Works SIGNATURE _________ _ APPROVED BY INTERIM CITY ADMINISTRATOR: Tia Messina 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 third extension for the purchase and delivery of fuel for the period of April 1, 2026, through March 31, 2027, 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 2025, based on the average of the past four years is estimated to be approximately 66,600 gallons (47,800 gallons for unleaded and 18,800 gallons for diesel) for an estimated cost of approximately $226,000.00. This cost is estimated based on the past four-year average price per gallon of $3.26 for unleaded and $3.75 for diesel. In addition, the Fire Protection District and School District 94 use the City's fueling station and are estimated to use approximately 18,900 gallons (7,800 gallons of unleaded and 11,100 gallons for diesel) of fuel for an estimated cost of $67,200.00. Each District reimburses the City for the portion of fuel it uses. In FY2025, the City paid $249,488.44 for fuel of which, $201,890.51 was for City fuel and $47,597.93 was for other Districts. It is estimated that the combined fuel cost for Fiscal Year 2026, using the bid prices including delivery cost mark-up for all users will be approximately $290,000.00, estimated $223,000 for the City and $67,000 for other districts. There is currently $230,850.00 budgeted in Fiscal Year 2026 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 average price for the past four years ($3.26 for unleaded and $3. 75 for diesel), highest price ===== PDF PAGE 7 ===== [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 ($2.43 for unleaded and $3.08 for diesel) and a hypothetical price for 2026 using average statewide price on February 24, 2026 ($2.85 for unleaded and $3.78 for diesel). At this time, staff is unsure where the fuel prices will be for the remainder of FY2026. Avg. Avg. Price- Most Recent Hypothetical Consumption - Highest Price - Entity Past 4 years Delivery Price Delivery Price - Past 4 years Past 4 years ($) ($) Jan 2026 ($) IL Avg.($) (Gals) City- Unleaded 47794.85 $155,572.24 $167,759.92 $116,141.49 $155,954.60 School/FPO - Unleaded 7793.20 $25,366.87 $27,354.13 $18,937.48 $25,429.21 City - Diesel 18788.25 $70,455.94 $75,340.88 $57,867.81 $68,445.59 School/FPO - Diesel 11151.88 $41,819.53 $44,719.02 $34,347.78 $40,626.28 Estimated delivery markup $2,750.46 $2,750.46 $2,750.46 $2,750.46 Total $295,965.03 $317,924.42 $230,045.01 $293,206.15 Total (plus 3% escalation) $304,843.99 $327,462.15 $236,946.36 $302,002.33 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, 2026, thru March 31, 2027. ACTIONS PROPOSED: Authorize the purchase and delivery of Unleaded Gasoline and Diesel Fuel, from April 1, 2026, thru March 31, 2027, from Al Warren Oil, using pricing obtained through the DuPage County Joint Purchasing Program for an amount not to exceed $290,000.00. COMMITTEE RECOMMENDATION: ===== PDF PAGE 8 ===== [Extraction: OCR (rendered-page OCR)] The County of DuPage Finance Department Procurement Division, Room 3-400 421 North County Farm Road Wheaton, Illinois 60187 CONTRACT RENEWAL AGREEMENT 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 4/1/2025 and which will expire 3/31/2026. The contract is subject to the third and final option to renew for a twelve (12) month period. The contract renewal shall be effective on the date of last signature and shall terminate on 3/31/2027. The parties now agree to renew said agreement, upon the same terms as previously agreed to, as specified in the original contract. THE COUNTY OF DUPAGE CONTRACTOR A Ube SIGNATURE — SIGNATURE g H ki : enry Kocker Nona Ay: PRINTED NAME - ~~ PRINTED NAME a Buyer | Busnes Nove leperent V\ was. PRINTED TITLE PRINTED TITLE alae orb 7 iJiafee DATE DATE