Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: November 19, 2024
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract with Mansfield Oil Co. of Gainesville, Inc., through the
Sourcewell Cooperative Purchasing Network Contract No. 121522-MNF, for Fleet Fuel Cards for citywide
use for the Procurement and Fleet Departments; authorizing the expenditure of funds therefor; and
providing an effective date (File 8549 – awarded to Mansfield Oil Co. of Gainesville, Inc., for one (1) year,
with the option for four (4) additional one (1) year extensions, in the total five (5) year not-to-exceed amount
of $1,675,000.00).
INFORMATION/BACKGROUND
The proposed fuel card services contract will be used for the purchase of diesel, premium and regular
unleaded fuel, and diesel exhaust fluid. Primarily intended for public safety vehicles, these fuel cards will
serve as a secondary fueling option for vehicles assigned to facilities, that are not within close proximity to
the City's bulk fuel stations i.e., various fire stations and the Police Substation on Vintage Boulevard.
Additionally, fuel cards will be the primary fuel source for seven pursuit vehicles requiring premium fuel
not available at the City's bulk fuel stations.
The existing bulk fuel stations are located approximately four miles apart east of downtown and north of
Interstate Highway 35 East, limiting close access for vehicles assigned to facilities in the southwest portion
of the city. Fleet Services has an active solicitation for an additional bulk fuel station, which will be located
at 4201 Vintage Boulevard, Fire Station 7. The addition of the proposed fuel site is estimated to be installed
in 2025 and will assist in reducing the use of retail fuel stations.
Additionally, the proposed contract incorporates enhanced reporting and control measures to address
recommendations identified by Internal Audit during their 2023 review of the program, specifically
comprehensive vehicle data can be maintained within card profiles including basic identification data such
as vehicle identification numbers (VIN) and vehicle parameters to allow for appropriate technical
restrictions to be placed and monitored on the fuel cards.
The contract not-to-exceed amount is based on historical usage and future projections. It includes an annual
estimated expenditure of $285,000 for approximately 150 vehicles and a $50,000 contingency. The City
will only pay for services rendered and is not obligated to pay the full contract amount unless needed.
Pricing obtained through Sourcewell Cooperative Purchasing Network has been competitively bid and
meets the statutory requirements of Texas Local Government Code 271.102.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On January 28, 2020, City Council approved the interlocal agreement with Sourcewell (Ordinance 20-197).
RECOMMENDATION
Award a contract with Mansfield Oil Co. of Gainesville, Inc., for Fleet Fuel Cards for citywide use for the
Procurement and Fleet Departments, in a one (1) year contract, with the option for four (4) additional one
(1) year extensions, in the total five (5) year not-to-exceed amount of $1,675,000.
PRINCIPAL PLACE OF BUSINESS
Mansfield Oil Co. of Gainesville, Inc.
Gainesville, GA
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year contract with options to extend the contract for four (4) additional one (1) year
periods, with all terms and conditions remaining the same. This Sourcewell contract expires on February
10, 2027.
FISCAL INFORMATION
These products and services will be funded through the using department’s budget on an as-needed basis.
The City will only pay for services rendered and is not obligated to pay the full contract amount unless
needed.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Cooperative Pricing
Exhibit 3: Ordinance
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Lori Hewell, 940-349-7100.
Legal point of contact: Marcella Lunn at 940-349-8333.