Fort Walton Beach Council agenda — 09-28-2010 Regular — reading text

Such sum is payable in twelve installments, beginning on the 1 st day of October 2010 of each calendar year during the term of this lease. The term of the lease is five ( 5) years with one ( 1) option to renew for an additional five ( 5) year term; the rent is one ( 1) dollar per year; and all utilities will be paid by the tenant. 2. Discussion 2. 1 The ECSC has requested that the rent payments be changed from annually to monthly. 2. 2 The amended lease has been reviewed by the city attorney and found legally sufficient. 2. 3 The lease was sent to the ECSC for its review. It was approved by the ECSC governing board. 3. Recommendation 3. 1 Staff recommends that the amended lease between the City and the ECSC be approved.  AMENDMENT TO LEASE AGREEMENT Between CITY OF FORT WALTON BEACH And EMERALD COAST SCIENCE CENTER The State of Florida County of Okaloosa 1. Intent The parties hereby amend the Lease Agreement executed by them on 8 September 2009, as follows. 2. Rent The total annual rent for the remainder of the first term shall be the sum equal to the ad valorem taxes based on the exemption value of the property that would be paid to the city in November of each year. In addition to that amount a sum equal to the average maintenance costs incurred by the city averaged over the previous five ( 5) years shall be paid. Such sum is payable in twelve installments, beginning on the 1 st day of October 2010 of each calendar year during the term of this lease. If this lease is renewed for a second term, the parties shall negotiate the total annual rent for the second term at that time. 3. Other Provisions Remain Except as modified by this Amendment, all of the terms and conditions of the Lease are to remain in full force and effect. Duly Executed: 52010 Emerald Coast Science Center Dated M Witness James W. LaFollette, Jr., Executive Director Printed Name: Witness Printed Name: 1-  Before me, the undersigned notary, on the day of September, 2009, personally appeared James W. LaFollette, Jr., who is duly authorized in his representative capacity as Executive Director of Emerald Coast Science Center to execute this lease, and who is personally known to me or has produced identification: Notary Public 2010 City of Fort Walton Beach Dated Attest: By: Mike Anderson, Mayor Helen Spencer, City Clerk Before me, the undersigned authority, on the day of September 2010, personally appeared Mike Anderson and Helen Spencer, in their representative capacity as the City Mayor and the City Clerk of the City of Fort Walton Beach, did execute this instrument in the name of the City of Fort Walton Beach, Florida. Notary Public Prepared by and approved as to form and legal sufficiency:: Toni L. Craig, Fla. Bar No 115444 c/ o 107 Miracle Strip Parkway, Fort Walton Beach FL 32548 Attorney for City of Fort Walton Beach 2-  CITY COUNCIL MEETING September 28, 2010 Consent Agenda Reject Proposals for RFP 2010 -12 Fleet Fuel System Management Synopsis: Staffrequests Council reject all proposals received and reissue the RFP Agenda Item Number: 8.4  CITY OF FORT WALTON BEACH MEMORANDUM To: Robert T. Mearns, City Manager From: Michael D. Beedie, P. E., Engineering and Utility Services Director Date: September 17, 2010 Subject: Request to Reject All Proposals for Request for Proposals No. 10 -012 Fleet Fuel Management System & Vendor Managed Replenishment Systems 1. BACKGROUND: 1. 1. The City currently utilizes a Tech 21 Key Operated Fleet Fuel Management System which integrates with the City' s Sungard HTE software. 1. 2. The City operates a main Fueling Terminal at the City Warehouse on Hollywood Boulevard NW that contains one ( 1) 10, 000- gallon above ground tank for unleaded fuel and one ( 1) 10, 000 -gallon above ground tank for diesel fuel. 1. 3. The City also operates fueling stations at the Golf Club and Fire Station No. 7 on Lewis Turner Boulevard. The Golf Club operates two (2) 500- gallon above ground tanks for diesel fuel and one ( 1) 500 -gallon above ground tank for unleaded fuel. Fire Station No. 7 operates one ( 1) 500- gallon above ground tank for diesel fuel. 1. 4. The City also operates nine ( 9) other sites requiring fuel. These sites consist of emergency generators for pump stations, lift stations, and key City facilities. These above ground tanks range in size fi-om 125 gallons to 4, 000 gallons. 2. DISCUSSION: 2. 1. On July 28, 2010, the Purchasing Division issued Request for Proposals No. 10 -012 for Fleet Fuel Management & Vendor Managed Replenishment Systems. On August 19, 2010, three ( 3) vendors submitted proposals to provide a one ( 1) card Fuel Management System with both onfite and offsite commercial fueling capabilities, Remote Fuel Tank Monitoring System, Fuel Tank Monitoring Services, and Vendor Scheduled Fuel Deliveries. 2. 2. The three ( 3) vendors that submitted proposals were as follows: 2. 2. 1. Cougar Oil, Inc. 2. 2. 2. Davison Fuels, Inc. 2. 2. 3. The McPherson Companies 2. 3. An evaluation committee was formed to review the proposals that consisted of Michael Beedie, Engineering and Utility Services Director; David Jenzen, IT Director; Mindy  Womack, Comptroller; Henry Hill, Fleet Supervisor; and Debbie Fousek, Staff Assistant II Utility Services. Evaluation committee meetings were held on August 30, 2010, and September 9, 2010, to discuss the proposals, and in a unanimous vote by the committee members, it was decided to recommend rejecting all proposals and revising and reissuing the RFP. The reasons for this recommendation are as follows: 2. 3. 1. One of the three vendors, Cougar Oil, Inc. did not meet the minimum requirements of the RFP and was deemed non -responsive by the evaluation committee at the August 30, 2010, meeting. 2. 3. 2. Numerous questions were asked by committee members that required clarification from the two remaining vendors, Davison Fuels, Inc. and The McPherson Companies. The questions were sent by the Purchasing Division to the vendors, and Davison Fuels, Inc. was the only vendor to respond. However, their responses did not clarify the issues of the committee. 3. FINANCIAL INFORMATION: 3. 1. With the recommendation to reject all proposals, there is no financial impact on the City. 4. RECOMMENDATION: 4. 1. Pursuant to City of Fort Walton Beach Code of Ordinances, Volume II, Chapter 4, Section 4.019 Paragraph 4. 01. 025 and the Purchasing Policies and Procedures, Staff requests City Council authorization to reject all proposals for Request for Proposals No. 10 -012 for Fleet Fuel Management & Vendor Managed Replenishment Systems and authorization for Staff to reissue the RFP. 5. ATTACHMENTS: 5. 1. Memo from Purchasing Agent, dated September 10, 2010 5. 2. Evaluation Committee Meeting Minutes, dated August 30, 2010 5. 3. Evaluation Committee Meeting Minutes, dated September 9, 2010 6. SIGNATURE BLOCK: 000f 6. 1. Submitted By: 9/ 21/ 10 Michael D. Beedie, P. E. Engineering and Utility Services Director 6. 2. Reviewed and Concur: Brandy Wunker nce Director 6. 3. Reviewed for Agenda: T. Meares, City Manager  CITY OF FORT WALTON BEACH MEMORANDUM DATE: September 10, 2010 TO: Michael Beedie Director of Utilities FROM: William Worlds CPPB, FCCM Purchasing Agent SUBJECT: Bid Statistics for ITB 10 -012 Fleet Fuel Management System The Invitation to Bid for Fleet Fuel Management System and Vendor Managed Fuel Replenishment System was posted on the Florida Online Bid System on July 28, 2010. Number of Companies that received a notice of the bid: 34 Number of Companies that accessed the online bid notice: 16 On August 19, 2010 the bid opening for ITB 10 -012 was held at City Hall. This solicitation resulted in: Number of Bids received: 3 1) The McPherson Companies 2) Davison Fuels 3) Cougar Oil Evaluation Committee Meeting held on September 9, 2010 ( second meeting) resulted in a unanimous recommendation to reject all bids. See minutes from both Eval Committee Meetings.  City of Fort Walton Beach America' s Most Beautiful Beaches 143 Hollywood Blvd. NW • P. O. Box 4009 • Fort Walton Beach, FL 32549 850) 833 -9523 • Fax ( 850) 833 -9643 PURCHASING DEPARTMENT WILLIAM J. WORLDS CPPB, FCCM PURCHASING AGENT Email. wworlds@fwb.org DATE: Aug 30, 2010 10: 00AM RE: Minutes from Evaluation Committee Meeting RFP 10 -012 Automated Fleet Fuel Management System ATTENDEES: William Worlds, Purchasing Agent, City of FWB