HomeMy WebLinkAboutAgenda_GGAF_01.27.2021Notice of Meeting for the
General Gov ernment and F inance Adv isory B oard
of the City of Georgetown
January 27, 2021 at 4:30 P M
at Virtual
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C onsiste nt wi th Gove rnor Gre g A bbott’s suspension of vari ous pr ovisions of
the O pe n M e eti ngs A c t, effe ctive A ugust 1, 2020 and until further notice , to
r educ e the c hanc e of C O V I D -19 tr ansmi ssion, all C i ty of Geor getown
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Regular Session
(T his R egular S es s ion may, at any time, be rec es s ed to c o nvene an Exec utive S es s ion for any purp o s e
authorized b y the O pen Meetings Ac t, Texas G o vernment C ode 551.)
A Disc ussio n o n how this virtual conferenc e will b e c o nducted , to inc lude optio ns fo r pub lic comments and
ho w the p ublic may address the C ommis s io n –Tommy G o nzalez, G G AF C hair
B C ons id eratio n and possible actio n to approve the minutes fro m the January 6, 2021 G eneral G o vernment
and F inanc e Advis o ry Board Meeting - S haro n P arker, Board Liais o n
C C ons id eratio n and p o s s ib le ac tion to app ro ve p urc hasing authority fo r fuel c ard s ervic es and related
products with F leetc o r Technologies dba F uelman in amo unt not to exc eed $875,000. – S tan Hohman,
F leet Manager.
D C ons id eratio n and po s s ib le ac tio n to ap p ro ve c o ntract No . 21-0030-C C with I P S Ad visors (HUB
International) in the amo unt o f $74,500.00, for s trategic b enefit p lanning and d es ign, adminis tration,
c o mp lianc e tools and legislatio n info rmation, provid er s electio n, d ata analys is , and meeting with C ity and
provid ers - Tadd P hillips, H uman R esources & O rganizational D evelopment D irector
Page 2 of 40
Adjournment
Ce rtificate of Posting
I, R obyn Dens mo re, C ity S ec retary for the C ity of G eorgetown, Texas, do hereb y certify that this Notice of
Meeting was p o s ted at C ity Hall, 808 Martin Luther King Jr. S treet, G eorgeto wn, T X 78626, a p lace readily
acc es s ib le to the general p ublic as req uired by law, on the _____ day of _________________, 2021, at
__________, and remained so p o s ted fo r at leas t 72 c o ntinuo us hours prec eding the sc heduled time of s aid
meeting.
__________________________________
R o b yn Dens more, C ity S ecretary
Page 3 of 40
City of Georgetown, Texas
Government and Finance Advisory Board
January 27, 2021
S UB J E C T:
C o nsideration and pos sible actio n to approve the minutes from the January 6, 2021 G eneral G o vernment
and F inance Ad vis ory Bo ard Meeting - S haron P arker, Bo ard Liaison
IT E M S UMMARY:
F IN AN C IAL IMPAC T:
.
S UB MIT T E D B Y:
S haron P arker
AT TAC H ME N T S:
D escription Type
Minutes Backup Material
Page 4 of 40
[Type here]
Minutes
General Government and Finance Advisory Board
City of Georgetown, Texas
Wednesday, January 6, 2021 at 4:30 PM
The General Government and Finance Advisory Board met on Wednesday, January 6, 2021 at 4:30 PM via Zoom
virtual meeting.
Board Members Present: City Staff Present:
Tommy Gonzalez, Chair David Morgan, City Manager
Kevin Pitts, Vice-Chair Laurie Brewer, Assistant City Manager
Stu McLennan, Secretary Leigh Wallace, Finance Director
Robert Witt Elaine Wilson, Assistant Finance Director
Eric Corp Karrie Pursley, Treasurer
Eric Johnson, Facilities Director
Trish Long, Facilities Manager
Tadd Philips, Human Resources Director
Holly Moyer, Benefits & Wellness Prog Admin
Laura Maloy, Assist Human Resources Director
Ed O’Neal, Support Services Manager
Leah Neal, Purchasing Manager
Mayra Cantu, Management Analyst
Danella Elliott, Board Liaison
Sharon Parker, Board Liaison
Others present:
Susan Anderson – Valley View Consulting
Regular Agenda:
Tommy Gonzalez Called the meeting to order at 4:31p.m.
A. Discussion on how this virtual conference will be conducted, to include options for public comments
and how the public may address the Commission – Tommy Gonzalez, GGAF Chair
Tommy Gonzalez, Chair explained how the virtual conference would be conducted. No one signed up for
public comment.
B. Consideration and possible action to approve the minutes from the December 2, 2020 General
Government and Finance Advisory Board Meeting – Sharon Parker, Board Liaison.
Motion to approve the minutes Stu McLennan, second by Eric Corp.
Approved 5-0
Page 5 of 40
[Type here]
Minutes
General Government and Finance Advisory Board
City of Georgetown, Texas
Wednesday, January 6, 2021 at 4:30 PM
C. Consideration and possible action to recommend approval of an annual dedicated support contract
for facility access control and video surveillance to be provided by Convergint Technologies of Austin,
TX for the annual amount of $92,040.00 per IAW Sourcewell Contract No: 031517-CTL -- Eric Johnson,
Facilities Director
Eric Johnson presented to the board a contract for services from Convergint Technologies of Austin that
is our security contractor. Eric noted that there was an error on the packet submitted to the board on
the amount requested. Eric explained it was a simple copy/paste error and that the correct amount is
what is listed in the caption of $92,040.00.
Discussion: Stu – how did staff quantify the previous cost savings in an excess of $70,000? Eric – it is a
savings to have this person on staff with us verses having to pay contract fee each time we would need
them to come out. Tommy – do we have a comparison of the cost and savings? Eric – this is a dedicated-
on site person. Convergint support person is on-site with city staff weekly on Mondays and Tuesdays
and every other Wednesday. Robert – is this cost for labor only? Eric – yes, if we needed any material or
parts, we would be responsible, but this is very rare that we would have to buy any parts. Robert – the
cost seems high to me. Eric the cost breakdown is attached. It comes out to be $88.00 per hour which is
a discounted rate instead of $145.00 per hour. Eric Corp – no change in the amount of time the service is
being provided, where is the savings? Eric Johnson – the savings is from the co-op agreement. If we
were to call them for each thing we needed it would cost us $145.00 per hour but having a dedicated
person for the time set in the contract it comes out to $88.00 per hour. Do you have to call someone
still? – Eric no we do not - we usually can make it by until the person is on staff.
Motion to recommend to the City Council the approval of an annual dedicated support contract for
facility access control and video surveillance by Eric Corp, second by Kevin Pitts. Approved 5-0
D. Consideration and possible action to approve contract No. 21-0030-CCwith IPS Advisors (HUB
International) in the amount of $74,500.00, for strategic benefit planning and design, administration,
compliance tools and legislation information, provider selection, data analysis, and meeting with City
and providers - Tadd Phillips, Human Resources & Organizational Development Director
Tadd Phillips presented a contract for Benefit Management Consultant Services. The current contract
ends January 31st, 2021. We completed an RFP Process.
Discussion: Kevin – why are we selecting IHP when Gallagher has provided support for 6 ½ years and was
low bid of $48,000? Tad – Committee felt IPS was best -value, better than Gallager. Stu - GGAF discussed
Gallagher’s assistance with employee benefits decisions in April 2018, August 2018, July 2019 and
August 2020. Need to inform Council of specific reasons and benefits of switching, perhaps in Executive
Session. David Morgan: Self-insurance fund is $9.5M. Consultants assist CoG with managing it. David is
Page 6 of 40
[Type here]
Minutes
General Government and Finance Advisory Board
City of Georgetown, Texas
Wednesday, January 6, 2021 at 4:30 PM
aware of past issues with Gallagher. The Board would like more information on why the selection was
made and the reason for not taking low bidder or using the same company.
Motion to postpone this item to the next meeting by Kevin Pitts, second by Stu McLennan. Approved 5-0
E. Discussion and possible action to recommend selection of Valley View Consulting, LLC for Investment
Advisory Services - Leigh Wallace, Finance Director
Leigh Wallace presented a contract for Investment Advisory Services. Leigh presented the PFIA
Requirements and the services that the Investment Advisory would provide. Staff recommended to
continue relationship with Valley View.
Discussion: No questions
Motion to recommend selection of Valley View Consulting, LLC for Investment Advisory Services by Stu
McLennan, second by Kevin Pitts. Approved 5-0
Meeting adjourned at 5:21 pm.
Page 7 of 40
City of Georgetown, Texas
Government and Finance Advisory Board
January 27, 2021
S UB J E C T:
C o nsideration and pos s ible actio n to ap p rove purchas ing autho rity for fuel c ard s ervices and related
p ro d uc ts with F leetcor Tec hno lo gies d b a F uelman in amount no t to exc eed $875,000. – S tan Ho hman,
F leet Manager.
IT E M S UMMARY:
T his item is to req ues t autho rity to continue purc has ing fuel c ard s ervic es and related produc ts under the
T C P N contrac t that the C ity c urrently has with F leetcor Tec hnologies dba F uelman. Las t year the
req uested amo unt fo r these s ervic es was $875.000.
F uelman was awarded a c o ntract through the C ooperative P urc hasing Network (T C P N) under C o ntract
No . R 516150L effec tive Ap ril 1, 2017 through Marc h 31, 2020. T he sec ond of two , o ne-year renewals
allo wed in the c ontrac t has b een renewed and the c o ntract is currently extend ed to March 31, 2022. T his is
fo r C ity fuel s ervic es to inc lude F uelman c ards fo r offsite fuel purchas es and management and sto cking
(invento ry) of the C ity’s o nsite fuel station. I n c ontinuing with F leetc o r Tec hno lo gies the C ity will keep the
s ame billing and reporting sys tem that we are c urrently using which includ es real time transac tion posting
and exc ep tion alerts which help reduce the ris k o f theft or fraudulent us e.
P ricing is bas ed on O P I S who les ale c o s t pric ing as d efined in the T C P N c ontrac t p ro p o s al plus freight
and ap p licable taxes . O P I S (O il P rice Informatio n S ervic e) is an independent c ompany that trac ks and
p ro vides refiner terminal rack pric es to resellers by R ac k Market. R ac k Market refers to where the
p etroleum pro d uc ts are sold at the wholesale level from p rimary s torage. F or the G eo rgeto wn area this is
typ ically the Aus tin lo ad ing rac k where the tanker truc ks fill up .
F IN AN C IAL IMPAC T:
Total annual c os t is not to exceed $875,000. T his amo unt will continue to be p aid from the ind ividual fuel
b udget acc o unts for each divis io n.
S UB MIT T E D B Y:
S haron P arker
AT TAC H ME N T S:
D escription Type
Fleetcor Agreement Backup Material
Fleetcor Renewal Backup Material
Page 8 of 40
n
O
z
D
n
T
0
le-- w 331v -
Contract No.
2018-29833_ Project No. Bid No. COOP RFP No.
W New Contract Renewal Change Order Amendment Assignment Other
NAME OF CONTRACTOR:
Fleetcor Technologies
CONTRACT DESCRIPTION: Fuel for City Vehicles
CONTRACT VALUE: $830,000.00 annually
GL ACCOUNT NO: Various
GRANT FUNDED: ®NO DYES If YES, Grant No.
SIGNATURES RECOMMENDING APPROVAL
PU RCI4A§AIG/CON•T9tP COO RD] NATOR
LEGAL DEPARTMENT
FA-- — J
DIRECTOR ADMINISTERING CONTRACT
greater than $10,000)
APPROVED and EXECUTED
DATE
DATE
DATE
DIRECTOR ADMINISTERING CONTRACT DATE
10,000 or less
CITY MAN R/ASST C1 NGER DATE
50,00r }
lOL
MAYOR CRETARY WTESTS (if applicable) DATE
FINAL PROCESSING
LID I
PURCHASING DATE
for Purchasing Use Only
Insurance Certificates: IV 1A
Performance Bond: N A
Payment Bond: it/ 1/4 -
Form 1295:
For City Secretary Use Only
Originals sent to CSO:
Scanned into Laserfiche/Global:
Council Date: Item No.:
Page 9 of 40
CERTIFICATE OF INTERESTED PARTIES FORM 1.295
1of1
Complete Nos. 1- 4 and 6 if there are Interested parties. OFFICE USE ONLY
Complete Nos.1, 2, 3, 5, and 6 if there are no interested parties, CERTIFICATION OF FILING
Certificate Number: x Name of business entity filing form, and the city, state and country of the business entity's place
of business. 2019-529057
FleetCor Technologies Operating Company, LLC DBA Fuelman
Norcross, GA United States pate Hled:
08114/20192NameofgovernmentalentityorstateagencythatisapartytothecontracttorwhIchtheformis
being filer].
City of Georgetown, Texas Date Acknowledged:
OWo(
g Provide the Identification number used by the governmental entity or state agency to track or identify the contract, and provide a
description of the servicesi goads, or other property to be provided under the contract.
R161501
Fuel Card Services and Other Related Products
4
Name of Interested Party City,State, Country (place of business)
Nature of interest
check applicable)
Controlling Intermediary
5 Check'only If there is NO Interested Party. r,
J
6 UNSWORN DECLARATION
My name is Mark Roberts and my date of birth Is 4111/1962
My address is 543 Cox Rd., Suite C-2 ,, Gastonia NC 28054 USA
street) (city) (state) (zip code) (country)
I declare under penalty of perjury that the foregoing is true and correct.
Executed in Gaston County, State of North Carolina, on the 14 day of August 2019
month) (year)
Signature of aulhori7od agenl of contracting business entity
tloclmarnr)
Forms provided by Texas Ethics Commission www.ethics.state.tx,us Version V1.1.39f8039
Page 10 of 40
Page 11 of 40
b) Customer shall
i) Acquire fuel and receive reporting of fuel usage from FleetCor through the use of the
Fuelman Fleet Purchasing Card (magnetic stripe fleet credit cards, with each a "Card") at card
acceptance locations made available by FleetCor and at Customer's on-site refueling locations
designated for consigned fuel inventory services as defined in this agreement and FleetCor's
response to Region 4 ESC/National IPA RFP # 16-15. Section titled TAB 9 — FleetCor Terms and
Conditions, Article 9.2. FLEETCOR'S TERMS & CONDITIONS FOR PROVIDING ON-SITE
CONSIGNED FUEL SERVICES shall apply for consigned fuel services.
ii) Utilize Fuelman purchase controls, reporting and the F1eetNetPro Online Management
system provided by FleetCor to manage its fleet of vehicles, drivers and fueling activity (off-site).
Article 2 Contract Price. Customer and FleetCor agree to the pricing structure as specified in Region
4 ESC/National IPA Contract No. R161501 except as modified hereby, which is further defined below.
Article 2.1 Pricing structure shall be as be set forth on the RFP Proposal Forms in FleetCor's RFP
Response & Proposal which is further defined below for off-site/retail and consigned fuel service. The
agreed FleetCor service fee (mark-ups) shall be at rates defined below.
OPIS Based Cost -Pius Pricing Program at OFF-SITEIRETAIL
Except for pricing exceptions at Convenience Network locations and never below FleetCor's cost as
explained herein, FleetCor agrees to price fuel sold to Customer based on an OPIS based cost plus pricing
formula. Price for fuel products purchased by Customer will be equal to the sum of the following:
1. Applicable terminal/rack refiner price (branded or unbranded) as reported by the Oil Price Information
Service (OPIS) each Thursday (hereafter "OPIS Newsletter Prices") for each product purchased that
calendar week- The fuel price published on each Thursday shall apply to fuel sold during the current
week, e.g, the price available on Thursday, the 4"' will be effective for fuel sold from Monday the I" through Sunday the 7'h.
Note: OPIS is an independent company that tracks and provides refiner terminal rack prices to re -sellers
by Rack Market. Rack Market or Rack City refers to where petroleum products are sold at the wholesale
level front primary storage. Rack refers to loading racks where tanker trucks fill up.
2. Freight rate (Fuel Delivery to Retail Acceptance Sites). Freight rates vary by location based on
applicable transportation costs per gallon provided to FleetCor by the card accepting merchantincludinganydealerrateadjustments).
3. All applicable taxes (Tax Exempt Billing further clarified herein).
4. FleetCor's cost plus service fee or mark-up (margin) per gallon shall be as follows by fuel product:
Unleaded Gasoline $ 0.1050 Premium Gasoline $ 0.1075
Mid Grade Gasoline $ 0.1075 Diesel Fuel $ 0.1075
OPIS Based Cost-PIus Pricing for CONSIGNED FUEL SERVICE
FleetCor agrees to price on-site consigned fuel to Customer based on an OPIS based cost plus pricing
formula. Price for fuel products purchased at on-site consigned fuel locations will be equal to the sum of
the following:
1. The Austin, Texas, OPIS Unbranded Average Rack price as reported by the Oil Price Information
Service (OPIS) each Thursday (hereafter "OPIS Newsletter Prices") for each product purchased that
calendar week. The fuel price published on each Thursday shall apply to fuel sold during the current
week, e.g. the price available on Thursday, the 4"' will be effective for fuel sold from Monday the I,'
through Sunday the 7t1i.
Note: OPIS is an independent company that tracks and provides reporting of refiner terminal rack prices
2181071.2 {
00009635 / v / / PURCHASING / 00013 / (unknown)} Page 2
Page 12 of 40
to re -sellers by Rack Market. Rack Market or Rack City refers to where petroleum products are sold at the
wholesale level from primary storage. Rack refers to loading racks where tanker trucks fill up.
Fuel supplier freight as charged FleetCor by the its third party fuel supplier, based on its carrier's rates
incurred. The current freight rates that apply are as shown below (rates subject to change should carrierrateincreaserequire).
Unleaded: $0.03164
Diesel Fuel: $0.03498
3. All applicable taxes (Tax Exempt Billing further clarified herein).
4. F1eetCor's cost plus service fee or mark-up (margin) per gallon shall be as follows:
All Fuel Grades $ 0.085
Article 2.1.1 Pricing Exceptions—Convenience Network Locations and Never below FleetCor's Cost.
Convenience Network locations are defined as sites accepting the Fuelman Card that are determined byFleetCortobeapartoftheFuelmanNetworksolelytoprovideaddedconveniencetoClients. The current
list of merchant's (subject to future change) with applicable Convenience Network Pricing includes: Sinclair brand stations at posted retail price.
Chevron/Texaco brand stations at posted retail price.
Pilot or FIying 7 Travel Center Stations at credit retail price for diesel purchases, retail price for
gasoline purchases.
Love's Country Store / Travel Stop Stations at credit retail price for diesel purchases, retail price for
gasoline purchases.
TA (Travel Centers of America) or Petro Travel Centers at credit retail price for diesel purchases,
retail price for gasoline purchases.
ARCO brand at posted retail price plus $0.10 per gallon.
FleetCor reserves the right to never bill Customer for any purchase at a price below F1eetCor's cost to
settle with the Merchant and in the event the Customer's price calculates to be below F1eetCor's cost to
settle with the Merchant (including markup and all merchant taxes), F1eetCor's cost shall apply.
Article 3. Tax Exempt Billing. FleetCor shall provide tax exempt billing for fuel sold to Customer to
the extent allowed by the Federal and State Government, rates subject to change. Customer shall provide
tax exemption certificates or other related information as required from time to time by FleetCor to establish
and maintain its tax exempt status. Current federal taxes that cannot be exempted include the Federal
Leaking Underground Storage Tank tax (or "LUST") ($0.001 per gallon) and the Federal Oil Spill LiabilityTax ($0.0021 per gallon). Current non-exempt State of Texas taxes include the State of Texas Gas andDieselTax ($0.200 per gallon) and the Texas Petroleum Products Delivery Fee ($0.00087 per gallon).
Article 3.1 Sales Taxes on Non -Fuel Items. In order to be exempted from State or local Sales and Use
Taxes on non -fuel products, Customer must request tax exempt processing of the transaction at the time
and point of sale with the card accepting merchant. FleetCor is not the sales tax filer with the State of Texas
for non -fuel transactions and therefore cannot file for sales tax exemption refunds on behalf of Customer
on non -fuel transactions.
Article 4. Agreement Term. The term of the Agreement shall commence as of the Effective Date, or if
later the date in which the agreement has been signed by both parties and continue through March 31,
2020, unless otherwise terminated asset forth in Region 4 ESC/National IPA Contract No, R16150L The
intent of this Agreement Term is to coincide with the term of the Region 4 ESC/National IPA Contract No.
RI 61501. Should National IPA renew and extend the underlying Agreement as allowed (two, 12 month
renewals), this agreement may be renewed for same period upon mutual agreement by the parties.
Article 5. Billing Fre uenc , and Payment Terms. Customer will be billed on a Weekly basis with
payment due Net 10 days from invoice date. Invoices and Fleet Management Reports are generally made
2181071.2 (
00009635 / v / ! PURCHASING / 00013 /(unknown)) Page 3
Page 13 of 40
available electronically by Monday or Tuesday each week for the preceding calendar week billing periodendingSundaymidnight.
Article 6. On -Site Consi ned Fuel Services. FleetCor will provide On -Site Consigned Fuel Services
as more specifically defined in FleetCor's response to Region 4 ESC/National IPA RFP # 16-15, in SectiontitledTAB9 — FleetCor Terms and Conditions under article 9.2. FLEETCOR'S TERMS & CONDITIONS
FOR PROVIDING ON-SITE CONSIGNED FUEL SERVICES. Specific modifications or additional
clarifications to Section 9.2 are as follows:
FleetCor shall utilize a third party fuel supplier (Mansfield Oil Company) to assist as Fuel Supplier
subcontractor. The parties agree that Mansfield shall be the supplier of fuel to FleetCor and Mansfield shall
own the fuel which is stored in Customer's fuel storage tanks. At such time as the fuel leaves the fuel
storage tank, title to the fuel is transferred by Mansfield to FleetCor and then immediately from FleetCortoCustomer. Customer shall access and purchase the consigned fuel through use of Fuelman fleet credit
card swiped at Fuel Control Terminal installed at the location receiving consigned fuel services. Purchases
of on-site consigned fuel are integrated into fleet management reporting and billings for off-site retail
purchases. Other specific clarifications or modifications for providing consigned fuel services are asfollows:
Article 6.1 Customer Refueling Locations to Receive Consignevl Services. Properties included in
this Agreement for consigned inventory service, Applicable Fuel Gravies to be Supplied, and Applicable
Supply Terminal for OPIS Pricing are provided in the table below.
Fuel Grades
to be Supply TerminalNameofProertyAddressCity/State Provided Subject to change)
CITY OF GEORGETOWN 1113 North College St. Georgetown, TX Diesel Austin, Texas
78626 Unleaded
Article 6.2 Fuel Control Terminal fFCT) Eguinment Costs. Equipment provided and expenses to
be paid by the parties for the Term of this Agreement shall be as identified below.
6.2.1 FleetCor will provide and pay for the following:
a. Fuel Control Terminal Equipment that FleetCor already owns and has installed at Customer
location under prior similar agreement.
6.2.2 Customer will provide and pay for the following:
a. Provide a dedicated, 110 or 220 volt A/C electrical line with required circuits, including all
electrical conduit installation from the panel to the fuel control terminal, fuel dispensers and
tank monitor (if any). One circuit is required for the terminal, one for each dispenser, one for
each tank monitor (if any).
b. One voice -grade dedicated telephone line, free of disruptive line noise, broughl to the
Equipment at each property including installation, monthly fees and line sharing device (if
required).
c. If not in place on the fuel dispensers, installation of accurate and acceptable electronic Pulsars
on all petroleum dispensing equipment, enabling the fuel control terminal to track product flow
through the meters.
d. Automatic Tank Gauging Equipment ("ATG Equipment") and Access to Readings. An
automatic tank gauge will be required for proper inventory/dispatch monitoring. Customer
In ay install either an ATG system capable of remote polling (such as compatible Veeder moot
2181071.2 (
00009635 / v / / PURCHASING / 00013 / (unknown)) Page 4
Page 14 of 40
device) or an ATG system that provides web -based access to readings (such as Centeron ATG
device commonly used in above ground tank systems). If an ATG system allowing remotePollingisinstalled (i.e. Veeder Root) then Customer shall install and maintain required
communication lines and com port/board on the device. This may require cellular modem
equipment and connection via cellular subscription. If a system allowing web -based (internet)
access to readings is installed (i.e. Centeron), then Customer shall pay all web subscription fees
required from the ATG manufacturer. if preferred, FleetCor will arrange for the Centeron
subscription and bill Customer a recurring monthly fee for the subscription in normal Fuelman
reporting and billing. F1eetCor's fuel supplier shall be granted access to the Centeron web
subscription to monitor fuel inventory levels. Regardless of type of ATG system chosen byCustomer, all costs of installation of ATG equipment shall be paid by Customer.
Article 6.3 Initial Inventory Acquisition. Since the Customer locations are already receiving servicesfromFleetCortinderpriorsimilaragreement, there will be no need for an initial inventory acquisition. ThefuelinthetanksiscurrentlyownedbyFleetCor's fuel supplier Mansfield Oil.
Article 7. Fleet Card Terms and Conditions. Customer's use of the Fuelman Fleet Card at Fuelman
Network retail locations and for the consigned fuel services provided to Customer are governed byF1eetCor's terms and conditions submitted in F1eetCor's RFP response to Region 4 ESC RFP# 16-15 (theTAB9 - FleetCor Terms and Conditions") and the terms and conditions of this Agreement. In the event
of inconsistencies between the TAB 9 - FleetCor Terms and Conditions and this Agreement, this Agreement
shall govern.
Article 8. Notices. All notices tinder this Agreement shall be given to the applicable party at its address,
facsimile number, or e-mail address set forth below or at such other address, facsimile number, or e-mail
address as the party may later specify for that purpose by notice to the other party. Each notice shall, for all
purposes, be deerned given and received to the other parties (i) if sent via the e-mail address stated below
and confirmation of the receipt of the e-mail is given; (ii) if given by facsimile, when the facsimile is
transmitted to the party's facsimile number specified below and confirmation of complete receipt is
received by the transmitting party during normal business hours on any business day or on the next businessdayifnotconfirmedduringnormalbusinesshours; (iii) if by hand, when delivered; (iv) if given by
nationally recognized and reputable overnight delivery service, the business day on which the notice is
actually received by the party; or (v) if given by certified mail, return receipt requested, postage prepaid,
three (3) business days after posted with the United States Postal Service.
Customer: City of Georgetown
David Morgan
City Manager
113 E. 8"' Street
Georgetown, TX 78628
Phone: (512) 930-3652Email:
david.moran r eor etawrt.or
FleetCor: FleetCor Technologies Operating Company, LLC
5445 Triangle Parkway, Suite 400
Norcross, Georgia 30092
Attn: Mark Roberts
Phone: (704) 853-2662
Fax: (678) 350-9409
Email: markroberts c tleetcor.com
Copy to: City Attorney
City of Georgetown
510 W. 9"' Street
Georgetown, TX 78628
Phone: 512-930-8158
Email: Charlie.mcnabb@georgetown.org
Copy to: FleetCor Legal Department
5445 Triangle Parkway, Suite
400
Norcross, Georgia 30092
Fax: (770) 582-8236
21810712 {
00009635 / v / / PURCHASING / 00013 / (unknown)} Page 5
Page 15 of 40
Article 9. Severability of Provisions. Each provision of this Agreement is severable from all other
provisions in the Agreement. IFany provision in this Agreement is declared invalid or unenforceable, the
remaining provisions shall remain in effect.
Article 10. Entire Agreement; Previous Ag rcements Terminated. Subject to Article 12 hereof, this
Agreement contains the entire agreement between the parties. Any and all previous agreements between
Customer and F1eetCor not incorporated into this Agreement with respect to the services as specified in this
Agreement, whether written or oral; are hereby expressly terminated.
Article 11. Npn-Appronriation of Funds. The obligations of the City under this Agreement to make
payments to F1eetCor are subject to appropriation by the City of funds that are lawfully available to be
applied for such purpose. If City fails to make such an appropriation prior to a fiscal period of City for the
payments scheduled in such a fiscal period, this Agreement shall terminate at the end of the last fiscal period
immediately preceding the fiscal period for which funds have not been appropriated. The City shall deliver
notice to F1eetCor of such termination at least forty-five (45) days prior to such termination, but failure to
give such notice shall not prevent the termination of this Agreement.
Article 12. C=overnin = Law. This Agreement shall be governed by the laws of the State of Texas.
Article 13. A reernelit Corn onents. The Agreement shall consist of the following component parts: 1. This instrument (Co -Operative "Piggyback" Agreement for Fuel Card Services and Consigned
Fuel Supply).
2. February, 21, 2017 Notice of RFP Award Letter from Region 4 ESC/National IPA (EXHIBIT
1" attached hereto).
3. Vendor Contract between F1eetCor Technologies and Region 4 ESC/National IPA for Fuel Card
Services and Related Products, ("Contract No. R161501"). Copy available at National IPA
website lett ://Www.nationali a.or /Pa ges/del'ault.as x.
4. Response to Region 4 ESC/National IPA RFP # 16-15 submitted November 29, 2016 byF1eetCorexceptasmodifiedbythisAgreement. Copy available at National IPA website
I'ttp://www.ationalia.oriy/Pnor-s/`rli-.fai" . Note that the contract includes a complete
copy of F1eetCor's RFP response beginning on page 168 of the agreement.
This instrument, together with the other documents enumerated in this Article 12, which said documents
are as fully a part of this Agreement as if hereto attached or herein repeated, form the Agreement. In the
event that any provision or any component part of this Agreement conflicts with any provision of any other
component part, the provision of the component part first enumerated in this Article 12 shall govern, except
as otherwise specifically stated.
Signatures on Next Page -
2181071.2
00009635/v/ /PURCHASING 100013 / (unknown)) Page 6
Page 16 of 40
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed in two (2)
original counterparts as of the day and year first written above.
AGREED:
FLEETCOR TECHNOLO IES OPE TING COMPANY, LLC
B:
Printed Name: Mark Roberts
Title: Director — Bids & Contracts
Date:
AGREED:
Printed Name:
Title;,10 55
Date: I zn I1 %
Approved as to Form:
a le CN ii, lty A tot ley
City of Georgetown
2181071.2
00009635 / v / / PURCHASING / 00013 / (unknown)) Page 7
Page 17 of 40
EXHIBIT 1
FEBRUARY 21, 2017 NOTICE OF AWARD LETTER FROM NATIONAL IPA
Insert Copy of'Natiomd IPA Notice of'Award)
2181071,2
00009635 / v / / PURCHASING / 00013 / (unknown)} Page 8
Page 18 of 40
NATinNA11PA 2555 Meridian Blvd., Suite 300, Franklin, TN 37067
NATIONALINTERGOVERNMENTAL PURCHASING ALL
February 21, 2017
Mr. Todd House
President
Fleetcor Technologies Operating Company, LLC d.b.a. Fuelman
5445 Triangle Parkway; Suite 400
Norcross, GA 30092
Re: Award of Contract #R161501
Dear Mr. House:
Per official action taken by the Board of Directors of Region 4 Education Service Center; on
February 21, 2017, National IPA is pleased to announce after approval of the'exceptlons as
agreed upon in the terms and conditions that Fleetcor Technologies Operating Company, LLC
d.b.a. Fuelman has been awarded an annual contract for the following, based on the sealed
proposal (RFP#16-15) submitted on November 29, 2016.
omr oditvLService Contracttg
Fuel Card Services and Related Products Fleetcor Technologies Operating
Company; LLC d:b.a. Fuelman
This contract is effective April 1, 2017 and will expire on March 31, 2020. As indicated above,
your Contract:# is R161501. This contract may be renewed. annually for an additional two (2)
years if mutually agreed by Region 4ESC/National IPA and Fleetcor Technologies Operating
Company, LLC d:b.a. Fuelman.
Your participation in the proposal process is appreciated and we look forward to a successful
partnership. Please feel free to provide copies of this letter to your sales representatives) to
assist in their daily course of business.
If you have any questions, please feel free to contact me at 615-380-1307 or
aian.r)ioeraa nationalipa.my.
Sir cerel
9
Al Piper, CPPB
Contract Manager
www.NationalIPA -org EXPERIENCED * FOCUSED * TRUSTED
E
Page 19 of 40
Page 20 of 40
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Page 22 of 40
City of Georgetown, Texas
Government and Finance Advisory Board
January 27, 2021
S UB J E C T:
C o nsideration and pos sible actio n to approve c o ntract No. 21-0030-C C with I P S Advis o rs (HUB
International) in the amount of $74,500.00, for s trategic b enefit planning and design, adminis tration,
compliance tools and legis lation information, provid er s elec tion, data analysis, and meeting with C ity and
p ro viders - Tadd P hillips, H uman R esources & O rganizational D evelopment D irector
IT E M S UMMARY:
A total of 6 proposals were received in res pons e to the C ity’s competitively advertis ed R eq ues t for
P ro p o s als (R F P ) for Benefits Management C ons ulting S ervices for the up coming 2021 calend ar c o verage
year.
P ro p o s als were evaluated extensively b y Human R es ources and the Emp lo yee Benefits C ommittee,
fo cus ing o n s ervic es offered as well as the financ ial imp ac t. F inalis ts were invited to make a presentation,
and the C ity entered nego tiatio ns with the final c and id ate. A s ummary of the o verall s cores is attac hed.
Based on the overall o ffering, financial impac t o n the C ity and the impac t on employee, staff recommends
award as follo ws :
P ro gram R eco mmended P artner
Benefits Management C ons ulting S ervices I P S Ad visors (HUB Internatio nal)
T he C ity antic ip ates o ffering competitive benefits to employees while minimalizing the financ ial impac t to
b o th employees and the C ity. C o ntract and rate guarantee fo r the term o f three years with guarantees
b as ed up o n a s elec tio n o f c riteria d etermined b y the C ity.
F IN AN C IAL IMPAC T:
T he R F P will result in an inc reas e of $ 23,874.97 fo r the remaining F is c al Year 2021. T his is within s elf-
insuranc e fund bud get.
S UB MIT T E D B Y:
S haron P arker
AT TAC H ME N T S:
D escription Type
Benefits Cons ultant RFP Pres entation
Page 23 of 40
Benefit Management
Consultant Services
RFP
GGAF
January 27, 2021
Page 24 of 40
Presentation Outline
•Scope of Services
•Bidders
•Evaluation Process
•Recommendation
Page 25 of 40
Scope of Services
Strategic Benefit Planning
Short-Term & Long-Term
Planning
Benefits & Wellness
Program
Benefit Design
Plan Offerings (HMO, PPO,
HDHP)
Co-Pays, Deductibles,
Networks, Maximums
Funding
Data Analysis
Actuarial Services
Premium Increase
Provider Selection
RFP Assistance
Network of Carriers
Page 26 of 40
Scope of Services
Administration
Plan Document Review
Contracts
Communications
Technology
Online Enrollment
Decision Tool
ACA Tracking
Compliance Tools
Legislative Information
COVID-19
Meetings with City &
Providers
Strategic Planning
Budget Process
RFP Process
Open Enrollment
Health ExpoPage 27 of 40
Criteria
•Comprehensive review by HR & Purchasing
–Set clear expectations of Offeror
Criteria Points
Offeror Background 10
Experience & Qualifications 30
Methodology & Technical Approach 30
Cost Proposal 15
Standard Form of Agreement 5
Oral Interviews (finalists only)10
Page 28 of 40
Evaluation Process
•RFP Committee
–Tadd Phillips, Human Resources
–Bert Witcher, Police Services, Benefits Committee
Member
–Laura Maloy, Human Resources
–Holly Moyer, Human Resources
Page 29 of 40
Bidders
•Gallagher Benefit Services
•Higginbotham & Associates
•Holmes, Murphy & Associates
•IBT Consulting
•IPS Advisors (HUB International)
•Lockton Companies
Page 30 of 40
Evaluation Process Cont.
•Initial Analysis
–Narrowed from 6 to 2 top bidders
•IPS Advisors (HUB International)
•Holmes Murphy & Associates
Page 31 of 40
Evaluation Process Cont.
•Virtual Interviews with Top 2 finalists
–Presentation & Question/Answer
–RFP Committee
–Reference Checks
Page 32 of 40
Recommendation
•Staff recommends GGAF approval to award
the benefits management consultant
services to IPS Advisors (HUB
International) for an annual fee of $74,500.
Page 33 of 40
Recommendation Basis
What differentiated the recommended
consultant?
1.Experience consulting similar self-insured
municipal clients
2.Reasonable pricing
3.Track record of program enhancements with
demonstrated ROI
4.Strong strategic planning
5.Knowledgeable team
Page 34 of 40
1. Service to Mid/Large Texas Cities
IPS Advisors (HUB
International)
City of
Fort Worth Allen*
Corpus Christi Sugar Land
Amarillo Pearland
Wichita Falls Pflugerville
Longview Euless
Richardson*Conroe
Galveston
Carrollton
Lewisville
Gallagher Benefit
Services
City of
Pasadena
San Antonio
Page 35 of 40
2. Reasonable Pricing
Core Services IPS Gallagher
Proposal Annual Cost $74,500 $48,000
Interactive Benefit Decision Tool $0 $14,000
Benefit Guide Printing $0 $3,500
Combined Annual Total $74,500 $65,500
Optional Service*IPS Gallagher
Advocacy Center $1.00/PEPM $2.50/PEPM
Annual Savings from current
provider
$31,200 $19,500
*Advocacy Center currently contracted separately at $5.00/PEPM Page 36 of 40
3. & 4. IPS Advisors Review
•Wellness program similar size Texas City
–Assessment
•20% annual physical @ on-site clinic
–Issue of trust of medical information
•30% self reported tobacco use
–Strategy & Communication
–Results
•95% participation annual physical @ on-site clinic
–Trust in the process and of medical information
•66% of tobacco users stopped
•3:1 ROI on weight loss program
–Continuing evaluation
•Proposing diabetes management program in 2021
Page 37 of 40
5. IPS Advisors Review
New features:
•Direct access to in-house attorney specializing in
benefits
–Specialty in employment law & benefits
•Direct access to retirement specialist for our
employees 65+ years (not available currently)
–Assist with Medicare plan options
Page 38 of 40
Recommendation
•Staff recommends GGAF approval to award
the benefits management consultant
services to IPS Advisors (HUB
International) for an annual fee of $74,500.
Page 39 of 40
Questions?
Page 40 of 40