HomeMy WebLinkAbout _ 4.11(d)--Authorize Purchasing Officer to extend current agreement with Ed Staub and Sons GI �" Y C� F
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REPORT TO THE CITY COUNCIL
MEETING DATE: August 19, 2025 FROM: Michael Webb, Public Works
ITEM NO. 4.ll(d) Director
***APPROVED BY***
„, �. .A,��,�
ie ael � iiEali� oaks L)arector $i71242� i�}�in,Ci an � 8111(242�
mwebb@cityofredding.org btippin@cityofredding.org
SUBJECT: 4.11(d)--Authorize Purchasing Officer to extend current agreement with Ed Staub
and Sons
Recommendation
Authorize the Purchasing Officer to extend the current contract with Ed Staub & Sons
Petroleum, Inc., for cardlock fuel purchases, with all prices, terms and conditions remaining the
same through September 30, 2025.
Fiscal Impact
Due to fuel expenditures being planned and budgeted by each City of Redding (City)
department/division, there are no new fiscal impacts.
AZteNnative Action
The City Council (Council) may choose not to extend the current contract for cardlock fuel
purchases and provide other direction to staff
Background/Analysis
The current contract for cardlock fuel purchases was set to expire on May 31, 2025. On April 1,
2025, Council approved a contract extension through August 31, 2025. The extension was to
allow time for staff to prepare a well refined request�or proposal (RFP) solicitation incorporating
necessary contractual changes and additional requirements to the benefit of the City.
On May 8, 2025, the City directly solicited proposals for cardlock fuel purchases from 11
potential vendors with various fuel sites, fuel options, and vehicle accommodations. The RFP
was also advertised in the local newspaper as well as on the City's website. On June 9, 2025, the
City received a proposal from only one vendor, Ed Staub & Sons Petroleum Inc. The Ciry is
requesting this second extension due to ongoing contract negotiations. Additional time is needed
to ensure the final agreement protects the City's interests.
Report to Redding City Council August 13,2025
Re: 4.11(d)--Authorize Purchasing Officer to extend current agreement with Ed Staub and
Sons Page 2
Ed Staub & Sons Petroleum has agreed to maintain current pricing, terms, and conditions during
this one-month extension through September 30, 2025, to allow for continued contract
negotiations.
Envir�onmental Review
This activity is not a project as defined by the California Environmental Quality Act, and no
further action is required.
Council PNio�^ity/City Manager Goals
• This agenda item is a routine operational item.
Attachments
^Bid No. 5119 Extension Letter Change Order No. 2
Previous Staff Report - 4.11(a) 4.1.25 Meeting
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�u�apli�r fa�r��justra�ent in this�a�s� r�u�k t���p�r�v�� by the�ity°s ��ath�r���ti re�r���ntative(�)�n r,uritin� �f�rm�i charrt�e
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��
REPORT TO THE CITY COUNCIL
MEETING DATE: April 1, 2025 FROM: Michael Webb, Public Works
ITEM NO. 4.11(a} Director
***APPROVED BY***
„, �. .A,��,�
ie ael � iiEali� oaks L)arector 3(?Q/242� i�}�in,Ci an � 3/2�/242�
mwebb@cityofredding.org btippin@cityofredding.org
SUBJECT: 4.11(a)--Authorize the Purchasing Officer to extend current agreement with Ed
Staub and Sons for cardlock fuel urchases
Recommendation
Authorize the Purchasing Officer to extend the current contract with Ed Staub & Sons
Petroleum, Inc., for cardlock fuel purchases, with all prices, terms and conditions remaining the
same, through August 31, 2025.
Fiscal Impact
Due to fuel expenditures being planned and budgeted by each department/division, there are no
new fiscal impacts.
AZteNnative Action
The City Council could choose not to extend the current contract for cardlock fuel purchases and
provide other direction to staff.
Background/Analysis
As a result of Bid Sched�ule 5119 — Cardlock Fuel Services, the City of Redding (City) entered
into a contractual agreement with Shasta — Siskiyou Transport (SST) on June 1, 2020, for
cardlock fuel purchases. During the term of the contract, SST was purchased by the current
vendor, Ed Staub & Sons Petroleum, Inc. The current contract has exhausted all specified
extensions and is set to expire on May 31, 2025; thus, the City needs to re-solicit the service in
order to establish a new contract. Due to necessary contractual changes and additional
reguirements that are needed in the succeeding contract, the City needs time to prepare a well
refined solicitation.
As proposed, if City Council approves staff's recommendation, the current vendor has agreed to
a three-month extension, extending the contract through August 31, 2025.
Report to Redding City Council March 25,2025
Re: 4.11(a)--Authorize Purchasing Officer to extend current agreement with Ed Staub and
Sons Page 2
Environmental Review
This activity, a contract ainendment, is not a project as defined by the California Environmental
Quality Act, and no further action is required.
Council PNio�^ity/City Manager Goals
• This agenda item is a routine operational item.
Attachments
Bid Schedule 5119 Extension
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City of Redding, CA: Purchase Order Terms and Conditions
1. GENERAL: If the goods andlor services ordered herein are as a resuit of either a formal Request for Quotation,
Request for Praposal or Notice Inviting Bids then the Terms and Conditions set fonh in this document are cansidered to
be in addition ta the requirements and specifications stated in the RFQ, RFP or NIB.To the extent that one set af Terms
and Conditions may contradict the other,the requirements of the RFQ, RFP or NI B shall supercede the Terms and
Conditions shown below. It is understood that all materials and/or services provided by SupplierlCantractor/Consultant
(Supplier}shall canform ta the applicable requirerrzents ofi City Ordinances, and all applicable State and Federal Laws.
2. DELIVERY: Supplier shall deliver the items andlor services stated herein free from any and ail claims,debts, or
demands whatsaever. Deliveries shall be mada as set forth in this order and any additional Specifications incorporated.
Delivery is defined as camp{ete delivery in good order, at place designated in the Specifications/Purchase Order.
3. MISCELLANEDUS CHARGES: No charges for transportatian, cantainers, packing,etc.will be allowed unless so
specified in this order.
4. FREIGHT CHARGES: All shipments are F.C}.B.- Destination,Supplier pays charges, untess specified otherwise in the
body of this order. If Ciry has agreed to pay freight it shall be prepaid and added#o the invoice. In that case a copy of the
paid express or freight bill must be attached to the invaice.
5.INDEMNITY: Supplier hereby agrees to protect, defend, indernnify and hold harmless, City, its officers,elected and
appointed officials,employees, agents and vaiunteers fram and against any and all claims,damages, lasses, expenses,
judgements,demands, penalties,fines,defense costs, and consequential damage or liability of any kind ar nature,
however caused,arising directiy or indirec�y out ofi the obligatians or operations herein undertaken by Supplier,caused in
whale or in part by any act or omissian of the Supplier, any subcontractors, any directly or indirectly employed by any of
fhem or anyone fnr whose acts any of them may be liable, including but not limited to cancurrent active or passive
negligence,except where caused by the active negligence,sole negligence or willfu! misconduct af the City. Supplier wil!
conduct all defense at its sole cost and expense and the City shali have the right to approve or disapprove Supplier's legal
caunsel. City shall be reimbursed for al! casts and attorneys'fees incurred by the City in enforcing this abligation.This
indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicabte.The policy
limits do not act as a limitation upon the amount of the indemnification to be pravided by Contractar.
6. PATENT RIGHTS:Any equipment or service to be fumished hereunder shall not,either in construction, manufacture,
use,sale or other particular, infringe any lette�s patent, copyright or registered trademark heretofore granted,and the
Supplier shall defend and pay the entire cast of defending any claim ar suit whenever ar wherever made or brought
against the City based upon an infringement or alleged infringement of such letters patent, copyright or registered
trademark and shall indemnify and save harmless the City from and against any and all liability, damage, loss ar injury
adjudged or sustained in any such claim or suif.
7. NONDISCRIMINATION CLAUSE: Except as provided in Section 12940 et seq. of the Gavemment Code,Supplier shall
not discriminate against any person because of his/her race, religious creed, calor, national arigin, ancestry, physical
disability, mental disability, marital status, mental conditian,or gender, nar refuse to hire or employ a person ar to refuse
ta select the persan for a training pragram leading to employment or to bar or discharge the person from employmen#, or
fram a training program leading to employment, or ta discriminate against the persan in campensation or in terms,
conditions ar privileges of employment.The Supplier shall insert in all subcontracts for any work covered by this P. O. this
nandiscrimination provision.
8. EXCtSE TAX: If federal excise tax is applicable to the transaction, it must be clea�iy stated so and excEuded fram the
price af the articte.The City of Redding, as a government agency, is exempt from the payment af said tax and will issue
an exemptian certificate.
9.SALES AND USE TAXES: Sales and/or use tax must be shown on the invoice as a separate item.
10. DEFAU�T BY SURPLIER: In case of defau{t by Supplier,the City reserves the right to procure the goods or services
from ather sources and to hold the Supplier responsibte for any excess costs accasianed to the City thereby. Supplier
must notify the City immediateiy upon knowing tha#non-performance or delay will apply to this order whether as a result af
Force Majeure or not. Upon agreement by the City that Force Majeure is applicable,Supplier shall not be held
accountable for the delays directly related to the Farce Majeure condition.When delay is ascertained Supplier is to submit
in writing a Recovery Plan for this order. If the Recovery Plan is nat acceptable ta the City or not received within 10
Praprietary and Confidential 3
catendar days of the necessary notification of delay or Force Majeure default,the City may cancel this order in its entirety
a#no cost to the City, owing only for goods and services completed ta that paint. City shali not be liable for lost profits,
implied ar express damages or consequential damages.
11.INSPEC'i10N AND ACCEPTANCE: Inspection and acceptance shall be at destinatian, unless atherwise provided.
Until delivery and acceptance, and after any rejectians, risk of lass shall be on the Supplier unless loss results from the
negligence af the City of Redding. Notwithstanding the requirement for any inspection and test contained in specifications
applicable to this cantract, except where specialized inspection or tests are specified solely for the City,the Supplier shall
perform or have performed the inspection and tes#s required to substantiate that the supplies and services provided under
the contract conform to the drawings, specifications, and cantract requirements incorporated herein, including if applicable
the technical specifications for the rnanufacturers'part numbers ar products specified herein.
12. PAYMENTS: Payment terms are Net 30 unless otherwise agreed ta by both parties.All Cash Discounts shall be taken
and computed from the date of delivery or completion and acceptance of the material,or from the date of receipt of
invaice,whichever is latest. Each paymenf abligation of the City is conditioned upon the availability of state or local
government funds whieh are apportioned or allocated far the payment af such an abligatian. If the funds are not a!located
and avaitable for the continuance of the function performed by the Supplier,the product or service directiy ar indirecUy
involved in Ehe pertormance of that function may be terminated by the City at the end af the period for which fiunds are
available. No payment will be made until the order has been delivered and accepted.
13. INVQICES: Invoices shal!contain the fofiowing infarmation: Supplier's Federal Tax I.D. number, purchase order
number, invoice number and date, item number, descriptian of supplies/services, quantities and units af ineasure, unit
prices and extended tatals, Bill of Lading number and weight of shiprnent will be shawn far shipments an Govemment Bills
of Lading.
14. WARRANTY:The Supplier agrees that the supplieslservices fumished under this contract shal!be cave�ed by the
most favorable cammercial warranties the Supplier gives ta any customer for such supplieslsetvices, and that the rights
and remedies p�ovided herein are in addition to,and do nat limit any rights afforded to the City by, any other clause of a
contract awarded hereunder.
15.ASSIGNMENT OF CLAIMS: Glaims for monies due or to became due under this contract shall be assigned only
pursuant to prior written consent of the City Purchasing Officer ar designated representative.
16. CONTRACT TERMINATION:The City may, by giving ten {10j calendar days written notice to the Supplier,tetminate
this contract prior to the designated completian date for due cause. Due cause for termination shall be, but not limited to,
the best interests of the City,fai{ure of the praduct to meet specifications, and/or far reasons of unsatisfactory service.The
City may, upon giving thirty{30}calendar days written notice to Supplier,terminate the contract without cause. �
17.GOVERNING LAW: Any action filed regarding the award of#he Quote!BidlPropasal or Purchase Order must be�led
with fhe Supecior Court of the County of Shasta, California.Any subsequent agreement shalt be deerrted#o have been
entered inta in Redding, Califomia; all questions of the validity, interpretation or perfarmance of any of its terms ar af any
rights or obligations of the parties to the agreement shall be govemed by California law;and any action brought by either
party to enforce any of the terms af the agreement shall be filed with the Superiar Caurt af the County of Shasta,
Califamia.
18.ATTORNEYS' FEES AND COSTS: In any aetian by a party to enforce its rights hereunder, the nonprevailing party
shall pay the prevailing parky's legal casts and expenses (including reasonable attameys'fees).
19. CHANGE t3RDERS: The City reserves the right at any fime to make written changes within the general scope of the
cantract. If any such changes cause an increase or decrease in the cost of,or in the time required for the performance of
the contract, an equitable adjustment shall be made in the contract price, delivery schedule, ar both.Any claim by
Supplie�for adjustment in this cause must be approved by the City's autharized representative{s)in writing(forma!change
order, amendment, or revision}before Supplier praceeds with such change
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