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TO: Mayor Thomas J. Weisner
FROM: Joseph Hopp, Superintendent of Maintenance Services
DATE: June 12, 2014
SUBJECT:
The approval of the Wright Express Fleet Card for refueling of City vehicles as a backup to the Central Garage fuel station.
PURPOSE:
The Wright Express ("WEX") Fleet Card would be used as a backup to the Central Garage fueling station if the station was out of service or if a City vehicle was out of the area and needed fuel.
BACKGROUND:
The Central Garage fuel station has two 20,000 gallon gasoline underground storage tanks ("UST") and one 20,000 gallon diesel UST. The fueling island has two combination dispensers that can draw gas or fuel from the USTs. All fuel dispensed is managed by the Phoenix fueling system software. In the event of an electrical outage, software malfunction, leak, etc the entire fueling station could be out of service. Additionally, when Equipment Services is not staffed on weekdays between 11 PM - 6 AM and over weekends the Central Garage lot is secured by a gate which can also malfunction. In these circumstances the WEX card would be used to fuel the City's fleet.
DISCUSSION:
The WEX card would only be used in emergencies, when the Central Garage fueling station is out of service, or the gate operator malfunctions. Only the Police would have a card in each vehicle since they are on duty at all times and Central Garage is their only fueling station. All other vehicle would have a card assigned but only issued in an emergency.
The WEX program has be bid by the Illinois State Joint Purchasing Program. There is no cost for the actual cards and the setup of this program. When using the WEX program all taxes will be deducted.
The security on the WEX program is as follows; A WEX card is assigned to a vehicle and all drivers are given a 4 digit security code. When a vehicle needs fueling the driver would insert the WEX card into the dispenser reader, the driver would be prompted to enter their security code followed by the odometer reading of the vehicle. The pump would then dispense fuel. Additional security is the exception reporting provided by WEX plus internal security that only the on-duty Police management could approve using the cards if there were problems at Central Garage station.
There are funds available in account 120-4431-418- 6240 for fuel charges.
IMPACT STATEMENT:
The WEX program would be an emergency backup of the Central Garage fueling station. It would also save the overtime expense whenever there is a problem with the fueling station or the security gate.
RECOMMENDATIONS:
I recommend the approval of the Wright Express Fleet Card for refueling of City vehicles as a backup to the Central Garage fuel station.
cc: Alderman O'Connor, Chairman
Alderman Mervine
Alderman Bohman
Alderman Peters, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution approving of the Wright Express Fleet Card for refueling of City vehicles as a backup to the Central Garage fuel station).
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, Wright Express Fleet Card has been bid and approved by the State of Illinois Joint Purchasing Program; and
WHEREAS, the WEX card has no setup or card fees; and
WHEREAS, the WEX card would only be used as an emergency backup to the Central Garage fueling station; and
WHEREAS, there are funds available in account 120-4431-418- 6240 for fuel charges
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: approval of the Wright Express Fleet Card for refueling of City vehicles as a backup to the Central Garage fuel station.
PASSED AND APPROVED on ______________.
AYES ____ NAYS ____ NOT VOTING ____ ABSENT ____
____________________________ __________________________
Alderman Bohman, Ward 1 Alderman Garza, Ward 2
____________________________ __________________________
Alderman Mesiacos, Ward 3 Alderman Donnell, Ward 4
____________________________ __________________________
Alderman Peters, Ward 5 Alderman Saville, Ward 6
____________________________ __________________________
Alderman Hart-Burns, Ward 7 Alderman Mervine, Ward 8
____________________________ __________________________
Alderman Bugg, Ward 9 Alderman Johnson, Ward 10
____________________________ __________________________
Alderman Irvin, At Large Alderman O'Connor, At Large
ATTEST:
____________________________ __________________________
City Clerk Mayor
WEX IL Addendum w-credit app .pdf
WEX U Sellsheets # 7 Reporting1.pdf