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Regular Council Meeting November 13, 2017 Page 4 16. Receive bids and award a contract for furnishing and delivery of unleaded gasoline and diesel fuel for use by various departments of the City of Paris. Finance Director Gene Anderson explained that the City periodically took proposals for the purchase of fuel to be used by City departments and proposals were received from three vendors proposing a total of six different options. He further explained that staff reviewed the bids, considered controllable vendor prices, administrative software, equipment, vendor reputation, alternate fueling locations, and likely total cost over the contract period plus any optional extensions of the contract. Mr. Anderson said the staff believed that McCraw Oil Bid B offered the best combination of these factors. He said there had been complaints from department heads about employees not being able to get receipts when they get gasoline. Bryan Rainey said he agreed with nearly everything Mr. Anderson said. Mr. Rainey said they weren't perfect and they had an issue with the receipt printer. He said he wasn't familiar with the system the City was looking at and then referenced the cost between the bids. He said Blankenship was local and they were lower. Mr. Rainey also said he knew they had some issues, but he would not be complaining if the other company was lower. He asked Council to consider Blankenship Oil. Council Member Knox made note that Blankenship had been working with the City for ten years and asked about the issues. Mr. Anderson said there were a number of complaints from employees with regard to several issues, one being they were not able to get printed receipts after getting fuel. Mr. Anderson said this made it difficult to reconcile and some employees were taking pictures of the pump to send to the finance department. Mr. Anderson said he could ask department heads to come up and speak about the matter if Council wanted them to do so. Mr. Anderson explained the City had been complaining for years, and Blankenship had time to fix the issues but had not. Mr. Anderson said the City staff felt going out for bids and putting in pumps was the best solution. He said with the pumps would be software that would electronically read the information instead of the City having to print reports. He said right now employees had to take a picture of their fuel purchases with a cell phone and turn that in for reconciliation purposes. Council Member Portugal said she wanted to go with the local vendor when possible, but the City needed to get the best service. Mr. Anderson said McGraw had two local stations and an office in Paris. Council Member Portugal said they had to trust staff because they were the ones using this service. Mayor Clifford agreed with Council Member Portugal. Council Member Trenado asked if they could sit down with the Mr. Raney and work this out, because they gave a lot to the community. City Manager John Godwin said these complaints had been ongoing for the last 5 `/2 years and that the City had been and was receiving a poor quality of service. He said there were a lot of details that he preferred not to go into in a public meeting. He said the Raneys were good people but that was not the issue. A Motion to approve Bid 1 B from McGraw Oil Company was made by Mayor Clifford and seconded by Council Member Portugal. Motion failed, 2 ayes — 4 nays, with Council Members Drake, Lancaster, Trenado and Knox casting the dissenting votes. A Motion to approve a contract with Blankenship Oil was made by Council Member Trenado and seconded by Council Member Knox. Motion carried, 4 ayes — 2 ayes, with Mayor Clifford and Council Member Portugal casting the dissenting votes.