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A Resolution Approving an Amendment to the Purchase Price Agreement for the Purchase of Fuel, Including Gasoline, Diesel, and B20 Bio-Diesel from Al Warren Oil Co. Inc. to Increase the Not-to-Exceed Amount from $300,000.00 to $383,000.00, and Authorizing Its Execution
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Introduction
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The Village maintains a fueling facility at the Public Works Center. Fuels include gasoline, B20 Bio-Diesel, and diesel. The Village is currently purchasing fuel from Al Warren Oil Co. Several Oak Park taxing bodies currently utilize the Village’s fuel facility to take advantage of the combined purchasing power for this purchase.
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Recommended Action
Adopt the Resolution.
Prior Board Action
The Board approved a purchase price agreement for the purchase of fuel in 2026 from Al Warren Oil Co. on December 9, 2025 (RES 25-337).
Background
The Village operates a fueling facility at the Public Works Center, supplying gasoline, B20 bio‑diesel, and diesel fuel. Based on an average of the past five years, the Village utilizes approximately 129,000 gallons of fuel annually. Multiple Oak Park taxing bodies also use the Village’s fueling facility, leveraging the collective purchasing power generated through shared procurement. In addition, approximately 40 other municipalities participate in the Suburban Purchasing Cooperative (SPC) fuel contract.
Al Warren Oil Co. has served as the Village’s primary fuel supplier for several years, consistently submitting the lowest bids and providing exceptional customer service.
The Village has previously participated in the SPC Joint Purchasing Program for vehicle acquisitions, including squad cars, pickup trucks, and electric vans.
For 2026, the Village entered into a Purchase Price Agreement with Al Warren Oil Co. for a not‑to‑exceed amount of $300,000.00. Although the Village is on track to reduce its fuel consumption by several thousand gallons compared to the previous year, recent unprecedented fuel price increases have offset these reductions. As a result, the current purchase order will be exhausted before year‑end. Sufficient funds remain in the fuel budget, and Staff request to increase the purchase price agreement from $300,000 to $380,000 to address the anticipated shortfall.
Timing Considerations
Adoption of the Amendment at this time will allow for the continued purchase of fuel for 2026 from the SPC contract #230.
Financial Impact
There are sufficient unencumbered funds within the Fuel Fund, account no. 1001.43900.101.560636, to cover this proposed increase. The Fiscal Year 2026 budget for fuel is $400,000.00
Operations Impact
There is no operating impact associated with this item. The item aligns with the department’s core service delivery.
DEI Impact
There is no DEI impact associated with this item.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Adopt the Resolution.
Advantages:
• Continue to provide locked-in mark-ups on fuel purchases.
• Continue to shorten the time between needing fuel and receiving fuel.
• Continue to provide automation to the refueling process.
• Continue to simplify admin steps and decrease documentation.
Disadvantages:
• There are no disadvantages to the recommendation.
Alternatives
Alternative 1:
The Board can table the item for additional information or discussion
Advantages:
• The Board would be presented with the requested information.
Disadvantages:
• Delay could impact the Village’s ability to purchase fuel under this contract.
Alternative 2:
The Board can vote down the item.
Advantages:
• There are no advantages to this alternative.
Disadvantages:
• The Village would be required to return to collecting pricing from multiple vendors at market prices.
Anticipated Future Actions
There are no anticipated future actions in relation to this item.
Prepared By: Rob Sproule, Public Works Director
Reviewed By: Jack Malec, Assistant to the Village Manager
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Amendment
3. Supporting Contract Documents