COMMISSION 
AGENDA MEMORANDUM                        Item No.          8e 
ACTION ITEM                            Date of Meeting      January 26, 2021 
DATE:     January 5, 2021 
TO:        Stephen P. Metruck, Executive Director 
FROM:    Benny Austin, AVM Senior Manager 
Daniel Alter, AVM Fleet Manager 
Levi Clark, MM Fleet Manager 
SUBJECT: Contract to Provide Fleet Fuel Cards for Port of Seattle Fleet Vehicles 
Amount of this request:               $1,500,000 

ACTION REQUESTED 
Request Commission authorization for the Executive Director to execute an agreement
between Port of Seattle and a vendor to provide Fleet fuel cards for the Aviation, Maritime, and
Corporate Divisions. This will provide Fleet cards for fueling off-site, car washes, roadside
assistance,  and  other automotive  related  items.  The  contract  amount  shall  not  exceed
$1,500,000 and seven years. 
EXECUTIVE SUMMARY 
The Aviation Division, Maritime Division and Environmental Department are partnered in
developing the Sustainable Fleet Plan. This plan incorporates three objectives; meeting the
operational needs of the divisions, reducing fleet cost, and reducing greenhouse gas (GHG)
emissions from fleet vehicles. This plan will reduce but not eliminate greenhouse gases in the
near term. As such, this contract is a component of and supports the Port Sustainable Fleet
Plan. 
Authorization would allow the Port to replace an expiring contract for our fleet vehicles. This
new contract will provide fleet fuel cards for fueling off-site, car washes, roadside assistance,
and other automotive related items. Fleet fuel cards are utilized to reduce labor spent traveling
back to onsite  fuel locations when staff  are working off-site. Currently,  the  fleet  fuel  card
program dispenses 36,900 gallons of fuel and consists of 2,100 transactions per year. With a
new longer-term contract, we anticipate expanding the fleet fuel card program to increase
shared vehicle use at the Port. 


Template revised January 10, 2019.

COMMISSION AGENDA  Action Item No. 8e                                  Page 2 of 4 
Meeting Date: January 26, 2021 
JUSTIFICATION 
This will replace a contract that expires in 2021 which will allow for continued operations. 
Diversity in Contracting 
We have reached out and are working with the Diversity in Contracting Department to establish
goals. 
DETAILS 
(1) The current contract is expiring mid-year 2021. 
(2) Fleet fuel cards provide a critical backup to on-site fueling. 
(3) Fleet fuel cards reduce travel and labor time avoiding the need for staff to return to
on-site fuel locations for certain work groups. 
Scope of Work 
Provision of Fleet fuel cards for the Port of Seattle fleet vehicles. 
Schedule 
Activity 
In-use date                                       2021 Quarter 3 
ALTERNATIVES AND IMPLICATIONS CONSIDERED 
Alternative 1  Allow fleet fuel card contract to expire. Fleet vehicle and equipment users
would be required to utilize central Port-owned fuel locations.
Cost Implications: Labor time to fuel will increase due to travel to Port fuel locations by an
estimated 1,050 labor hours per year amongst various departments. 
Pros: 
(1)   More on-site fueling allowing use of potential of more alternative fuels. 
(2)   Potential for reduced cost per gallon. 
Cons: 
(1)   Does not meet operational needs and would increase personal reimbursement.
(2)   Eliminates current backup to on-site fueling which can affect future operations. 
This is not the recommended alternative. 
Alternative 2  Vendor provides fueling services to fuel Port vehicles and equipment. 
Cost Implications: Cost would increase by about $.25/gallon or $9,225/year. 
Pros:
(1)   Reduction of Port labor time spent refueling Port vehicles and equipment. 
(2)   No need to maintain fuel card contract and administration. 

Template revised June 27, 2019 (Diversity in Contracting).

COMMISSION AGENDA  Action Item No. 8e                                  Page 3 of 4 
Meeting Date: January 26, 2021 
Cons: 
(1)   Vendor equipment and personnel would have to have access to Port property. 
(2)   Increase in cost and complexity to refuel vehicles on an individual basis. 
(3)   Difficult to correctly schedule enough without over-scheduling, increasing cost. 
(4)   Additional risk of spills and fuel releases from mobile tanker. 
(5)   Some Port properties do not allow wet hose/mobile fueling due to environmental
regulations. 
This is not the recommended alternative. 
Alternative 3  Establish a new long-term contract for fleet fuel cards. 
Cost Implications: Costs should remain consistent with the current state as the Port currently
has a fuel card contract. 
Pros:
(1)   Supplements  the  on-site  fueling  program  in  case  we  must  close  a  fuel  site  for
maintenance. 
(2)   Allows  for work  groups  who are  not  located  near  a  Port  fuel  site (Fisherman's
Terminal, Terminal 91, Shilshole Bay Marina, etc.) to fuel quickly at nearby public fuel
sites. 
(3)   Provides work crews a way to fuel vehicles and equipment in-route to Port job sites
without having to return to Port on-site fueling locations. 
(4)   Can  be  used  to  eliminate  personal  reimbursements  for  fueling  Port  take  home
vehicles. 
Cons:
(1)   Price per gallon is generally higher than our on-site fuel price, but the Port's price per
gallon is not fully inclusive of the expense associated with owning and maintaining
Port-owned fuel sites. 
(2)   Alternative fuels are often not available at public fuel stations. 
(3)   Fleet staff must reconcile transactions and manage card issuance. 
FINANCIAL IMPLICATIONS 
This will not increase cost to the Port as this is replacing a current fuel contact. Cost is expected
to stay similar and fluctuate based on fuel consumption and price per gallon. 
Cost Estimate/Authorization Summary              Capital        Expense           Total 
COST ESTIMATE 
Original estimate                                          $0      $1,500,000      $1,500,000 
AUTHORIZATION 
Previous authorizations                                   $0               $0               $0 
Current request for authorization                         $0      $1,500,000      $1,500,000 
Total authorizations, including this request                $0      $1,500,000      $1,500,000 

Template revised June 27, 2019 (Diversity in Contracting).

COMMISSION AGENDA  Action Item No. 8e                                  Page 4 of 4 
Meeting Date: January 26, 2021 
Remaining amount to be authorized                    $0             $0             $0 
Annual Budget Status and Source of Funds 
Fuel cost is an annually budgeted item for AVM, Fire, and MM through the Port budget process. 
ATTACHMENTS TO THIS REQUEST 
None 
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS 
None 














Template revised June 27, 2019 (Diversity in Contracting).