And the council, the finance committee, the Warwick City Council is called to order.

Okay, on the agenda, I need the acceptance of the committee meeting held on February Ninth.

We have a motion of favorable.

We have a second by Councilman Mudo.

All in favor.

And I know most of the cases, there is an explanation in the position package or position paper why you need a fifty-six six.

And I think um everyone realizes that the members of the public are um certainly becoming more and more involved in our city government, and um they're they're looking for a little bit of clarity on some of this.

So if you could just do that if you haven't been, and if you have, thank you for that.

We are going to start with item number one found on page one, 2026 353 Cas, diesel, etc.

Chief.

Good evening.

Chief, you're gonna you're you're in luck tonight because with this sun on our eyes, we can't see your facial expressions or your body language.

Fantastic.

Assistant Chief Alman Hauer from the fire department.

Uh fire department uh reviewed bid 2026, 353 C gasoline, low sulfur diesel and ultra-low sulfur diesel.

Uh received seven bids.

Fire department is recommending the bid go to Mirabido Hold-ins, doing business as Mirabido Energy Products.

They were the lowest, they uh submitted the lowest overall price uh based on the oil price information service of the Port of Providence.

Uh, this current bid expires on 4.9 of 26, and if approved, we'll have an effective date of 41026 through 4927 for an amount not to exceed 250,000 dollars.

Thank you, Chief.

Um my first question is is the pricing that we have in this bid package, is that pricing still good?

Yeah, that's a that's an increment over the daily rate.

So this so whatever the day the daily rate changes every day, they charge us an extra 23, just about 24 cents per gallon for the charge.

So it really doesn't matter.

Day to day it changes, it's always 24 cents more than whatever the rate rack is.

Um I'm also curious.

Uh at the last meeting, we had a police and municipal come to us for fuel.

Why didn't your department come to us for fuel at the same time and just get it done?

It's a matter of when to review the bids.

I didn't get a chance to review the bid right away, and the bid was due within the days after the bid were awarded, and I wasn't there.

So by the time I got in and got to review it, it already passed the deadline, so I pushed to this actually was last meeting's bid.

But yeah, I tried to do it, but I don't want to rush it too fast.

Obviously, I rushed this one a little bit as you can tell already by my one mistake in my cover letter.

Okay, Chief.

Um I had also reached out to you over, I think it was actually yesterday, maybe, uh might have been Saturday.

Um clarify your um comment or the paragraph where it says for ultra-low sulfur fuel uh diesel sulfur diesel pinnacle petroleum.

I picked up on that and I didn't think that was what you wanted to.

So just could you just clarify that for everyone, please?

Yeah, so the original uh this was probably a multitasking error on my part.

Uh the uh original letter that I had submitted said that Pinnacle Petroleum submitted the lowest bid, although the actual recommendation for the award was correct to Mirabidal Holding.

So I did submit a follow-up uh corrected version of it.

Right.

But although since that consent calendar was already created, we couldn't add it in back into it.

But we did send a revision out.

Great of that.

You you didn't notice that, and that was correct.

That was an error on my part.

Okay, yeah, thank you for that, Chief.

Um the encumbrance that was in um unis report that I've seen, I think it was last week.

Uh there was an encumbrance of 56,813.

Is that does it is that in clude a recent purchase?

In other words, have you received 56,813 in fuel, or is that something that you have requested and haven't received yet?

Yeah, the way that we do diesel fuel, at least in the fire department, is we get multiple invoices, maybe two or three every week.

Uh and over the course of the year, that creates a lot of uh expense, a lot of invoices.

So what we do is we do what's we call drawdown.

We take one lump sum purchase order out the beginning of the fiscal year, and then we draw off of that every year.

So when the fiscal year started, I took 175,000 out of our budget and could create a purchase order for that.

And then the actual expenses you see are what we're actually spending, but the encumbrance is what's left over in that purchase order until it expires, which would be in April when the bid expires.

And between now and the end of this fiscal year, do you anticipate coming in on budget, under budget, or over budget?

Well, we if you ask me this two weeks ago, I would say under budget.