Finance

CITY OF CHARLESTON West Virginia Council Member – 12th WARD Joseph Jenkins Finance Committee, Chair 839 Gordon Drive Parking Committee, Chair Charleston, West Virginia 25303 Ordinance and Rules Committee 304-575-9202 joseph.jenkins@cityofcharleston.org AGENDA FINANCE COMMITTEE MEETING Monday, December 15, 2025 6:30 PM AV ROOM #308, CITY HALL, CHARLESTON, WV AVAILIABLE TO VIEW VIA LIVESTREAM AT https://charlestonwv.civicclerk.com/web/home.aspx I. DISCUSSION: a. Approval of Previous Minutes 11-17-2025 b. The City Manager’s report on fuel purchase pursuant to Resolution No. 25-10. II. RESOLUTIONS: a. Resolution No. 25-115 – Authorizing the Mayor or City Manager to enter into an agreement with VBM Buildings and Grounds for mowing and leaf blowing services for Spring Hill Cemetery for 2026. b. Resolution No. 25-116 - Authorizing the Mayor or City Manager to purchase three Internationals and one Kenworth dump trucks from Worldwide Equipment for the Street Department. *Meetings may be recorded and broadcast via internet https://charlestonwv.civicclerk.com City Council | 501 Virginia Street, East | Post Office Box 2749 | Charleston, West Virginia 25330 www.charlestonwv.gov | 304.348.8179 | 304.348.8038 fax Page | 1 of  MINUTES FINANCE COMMITTEE MEETING 6:30 P.M., NOVEMBER 17, 2025 AV ROOM #308, CITY HALL Joseph Jenkins, Chair, called the meeting of the Charleston City Council Committee on Finance to order at 6:30 p.m., November 17, 2025. A silent roll was taken by the Clerk and a quorum was established. The following committee members were present: Joseph Jenkins, Chair Becky Ceperley Mary Beth Hoover Larry Moore Chad Robinson Shawn Taylor Absent: Brent Burton, Vice Chair Other Councilmembers present: Beth Kerns Chelsea Steelhammer Joe Solomon Frank Annie Harper Gardner Caitlin Cook Chuck Overstreet Emmett Pepper Shannon Snodgrass I. DISCUSSION: a. Approval of Previous Minutes - Councilmember Taylor asked for unanimous consent to dispense with the reading of the minutes for the November 3, 2025 meeting and that they be approved as distributed. There were no objections, and the minutes were approved. 1 Page | 2 of  II. RESOLUTIONS: a. Resolution No. 25-112 – Authorizing the Mayor or City Manager to contract with Amwins Group Benefits, LLC for medical and prescription drug coverage for the Medicare eligible retiree health plan at a set cost per member per month described in the attached exhibit as Alternative Medical Plan 5 for the plan year starting January 1, 2026. Be it Resolved by the Council of the City of Charleston, West Virginia: That the Mayor or City Manager is authorized to contract with Amwins Group Benefits, LLC for medical and prescription drug coverage for the Medicare eligible retiree health plan at a set cost per member per month described in the attached exhibit as Alternative Medical Plan 5 for the plan year starting January 1, 2026. City Manager Ben Mishoe added that the plan will be a one-year contract for Medicare eligible retirees. The only difference will be an increase in the total out of pocket for the entire year, which would increase $200 for the year. Councilmember Jenkins confirmed with the Assistant Human Resources Director April Thompson that it is better than gap coverage. She added the pharmacy costs are also covered. Councilmember Taylor moved to approve the Resolution. With members present recorded thereon as voting unanimously in the affirmative, Chairperson Jenkins declared Resolution No. 25-112 approved. 2 Page | 3 of  b. Resolution No. 25-113 – Authorizing the Mayor or City Manager to purchase a total of twelve model year 2026 Ford Interceptors from Thornhill Group, Inc. for the Charleston Police Department at a total price of $806,450.36, where the price also includes the purchase and installation of all equipment necessary to upfit the vehicles for CPD use, all pursuant to a competitive bid process. Be it Resolved by the Council of the City of Charleston, West Virginia: That the Mayor or City Manager is authorized to purchase a total of twelve model year 2026 Ford Interceptors from Thornhill Group, Inc. for the Charleston Police Department at a total price of $806,450.36, where the price also includes the purchase and installation of all equipment necessary to upfit the vehicles for CPD use, all pursuant to a competitive bid process. Mishoe added that the bid specs included the vehicle and all of the equipment necessary to outfit it. In the past, they have done that separately. The vehicles will be ready to be used as soon as they arrive. Councilmember Jenkins asked if the increase in price was because all of the items needed were put into one bid or because of a general price increase. Mishoe replied that it was a combination of both. Councilmember Taylor moved to approve the Resolution. With members present recorded thereon as voting unanimously in the affirmative, Chairperson Jenkins declared Resolution No. 25-113 approved. 3 Page | 4 of  c. Resolution No. 25-114 – Authorizing the Mayor or City Manager to enter into an agreement with Advizex in the amount of $58,766.43 for the purchase of firewall and edge routers to update outdated equipment and software for Information Systems pursuant to competitively sourced contract. Be it Resolved by the Council of the City of Charleston, West Virginia: That the Mayor or City Manager is authorized to enter into an agreement with Advizex in the amount of $58,766.43 for the purchase of firewall and edge routers to update outdated equipment and software for Information Systems pursuant to competitively sourced contract. Mishoe added that the purchase will replace the external facing firewall and edge routers. The current system is outdated. It will support greater through-put. Councilmember Taylor moved to approve the Resolution. With members present recorded thereon as voting unanimously in the affirmative, Chairperson Jenkins declared Resolution No. 25-114 approved. Councilmember Taylor motioned to adjourn the meeting. Meeting adjourned. 4 Page | 5 of  CITY OF CHARLESTON OFFICE OF THE CITY MANAGER Report to City Council on the Purchase of Gasoline and Diesel Fuel TO: City Council Members FROM: Benjamin Mishoe, City Manager DATE: December 1, 2025 Pursuant to Resolution No. 25-107, pre-authorizing the Administration to use its best judgment to accept or deny fuel bids within the 24-hour period after bid opening, I am providing this report on the recent contract award for the purchase of E-10 gasoline and diesel fuel. Per past practice, Kanawha Valley Regional Transport Authority (KRT) invited the City of Charleston to participate in its fuel procurement to create a more efficient process for both KRT and the City and to facilitate receipt of the best competitive pricing available for both organizations. On November 19, 2025, KRT held the bid opening, and both KRT and the City made an award decision the same day. Three fuel suppliers bid on the City’s fuel contract. Only one supplier offered firm-fixed pricing, while all three offered variable pricing, which is an amount fixed over the OPIS daily rack rate. (See Attached Bid Tab, showing all bids and options). After discussions with key City directors regarding the risks and benefits of each option, it was decided that a firm fixed rate was preferred over the variable rate for a variety of reasons, including predictability and budgeting. The only provider submitting firm fixed rates for a two-year period, which was the period requested in the solicitation of bids, was Colonial Oil at the following prices: Colonial Oil E-10 Gasoline Diesel Fuel Year One $2.0129 $2.5487 Year Two $1.9113 $2.4443 While the cost of gasoline and diesel varies, this pricing appears to be in the expected market range for the industry, and therefore the contract was awarded at a firm fixed rate for two years. It is worth noting the prior two-year contract was also with Colonial Oil and had gasoline prices ranging from $2.45-$2.55, and diesel prices ranging from $2.92-$3.22 during that period. Our budget estimates the City will use approximately 240,000 gallons of gasoline and 162,000 gallons of diesel per year. City Hall | 501 Virginia Street, East | Post Office Box 2749 | Charleston, West Virginia 25330 charlestonwv.gov | 304.348.8014 | 304.348.8157 fax Page | 6 of Page | 7 of Page | 8 of  CITY OF CHARLESTON OFFICE OF THE CITY MANAGER November 19, 2025 Colonial Oil Industries, Inc. 101 North Lathrop Avenue Savannah, GA 31415 RE: KRT 2025-Fuel City of Charleston – Notice of Award To Whom It May Concern: The City of Charleston is awarding a firm fixed price two-year contract to Colonial Oil Industries, Inc. effective November 19 ,2025 for the following: Unleaded Gasoline E10 Year 1- (11/24/2025-11/23/2026) plus or minus 10% of the estimated 240,000 gallons at $2.0129 per gallon. Year 2- (11/24/2026-11/23/2027) plus or minus 10% of the estimated 240,000 gallons at $1.9113 per gallon. Ultra Low Sulfur Diesel Year 1- (11/24/2025-11/23/2026) plus or minus 10% of the estimated 162,000 gallons at $2.5487 per gallon. Year 2- (11/24/2026-11/23/2027) plus or minus 10% of the estimated 162,000 gallons at $2.4443 per gallon. The City of Charleston looks forward to a business relationship with Colonial Oil Industries, Inc. If you have any questions or need any additional information, please contact me at 304.348.8014 or via email at ben.mishoe@cityofcharleston.org Sincerely, Benjamin Mishoe City Manager City Hall | 501 Virginia Street, East | Post Office Box 2749 | Charleston, West Virginia 25330 charlestonwv.gov | 304.348.8014 | 304.348.8157 fax Page | 9 of  Resolution No. 25-115 Introduced in Council: Adopted by Council: December 15, 2025 Introduced by: Referred to: Joseph Jenkins Finance 1 Resolution No. 25-115 – Authorizing the Mayor or City Manager to enter into an agreement 2 with VBM Buildings and Grounds for mowing and leaf blowing services for Spring Hill Cemetery 3 for calendar year 2026, with optional renewal for two additional years, where the unit price is 4 $18,000 per mowing service and $3,000 per leaf blowing service pursuant to a competitive 5 bidding process. 6 7 Be it Resolved by the Council of the City of Charleston, West Virginia: 8 9 That the Mayor or City Manager is authorized to enter into an agreement with VBM Buildings 10 and Grounds for mowing and leaf blowing services for Spring Hill Cemetery for calendar year 11 2026, with optional renewal for two additional years, where the unit price is $18,000 per 12 mowing service and $3,000 per leaf blowing service pursuant to a competitive bidding process. Page | 10 of Page | 11 of  Resolution No. 25-116 Introduced in Council: Adopted by Council: December 15, 2025 Introduced by: Referred to: Joseph Jenkins Finance 1 Resolution No. 25-116 – Authorizing the Mayor or City Manager to purchase three 2 Internationals and one Kenworth dump trucks from Worldwide Equipment for the Street 3 Department in the amount of $727,376.00 pursuant to a competitively sourced contract. 4 5 Be it Resolved by the Council of the City of Charleston, West Virginia: 6 7 That the Mayor or City Manager is authorized to purchase three Internationals and one 8 Kenworth dump trucks from Worldwide Equipment for the Street Department in the amount of 9 $727,376.00 pursuant to a competitively sourced contract. Page | 12 of