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Agenda Item 12.

City Council Meeting

Meeting Date:	03/21/2023
FROM:	Bill Gallardo

Subject:

Professional Services Agreement for EJ Ward, Inc.

RECOMMENDATION

1. Approve the upgrade to the EJ Ward, Inc. Fueling System equipment in the amount of $105,043

BACKGROUND/DISCUSSION

The Public Works Department requires an upgrade to the fuel management software and equipment due to the age of the equipment currently in place at the City Service Center, Fire Station 2, and Fire Station 3. EJ Ward, Inc. (EJ Ward) has stated that they can no longer support the current equipment, so the dispensing ability will cease if the equipment fails. All previously saved equipment from previous upgrades has been used or is no longer compatible. Within the last six months, the system has often become non-operational, and numerous hours spent attempting to recover lost data. For over 23 years, they have provided exceptional service and support and can integrate with our fleet management software, which will improve the fleet record-keeping reports. EJ Ward has the knowledge and expertise in fuel management and can provide the full scope of work needed to support the City's daily operating fueling and reporting needs.

COMMISSION/COMMITTEE RECOMMENDATION

The March 14, 2023 Finance Committee meeting was canceled and staff received direction to move this item directly to the March 21, 2023, City Council Consent Calendar.

FISCAL IMPACT/SUMMARY

The approved FY 22-23 Budget has funds allocated in the Vehicle and Equipment Maintenance Fund 480 to replace the equipment and software for the City's fuel management system. The City has used EJ Ward for this service for over 23 years. Under the competitive purchasing program, Sourcewell contract No.092920-EJW, allows agencies to procure these service items at the lowest cost. The one-time cost to upgrade the current equipment and software with EJ Ward is $105,043.

RESPECTFULLY SUBMITTED:

William Gallardo, City Manager
Prepared by: Rudy Correa, Water/Equipment Superintendent
Concurrence: Michael Ho, P.E, Public Works Director/City Engineer

Attachments
EJ Ward contract