REPORT TO THE CITY COUNCIL
July 20, 2017
FROM: BRUCE RUDD, Interim Director
Department of Transportation
BY: JIM SCHAAD, Assistant Director
Department of Transportation
DUANE MYERS, Fleet Manager
Department of Transportation/Fleet Management Division
CLIFF TRAUGH, Senior Management Analyst
Department of Transportation/Fleet Management Division
SUBJECT
Title
Actions pertaining to awarding a sole source agreement to E.J. Ward, Inc., for a fuel management system upgrade
1. RESOLUTION - Award a sole source purchase contract in the amount of $270,000 to E.J. Ward, Inc., of San Antonio, TX, for the purchase of a fuel management system hardware upgrade
2. ***RESOLUTION - 2nd amendment to the Annual Appropriation Resolution (AAR) No. 2017-165 appropriating $270,000 into the Department of Transportation budget (Requires 5 affirmative votes)
Body
RECOMMENDATION
Staff recommends Council award a sole source purchase contract in the amount of $270,000 to E.J. Ward, Inc., of San Antonio, TX, to upgrade the fuel management system hardware, replacing equipment that has reached the end of its economic and technological life and approve the 2nd amendment to the AAR No. 2017-165 appropriating $270,000 into the Department of Transportation budget for the purchase of a fuel management system hardware upgrade.
EXECUTIVE SUMMARY
The City utilizes a fuel management system to manage fuel transactions for approximately 2,000 pieces of equipment. The system authorizes and records approximately 150,000 transactions totaling 2,700,000 gallons ($5,500,000) per year. The City's current fuel management terminal hardware was purchased nearly 20 years ago and is at the end of its useful life. The system is beginning to experience terminal hardware failures due to the age of the equipment. Additionally, several advancements in technology have made the current hardware technologically obsolete. The hardware supplier, E.J. Ward, Inc., has begun to phase out support of ...
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