SUBJECT/RECOMMENDATION:
Title
Approve a purchase order to E.J. Ward, Inc. of San Antonio, TX, for the renewal of the License, Hardware, Maintenance, and Services Agreement related to fuel management software and hardware, GPS equipment and services, and associated professional services in an amount not to exceed $961,332.38, of which $115,760.81 is a ratify and confirm, for the term October 1, 2024 through March 31, 2029, pursuant to Clearwater Code of Ordinances Section 2.563 (1)(c) (Piggyback) and authorize the appropriate officials to execute same.
Body
SUMMARY:
In October 2019 the City entered a five-year contract with E.J. Ward, Inc. as the preferred provider for integrated GPS, fuel management, and pump access control solutions. The system includes fuel pump management software and hardware, as well as GPS tracking software to support the City’s vehicle fleet. These tools enhance vehicle maintenance operations and asset accountability, contributing to greater maintenance efficiency, extended vehicle lifespan, improved fuel distribution, and reduced administrative burdens related to processing and reporting.
The proposed renewal covers a 48-month term, with expenses outlined as follows:
• Year 1 - (4/1/2025 - 3/31/2026) - $231,370.24 - ($38,561.71 is Ratify and Confirm)
• Year 2 - (4/1/2026 - 3/31/2027) - $234,225.20
• Year 3 - (4/1/2027 - 3/31/2028) - $234,705.20
• Year 4 - (4/1/2028 - 3/31/2029) - $183,832.64
There is also a charge for the period of October 1, 2024 - March 31, 2025, for services provided but invoices were not yet paid.
• (10/1/2024 - 3/31/2025) - $77,199.10 - Ratify and Confirm
Total: $961,332.38
For years 1 through 3, GPS services are expected to be used for approximately 240 police vehicles until the County-wide police dispatch system becomes fully operational. Should the Police Department require continued use of EJ Ward’s services beyond this expected 3-year period, a separate item will be brought forward for Council’s authorization.
Pricing has been provided under Sourcewell Contract No. 092920-EJW, valid through December 7, 2025, and Contract No. 081524-EJW, valid through November 18, 2028, with three additional one-year extensions.
APPROPRIATION CODE AND AMOUNT:
This project will be funded from the General Services/Fleet Management operating budget, cost code 5666611-530300, contractual services; and the Information Technology/Enterprise Systems operating budget, cost code 5559864-530300, contractual services.
STRATEGIC PRIORITY:
This purchase will support all the objectives of a High-Performance Government, as well as Superior Public Service.
