SUBJECT/RECOMMENDATION:
Title
Approve a License, Hardware, Maintenance and Services Agreement to E.J. Ward, Inc. of San Antonio, TX, for fuel management software and hardware, GPS hardware and services, and associated professional services in an amount not to exceed $1,285,200.00, in accordance with Code of Ordinances Section 2.564(1)(d) Other Government Bid and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
In March 2017, the City initiated a contract with Data Remote, Inc. for GPS services and a fuel management solution for the City’s truck and vehicle fleet. After extended efforts, the existing vendor has not been able to deliver on the contracted services and solutions.
City staff has conducted significant research within this solution sector and has identified E.J. Ward as the preferred solution provider for the integration of GPS, fuel system and pump access control solutions. The contract is being piggy-backed on the NJPA Contract # 022217-EJW, June 1, 2017 (Sourcewell).
The project will include the installation of vehicle hardware, fuel pump management software and hardware, and GPS viewing software.
Since 2012, the City has used GPS/Fleet Management solutions to improve vehicle maintenance and the accountability of fleet assets. This project is intended to improve maintenance efficiency, vehicle longevity, efficiency of fuel distribution and reduce administrative processing and reporting overhead.
First year expenses are anticipated to be approximately $675,000; expenses for years 2 - 5 will be approximately $120,000, $122,000, $128,000 and $132,000, respectively. A contingency of approximately 10% ($108,000) is also included.
The implementation consists of the above-listed elements; and is projected to take 6 to 9 months for implementation.
APPROPRIATION CODE AND AMOUNT:
This project will be funded from an existing capital improvement project 94246, Fleet Management & Mapping.
A first quarter budget amendment will provide a transfer of an additional $390,000 from Garage Fund reserves, to capital improvement project 94246 to fund the first-year implementation and maintenance expenses of this contract. Out year expenses (years 2-5) will be funded through the General Services/Fleet operating budget.
USE OF RESERVE FUNDS:
Funding for this contract will be provided by first quarter budget amendment allocating Garage Fund reserves in the amount of $390,000 to capital improvement project 94246, Fleet Management & Mapping. The remaining balance of Garage Fund reserves after 25% working capital reserves is 1.0 million or 5% of the current Garage Fund operating budget.