REPORT TO THE CITY COUNCIL FROM: BRIAN BARR, Director General Services Department BY: DUANE MYERS, Fleet Manager General Services Department, Fleet Management Division MELISSA PERALES, Purchasing Manager General Services Department, Purchasing Division SUBJECT ..Title Approve the award of a Requirements Contract to E.J. Ward, Inc., of San Antonio, Texas for one year with one optional one-year extension for the purchase of vehicle fueling and monitoring equipment, in the amount of $200,000 per year plus annual CPI increases. (Bid File 9674) ..Body RECOMMENDATION Staff recommends Council approve the award of a Requirements Contract to E.J. Ward, Inc., of San Antonio, Texas for one year with one optional one-year extension for the purchase of fueling and monitoring equipment, in the amount of $200,000 per year plus annual CPI increases. EXECUTIVE SUMMARY The General Services Department, Fleet Management Division, is recommending a cooperative purchase agreement (CPA) with E.J. Ward, Inc. for the purchase of vehicle fueling and monitoring equipment. This hardware is installed on all city vehicles and allows municipal fleet vehicles to fuel at city fuel sites. The hardware also monitors and records fuel usage by vehicle number. The cooperative purchase agreement will be authorized through a competitively solicited cooperative procurement process administered by Sourcewell (a State of Minnesota local government agency). BACKGROUND The General Services Department, Fleet Management Division is responsible for maintaining approximately 2,600 active vehicles and equipment for the City of Fresno. This includes vehicle acquisitions, whole-life maintenance, fueling, and end-of-life disposal. Fleet Management serves City departments by providing reliable like-new transportation to support their needs and service responsibilities. This is done by scheduling and performing preventative maintenance, identifying repairs, and replacing equipment in a timely manner. Partnering with E.J. Ward, Inc. through a cooperative agreement, the Fleet Management Division will benefit by providing cost savings, product availability, consistent quality, and sustainable options. The vendor has a wide range of products and supplies that are essential for fleet maintenance, repair, and fueling and monitoring equipment. This hardware is installed on all city vehicles and allows municipal fleet vehicles to fuel at city fuel sites. The hardware also monitors and records fuel usage by vehicle number. The cooperative purchase agreement will ensure that the equipment is readily available to the fleet, reducing downtime and increasing productivity. Utilizing a cooperative contract was determined to be the most cost-effective and overall best value for obtaining fueling and monitoring equipment. The Purchasing Division has approved this contract and recommends Council approval. ENVIRONMENTAL FINDINGS By the definition provided in the California Environmental Quality Act (CEQA) Guidelines Section 15378, the award of this contract does not qualify as a "project" as defined by CEQA. LOCAL PREFERENCE Local preference is not applicable. The City is not issuing a request for proposals for the cooperative purchase agreement. FISCAL IMPACT No general funds will be used to purchase these items. The funding to cover the annual purchase cost has been included in the FY2024 adopted budget under General Services Department, Fleet Management Division. Attachments: E.J. Ward, Inc. CPA E.J. Ward, Inc. Contract #092920-EJW Original Request for Proposals Proof of Publication Proposal Opening Record Proposal Evaluation Comment & Review Board Resolutions