Sparks City Council Meeting 6/22/2020 2:00:00 PM

Meeting Link: https://zoom.us/j/93096918084
Meeting Dial-in #: 1-669-900-6833 Meeting ID: 930 9691 8084

Consent Items: 8.5

Title: Consideration and possible approval of an expenditure of $58,881.35 to purchase an electronic fuel dispensing system from EJ Ward Inc., as part of the CIP for FY 2020 utilizing a joinder bid through Sourcewell contract # 022217-EJW.
Petitioner/Presenter: John Martini, PE., Assistant City Manager/Ron Korman, Public Works Manager
Recommendation: Staff recommends that Council approves of the expenditure of $58,881.35 to purchase an electronic fuel dispensing system from EJ Ward Inc.
Financial Impact: An electronic fuel dispensing system from EJ Ward Inc. in the amount of $58,881.35. $85,000 was approved for project #20-1015 in the FY2020 City Facilities and Equipment CIP program and $85,000 of budget authority is currently available.
Total Costs: $58,881.35
Fund: Capital Projects    Account: 604070
Program: 1404 City Facilities - Police Dept.- Fuel Management System (20-1015)
Amount: $58,881.35    Budget Status: Budget Exists
Business Impact (Per NRS 237):
     A Business Impact Statement is not required because this is not a rule.
Agenda Item Brief:

Public Works Maintenance staff is requesting approval of the purchase of an electronic fuel dispensing system from EJ Ward Inc. This new electronic fuel dispensing system will be installed at the Police Department and will transmit the police vehicle fueling data wireless to the fleet management software system eliminating data errors, speeding up the fueling process for the officer, and will save data entry time for fleet services staff.  If approved the City will utilize a joinder bid through Sourcewell contract # 022217-EJW. $85,000 was included in the Fiscal Year 2020 budget approved by the City Council on May 28, 2019 and $85,000 is available in the FY2020 City Facilities and Equipment CIP program. 



Background:

The current system for fueling vehicles at the Police Department uses a fuel card system managed by Flyers Energy and requires the user to enter data from the vehicle to track and dispense fuel. This data is used by the City’s fleet management system for maintenance tracking and for fuel billing to the department.

The fuel use data from Flyers Energy that comes to us is a computer file weekly, and if there are any errors our fleet management software will not allow the file to be uploaded. The Police Department fuels their vehicles much more frequently that the average user and as a result minor errors happen more frequently.

Fleet services staff must find and fix all errors in order to upload the fuel data and this can be a very time-consuming process depending on the type of error. Each error must be tracked down and corrected.

This new electronic fuel dispensing system will speak to a node in the vehicle and will transmit the correct data via Wi-fi eliminating any errors and speeding up the fueling process for the officer, and will save at least four hours per week for fleet services staff.



Analysis:

The City will be utilizing the “joinder” provision allowed under NRS 332.115. Specifically, the City will be using contract # 022217-EJW for these materials that was issued by Sourcewell, a purchasing consortium. Sourcewell represents high-quality products at very competitive pricing and the City is able to join this contract and leverage those prices to our benefit. Utilizing the “joinder” provision allows the City to precisely define the equipment needed while foregoing the need to formally bid the item.

This $58,881.35 expenditure will allow staff to purchase the appropriate equipment needed for our Police Department fueling system.



Alternatives:
  1. Council could approve the recommendation to this purchase as outlined by Staff.
  2. Council could reject the recommendation to this purchase and provide direction to the City Manager.


Recommended Motion:

I move to approve the purchase of an electronic fuel dispensing system from EJ Ward Inc. in the amount of $58,881.35.



Attached Files:
     E.J.Ward 2020 Sourcewell Price List.pdf
     Revised Quote SaaS-Sparks 03.31.2020 - Mar 31 2020 - 3-41 PM.pdf
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