Fiscal Note
In the adopted 2016 capital budget Fleet Service has budgeted $100,000 in the Building/Grounds Maintenance program (MUNIS 12010) for the upgrade to the fuel system as specified in this resolution. The complete cost of the system upgrade is estimated at $175,000, with sufficient budget for the remaining $75,000 planned in the requested 2017 CIP.
The resolution authorizes the sole source provider E.J. Ward to replace the system at an estimated cost of $100,000 in 2016.
MUNIS:
12010-41-140
Title
Authorization for Fleet Service to use E.J. Ward as a sole source provider for the replacement of Fleet's obsolete fuel data reporting and billing system.
Body
WHEREAS, E.J. Ward has been the provider of Fleet Service’s automated fueling system since 2007. This system supports the fueling of the City’s fleet of 1,100 gas and diesel powered vehicles and equipment. The Ward system is in place at 5 fuel sites with 11 product pumps/terminals. The system automatically records the unit number, gallons pumped, hour meter/mileage, date/time and the data is then used for fuel billing and reporting. The Ward system also interfaces with the FASTER fleet management/maintenance system, identifying units that are due for service; and
WHEREAS, The version of the Ward system used by the City of Madison is no longer supported, thus repair components are no longer available, leaving the system vulnerable in the current configuration; and
WHEREAS, The City IT department also has security concerns with some of the underlying development tools used in the current version and strongly supports this upgrade of software and hardware; and
WHEREAS, This upgrade is projected to cost no more than $175,000. The project includes the software, pump/terminal hardware and support equipment, installation, interface software, training and reports. Ward is the primary vendor, accounting for approximately $165,000, with FASTER and Metco (pump/terminal interface) accounting for approximate...
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