Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to award a contract without competition - Department of Real Estate and Asset Management, 21SS131505C-MH, Automated Fuel Devices in the amount of $295,377.35 with E. J. Ward, Inc. (San Antonio, TX), to provide and install fuel management system upgrades and project management services for six (6) County fueling sites. Effective upon BOC approval. (APPROVED)
body
Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-384, after conducting a good faith review, and the Purchasing Department has determined that there is only one source available for the required supply, service, or construction item, the request shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item
Open and Responsible Government
Commission Districts Affected
All Districts ☒
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background To provide software and hardware upgrades to the existing fuel management systems for six (6) County fueling sites along with project management services.
Scope of Work: The Fuel Management Systems Contractor is to furnish all materials, labor, tools, equipment, and appurtenances necessary to provide and install fuel management system/hardware upgrades and project management services for six (6) identified Fulton County fueling sites.
Fulton County Fueling Sites:
1. Central Maintenance Facility- Upper Pump, 895 Marietta Blvd, NW, Atlanta, GA 30318
2. Central Maintenance Facility- Lower Pump, 895 Marietta Blvd, NW, Atlanta, GA 30318
3. Fulton County Executive Airport - Charlie Brown Field, 3920 Aviation Circle, Atlanta, GA 30336
4. North Service Center, 7741 Roswell Road, Atlanta, GA 30350
5. South Services Center, 5600 Stonewall Tell Road, Union City, GA 30349
6. Customer Service Center (WROC), 11575 Maxwell Road, Alpharetta, GA 30009
Scope of Work includes, but is not limited to:
1. Provide and install Bennett dispenser 3000 series, model 371 2SNR-25 products, hoses, sides, pulser output junction boxes, extra conduit, and valances
2. Provide and install Omnitec tank monitor for fuel and oil tanks, to include probes, floats, CITLD Module, and sump sensors, ATG caps and adaptors
3. Provide and install hoses and nozzle kits
4. Install EJ Ward FCT (Fuel Control Terminal) software and hardware, dispensers and tank monitor and associated parts
Cost per Fueling Site:
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6-Fuel Sites/Training & Project Mgt. |
Upgrade/Labor Cost |
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1 |
Central Maintenance Facility- Upper Pump |
$34,737.50 |
|
2 |
Central Maintenance Facility- Lower Pump |
$60,813.97 |
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3 |
Charlie Brown Airport |
$61,313.97 |
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4 |
North Service Center |
$43,541.47 |
|
5 |
South Service Center |
$43,541.41 |
|
6 |
Customer Service Center (WROC) |
$34,628.97 |
|
7 |
Initial Startup, Testing, Training & Project Management |
$16,800.00 |
|
|
Total Cost for Fuel Management System Hardware Upgrade |
$295,377.35 |
Pursuant to Purchasing Code Section 102-384, this request meets the following category permitted as basis for conditions allowing the award of a contract without competition:
(4) When necessary to maintain compatibility with existing equipment or systems, only specified makes and models of technical equipment, software, and parts will satisfy the county’s needs for additional units or replacement items, and only one source available.
Community Impact: None of which the Department is aware.
Department Recommendation: The Department of Real Estate and Asset Management recommends the approval to award contract without competition to provide install fuel management system/hardware upgrade and project management services for six (6) identified Fulton County fueling sites for fiscal year 2021.
All fueling stations and UST’s (underground storage tanks) are regulated by the Georgia Department of Natural Resources, Environmental Protection Division (EPD) and require annual testing and reporting. The existing fueling system requires substantial upgrades that will improve both functionality and reliability.
EJ Ward, Inc. is the original equipment manufacturer (OEM) and sole supplier of its fuel control terminals and all internal components for the Automated Fuel Management System that supports 10 fueling sites throughout the County.
E.J. Ward is the sole platform supplier and provides support for its products, systems and platform solutions, either direct or through authorized service and support agents. All design, manufacturing, assembly, and quality control checks are performed by Ward or its authorized subcontract manufacturing partners for all of its hardware and software products.
Project Implications: The approval of this item will allow for the immediate replacement and upgrade of the County fuel management system and associated hardware at six (6) identified Fulton County fueling sites.
Community Issues/Concerns: None of which the Department is aware.
Department Issues/Concerns: If this sole source contract is not approved, it will jeopardize Fulton County’s ability to modernize the six (6) identified fueling stations and UST’s that are regulated by the Georgia Department of Natural Resources, Environmental Protection Division (EPD) and required annual testing and reporting.
Contract Modification This is a new request.
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Not Applicable
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Award without Competition Justification and Approval Form
Exhibit 2: Cost Proposal
Exhibit 3: Contractor Performance Report
Contact Information (Type Name, Title, Agency and Phone)
title
Joseph N. Davis, Director, Department of Real Estate and Asset Management, (404) 612-3772
Contract Attached
title
No
Previous Contracts
title
Yes
Total Contract Value
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Original Approved Amount: |
$0.00 |
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Previous Adjustments: |
$0.00 |
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This Request: |
$295,337.35 |
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TOTAL: |
$295,337.35 |
Grant Information Summary
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Amount Requested: |
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☐ |
Cash |
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Match Required: |
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☐ |
In-Kind |
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Start Date: |
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☐ |
Approval to Award |
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End Date: |
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☐ |
Apply & Accept |
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Match Account $: |
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Fiscal Impact / Funding Source
Funding Line 1:
500-520-5200-M005: Capital, Real Estate and Asset Management, MEP-2018- $295,337.35
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Key Contract Terms |
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Start Date: Upon BOC Approval |
End Date: |
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Cost Adjustment: |
Renewal/Extension Terms: |
Overall Contractor Performance Rating:
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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9/15/2021 |
12/31/2021 |