County of Monterey - File #: A 19-026

• File #: A 19-026
• Name: Amendment No. to the Agreement with EJ Ward Inc.
• Type: BoS Agreement
• Status: Passed - County Administrative Office
• File created: 2/27/2019
• In control: Board of Supervisors
• On agenda: 3/12/2019
• Final action: 3/12/2019
• Title: a. Ratify the prior payment to EJ Ward, Inc. of $28,880 for services rendered to CAO-Fleet, which was paid to the vendor from leftover funds (previously allocated for payment to this vendor under a separate agreement), and which was paid in excess of the not-to-exceed authority granted by the Board of Supervisors for this Agreement; and, b. Approve and authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 2 to the Agreement with EJ Ward, Inc. for a '"Turn-Key" Fleet Fuel Management Operations System extending the term to December 31, 2021 and adding $172,000 to the total not-to-exceed amount, for a new total not-to-exceed amount of $689,500.
• Sponsors: County Administrative Office

Date	Action By	Action	Result
3/12/2019	Board of Supervisors	approved - county administrative office	Pass

Title
a. Ratify the prior payment to EJ Ward, Inc. of $28,880 for services rendered to CAO-Fleet, which was paid to the vendor from leftover funds (previously allocated for payment to this vendor under a separate agreement), and which was paid in excess of the not-to-exceed authority granted by the Board of Supervisors for this Agreement; and,
b. Approve and authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 2 to the Agreement with EJ Ward, Inc. for a '"Turn-Key" Fleet Fuel Management Operations System extending the term to December 31, 2021 and adding $172,000 to the total not-to-exceed amount, for a new total not-to-exceed amount of $689,500.
...Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:

a. Ratify the prior payment to EJ Ward, Inc. of $28,880 for services rendered to CAO-Fleet, which was paid to the vendor from leftover funds (previously allocated for payment to this vendor under a separate agreement), and which was paid in excess of the not-to-exceed authority granted by the Board of Supervisors for this Agreement; and,
b. Approve and authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 2 to the Agreement with EJ Ward, Inc. for a '"Turn-Key" Fleet Fuel Management Operations System extending the term to December 31, 2021 and adding $172,000 to the total not-to-exceed amount, for a new total not-to-exceed amount of $689,500.

SUMMARY/DISCUSSION:
The County issued a Request for Proposal (RFP) No.10417 on May 16, 2013 to solicit proposals from qualified vendors capable of providing the County Fleet Operations with a "Turn-Key" Fleet Fuel Management Operations System and Continuing Web Hosting Services and Maintenance to replace the previous outdated fuel management system, which was operating on an unsupported platform due to its age.

The replacement of the previous Fuel Management Operations System was to ensure fuel and water...