Title
Resolution to Approve Amendment Number 2 to Ekos - Software License Agreement with GE Software, Inc dba EKOS for Upgrading the City’s Fuel System Hardware and Annual Software Maintenance and Support for FY 2023 - FY 2027 (not to exceed $27,000)
Memorandum
Attached for your review and action is Amendment 2 to Ekos - Software License Agreement with GE Software, Inc dba EKOS for Upgrading the City’s Fuel System Hardware and Annual Software Maintenance and Support for FY 2023 - FY 2027 in an amount not to exceed $27,000. The original agreement and Amendment 1 were administratively approved as the agreement did not exceed $25,000. Amendment 2 increases the total contract amount to over $25,000 and as the contract has been procured using sole source justification it now requires council approval.
Budget/Fiscal Impact: The FY 2023 portion of this expenditure will be paid from the approved FY2023 Fleet Services Unit budget. The FY 2023 costs are as follows:
$3,000 - One-time Onboarding/Setup Fee
$6,852 - One-time Hardware Fees (including applicable shipping costs)
$1,485 - Monthly Software License Fee (Feb - June)
$11,337 - Total FY 2023 Fees
The remaining $14,256 ($3,564 per fiscal year) is anticipated to be budgeted for in the FY2024-FY2027 Fleet Services Fund budget. There are no additional funds being requested.
The City has used the GE Software product as the Fleet Fuel System since 2017. During that time, no upgrades to the technology (including the software that runs the system and the hardware for both the vehicles and the pumps at the filling stations) have been performed. The proposed purchase order is imperative to upgrade the system to a supported software platform as well as upgrade all requisite hardware components.
GE Software complies with the requirements of the City’s Non-discrimination and Living Wage ordinances.
Staff
Prepared by: Joshua Baron, IT Applications Delivery Manager
Reviewed by: Tom Shewchuk, Director, Information Technologies Service Unit
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, GE Software, as the developer of the City’s existing fuel system, is the best vendor to provide the requisite upgrades to existing hardware and software;
Whereas, Upgrading the existing Fuel System with GE Software is imperative to upgrade the system to a supported software platform as well as upgrade all requisite hardware components;
Whereas, The total 5-year costs for the upgrade and maintenance agreement with GE Software are not to exceed $27,000;
Whereas, GE Software complies with the requirements of the City’s Non-discrimination and Living Wage ordinances; and
Whereas, The FY 2023 portion of this expenditure will be paid from the approved FY2023 Fleet Services Unit budget. The remaining $14,256 ($3,564 per fiscal year) is anticipated to be budgeted for in the FY2024-FY2027 Fleet Services Fund budget;
RESOLVED, That City Council approve the 5-year Agreement and corresponding purchase orders with GE Software for the upgrade of the City’s fuel system for FY2023-FY2027 in an amount not to exceed $27,000; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this Resolution regardless of fiscal year, including execution of any contract amendments that do not exceed the amounts authorized herein.