HomeMy WebLinkAboutItem 17 - Agreement for City Yard Fueling Station ImprovementsPublic Works Agency
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Item # 17
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
July 1, 2025
TOPIC: Agreement for City Yard Fueling Station Improvements
AGENDA TITLE
Agreement with E.J. Ward Inc. for Fueling Station Improvements (Project No. 25-6038)
(General Fund)
RECOMMENDED ACTION
Approve an agreement with E.J. Ward, Inc. to provide fueling station improvement
services in an amount not to exceed $624,416, for a term beginning July 1, 2025 and
expiring June 30, 2026 (Agreement No. A-2025-XXX).
GOVERNMENT CODE 84308 APPLIES: No
DISCUSSION
The City of Santa Ana operates a fleet of approximately 530 vehicles which utilize
unleaded gasoline and diesel for their fueling needs. The Public Works Agency (PWA)
oversees the City's unleaded and diesel fueling stations located at the Corporate Yard
(Yard) and Santa Ana Police Department (SAPD). On Saturday, February 22, 2025, a
water leak occurred inside the room that stores the fuel Veeder-Root system at the
Corporate Yard, saturating it and causing it to become inoperable. The Veeder-Root
system contains sensitive electronic circuits and components including sensors, probes,
and control consoles that are not designed to withstand water exposure. By default, the
system shuts down all fueling operations when the Veeder-Root components are non-
responsive, thus not allowing any City vehicle to fuel. Staff was advised by TAIT
Environmental Services, the City's existing on -call contractor for fuel system
maintenance, repair, and testing, that the Veeder-Root system was beyond repair and
must be replaced.
At the time of the event, staff was in the process of replacing the outdated fuel
management software and dispensers at the Yard and SAPD. Combining both efforts
into one project will result in a complete rehabilitation and modernization of the system,
while minimizing ongoing maintenance issues and the continued risk of operational
failures. To mitigate the potential for water leaks in the future, the Veeder-Root system
will be relocated to a secure room with no water lines inside.
Agreement for City Yard Fueling Station Improvement Services
July 1, 2025
Page 2
While the primary fueling station is inoperable, the City has implemented an interim
fueling strategy to maintain operational continuity. As part of this strategy, a fueling
contractor delivers fuel directly to the City Yard several times per week using a mobile
fueling trailer. To accommodate after-hours and emergency fueling needs, City staff
have been instructed to use the SAPD fueling station as an alternative fueling location.
This temporary solution is resulting in estimated monthly expenses of $4,080.
Santa Ana Municipal Code (SAMC) Section 2-807(d) for Non -Bid Purchases allows
contracts to be exempted from competitive bidding through an open market purchase
when vendors have been awarded a similar type of purchase contract by another public
agency after going through a competitive process. Sourcewell awarded a contract to
E.J. Ward Inc. for Aboveground Fuel and Fluid Storage with Related Hardware,
Software and Services (Contract No. 081524-EJW). Contract was awarded as a result
of open, competitive bidding, and meets the City's requirement. Staff researched
available procurement options and product offerings in the market and determined that
E.J. Ward Inc. meets the City's specifications, offers prompt delivery, and provides
competitive pricing (Exhibit 1).
Staff recommends awarding a contract to E.J. Ward, Inc. for infrastructure
improvements to the unleaded and diesel fueling station located at the City Yard. This
contract will address critical system upgrades necessary to restore full functionality and
ensure the fueling station meets the City's operational, safety, and compliance
standards. Scope of work includes the replacement and relocation of existing damaged
equipment, replacement of fuel dispensers, installation of fuel management terminal,
and securing required permits from Orange County Environmental Health.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.
FISCAL IMPACT
A proposed carryover of FY 2024-25 unspent funds in Project No. 25-6038 will be
presented to City Council for approval. The funds were budgeted and available in the
following account for Fiscal Year 2024-25 and, upon approval, will be carried forward for
this expenditure in Fiscal Year 2025-26. Any remaining balances not expended at the
end of the fiscal year will be presented to City Council for approval of carryovers to
Fiscal Year 2026-27.
Fiscal Year
Accounting
Fund
Accounting Unit,
Amount
Unit -Account
Description
Account Description
2024-25
01117017-
General
PWA-Service
$ 9,500
66510 (25-
Fund
Enhancement,
6038)
Computer Software
Agreement for City Yard Fueling Station Improvement Services
July 1, 2025
Page 3
Fiscal Year
Accounting
Fund
Accounting Unit,
Amount
Unit -Account
Description
Account Description
2024-25
01117017-
General
PWA-Service
$ 614,916
66220 (25-
Fund
Enhancement,
6038)
Improvements Other
Than Buildings
Total
$ 624,416
EXHIBITS
1. Sourcewell Master Agreement with E.J. Ward
2. Agreement with E.J. Ward Inc.
Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency
Approved By: Alvaro Nunez, City Manager
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081524-EJW
SourcewellW.
MASTER AGREEMENT #081524
CATEGORY: Aboveground Fuel and Fluid Storage with Related Hardware, Software, and Services
SUPPLIER: E.J. Ward
This Master Agreement (Agreement) is between Sourcewell, a Minnesota service cooperative located at
202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and E.J. Ward, 12621 Silicon
Drive, Suite 113, San Antonio, TX 78249 (Supplier).
Sourcewell is a local government and service cooperative created under the laws of the State of
Minnesota (Minnesota Statutes Section 123A.21) offering a Cooperative Purchasing Program to eligible
participating government entities
Under this Master Agreement entered with Sourcewell, Supplier will provide Included Solutions to
Participating Entities through Sourcewell's Cooperative Purchasing Program.
Article 1:
General Terms
The General Terms in this Article 1 control the operation of this Master Agreement between Sourcewell
and Supplier and apply to all transactions entered by Supplier and Participating Entities. Subsequent
Articles to this Master Agreement control the rights and obligations directly between Sourcewell and
Supplier (Article 2), and between Supplier and Participating Entity (Article 3), respectively. These Article 1
General Terms control over any conflicting terms. Where this Master Agreement is silent on any subject,
Participating Entity and Supplier retain the ability to negotiate mutually acceptable terms.
1) Purpose. Pursuant to Minnesota law, the Sourcewell Board of Directors has authorized a Cooperative
Purchasing Program designed to provide Participating Entities with access to competitively awarded
cooperative purchasing agreements. To facilitate the Program, Sourcewell has awarded Supplier this
cooperative purchasing Master Agreement following a competitive procurement process intended to
meet compliance standards in accordance with Minnesota law and the requirements contained
herein.
2) Intent. The intent of this Master Agreement is to define the roles of Sourcewell, Supplier, and
Participating Entity as it relates to Sourcewell's Cooperative Purchasing Program.
3) Participating Entity Access. Sourcewell's Cooperative Purchasing Program Master Agreements are
available to eligible public agencies (Participating Entities). A Participating Entity's authority to access
Sourcewell's Cooperative Purchasing Program is determined through the laws of its respective
jurisdiction.
4) Supplier Access. The Included Solutions offered under this Agreement maybe made available to any
Participating Entity. Supplier understands that a Participating Entity's use of this Agreement is at the
Participating Entity's sole convenience. Supplier will educate its sales and service forces about
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Sourcewell eligibility requirements and required documentation. Supplier will be responsible for
ensuring sales are with Participating Entities.
5) Term. This Agreement is effective upon the date of the final signature below. The term of this
Agreement is four (4) years from the effective date. The Agreement expires at 11:59 P.M. Central
Time on November 18, 2028, unless it is cancelled or extended as defined in this Agreement.
a) Extensions. Sourcewell and Supplier may agree to up to three (3) additional one-year extensions
beyond the original four-year term. The total possible length of this Agreement will be seven (7)
years from the effective date.
b) Exceptional Circumstances. Sourcewell retains the right to consider additional extensions as
required under exceptional circumstances.
6) Survival of Terms. Notwithstanding the termination of this Agreement, the obligations of this
Agreement will continue through the performance period of any transaction entered between
Supplier and any Participating Entity before the termination date.
7) Scope. Supplier is awarded a Master Agreement to provide the solutions identified in RFP 081524 to
Participating Entities. In Scope solutions include: Aboveground Fuel and Fluid Storage with Related
Hardware, Software, and Services including, but not limited to:
A. Aboveground Storage Tanks (AST's) for fuels, fluids, and gases, including gasoline, diesel, AVGAS,
Jet fuel, Diesel Exhaust Fluid (DEF), bulk lubricants, propane, natural gas, and used fluids;
B. Mobile fuel, fluid, and gas storage solutions;
C. Hardware related to the aboveground storage tanks and mobile storage solutions described in
subsections 1. a. and b. above, including pedestals, gauges, access or security hardware,
monitoring equipment and devices, RFID solutions, dispensers, and accessories;
D. Fuel and fluid management software related to the aboveground storage tanks and mobile
storage solutions described in subsections 1. a. - c. above. However, this solicitation should NOT
be construed to include "software -only" solutions. Proposers may include related fuel and fluid
management software to the extent that the solutions are complementary to the offering of the
equipment and products being proposed; and,
E. Services related to the solutions described in subsections 1.a. — d. above, including design, site
assessment, site preparation, installation, monitoring or testing, maintenance or repair, and
warranty programs. However, this solicitation should NOT be construed to include "service -
only" solutions. Proposers may include related services to the extent that these solutions are
complementary to the offering of the equipment and products being proposed.
8) Included Solutions. Supplier's Proposal to the above referenced RFP is incorporated into this Master
Agreement. Only those Solutions included within Supplier's Proposal and within Scope (Included
Solutions) are included within the Agreement and may be offered to Participating Entities.
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9) Indefinite Quantity. This Master Agreement defines an indefinite quantity of sales to eligible
Participating Entities
10) Pricing. Pricing information (including Pricing and Delivery and Pricing Offered tables) for all Included
Solutions within Supplier's Proposal is incorporated into this Master Agreement.
11) Not to Exceed Pricing. Suppliers may not exceed the prices listed in the current Pricing List on file
with Sourcewell when offering Included Solutions to Participating Entities. Participating Entities may
request adjustments to pricing directly form Supplier during the negotiation and execution of any
transaction.
12) Open Market. Supplier's open market pricing process is included within its Proposal.
13) Supplier Representations:
i) Compliance. Supplier represents and warrants it will provide all Included Solutions
under this Agreement in full compliance with applicable federal, state, and local laws and
regulations.
ii) Licenses. As applicable, Supplier will maintain a valid status on all required federal, state,
and local licenses, bonds, and permits required for the operation of Supplier's business with
Participating Entities. Participating Entities may request all relevant documentation directly from
Supplier.
iii) Supplier Warrants. Supplier warrants that all Included Solutions furnished under this
Agreement are free from liens and encumbrances, and are free from defects in design, materials,
and workmanship. In addition, Supplier warrants the Solutions are suitable for and will perform
in accordance with the ordinary use for which they are intended.
14) Bankruptcy Notices. Supplier certifies and warrants it is not currently in a bankruptcy proceeding.
Supplier has disclosed all current and completed bankruptcy proceedings within the past seven years
within its Proposal. Supplier must provide notice in writing to Sourcewell if it enters a bankruptcy
proceeding at any time during the term of this Agreement.
15) Debarment and Suspension. Supplier certifies and warrants that neither it nor its principals are
presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded
from programs operated by the State of Minnesota, the United States federal government, or any
Participating Entity. Supplier certifies and warrants that neither it nor its principals have been
convicted of a criminal offense related to the subject matter of this Agreement. Supplier further
warrants that it will provide immediate written notice to Sourcewell if this certification changes at
any time during the term of this Agreement.
16) Provisions for non -United States federal entity procurements under United States federal awards
or other awards (Appendix II to 2 C.F.R § 200). Participating Entities that use United States federal
grant or other federal funding to purchase solutions from this Agreement may be subject to
additional requirements including the procurement standards of the Uniform Administrative
Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 C.F.R. § 200.
Participating Entities may have additional requirements based on specific funding source terms or
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conditions. Within this Section, all references to "federal" should be interpreted to mean the United
States federal government. The following list applies when a Participating Entity accesses Supplier's
Included Solutions with United States federal funds.
i) EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. §
60, all agreements that meet the definition of "federally assisted construction contract" in 41
C.F.R. § 60-1.3 must include the equal opportunity clause provided under 41 C.F.R. § 60-1.4(b), in
accordance with Executive Order 11246, "Equal Employment Opportunity" (30 FR 12319, 12935,
3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, "Amending
Executive Order 11246 Relating to Equal Employment Opportunity," and implementing
regulations at 41 C.F.R. § 60, "Office of Federal Contract Compliance Programs, Equal
Employment Opportunity, Department of Labor." The equal opportunity clause is incorporated
herein by reference.
ii) DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal
program legislation, all prime construction contracts in excess of $2,000 awarded by non-federal
entities must include a provision for compliance with the Davis -Bacon Act (40 U.S.C. § 3141-
3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5,
"Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted
Construction"). In accordance with the statute, contractors must be required to pay wages to
laborers and mechanics at a rate not less than the prevailing wages specified in a wage
determination made by the Secretary of Labor. In addition, contractors must be required to pay
wages not less than once a week. The non-federal entity must place a copy of the current
prevailing wage determination issued by the Department of Labor in each solicitation. The
decision to award a contract or subcontract must be conditioned upon the acceptance of the
wage determination. The non-federal entity must report all suspected or reported violations to
the federal awarding agency. The contracts must also include a provision for compliance with the
Copeland "Anti -Kickback" Act (40 U.S.C. § 3145), as supplemented by Department of Labor
regulations (29 C.F.R. § 3, "Contractors and Subcontractors on Public Building or Public Work
Financed in Whole or in Part by Loans or Grants from the United States"). The Act provides that
each contractor or subrecipient must be prohibited from inducing, by any means, any person
employed in the construction, completion, or repair of public work, to give up any part of the
compensation to which he or she is otherwise entitled. The non-federal entity must report all
suspected or reported violations to the federal awarding agency. Supplier must comply with all
applicable Davis -Bacon Act provisions.
iii) CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708).
Where applicable, all contracts awarded by the non-federal entity in excess of $100,000 that
involve the employment of mechanics or laborers must include a provision for compliance with
40 U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).
Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of
every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of
the standard work week is permissible provided that the worker is compensated at a rate of not
less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in
the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction work and
provide that no laborer or mechanic must be required to work in surroundings or under working
conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to
the purchases of supplies, materials, or articles ordinarily available on the open market, or
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contracts for transportation or transmission of intelligence. This provision is hereby incorporated
by reference into this Agreement. Supplier certifies that during the term of an award for all
Agreements by Sourcewell resulting from this procurement process, Supplier must comply with
applicable requirements as referenced above.
iv) RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal
award meets the definition of "funding agreement" under 37 C.F.R. § 401.2(a) and the recipient
or subrecipient wishes to enter into a contract with a small business firm or nonprofit
organization regarding the substitution of parties, assignment or performance of experimental,
developmental, or research work under that "funding agreement," the recipient or subrecipient
must comply with the requirements of 37 C.F.R. § 401, "Rights to Inventions Made by Nonprofit
Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative
Agreements," and any implementing regulations issued by the awarding agency. Supplier
certifies that during the term of an award for all Agreements by Sourcewell resulting from this
procurement process, Supplier must comply with applicable requirements as referenced above.
v) CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION
CONTROL ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of
$150,000 require the non-federal award to agree to comply with all applicable standards, orders
or regulations issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal
Water Pollution Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to
the Federal awarding agency and the Regional Office of the Environmental Protection Agency
(EPA). Supplier certifies that during the term of this Agreement it will comply with applicable
requirements as referenced above.
vi) DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract
award (see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide
exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines
at 2 C.F.R. § 180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and
12689 (3 C.F.R. § 1989 Comp., p. 235), "Debarment and Suspension." SAM Exclusions contains
the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties
declared ineligible under statutory or regulatory authority other than Executive Order 12549.
Supplier certifies that neither it nor its principals are presently debarred, suspended, proposed
for debarment, declared ineligible, or voluntarily excluded from participation by any federal
department or agency.
vii) BYRD ANTI -LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Suppliers must
file any required certifications. Suppliers must not have used federal appropriated funds to pay
any person or organization for influencing or attempting to influence an officer or employee of
any agency, a member of Congress, officer or employee of Congress, or an employee of a
member of Congress in connection with obtaining any federal contract, grant, or any other
award covered by 31 U.S.C. § 1352. Suppliers must disclose any lobbying with non-federal funds
that takes place in connection with obtaining any federal award. Such disclosures are forwarded
from tier to tier up to the non-federal award. Suppliers must file all certifications and disclosures
required by, and otherwise comply with, the Byrd Anti -Lobbying Amendment (31 U.S.C. § 1352).
viii) RECORD RETENTION REQUIREMENTS. To the extent applicable, Supplier must comply
with the record retention requirements detailed in 2 C.F.R. § 200.333. The Supplier further
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certifies that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after
grantees or subgrantees submit final expenditure reports or quarterly or annual financial
reports, as applicable, and all other pending matters are closed.
ix) ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable,
Supplier must comply with the mandatory standards and policies relating to energy efficiency
which are contained in the state energy conservation plan issued in compliance with the Energy
Policy and Conservation Act.
x) BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Supplier must
comply with all applicable provisions of the Buy American Act. Purchases made in accordance
with the Buy American Act must follow the applicable procurement rules calling for free and
open competition.
xi) ACCESS TO RECORDS (2 C.F.R. § 200.336). Supplier agrees that duly authorized
representatives of a federal agency must have access to any books, documents, papers and
records of Supplier that are directly pertinent to Supplier's discharge of its obligations under this
Agreement for the purpose of making audits, examinations, excerpts, and transcriptions. The
right also includes timely and reasonable access to Supplier's personnel for the purpose of
interview and discussion relating to such documents.
xii) PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity
that is a state agency or agency of a political subdivision of a state and its contractors must
comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource
Conservation and Recovery Act. The requirements of Section 6002 include procuring only items
designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that
contain the highest percentage of recovered materials practicable, consistent with maintaining a
satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the
value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring
solid waste management services in a manner that maximizes energy and resource recovery;
and establishing an affirmative procurement program for procurement of recovered materials
identified in the EPA guidelines.
xiii) FEDERAL SEAL(S), LOGOS, AND FLAGS. The Supplier cannot use the seal(s), logos, crests,
or reproductions of flags or likenesses of Federal agency officials without specific pre -approval.
xiv) NO OBLIGATION BY FEDERAL GOVERNMENT. The U.S. federal government is not a party
to this Agreement or any purchase by a Participating Entity and is not subject to any obligations
or liabilities to the Participating Entity, Supplier, or any other party pertaining to any matter
resulting from the Agreement or any purchase by an authorized user.
xv) PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS. The
Contractor acknowledges that 31 U.S.C. § 38 (Administrative Remedies for False Claims and
Statements) applies to the Supplier's actions pertaining to this Agreement or any purchase by a
Participating Entity.
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xvi) FEDERAL DEBT. The Supplier certifies that it is non -delinquent in its repayment of any
federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit
disallowance, and benefit overpayments.
xvii) CONFLICTS OF INTEREST. The Supplier must notify the U.S. Office of General Services,
Sourcewell, and Participating Entity as soon as possible if this Agreement or any aspect related
to the anticipated work under this Agreement raises an actual or potential conflict of interest (as
described in 2 C.F.R. Part 200). The Supplier must explain the actual or potential conflict in
writing in sufficient detail so that the U.S. Office of General Services, Sourcewell, and
Participating Entity are able to assess the actual or potential conflict; and provide any additional
information as necessary or requested.
xviii) U.S. EXECUTIVE ORDER 13224. The Supplier, and its subcontractors, must comply with
U.S. Executive Order 13224 and U.S. Laws that prohibit transactions with and provision of
resources and support to individuals and organizations associated with terrorism.
xix) PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE
SERVICES OR EQUIPMENT. To the extent applicable, Supplier certifies that during the term of
this Agreement it will comply with applicable requirements of 2 C.F.R. § 200.216.
xx) DOMESTIC PREFERENCES FOR PROCUREMENTS. To the extent applicable, Supplier
certifies that during the term of this Agreement, Supplier will comply with applicable
requirements of 2 C.F.R. § 200.322.
Article 2:
Sourcewell and Supplier Obligations
The Terms in this Article 2 relate specifically to Sourcewell and its administration of this Master
Agreement with Supplier and Supplier's obligations thereunder.
1) Authorized Sellers. Supplier must provide Sourcewell a current means to validate or authenticate
Supplier's authorized dealers, distributors, or resellers which may complete transactions of Included
Solutions offered under this Agreement. Sourcewell may request updated information in its
discretion, and Supplier agrees to provide requested information within a reasonable time.
2) Product and Price Changes Requirements. Supplier may request Included Solutions changes,
additions, or deletions at any time. All requests must be made in writing by submitting a Sourcewell
Price and Product Change Request Form to Sourcewell. At a minimum, the request must:
• Identify the applicable Sourcewell Agreement number;
• Clearly specify the requested change;
• Provide sufficient detail to justify the requested change;
• Individually list all Included Solutions affected by the requested change, along with the
requested change (e.g., addition, deletion, price change); and
• Include a complete restatement of Pricing List with the effective date of the modified pricing,
or product addition or deletion. The new pricing restatement must include all Included
Solutions offered, even for those items where pricing remains unchanged.
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A fully executed Sourcewell Price and Product Change Request Form will become an amendment to
this Agreement and will be incorporated by reference.
3) Authorized Representative. Supplier will assign an Authorized Representative to Sourcewell for this
Agreement and must provide prompt notice to Sourcewell if that person is changed. The Authorized
Representative will be responsible for:
• Maintenance and management of this Agreement;
• Timely response to all Sourcewell and Participating Entity inquiries; and
• Participation in reviews with Sourcewell.
Sourcewell's Authorized Representative is its Chief Procurement Officer.
4) Performance Reviews. Supplier will perform a minimum of one review with Sourcewell per
agreement year. The review will cover transactions to Participating Entities, pricing and terms,
administrative fees, sales data reports, performance issues, supply chain issues, customer issues, and
any other necessary information.
5) Sales Reporting Required. Supplier is required as a material element to this Master Agreement to
report all completed transactions with Participating Entities utilizing this Agreement. Failure to
provide complete and accurate reports as defined herein will be a material breach of the Agreement
and Sourcewell reserves the right to pursue all remedies available at law including cancellation of
this Agreement.
6) Reporting Requirements. Supplier must provide Sourcewell an activity report of all transactions
completed utilizing this Agreement. Reports are due at least once each calendar quarter (Reporting
Period). Reports must be received no later than 45 calendar days after the end of each calendar
quarter. Supplier may report on a more frequent basis in its discretion. Reports must be provided
regardless of the amount of completed transactions during that quarter (i.e., if there are no sales,
Supplier must submit a report indicating no sales were made).
The Report must contain the following fields:
• Participating Entity Name (e.g., City of Staples Highway Department);
• Participating Entity Physical Street Address;
• Participating Entity City;
• Participating Entity State/Province;
• Participating Entity Zip/Postal Code;
• Sourcewell Participating Entity Account Number;
• Transaction Description;
• Transaction Purchased Price;
• Sourcewell Administrative Fee Applied; and
• Date Transaction was invoiced/sale was recognized as revenue by Supplier.
If collected by Supplier, the Report may include the following fields as available:
• Participating Entity Contact Name;
• Participating Entity Contact Email Address;
• Participating Entity Contact Telephone Number;
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7) Administrative Fee. In consideration for the support and services provided by Sourcewell, Supplier
will pay an Administrative Fee to Sourcewell on all completed transactions to Participating Entities
utilizing this Agreement. Supplier will include its Administrative Fee within its proposed pricing.
Supplier may not directly charge Participating Entities to offset the Administrative Fee.
8) Fee Calculation. Supplier's Administrative Fee payable to Sourcewell will be calculated as a stated
percentage (listed in Supplier's Proposal) of all completed transactions utilizing this Master
Agreement within the preceding Reporting Period. For certain categories, a flat fee may be
proposed. The Administrative Fee will be stated in Supplier's Proposal.
9) Fee Remittance. Supplier will remit fee to Sourcewell no later than 45 calendar days after the close
of the preceding calendar quarter in conjunction with Supplier's Reporting Period obligations
defined herein. Payments should note the Supplier's name and Sourcewell-assigned Agreement
number in the memo; and must be either mailed to Sourcewell above "Attn: Accounts Receivable" or
remitted electronically to Sourcewell's banking institution per Sourcewell's Finance department
instructions.
10) Noncompliance. Sourcewell reserves the right to seek all remedies available at law for unpaid or
underpaid Administrative Fees due under this Agreement. Failure to remit payment, delinquent
payments, underpayments, or other deviations from the requirements of this Agreement may be
deemed a material breach and may result in cancellation of this Agreement and disbarment from
future Agreements.
11) Audit Requirements. Pursuant to Minn. Stat. § 16C.05, subdivision 5, the books, records,
documents, and accounting procedures and practices relevant to this Agreement are subject to
examination by Sourcewell and the Minnesota State Auditor for a minimum of six years from the end
of this Agreement. Supplier agrees to fully cooperate with Sourcewell in auditing transactions under
this Agreement to ensure compliance with pricing terms, correct calculation and remittance of
Administrative Fees, and verification of transactions as may be requested by a Participating Entity or
Sourcewell.
12) Assignment, Transfer, and Administrative Changes. Supplier may not assign or otherwise transfer its
rights or obligations under this Agreement without the prior written consent of Sourcewell. Such
consent will not be unreasonably withheld. Sourcewell reserves the right to unilaterally assign all or
portions of this Agreement within its sole discretion to address corporate restructurings, mergers,
acquisitions, or other changes to the Responsible Party and named in the Agreement. Any prohibited
assignment is invalid. Upon request Sourcewell may make administrative changes to agreement
documentation such as name changes, address changes, and other non -material updates as
determined within its sole discretion.
13) Amendments. Any material change to this Agreement must be executed in writing through an
amendment and will not be effective until it has been duly executed by the parties.
14) Waiver. Failure by Sourcewell to enforce any right under this Agreement will not be deemed a waiver
of such right in the event of the continuation or repetition of the circumstances giving rise to such
right.
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15) Complete Agreement. This Agreement represents the complete agreement between the parties for
the scope as defined herein. Supplier and Sourcewell may enter into separate written agreements
relating specifically to transactions outside of the scope of this Agreement.
16) Relationship of Sourcewell and Supplier. This Agreement does not create a partnership, joint
venture, or any other relationship such as employee, independent contractor, master -servant, or
principal -agent.
17) Indemnification. Supplier must indemnify, defend, save, and hold Sourcewell, including their agents
and employees, harmless from any claims or causes of action, including attorneys' fees incurred by
Sourcewell, arising out of any act or omission in the performance of this Agreement by the Supplier
or its agents or employees; this indemnification includes injury or death to person(s) or property
alleged to have been caused by some defect in design, condition, or performance of Included
Solutions under this Agreement. Sourcewell's responsibility will be governed by the State of
Minnesota's Tort Liability Act (Minnesota Statutes Chapter 466) and other applicable law.
18) Data Practices. Supplier and Sourcewell acknowledge Sourcewell is subject to the Minnesota
Government Data Practices Act, Minnesota Statutes Chapter 13. As it applies to all data created and
maintained in performance of this Agreement, Supplier may be subject to the requirements of this
chapter.
19) Grant of License.
a) During the term of this Agreement:
i) Supplier Promotion. Sourcewell grants to Supplier a royalty -free, worldwide, non-exclusive
right and license to use the trademark(s) provided to Supplier by Sourcewell in advertising,
promotional materials, and informational sites for the purpose of marketing Sourcewell's
Agreement with Supplier.
ii) Sourcewell Promotion. Supplier grants to Sourcewell a royalty -free, worldwide, non-
exclusive right and license to use Supplier's trademarks in advertising, promotional
materials, and informational sites for the purpose of marketing Supplier's Agreement with
Sourcewell.
b) Limited Right of Sublicense. The right and license granted herein includes a limited right of each
party to grant sublicenses to their respective subsidiaries, distributors, dealers, resellers,
marketing representatives, partners, or agents (collectively "Permitted Sublicensees") in
advertising, promotional, or informational materials for the purpose of marketing the Parties'
relationship. Any sublicense granted will be subject to the terms and conditions of this Article.
Each party will be responsible for any breach of this section by any of their respective
sublicensees.
c) Use; Quality Control.
i) Neither party may alter the other party's trademarks from the form provided and must
comply with removal requests as to specific uses of its trademarks or logos.
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ii) Each party agrees to use, and to cause its Permitted Sublicensees to use, the other party's
trademarks only in good faith and in a dignified manner consistent with such party's use of
the trademarks. Each party may make written notice to the other regarding misuse under
this section. The offending party will have 30 days of the date of the written notice to cure
the issue or the license/sublicense will be terminated.
d) Termination. Upon the termination of this Agreement for any reason, each party, including
Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites, and
the like bearing the other party's name or logo (excepting Sourcewell's pre-printed catalog of
suppliers which may be used until the next printing). Supplier must return all marketing and
promotional materials, including signage, provided by Sourcewell, or dispose of it according to
Sourcewell's written directions.
20) Venue and Governing law between Sourcewell and Supplier Only. The substantive and procedural
laws of the State of Minnesota will govern this Agreement between Sourcewell and Supplier. Venue
for all legal proceedings arising out of this Agreement between Sourcewell and Supplier will be in
court of competent jurisdiction within the State of Minnesota. This section does not apply to any
dispute between Supplier and Participating Entity. This Agreement reserves the right for Supplier and
Participating Entity to negotiate this term to within any transaction documents.
21) Severability. If any provision of this Agreement is found by a court of competent jurisdiction to be
illegal, unenforceable, or void then both parties will be relieved from all obligations arising from that
provision. If the remainder of this Agreement is capable of being performed, it will not be affected
by such determination or finding and must be fully performed.
22) Insurance Coverage. At its own expense, Supplier must maintain valid insurance policy(ies) during
the performance of this Agreement with insurance company(ies) licensed or authorized to do
business in the State of Minnesota having an "AM BEST" rating of A- or better, with coverage and
limits of insurance not less than the following:
a) Commercial General Liability Insurance. Supplier will maintain insurance covering its operations,
with coverage on an occurrence basis, and must be subject to terms no less broad than the
Insurance Services Office ("ISO") Commercial General Liability Form CG0001 (2001 or newer
edition), or equivalent. At a minimum, coverage must include liability arising from premises,
operations, bodily injury and property damage, independent contractors, products -completed
operations including construction defect, contractual liability, blanket contractual liability, and
personal injury and advertising injury. All required limits, terms and conditions of coverage must
be maintained during the term of this Agreement.
• $1,500,000 each occurrence Bodily Injury and Property Damage
• $1,500,000 Personal and Advertising Injury
• $2,000,000 aggregate for products liability -completed operations
• $2,000,000 general aggregate
b) Certificates of Insurance. Prior to execution of this Agreement, Supplier must furnish to
Sourcewell a certificate of insurance, as evidence of the insurance required under this
Agreement. Prior to expiration of the policy(ies), renewal certificates must be mailed to
Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN S6479 or provided to in an
alternative manner as directed by Sourcewell. The certificates must be signed by a person
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authorized by the insurer(s) to bind coverage on their behalf. Failure of Supplier to maintain the
required insurance and documentation may constitute a material breach.
c) Additional Insured Endorsement and Primary and Non-contributory Insurance Clause. Supplier
agrees to list Sourcewell, including its officers, agents, and employees, as an additional insured
under the Supplier's commercial general liability insurance policy with respect to liability arising
out of activities, "operations," or "work" performed by or on behalf of Supplier, and products
and completed operations of Supplier. The policy provision(s) or endorsement(s) must further
provide that coverage is primary and not excess over or contributory with any other valid,
applicable, and collectible insurance or self-insurance in force for the additional insureds.
d) Waiver of Subrogation. Supplier waives and must require (by endorsement or otherwise) all its
insurers to waive subrogation rights against Sourcewell and other additional insureds for losses
paid under the insurance policies required by this Agreement or other insurance applicable to
the Supplier or its subcontractors. The waiver must apply to all deductibles and/or self -insured
retentions applicable to the required or any other insurance maintained by the Supplier or its
subcontractors. Where permitted by law, Supplier must require similar written express waivers
of subrogation and insurance clauses from each of its subcontractors.
e) Umbrella/Excess Liability/SELF-INSURED RETENTION. The limits required by this Agreement can
be met by either providing a primary policy or in combination with umbrella/excess liability
policy(ies), or self -insured retention.
23) Termination for Convenience. Sourcewell or Supplier may terminate this Agreement upon 60
calendar days' written notice to the other Party. Termination pursuant to this section will not relieve
the Supplier's obligations under this Agreement for any transactions entered with Participating
Entities through the date of termination, including reporting and payment of applicable
Administrative Fees.
24) Termination for Cause. Sourcewell may terminate this Agreement upon providing written notice of
material breach to Supplier. Notice must describe the breach in reasonable detail and state the
intent to terminate the Agreement. Upon receipt of Notice, the Supplier will have 30 calendar days
in which it must cure the breach. Termination pursuant to this section will not relieve the Supplier's
obligations under this Agreement for any transactions entered with Participating Entities through the
date of termination, including reporting and payment of applicable Administrative Fees.
Article 3:
Supplier Obligations to Participating Entities
The Terms in this Article 3 relate specifically to Supplier and a Participating Entity when entering
transactions utilizing the General Terms established in this Master Agreement. Article 1 General Terms
control over any conflict with this Article 3. Where this Master Agreement is silent on any subject,
Participating Entity and Supplier retain the ability to negotiate mutually acceptable terms.
1) Quotes to Participating Entities. Suppliers are encouraged to provide all pricing information
regarding the total cost of acquisition when quoting to a Participating Entity. Suppliers and
Participating Entities are encouraged to include all cost specifically associated with or included within
the Suppliers proposal and Included Solutions within transaction documents.
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2) Shipping, Delivery, Acceptance, Rejection, and Warranty. Supplier's proposal may include proposed
terms relating to shipping, delivery, inspection, and acceptance/rejection and other relevant terms
of tendered Solutions. Supplier and Participating Entity may negotiate final terms appropriate for the
specific transaction relating to non -appropriation, shipping, delivery, inspection,
acceptance/rejection of tendered Solutions, and warranty coverage for Included Solutions. Such
terms may include, but are not limited to, costs, risk of loss, proper packaging, inspection rights and
timelines, acceptance or rejection procedures, and remedies as mutually agreed include notice
requirements, replacement, return or exchange procedures, and associated costs.
3) Applicable Taxes. Participating Entity is responsible for notifying supplier of its tax-exempt status and
for providing Supplier with any valid tax -exemption certification(s) or related documentation.
4) Ordering Process and Payment. Supplier's ordering process and acceptable forms of payment are
included within its Proposal. Participating Entities will be solely responsible for payment to Supplier
and Sourcewell will have no liability for any unpaid invoice of any Participating Entity.
5) Transaction Documents. Participating Entity may require the use of its own forms to complete
transactions directly with Supplier utilizing the terms established in this Agreement. Supplier's
standard form agreements may be offered as part of its Proposal. Supplier and Participating Entity
may complete and document transactions utilizing any type of transaction documents as mutually
agreed. In any transaction document entered utilizing this Agreement, Supplier and Participating
Entity must include specific reference to this Master Agreement by number and to Participating
Entity's unique Sourcewell account number.
6) Additional Terms and Conditions Permitted. Participating Entity and Supplier may negotiate and
include additional terms and conditions within transaction documentation as mutually agreed. Such
terms may supplant or supersede this Master Agreement when necessary and as solely determined
by Participating Entity. Sourcewell has expressly reserved the right for Supplier and Participating
Entity to address any necessary provisions within transaction documents not expressly included
within this Master Agreement, including but not limited to transaction cancellation, dispute
resolution, governing law and venue, non -appropriation, insurance, defense and indemnity, force
majeure, and other material terms as mutually agreed.
7) Subsequent Agreements and Survival. Supplier and Participating Entity may enter into a separate
agreement to facilitate long-term performance obligations utilizing the terms of this Master
Agreement as mutually agreed. Such agreements may provide for a performance period extending
beyond the full term of this Master Agreement as determined in the discretion of Participating
Entity.
8) Participating Addendums. Supplier and Participating Entity may enter a Participating Addendum or
similar document extending and supplementing the terms of this Master Agreement to facilitate
adoption as may be required by a Participating Entity.
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Sourcewell E.J Ward
Signed by: DocuSigned by:
By: COFD2A139D06489... By: 799FD, D5048B...
Jeremy Schwartz Markay Ward
Title: Chief Procurement Officer Title: President
11/17/2024 1 5:40 AM CST 11/16/2024 1 7:09 AM PST
Date: Date:
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Docusign Envelope ID: OB2EE6F4-331 F-4A1 F-8376-C61 C41 C9340B
RFP 081524 - Aboveground Fuel and Fluid Storage with Related
Hardware, Software, and Services
Vendor Details
Company Name:
E.J. Ward
Does your company conduct
business under any other name? If
SimplyFuel Solutions
yes, please state:
12621 Silicon Dr. Suite 113
Address:
San Antonio, TX 78249
Contact:
Mike Wade
Email:
mwade@ejward.com
Phone:
210-912-3385
HST#:
88-0284475
Submission Details
Created On:
Monday July 08, 2024 16:44:33
Submitted On:
Wednesday August 14, 2024 14:09:30
Submitted By:
Mike Wade
Email:
mwade@ejward.com
Transaction #:
6084c935-1 a20-4147-85da-538504d 18437
Submitter's IP Address:
172.87.159.37
Bid Number: RFP 081524 Vendor Name: E.J. Ward
Docusign Envelope ID: 062EE61`4-331F-4A1F-8376-C61C41C9340B
Specifications
Table 1: Proposer Identity & Authorized Representatives (Not Scored)
General Instructions (applies to all Tables) Sourcewell prefers a brief but thorough response to each question. Do not merely attach
additional documents to your response without also providing a substantive response. Do not leave answers blank; respond "N/A" if the
question does not apply to you (preferably with an explanation).
Table 1 Specific Instructions. Sourcewell requires identification of all parties responsible for providing Solutions under a resulting master
agreement(s) (Responsible Supplier). Proposers are strongly encouraged to include all potential Responsible Suppliers including any
corporate affiliates, subsidiaries, D.B.A., and any other authorized entities within a singular proposal. All information required under this
RFP must be included for each Responsible Supplier as instructed. Proposers with multiple Responsible Supplier options may choose to
respond individually as distinct entities, however each response will be evaluated individually and only those proposals recommended for
award may result in a master agreement award. Unawarded entities will not be permitted to later be added to an existing master
agreement through operation of Proposer's corporate organization affiliation.
Line
Item
Question
Response*
1
Provide the legal name of the Proposer
Michael Wade
authorized to submit this Proposal.
2
In the event of award, is this entity the
Y
Responsible Supplier that will execute the
master agreement with Sourcewell? Y or N.
3
Identify all subsidiaries, D.B.A., authorized
SimplyFuel Solutions
affiliates, and any other entity that will be
responsible for offering and performing delivery
of Solutions within this Proposal (i.e.
Responsible Supplier(s) that will execute a
master agreement with Sourcewell).
4
Provide your CAGE code or Unique Entity
CAGE Code is: 1ZDQ3
Identifier (SAM):
Unique Entity Ident # LTQFD9439T33
5
Provide your NAICS code applicable to
NAICS Code 561110-23
Solutions proposed.
6
Proposer Physical Address:
12621 Silicon Drive, Suite 113
San Antonio, TX 78249
7
Proposer website address (or addresses):
www.ejward.com
www.simplyfuelsolutions.com
8
Proposer's Authorized Representative (name,
Markay Ward, President
title, address, email address & phone) (The
12621 Silicon Drive Suite 113
representative must have authority to sign
San Antonio, TX 78249
the "Proposer's Assurance of Compliance" on
mward@ejward.com
behalf of the Proposer):
210.824.7383
9
Proposer's primary contact for this proposal
Michael Wade
(name, title, address, email address & phone):
Vice President, Sales and Marketing
12621 Silicon Drive Suite 113
San Antonio, TX 78249
mwade@ejward.com
210.912.3385 (cell)
10
Proposer's other contacts for this proposal, if
Robert Kettyle
any (name, title, address, email address &
Chief Operating Officer
phone):
12621 Silicon Drive Suite 113
San Antonio, TX 78249
210.824.7383 x116
rkettyle@ejward.com
Table 2: Financial Viability and Marketplace Success (50 Points)
Item Question Response*
Bid Number: RFP 081524 Vendor Name: E.J. Ward
Docusign Envelope ID: OB2EE6F4-331 F-4A1 F-8376-C61 C41 C9340B
11
Provide a brief history of your company,
Since E.J. Ward, Inc. (Ward) installed the industry's first fuel management system for
including your company's core values,
the City of San Antonio in 1974, we have consistently led the field in fuel
business philosophy, and industry longevity
management technology. Over the past 50 years, Ward has been a pioneer in
related to the requested Solutions.
automated fuel management system technology across the United States. Our
success is rooted in our unique business philosophy, which leverages our unparalleled
product experience. This approach allows us to deliver the most advanced fuel
management system, ensuring the highest level of government client satisfaction and
setting us apart from our competitors.
Our enduring business philosophy is to build on the successes of our current
Sourcewell contract. We are committed to providing Sourcewell Members with the
best solution available, utilizing the Ward Sourcewell above -ground Fuel and Fluid
Storage, along with our comprehensive hardware, software, and services.
Below is a brief history of Ward's Industry Longevity Highlights:
1975 — the City of San Antonio requests Ward to develop the first Automated Fuel
Management System.
2000 — CANceiverTm device is developed to monitor and record vehicle status,
odometer readings, and driver behavior and to automate access to the fuel pump
and other vehicle fluids.
2012 — The W4 product line is released - replacing all major product components for
W3 Fuel Control Terminals, CANceivers, and Fuel View software.
2014 — Fuel View 8 is released with an improved user interface and dashboard.
2018 — Internet of Things Fuel Control Terminal is launched, delivering real-time
status and remote pump control.
2020 — Ward - Go Fuel - Interface is released, allowing Ward to communicate with
third -party GPS providers to provide automated fuel pump access, recording
transaction details and odometer reading in Fuel View.
Ward has the resources, technical expertise, project expertise, and proven state-of-the-
art hardware and software to implement large, custom applications across multiple
hardware and software platforms. Because we design, engineer, and manufacture the
hardware and software at our San Antonio, Texas, corporate headquarters, Ward can
deliver a Fuel Management System with the most significant long-term performance
and value for Sourcewell Members. By combining our broad experience with both
small and large government system implementations and the adherence to strict
quality control standards, the success of Ward's Automated Fuel Management
Systems can be seen nationwide through our loyal, diverse, and satisfied client list,
some from our very beginning and many for decades.
12
What are your company's expectations in the
Ward has demonstrated our ability to successfully utilize Sourcewell through increased
event of an award?
sales to numerous Sourcewell government customers year over year (see Additional
Document - Sales Growth). Expectations in renewing our Awarded contract are to
continue building on proven Sourcewell successes by providing Sourcewell Members
easy access to the most advanced, cost-effective fuel and fluid systems available and
significantly increasing sales throughout the United States.
The Sourcewell Contract will continue significantly increasing Ward's sales and market
share by enabling us to enter new government markets. By utilizing Ward's
Sourcewell contract, Government Fleets will have the opportunity for genuine savings
in purchasing their fuel management solution and realizing a significant impact on
reduced fuel cost and greater control and insight into their fleet's fuel consumption.
13
Demonstrate your financial strength and
Ward is one of the most financially stable privately held companies in the fleet fuel
stability with meaningful data. This could
management industry. We have the financial ability to opportunistically evaluate
include such items as financial statements,
potential new markets and products even during the most distressed market
SEC filings, credit and bond ratings, letters
conditions.
of credit, and detailed reference letters.
Upload supporting documents (as applicable)
Since our founding in 1974, Ward has demonstrated uninterrupted financial strength
in the document upload section of your
and maintains the soundness to support future growth, continued innovations, and
response. DO NOT PROVIDE ANY TAX
stability in a challenging economy.
INFORMATION OR PERSONALLY
IDENTIFIABLE INFORMATION
Ward encourages Sourcewell to contact our bank for any additional financial
information.
Frost Bank contact:
Daron R. Lofton
Senior Vice President I Corporate Banking Community Leader I Northeast 1-35
Frost — Banking, Investments, Insurance
16895 Interstate 35 North, Schertz, TX 78154
Office: (210) 220-6875 1 Cell: (210) 279-4844 1 Fax: (210) 220-6830
daron.lofton@frostbank.com I wvvw.frostbank.com
14
What is your US market share for the
Ward's US market share is approximately 50% within the government market.
solutions that you are proposing?
Bid Number: RFP 081524 Vendor Name: E.J. Ward
Docusign Envelope ID: OB2EE6F4-331 F-4A1 F-8376-C61 C41 C9340B
15
What is your Canadian market share for the
Ward's Canadian market share has been less than 5%.
solutions that you are proposing?
16
Disclose all current and completed bankruptcy
Ward has never petitioned for bankruptcy protection
proceedings for Proposer and any included
possible Responsible Party within the past
seven years. Proposer must provide notice in
writing to Sourcewell if it enters a bankruptcy
proceeding at any time during the pendency
of this RFP evaluation.
17
How is your organization best described: is it
Ward is best described as a manufacturer, although we have a strong relationship
a manufacturer, a distributor/dealer/reseller, or
with reseller distributors and contractors.
a service provider? Answer whichever
question (either a) or b) just below) best
We provide direct customer service and we have a formal Service Certification
applies to your organization.
program for regional authorized Fuel Contractors to certify them to provide service for
a) If your company is best described as a
Ward customers.
distributor/dealer/reseller (or similar entity),
provide your written authorization to act as a
Our Regional Sales Managers and Support Team work extensively with these
distributor/dealer/reseller for the manufacturer
independently owned Distributors and Contractors regarding product training, new
of the products proposed in this RFP. If
customer acquisitions, and expanding our existing customer base to deliver Ward
applicable, is your dealer network
products and services proposed in this RFP.
independent or company owned?
b) If your company is best described as a
Ward is also a long-time partner and reseller of OMNTEC Tank Monitoring Systems,
manufacturer or service provider, describe
and we have newly partnered with BTC Power and Star Charge EV charger
your relationship with your sales and service
manuafacturers.
force and with your dealer network in
delivering the products and services proposed
in this RFP. Are these individuals your
employees, or the employees of a third party?
18
If applicable, provide a detailed explanation
Ward Technicians are thoroughly trained on all our products through a comprehensive
outlining the licenses and certifications that
training program in our San Antonio, Texas, corporate facility encompassing a week -
are both required to be held, and actually
long technical extensive curriculum that includes hands-on training.
held, by your organization (including third
parties and subcontractors that you use) in
We also require our Contractors to be Ward Certified through a similar training
pursuit of the business contemplated by this
program. Once certified, we continue training Ward Technicians and Contractors
RFP.
through an ongoing Certification Program. Where applicable, Ward Technicians must
also be OMNTEC and Veeder Root certified.
19
Disclose all current and past debarments or
Ward has never been suspended or debarred.
suspensions for Proposer and any included
possible Responsible Party within the past
seven years. Proposer must provide notice in
writing to Sourcewell if it enters a debarment
or suspension status any time during the
pendency of this RFP evaluation.
20
Describe any regulatory infractions or
Ward has never had regulatory infractions or sanctions.
sanctions against your products or completed
projects within the past 5 years.
21
Describe any relevant industry awards or
Ward received the FleetPros Vendor of the Year award in 2022.
recognition that your company has received in
FleetPros is a multi -state fleet organization in which Sourcewell is a key contributing
the past five years
supporter.
Ward's customers have routinely recognized us as a critical fuel management
technology partner.
Ward has also been recognized as an industry Thought Leader at numerous industry -
related conferences. As a featured fuel/fluid management technology company, Ward
actively participates in many fleet associations, including GFX, NAFA,
FleetCon/FleetPros, and 100 Best Fleets.
22
What percentage of your sales are to the
In the past three years, Ward's sales to the government sector have been
governmental sector in the past three years
approximately 83%.
23
What percentage of your sales are to the
In the past three years, Ward sales to the educational sector have been
education sector in the past three years
approximately 10%.
24
List any state, cooperative purchasing
Ward holds a Sourcewell Purchasing Contract. Ward has successfully utilized
agreements that you hold. What is the annual
Sourcewell in dramatically increasing its sales year over year. Our Sourcewell sales
sales volume for each of these agreement
over the last three years have been:
over the past three years?
2021 - $727,000
2022 - $2,921,000
2023 - $4,354,000
Bid Number: RFP 081524 Vendor Name: E.J. Ward
Docusign Envelope ID: OB2EE6F4-331 F-4A1 F-8376-C61 C41 C9340B
25 List any GSA contracts or Standing Offers Ward does not have a GSA or SOSA. We believe having a Sourcewell contract is
and Supply Arrangements (SOSA) that you sufficient to continue increasing government sales and to provide Sourcewell
hold. What is the annual sales volume for Members with the most advanced fuel -related technology available.
each of these contracts over the past three
years?
Table 2A: References/Testimonials
Line Item 26. Supply reference information from three customers who are eligible to be Sourcewell participating entities.
Entity Name *
Contact Name
Phone Number*
City of Frisco
David Kendrick
(214) 886-7317
Howard County
Gary Bois
(410) 313-2049
Charleston County
Chris Taylor
(843) 729-1953
City of Stockton
Alanna Bindi
(209) 937-7416
Los Angeles County Sanitation
Edward Gomez
(562) 755-9243
Table 3: Ability to Sell and Deliver Solutions (150 Points)
Describe your company's capability to meet the needs of Sourcewell participating entities across the US and Canada, as applicable. Your
response should address in detail at least the following areas: locations of your network of sales and service providers, the number of
workers (full-time equivalents) involved in each sector, whether these workers are your direct employees (or employees of a third party),
and any overlap between the sales and service functions.
Line
Item
Question
Response*
27
Sales force.
Mike Wade, Vice President of Sales and Marketing, leads Ward's Sales Team. He
has an in-depth understanding of the Sourcewell Program and has attended both the
Sourcewell University Training Program and multiple Sourcewell H2O Conferences; Mike
has utilized the Ward Sourcewell Contract in selling numerous government customer
contracts.
Ward's Team of five Directors and Regional Sales Managers have utilized Ward's
current Sourcewell contract to successfully sell the value and benefits of Sourcewell to
government agencies throughout the United States. All of Ward's outside salespeople
are strategically located throughout the United States, and able to provide Sourcewell
Members with a strong regional focus.
E.J. Ward is fully committed to supporting the Sourcewell program, with a strong
Inside Sales Team always available to meet the needs of Sourcewell Members. The
Team's availability underscores our dedication to providing excellent sales and service.
28
Describe the network of Authorized Sellers
Ward will utilize a network of Distributors/Pump Contractors throughout the United
who will deliver Solutions, including dealers,
States who will be instrumental in selling to and supporting our Sourcewell Member
distributors, resellers, and other distribution
customers. Through a strategically located Distributor network, Ward is positioned to
methods.
fully utilize the Sourcewell Program to offer maximum value and benefits to Sourcewell
Members.
29
Service force.
Ward maintains direct employee service operation centers throughout the United States
that are staffed by full-time employees in
Los Angeles
New Jersey
New York
San Antonio
Ward also utilizes a strategic network of Certified Contractors who provide service
throughout the United States. Our Engineering, Design, Production, Warehouse, and
Call Support Center are all based in San Antonio, Texas, providing service to
Sourcewell Members.
30
Describe the ordering process. If orders will
All Sourcewell orders are flagged for special processing in our ERP/Accounting system
be handled by distributors, dealers or
for accountability and correct processing. At the end of each quarter, a report provides
others, explain the respective roles of the
the order totals for that quarter. Ward processes the purchase orders, and Distributors
Proposer and others.
are included in the process if involved. Ward has implemented a new process that
assures quarterly Sales Reporting is accomplished on time.
Bid Number: RFP 081524 Vendor Name: E.J. Ward
Docusign Envelope ID: 0132EE61`4-331 F-4A1 F-8376-C61 C41 C9340B
31
Describe in detail the process and
Ward believes the foundation of our success derives from being the best -in -class in
procedure of your customer service
every aspect of our technical and software service and support.
program, if applicable. Include your
For Ward to deliver best -in -class customer support, we have committed significant
response -time capabilities and
resources to hiring people and continually improving our business processes and
commitments, as well as any incentives that
technology.
help your providers meet your stated
Ward's ability to exceed customer expectations is what differentiates Ward as the
service goals or promises.
leader in the fleet fuel management market. Ward has developed a comprehensive
enhanced customer service program that surpasses customer expectations. Several key
components of Ward's customer service program include:
• 24/7/365 Support Team
• Customer -focused metric program to measure response time, issue resolution, and
overall customer satisfaction.
• Customer -centric employee training program to ensure all employees have the tools
and resources available to provide the highest level of technical customer satisfaction.
• Capture customer needs and translate these needs into a comprehensive customer -
focused program.
• Frequent updating of technical documentation material and user manuals to meet
customer priorities.
• Go to Meeting and Go to Assist are two examples of utilized technology in
customer communications.
Exceptional best -in -class customer service supports Ward's ability to exceed our
Sourcewell customers' expectations consistently. Ward's responsiveness and attention to
customer support are reflected in the numerous accolades Ward has received from our
many existing Sourcewell customers. This end -to -end customer approach is the
underlying goal of Ward.
Ward's customer care methodology and the underlying system are designed to quickly
and effectively address any issues. Ward's total satisfaction goal is to ensure
Sourcewell Members have the uptime performance their operation requires.
All service calls to the customer care help desk are logged and routed to the
appropriate department and assigned a case number. The Case Number is the
Sourcewell Member tracking number for resolution and satisfaction.
32
Describe your ability and willingness to
Ward has consistently demonstrated our ability and willingness to provide services and
provide your products and services to
products to our current Sourcewell Members through our existing Sourcewell Contract.
Sourcewell participating entities.
Through periodic internal Sourcewell review sessions, Ward employees are continually
kept apprised of the many benefits Sourcewell provides to Sourcewell Members.
For 50 years, Ward has proven our ability to provide our customers with reliable
equipment, responsive support, and technical competency. Future focused, considerable
resources are allocated to Product development of our IoT product line and software
development that are redefining the industry. Ward also commits significant resources
to advance Customer support with innovative support tools and technology, ensuring we
continually provide best -in -class service.
Ward has developed a partnership solution that will continue to provide Sourcewell
Members with the most cost-effective solution and firmly believes we provide
Sourcewell Members with the most advanced and effective fuel management solutions
for value and savings.
33
Describe your ability and willingness to
Ward has the ability and is fully willing to provide service to Sourcewell Member
provide your products and services to
agencies in Canada. Ward has previously provided our products and services to
Sourcewell participating entities in Canada.
Canadian fleets and will continue under the new Sourcewell Awarded Contract.
34
Identify any geographic areas of the United
There are no geographic areas in the United States or Canada that Ward will not
States or Canada that you will NOT be fully
serve through the proposed contract.
serving through the proposed agreement.
35
Identify any account type of Participating
There are no Sourcewell participating entity sectors that will not have full access to
Entity which will not have full access to
Ward's solutions if awarded an agreement.
your Solutions if awarded an agreement,
and the reasoning for this.
36
Define any specific requirements or
Ward has no specific contract requirements or restrictions that would apply to our
restrictions that would apply to our
participating entities in Hawaii, Alaska, or the US Territories.
participating entities in Hawaii and Alaska
and in US Territories.
37
Will Proposer extend terms of any awarded
There will not be any Sourcewell participating entity sectors (i.e., government,
master agreement to nonprofit entities?
education, not -for -profit) that Ward will not fully serve through the proposed contract.
Table 4: Marketing Plan (100 Points)
Line Question Response*
Item
Bid Number: RFP 081524 Vendor Name: E.J. Ward
Docusign Envelope ID: OB2EE6F4-331 F-4A1 F-8376-C61 C41 C9340B
38
Describe your marketing strategy for
promoting this opportunity. Upload
representative samples of your
marketing materials (if applicable) in
the document upload section of your
response.
Ward has a dedicated Sales and Marketing Department focused on developing marketing
strategies across numerous governmental agencies. Our commitment to Sourcewell
Members is evident in the comprehensive Government Marketing programs we have
developed and continue to refine.
Utilizing our existing Sourcewell Marketing Best Practices, Ward will continue to promote the
above -ground fuel and fluid storage program with related hardware, software, and services.
Ward will also proactively target Sourcewell Members, demonstrating to them the Sourcewell
value Ward provides.
INDUSTRY TRADESHOWS/EXPOS
Ward actively attends and is expanding the number of fleet industry trade
shows/conferences throughout the United States and continues to promote our Sourcewell
Contract at all regional and national fleet government -attended conferences/trade shows
(See Extra Document).
Some 2024 Expos include:
• GFX
• NAFA
• PWX (APWA)
• APWA State Conferences
• FleetCon (FleetPros)
• FLAGFA
• Public Fleet Summits
• Sustainable Fleet Technology
• ACT Expo
Ward will utilize news and public relations to reach Sourcewell Nembers. Ward develops
customer -specific case studies/public relations releases highlighting best practices and how
our customers have benefited from utilizing Ward solutions. Ward will continue to use this
program to include above -ground fuel and fluid storage with related hardware, software, and
service contracts.
Ward's contacts database encompasses the United States and Canada, and we will
develop Sourcewell-specific campaigns utilizing Ward's CRM to expand new Sourcewell
sales.
Ward will develop Sourcewell-specific campaigns focusing on new and existing customer
relationship management -focused on eMarketing campaigns.
Through Ward's electronic and print advertising program, Ward includes Sourcewell in our
government -specific advertising and media relations program, enabling us to reach
Sourcewell Members and non -Members through fleet industry -related advertising.
Ward has developed a comprehensive digital marketing program encompassing numerous
digital data programs, including webpages, links, metadata, and social media platforms. The
following represents several vital programs we have successfully implemented and will
continue to utilize, promoting the Ward Sourcewell Contract.
WEBSITE
hftps://www.ejward.com/
https://www. ejward. com/about-us/sou rcewel I -cooperative -purchasing/
Our website's home page and Tooter contain the Sourcewell logo linked to our dedicated
Sourcewell page, which includes the caption "How we provide you value as a Sourcewell
awarded contract!"
The following content is on Ward's Sourcewell page:
Cooperative Purchasing With Sourcewell:
With cooperative purchasing through Sourcewell, you save money and time by combining
the buying power of more than 50,000 government, education, and nonprofit organizations
and streamlining government -required purchasing processes for purchasing your fuel
management system.
The power of cooperative purchasing provides Government Fleet Managers with compelling
solutions that efficiently leverage purchasing dollars for fuel management solutions.
Joint Powers laws enable Members to legally purchase through hundreds of competitively
solicited cooperative contracts ready for use. Sourcewell offers fleet Members Contract
Purchasing Solutions leveraged nationally to enable contracted suppliers and Member
agencies to work smarter and more efficiently as they do business with each other.
Sourcewell establishes a business and service alliance between Member buyers and
contracted suppliers, ensuring a valued and successful national cooperative contract
program. Download the Cooperative Purchasing Reference Guide brochure to learn about
Cooperative Purchasing.
Click here to access Ward's Sourcewell page — and begin saving! (end website)
Our Sourcewell webpage includes a link to Sourcewell's Ward Contract page, the
Sourcewell Reference guide, and the Sourcewell YouTube video.
Ward has developed a meta tag promoting the Ward Sourcewell Program on the Ward
website.
The meta description on the Sourcewell dedicated page reads:
"As Sourcewell awarded contractor, Ward provides fleets with the value and power of
cooperative purchasing and saving thousands of dollars."
SOCIAL MEDIA
Ward incorporates Sourcewell into our active Linkedln media posting (see Additional
Bid Number: RFP 081524 Vendor Name: E.J. Ward
Docusign Envelope ID: OB2EE6F4-331 F-4A1 F-8376-C61 C41 C9340B
Document for sample posts).
EMAIL SIGNATURES
Ward has successfully incorporated Sourcewell's logo into our corporate email signature; all
Ward employees include the Sourcewell logo in their email signatures (See Extra Document).
PRODUCT LITERATURE
The Sourcewell logo is incorporated within all of Ward's product literature.
39
Describe your use of technology and
Ward has developed a comprehensive digital marketing program encompassing numerous
digital data (e.g., social media,
digital data programs, including metadata usage, social media, and website platform
metadata usage) to enhance
strategies. The following represents several vital programs that Ward has successfully
marketing effectiveness.
implemented and will be utilized to promote the Ward Sourcewell Contract.
Ward has a dedicated web page solely for Sourcewell. Our home page and footer contain
the Sourcewell logo linked to the page dedicated to Sourcewell on the Ward website,
which includes the caption, "We provide you value as a Sourcewell awarded contract!"
WEBPAGE
The following represents the content on the Ward/Sourcewell page:
COOPERATIVE PURCHASING WITH SOURCEWELL
With cooperative purchasing through Sourcewell, you save money and time by combining
the buying power of more than 50,000 government, education, and nonprofit organizations
and streamlining government -required purchasing processes for purchasing your fuel
management system.
The power of cooperative purchasing provides Government Fleet Managers with compelling
solutions that efficiently leverage purchasing dollars for fuel management solutions.
Joint Powers laws enable Members to legally purchase through hundreds of competitively
solicited cooperative contracts ready for use. Sourcewell offers fleet Members Contract
Purchasing Solutions leveraged nationally to enable contracted suppliers and Member
agencies to work smarter and more efficiently as they do business with each other.
Sourcewell establishes a business and service alliance between Member buyers and
contracted suppliers, ensuring a valued and successful national cooperative contract
program. Download the Cooperative Purchasing Reference Guide brochure to learn about
Cooperative Purchasing.
Click here to access Ward's Sourcewell page — and begin saving!
Ward has developed a meta tag program specific to promoting the Ward Sourcewell
Program on the Ward website.
The meta description on the Sourcewell dedicated page reads: "As Sourcewell Awarded
Contractor, Ward provides fleets with the value and power of cooperative purchasing and
saving thousands of dollars."
40
In your view, what is Sourcewell's role
Sourcewell has demonstrated an outstanding effort in promoting its contracts at many
in promoting agreements arising out of
industry -related trade shows and conferences and on its website. Ward expects Sourcewell
this RFP? How will you integrate a
to continue this effort. Given Sourcewell's strong brand recognition within the public and
Sourcewell-awarded agreement into
government sectors, the Sourcewell contract is an integral component of our sales approach.
your sales process?
Ward's existing Sourcewell contract has been utilized extensively throughout the sales
process. Our RSMs identify if the potential customer utilizes Sourcewell as part of the Ward
sales discovery process, including all employees incorporating the Sourcewell logo and
contract number as part of their email signature.
Ward Sales also utilizes the strong Sourcewell brand as a critical attribute in saving the
potential customer from going through the extensive and costly RFP bid process. Ward
routinely provides refresher training for its Sales Team on the benefits that Sourcewell
brings to Sourcewell Members.
41
Are your Solutions available through
Ward has a procurement -specific email for our governmental customers to place their
an e-procurement ordering process? If
orders. Orders@ejward.com is utilized daily by Ward governmental customers in placing
so, describe your e-procurement
procurement orders, many of which are Sourcewell orders.
system and how governmental and
educational customers have used it.
Table 5: Value -Added Attributes (100 Points)
Line
Item Question Response*
Bid Number: RFP 081524 Vendor Name: E.J. Ward
Docusign Envelope ID: OB2EE6F4-331 F-4A1 F-8376-C61 C41 C9340B
42
Describe any product, equipment,
Ward understands that hands-on training is best for Sourcewell Member operators, repair
maintenance, or operator training
technicians, and users. Ward's extensive training resources, including samples of training
programs that you offer to
material, support documents, training references, and installation manuals, can be provided
Sourcewell participating entities.
per request. Ward's training program can be custom-tailored to meet the customer's specific
Include details, such as whether
needs.
training is standard or optional,
who provides training, and any
Ward provides training in operation, maintenance, and repair as they apply to each specific
costs that apply.
item of equipment. Ward's numerous operating manuals can also be provided per request.
Ward provides complete training on both the software and hardware systems. Ward's training
program is included with the standard purchase of the Ward system, but if the customer
wants additional training Ward will provide custom training pricing specific to the customer's
needs.
43
Describe any technological
The new Ward IoT fuel management system is the most technologically advanced in the fleet
advances that your proposed
industry and has been utilized by numerous Sourcewell Members. The Ward FuelView 8
Solutions offer.
software includes numerous user dashboards, easy -to -use reporting, and integration into fleet
maintenance software systems.
With the Internet of Things Fuel Control Terminal Sourcewell Members will always be
connected. The IoT FCT communicates in real-time and is fully integrated and synchronized
with Ward's Fuel View software.
New, data -rich display screens include fuel dispensing volumes and pump status indicators.
The IoT FCT allows instant remote fueling authorizations, diagnostics, updates, and increased
memory and storage capacity.
New products include the Ward - Go Fuel - Interface, which fully integrates automated fuel
access with Geotab and Samsara devices.
Product updates include:
Standard authorization methods are fully automated and 100% secure using IoT CANceiver
SE,
A smaller Fuel Tag and battery -saving push button to operate the Hose Module.
Ward also has a dedicated "Think Tank" Group tasked with developing new technologies for
Sourcewell members.
44
Describe any "green" initiatives
Fleets rely on the Ward CANceiver SE for reporting critical vehicle idle time metrics to
that relate to your company or to
manage excessive vehicle waste idle time, a key component in supporting fleet green
your Solutions, and include a list
initiatives. Ward also fosters green initiatives within its corporate culture, including using
of the certifying agency for each.
recycled paper products when applicable and including the "Please Recycle" request on Ward -
designed packaging.
45
Identify any third -party issued eco-
Although Ward's technology has not had any third -party -issued eco-labels, ratings, or
labels, ratings or certifications that
certifications, Ward's products indirectly contribute to impacting green initiatives.
your company has received for the
Solutions included in your Proposal
related to energy efficiency or
conservation, life -cycle design
(cradle -to -cradle), or other
green/sustainability factors.
46
What unique attributes does your
As the first company to develop fuel management technology, Ward brings over 50 years of
company, your products, or your
fuel management expertise with government fleets to Sourcewell members. The Ward fuel/tank
services offer to Sourcewell
management platform is the most advanced in the fleet industry and is utilized by hundreds
participating entities? What makes
of government fleets many of whom are Sourcewell Members. Ward's IoT Platform and
your proposed solutions unique in
SimplyFuel program bring the most advanced technology to Sourcewell Members and the
your industry as it applies to
most cost-effective solution in the government industry. Ward's ability to customize our
Sourcewell participating entities?
solutions enables Sourcewell Members to select the most cost-effective program for their
specific fuel management needs.
47
Describe the security system in
SOC2-certified Ward -hosted SaaS was engineered and developed with best -practice industry
place for protecting and controlling
data security and encryption standards. The customer -hosted option's physical network and
access to your solutions.
server security is under the end customer's control and specific business security rules. The
Ward Fuel View software has a multi -level security hierarchy with a complete audit trail as a
standard offering. The customer's system administrator controls credentials.
48
Describe how you will secure any
Each Ward customers unique requirements define password complexity. Customizable security
participating entities' data captured
protocols provide individually defined access to only the level or area required for each Ward
during transactions.
Fuel Management System user. User -specific encrypted password roles (manager, operator,
analyst, etc.) define read-only and/or user access to assets by division or location -specified
levels in any configuration or combination. This will enable Sourcewell Members to secure
data capture during transactions.
Bid Number: RFP 081524 Vendor Name: E.J. Ward
Docusign Envelope ID: OB2EE6F4-331F-4A1F-8376-C61C41C9340B
49
Describe how your solutions can
Ward has developed a Fuel Management Solution unmatched in the industry for technology,
improve efficiency of fuel and fluid
reliability, efficiency, and scalability.
storage and dispensing.
The IoT Fuel Management Solution will improve Sourcewell Member's efficiencies and provide
them with a scalable platform that can adapt to their evolving needs.
Ward offers Sourcewell Members numerous fuel pump access options, including Fuel Tag
and Ring Antenna technology, enabling them to fuel without manually entering information, thus
creating a more efficient employee user experience.
Integrating the Tank Monitoring System into Fuel View Software provides one software
platform versus separate fuel and storage monitoring software platforms.
The Ward IoT Solution provides Sourcewell Members with the most advanced fuel
management technology, enabling them to exceed their strategic long-term fuel management
efficiency goals. The Ward IoT will allow the Sourcewell Members to maximize fuel
dispensing activities' efficiency, accuracy, control, and performance.
50
Describe how you work with
Ward assigns a Project Manager to every Ward Fuel Management implementation project.
participating entities to ensure all
During the discovery and implementation phases, the Project Manager will engage the
relevant environmental regulations
customer in addressing any environmental concerns or issues.
and environmental best practices
are followed.
Each Sourcewell Member may have different environmental policies, so Ward works hand in
hand with them to ensure these best practices are met. Our Team realizes that each
Sourcewell Member may have different environmental policies. Ward works with each
customer on their specific ecological policies.
51
Describe your capabilities and
Ward has a methodical approach in assessing the project fuel management site and requires
processes for design, site
a fuel management site survey to be completed for every customer fuel site before the
assessment, site preparation,
project starts. The site assessment includes detailed infrastructure information and hardware
installation, and SPCC planning.
requirements. A proactive approach to each Sourcewell Member's fuel site assessment will
(Spill, Prevention, Control,
help alleviate potential site anomalies. The SPCC plan aims to "mitigate the impacts of an
Containment)
accidental oil discharge."
Because Ward products do not store oil/fuel (or any petroleum products), an SPCC does not
apply to Ward's products and services.
52
Describe any regulatory infractions
Ward has never had regulatory infractions or sanctions against our products or completed
or sanctions against your products
projects.
or completed projects within the
past 5 years.
Bid Number: RFP 081524 Vendor Name: E.J. Ward
Docusign Envelope ID: OB2EE6F4-331F-4A1F-8376-C61C41C9340B
Table 5A: Value -Added Attributes
Line
Item
Question
Certification
Offered
Comment
53
Select any Women or
r Yes
E.J. Ward is proud to be a Small Business Woman Owned
Minority Business
r No
Business.
Entity (WMBE), Small
Business Entity
(SBE), or veteran
owned business
certifications that your
company or hub
partners have
obtained. Upload
documentation and a
listing of dealerships,
HUB partners or re -
sellers if available.
Select all that apply.
54
Minority Business
f Yes
Enterprise (MBE)
r No
55
Women Business
r Yes
Enterprise (WBE)
r No
56
Disabled -Owned
r Yes
Business Enterprise
r No
(DOBE)
57
Veteran -Owned
r Yes
Business Enterprise
r No
(VBE)
58
Service -Disabled
r Yes
Veteran -Owned
r No
Business
(SDVOB)
59
Small Business
r Yes
Enterprise (SBE)
r No
60
Small Disadvantaged
r Yes
Business (SDB)
r No
61
Women -Owned Small
r Yes
Texas Certification # 0011306106
Business (WOSB)
r No
Table 6: Pricing (400 Points)
Provide detailed pricing information in the questions that follow below.
Line
Item
Question
Response*
62
Describe your payment terms and accepted payment
Net 30.
methods.
63
Describe any leasing or financing options available for use
Ward can provide leasing or financing options on a case -by -case
by educational or governmental entities.
custom agreement basis.
64
Describe any standard transaction documents that you
Ward's standard Transaction Documents consist of an End User
propose to use in connection with an awarded agreement
License Agreement and a SaaS Fuel View Extended Warranty
(order forms, terms and conditions, service level
Agreement, both of which are uploaded in the Standard Transaction
agreements, etc.). Upload all template agreements or
Documents section.
transaction documents which may be proposed to
Participating Entities.
65
Do you accept the P-card procurement and payment
Yes, Ward accepts P-card procurement and payment at 3%.charge.
process? If so, is there any additional cost to Sourcewell
participating entities for using this process?
Bid Number: RFP 081524 Vendor Name: E.J. Ward
Docusign Envelope ID: 0132EE61`4-331F-4A1F-8376-C61C41C9340B
66
Describe your pricing model (e.g., line -item discounts or
Ward's attached pricing model includes a list price with a Sourcewell
product -category discounts). Provide detailed pricing data
discount in U.S. dollars. Ward provides line item pricing. The
(including standard or list pricing and the Sourcewell
attached price book contains detailed line item pricing for every
discounted price) on all of the items that you want
Ward SKU.
Sourcewell to consider as part of your RFP response. If
applicable, provide a SKU for each item in your proposal.
Upload your pricing materials (if applicable) in the
document upload section of your response.
67
Quantify the pricing discount represented by the pricing
MSRP with a 20% off list.
proposal in this response. For example, if the pricing in
your response represents a percentage discount from
MSRP or list, state the percentage or percentage range.
68
Describe any quantity or volume discounts or rebate
Ward does not provide any volume discounts or rebates. Sourcewell
programs that you offer.
Members will receive Ward's best pricing regardless of the quantities
ordered.
69
Propose a method of facilitating "sourced" products or
Ward provides a quote for each specific sourced product or
related services, which may be referred to as "open
nonstandard options request.
market" items or "non -contracted items". For example, you
may supply such items "at cost" or "at cost plus a
percentage," or you may supply a quote for each such
request.
70
Identify any element of the total cost of acquisition that is
The Ward -submitted pricing document includes all applicable pricing
NOT included in the pricing submitted with your response.
except shipping.
This includes all additional charges associated with a
purchase that are not directly identified as freight or
shipping charges. For example, list costs for items like pre -
delivery inspection, installation, set up, mandatory training,
or initial inspection. Identify any parties that impose such
costs and their relationship to the Proposer.
71
If freight, delivery, or shipping is an additional cost to the
Shipping pricing is not included in Ward's pricing. Shipping pricing is
Sourcewell participating entity, describe in detail the
product -specific, along with the applicable quantities. Ward customer
complete freight, shipping, and delivery program.
shipments are shipped Ground, but Ward also offers an expedited
shipping program.
72
Specifically describe freight, shipping, and delivery terms or
Ward will generate a quote specific to shipping costs for Alaska,
programs available for Alaska, Hawaii, Canada, or any
Hawaii, Canada, or any offshore delivery.
offshore delivery.
73
Describe any unique distribution and/or delivery methods or
Ward offers an expedited shipping program on a per shipment basis
options offered in your proposal.
74
Specifically describe any self -audit process or program that
Ward has a process in place for Identifying Sourcewell Customers,
you plan to employ to verify compliance with your
Sourcewell Price Assurance, Calculating Sales, and Remittance of
proposed agreement with Sourcewell. This process includes
Administrative fees. The process listed below is currently in use for
ensuring that Sourcewell participating entities obtain the
current Ward contracts.
proper pricing.
a. Customer orders received through the Sourcewell program are set
up in the Ward Accounting system with the code Sourcewell as
the "Customer Type". This identifies the proper pricing for the order
and ensures that the associated sales are calculated and reported
accurately.
b. Using the Ward Accounting system select the Accounts Receivable
Menu then select Reports and "Customer Listing". At the Customer
Listing screen enter "Sourcewell" next to customer type and then print
the report.
c. From the Ward Accounts Receivable menu selects Reports and
then select "Accounts Receivable Invoice History". Enter the Customer
number(s) itemized on the previous report and select the date range
for the quarter that is being reported. Print the report.
d. Enter sales into Sourcewell system, use the data from the
preceding report.
e. Remit any associated fees to Sourcewell
75
If you are awarded an agreement, provide a few examples
Year over year Ward has always strived to exceed previous
of internal metrics that will be tracked to measure whether
Sourcewell sales (which we have accomplished every year). Every
you are having success with the agreement.
fiscal year we set this as a key internal metric for our sales team.
Ward will continue to utilize this key metric as a measurement of
success. Ward will also use new customer acquisition utilizing
Sourcewell as another key metric.
Bid Number: RFP 081524 Vendor Name: E.J. Ward
Docusign Envelope ID: 062EE61`4-331F-4A1F-8376-C61C41C9340B
76 Provide a proposed Administration Fee payable to
Sourcewell. The Fee is in consideration for the support
and services provided by Sourcewell. The propose an
Administrative Fee will be payable to Sourcewell on all
completed transactions to Participating Entities utilizing this
Agreement. The Administrative Fee will be calculated as a
stated percentage, or flat fee as may be applicable, of all
completed transactions utilizing this Master Agreement
within the preceding Reporting Period defined in the
agreement.
Table 7: Pricing Offered
Ward will pay 1 % of all Sourcewell purchases.
Line
Item
The Pricing Offered in this Proposal is: *
Comments
77
The pricing offered is as good as or better than pricing typically offered through existing cooperative contracts, state
Ward realizes the importance
contracts, or agencies.
of providing Sourcewell
Members with the most
cost-effective pricing solution
available, That's why Ward
has not increased it's pricing
for RFP081524. Ward's
Sourcewell pricing is also as
good if not better than
pricing that Ward offers
through existing contracts.
Ward realizes the importance
that offering a comprehensive
pricing solution is to
Sourcewell Members.
Table 8A: Depth and Breadth of Offered Solutions (200 Points)
Line
Item
78
Question
Provide a detailed description of all the
Solutions offered, including used, offered in
the proposal.
Response*
Ward offers Sourcewell Members many products and services to meet fuel and fluid -
related needs. The following highlights several of Ward's products and services:
IOT FUEL CONTROL TERMINAL
The user is always connected with Ward's Internet of Things Fuel Control Terminal
(IoT FCT). The IoT FCT communicates in real-time and is fully integrated and
synchronized with Ward's Fuel View software. Data -rich display screens include fuel
dispensing volumes and pump status indicators. The IoT FCT allows instant remote
fueling authorizations, diagnostics and updates, and increased memory and storage
capacity. Standard authorization methods are fully automated and 100% secure using
Ward CANceiverTM, Fuel Tag and Hose Module, or other access methods. Sourcewell
Members can store up to a million employees, vehicles, and transaction records.
The IoT FCT interfaces with gasoline, diesel, CNG, propane, fuel, fluid dispensing
devices, and electric vehicle charging stations, controlling up to ten fuel pumps or
other fluid dispensers. Industrial grade components and powder coat finish withstand
the harshest environments, providing dependable performance.
Memory Type/Storage Capacity
The IoT FCT downloads data independently and utilizes a single board CPU, has a
memory capacity of 4 GB RAM, and an 8 GB industrial -rated compact flash hard
drive.
Key Features
• REST -based API for robust security, communication, and scalability
• IntelTm Dual Core Processor
• Real-time pump and tank status, transactions, alerts
• Remote fueling authorization, diagnostics, updates, and restart
• EV charging station compatibility
• Custom fueling scripts
• Extensible framework ensures future technology compatibility
• Self -registering for plug -and -play installation
• Instant or user -controlled update timing
• Durable powder coat finish
Specifications
• Intel® AtomTm E3827 dual core; 1.75 GHz core speed
• 64 Gb industrial grade mSata SSD (upgradeable)
Bid Number: RFP 081524 Vendor Name: E.J. Ward
Docusign Envelope ID: OB2EE6F4-331 F-4A1 F-8376-C61 C41 C9340B
Windows 10 IoT Enterprise; Intel® E827 AtomTM Processor
REST based API; HTTPS/SSL; Cat5/6 - TCP/IP; Wi-Fi; hard wire
WARD MOBILE TRUCK TERMINAL
The Ward FCT-TT is a rugged and durable mobile fuel controller designed around a
modular chassis for easy serviceability. The Ward FCT-TT can be installed on
Sourcewell Members' mobile fueling truck equipment.
FUEL VIEW SOFTWARE
Ward Fuel View is the industry's most flexible and comprehensive tool for fleet -wide
fuel management. Control and automate access to fueling type, quantity, and
frequency. Monitor key performance indicators and implement validation rules on fuel
management and vehicle telematics to produce comprehensive transaction records for
vehicles, drivers, and storage tanks. Most recently, EV chargers have been integrated
into Fuel View.
Straightforward and easy to use, Fuel View requires minimal training. From the easy -
to -navigate Home screen to the comprehensive list of directory resources, Fuel View
provides users with the tools they need to access a multitude of data. Templates
provide faster set-up, reduced entry errors, and increased reporting consistency. The
browser -based interface allows for easily adding, modifying, and removing assets and
employee information.
Multiple At -A -Glance screens, group -level reports, and audit trails ensure total
accountability in real and near -real time. Business intelligence -based reporting and
query functionality for fueling transactions, telematics, driver behavior, tank inventory,
billing, personnel, and more provides detailed decision -making data.
Extensive Reporting Capability
With an extensive library of standard reports, the Sourcewell Members operating from
the most senior level to shop floor personnel will have access to fleet data, including
fuel consumption by department, sub -department, agency, fleet, type, location, and
more. High-level dashboards give access to fleet information quickly and efficiently,
while automated reports and alerts immediately notify appropriate users of emerging
problems or custom business requirements. Fuel View W4 can create custom reports
exactly to meet your business requirements.
Data entry screens allow users to add, update, delete, and query the information in
the database. Data entry screens also provide a consistent interface with the
appropriate data. All data entry screens are accessible from a central menu system
and designed for ease of use and maximum efficiency.
Key Values
• Lower and manage fleet operating costs.
• Automated access proves decreased time fuel island time.
• User ID verification ensures absolute certainty that every drop of fuel goes into the
identified vehicle.
• Decrease response time with customizable alerts and alarms for fuel transactions,
vehicle usage, and storage tank levels.
• Fast, accurate fleet analysis with preprogrammed, complex datasets to print, share,
or export.
SOFTWARE AS A SERVICE
Ward's Fuel View SaaS platform is SOC 2 certified. It deploys fuel control and
telematics across multiple regions, divisions, and departments, avoiding the
operational costs associated with network expansion. Individually tailored solutions
ensure maximum performance and remain adaptive to your organizational needs. All
future upgrades are included.
Built -In Disaster Recovery
Databases are mirrored in real-time, with hourly redundant backups. All disaster
recovery material resides in multiple locations. A complete business continuity/disaster
recovery plan is in place for each customer, with hardware fail -over systems tested
quarterly. Customers are notified immediately if a disaster or recovery process is
implemented.
Interfaces
Ward SaaS allows each customer to customize exports and imports between multiple
fleet management software products, fuel cards such as WEX, US Bank — Voyager,
accounting, HR, and access badge security files. Since Ward employs our world -class
software development staff, no request is out of reach for a customized software
addition to meet individual business requirements.
IOT CANCEIVER - SE TELEMATICS SOLUTION
IoT CANceiver SE is the most advanced in -vehicle device available for telematics,
automated fuel access, driver performance, and events in one simple -to -install
interface. User -level flexibility captures and adds only the features you need to
manage your fleet and easily expands functionality to meet future requirements.
Data retrieval is simplified because the CANceiver collects driver behavior and
vehicle status information and automatically transfers the data through the FCT (or
other optional methods) to Fuel View, enabling fleet managers to monitor and collect
crucial data on vehicle performance and print out in-depth analysis reports.
CANceiver offers a broad suite of communication protocols to meet the product
Bid Number: RFP 081524 Vendor Name: E.J. Ward
Docusign Envelope ID: OB2EE6F4-331 F-4A1 F-8376-C61 C41 C9340B
demand of IEEE 802.1X compatibility.
Key Benefits
• Eliminates manual odometer entry — the most common error in sustainability and
maintenance programs
• Provides 100% secure access to fuel and other vehicle fluids
• One device for any vehicle or asset type
• Proven ROI
• Simple, fast installation
• Improve driver behavior through optional Passive GPS Tracking
• SAE J1587; SAE J1708; SAE J1850; SAE J1939; SAE J1962; SAE J1978;SAE
J2284; ISO 7498; ISO 11898; sand ISO 15765, and more
• OBDII Data J1979 Attributes Captured with Driver Behavior Indicators
TANK LEVEL MANAGEMENT
The Ward Automated Fuel Control System provides visibility and control of all bulk
fuel storage. Ward Fuel View's easy -to -use software will ensure Sourcewell Members
get the most out of your tank monitoring equipment. The product is designed to
automate data collection and couple this data with a flexible report generation.
Dashboards for bulk storage at the Enterprise level or based on user permissions
can be viewed to give a snapshot of the Bulk Fuel conditions (fuel levels, reorder
points, alarms, and more) in the Fuel View application, or reports can be generated
and printed from the data that is stored in the database. Additionally, alerts can be
sent via email or text to responsible Sourcewell Members.
OMNTEC TANK LEVEL SENSORS
PROTEUS-K controller with its proven reliability, advanced technology, versatility,
scalability, and enhanced features packaged with inventory -only probes, stainless steel
floats, and AST Cap Assembly Kit to offer an economical solution for monitoring
above -ground storage tanks. The PROTEUS-PK accepts up to 16 of OMNTEC's
Bright Eye TM (BX Series) Sensors for distinguishing product from water or simply
detecting the presence of liquid. A distinct advantage of Bright Eye sensors is that
they are networked and utilize four -wire bus technology. A built-in microprocessor
allows each sensor to identify itself and its location, displayed along with alarm
conditions on the 7-inch color touchscreen.
Ward also provides installation services for all Ward products. Ward requires each
technician to be Ward -certified. Ward also utilizes regional Distributors to provide
installation and service on Ward products.
Ward offers Sourcewell Members many products and services to meet their fuel and
fluid storage needs. Ward has included product -specific literature in the Documents
Section of our proposal, but the following highlights several of Ward's products and
services.
LEVEL 2 AND LEVEL 3 EV CHARGERS
As a reseller, Ward offers a comprehensive and expanding product line of EV
Chargers from BTC Power and Star Charge. Chargers with OCPP can be integrated
into Fuel View software for management and usage analysis. Charger options include
dual or single charge ports, wall or pedestal mounts, and cable retraction systems.
L3 DC fast chargers can give an 80% charge in as little as 10-15 minutes.
Our current line of EV charger literature is included in the Marketing Plan literature
upload.
TAGMASTER INFRARED READERS AND CAMERA
Ward has partnered with TagMaster for full integration of our Fuel View software for
hands -free access to fuel and fluids with their long-range radio frequency identification
(RFID) and license plate recognition (LPR) used in cities, parking, security, airports,
and businesses manage access, mobility and transportation for license plate
recognition.
Hands -free access: The RFID tag is mounted to the vehicle, allowing authorized
users to keep their hands on the steering wheel and their windows rolled up for
convenient, hands -free access.
Reliability: With RFID, credential validation happens quickly and automatically. No
human intervention is necessary, resulting in fewer errors and enhanced reliability.
Data collection: An RFID system improves visibility, logging every instance of access
for a particular credential, access time and any associated information, such as
credential holder name. This ability to easily record and report access data assists
with streamlining oversight, process monitoring, revenue tracking, and other essential
operations.
Increased security: RFID automatically verifies credentials and can deny access to
unauthorized vehicles, protecting a facility against unauthorized vehicle access.
Increased safety: In addition to convenience, hands -free access also increases
drivers' safety and comfort by allowing them to keep their windows rolled up when
accessing a parking facility late at night.
See the Marketing Plan literature upload for Ward's complete product line and
details, which represent the technology and value that Ward's product line provides to
Sourcewell Members.
Bid Number: RFP 081524 Vendor Name: E.J. Ward
Docusign Envelope ID: OB2EE6F4-331F-4A1F-8376-C61C41C9340B
79 Within this RFP category there may be Fuel Management, Tank Monitoring, Fuel Level Monitoring, EV Charger Monitoring
subcategories of solutions. List subcategory
titles that best describe your products and
services.
Table 8B: Depth and Breadth of Offered Solutions
Indicate below if the listed types or classes of Solutions are offered within your proposal. Provide additional comments in the text box
provided, as necessary.
Line Item
Category or Type
Offered *
Comments
80
Aboveground Storage Tanks (AST's) for fuels,
r Yes
Ward does not provide above ground
fluids, and gases, including gasoline, diesel,
r No
fuel and fluid storage tanks.
AVGAS, Jet fuel, Diesel Exhaust Fluid (DEF), bulk
lubricants, propane, natural gas, and used fluids
81
Mobile fuel, fluid, and gas storage solutions
r Yes
Ward does not provide mobile fuel,
r No
fluid, and gas storage solutions but
does provide the technology to
manage and control the solutions.
82
Hardware related to the aboveground storage
r Yes
Ward's hardware is utilized by
tanks and mobile storage solutions described in
r No
numerous government fleets.
80 and 81 above, including pedestals, gauges,
access or security hardware, monitoring equipment
and devices, RFID solutions, dispensers, and
accessories
83
Fuel and fluid management software related to the
r Yes
Ward's Fuel View Software is utilized
aboveground storage tanks and mobile storage
r No
by Fleets to manage their fuel and
solutions described in 80-82 above. However, this
fluids.
solicitation should NOT be construed to
include "software -only" solutions. Proposers may
include related fuel and fluid management software
to the extent that the solutions are complementary
to the offering of the equipment and products
being proposed
84
Services related to the solutions described in 80-
r Yes
Ward provides installation, testing,
83 above, including design, site assessment, site
r No
maintenance, and repair services.
preparation, installation, monitoring or testing,
maintenance or repair, and warranty programs.
However, this solicitation should NOT be construed
to include "service -only" solutions. Proposers may
include related services to the extent that these
solutions are complementary to the offering of the
equipment and products being proposed.
Table 9: Exceptions to Terms, Conditions, or Specifications Form
Line Item 85. NOTICE: To identify any exception, or to request any modification, to Sourcewell standard Master Agreement terms,
conditions, or specifications, a Proposer must submit the proposed exception(s) or requested modification(s) via redline in the Master
Agreement Template provided in the "Bid Documents" section. Proposer must upload the redline in the "Requested Exceptions" upload
field. All exceptions and/or proposed modifications are subject to review and approval by Sourcewell and will not automatically be
included in the Master Agreement.
Do you have exceptions or modifications to propose?
Acknowledgement
r Yes
r No
Documents
Ensure your submission document(s) conforms to the following:
1. Documents in PDF format are preferred. Documents in Word, Excel, or compatible formats may also be provided.
2. Documents should NOT have a security password, as Sourcewell may not be able to open the file. It is your sole responsibility to
ensure that the uploaded document(s) are not either defective, corrupted or blank and that the documents can be opened and viewed by
Sourcewell.
Bid Number: RFP 081524 Vendor Name: E.J. Ward
Docusign Envelope ID: OB2EE6F4-331 F-4A1 F-8376-C61 C41 C9340B
3. Sourcewell may reject any response where any document(s) cannot be opened and viewed by Sourcewell.
4. If you need to upload more than one (1) document for a single item, you should combine the documents into one zipped file. If the
zipped file contains more than one (1) document, ensure each document is named, in relation to the submission format item responding
to. For example, if responding to the Marketing Plan category save the document as "Marketing Plan."
• Pricing - E.J.Ward 2024 Sourcewell Price Book.pdf - Tuesday August 13, 2024 08:33:38
• Financial Strength and Stability - Strength and stability.pdf - Thursday August 08, 2024 13:50:40
• Marketing Plan/Samples - Marketing Samples.zip - Thursday August 08, 2024 12:09:59
• WMBE/MBE/SBE or Related Certificates - WSBA certificate-1712984364.jpg - Thursday July 25, 2024 16:13:11
• Standard Transaction Document Samples - Standard Transaction Samples.zip - Thursday August 08, 2024 10:12:28
• Requested Exceptions - Request for exceptions - None.pdf - Thursday August 08, 2024 12:15:17
• Upload Additional Document - Ward Sourcewell Sales trend.pdf - Thursday July 25, 2024 16:14:37
Bid Number: RFP 081524 Vendor Name: E.J. Ward
Docusign Envelope ID: OB2EE6F4-331 F-4A1 F-8376-C61 C41 C9340B
Addenda, Terms and Conditions
PROPOSER AFFIDAVIT OF COMPLIANCE
I certify that I am an authorized representative of Proposer and have authority to submit the foregoing Proposal:
1. The Proposer is submitting this Proposal under its full and complete legal name, and the Proposer legally exists in good standing in the
jurisdiction of its residence.
2. The Proposer warrants that the information provided in this Proposal is true, correct, and reliable for purposes of evaluation for
award.
3. The Proposer certifies that:
(1) The prices in this Proposal have been arrived at independently, without, for the purpose of restricting competition, any
consultation, communication, or agreement with any other Proposer or competitor relating to-
(i) Those prices;
(ii) The intention to submit an offer; or
(iii) The methods or factors used to calculate the prices offered.
(2) The prices in this Proposal have not been and will not be knowingly disclosed by the Proposer, directly or indirectly, to any other
Proposer or competitor before award unless otherwise required by law; and
(3) No attempt has been made or will be made by Proposer to induce any other concern to submit or not to submit a Proposal for the
purpose of restricting competition.
4. To the best of its knowledge and belief, and except as otherwise disclosed in the Proposal, there are no relevant facts or
circumstances which could give rise to an organizational conflict of interest. An organizational conflict of interest is created when a
current or prospective supplier is unable to render impartial service to Sourcewell due to the supplier's: a. creation of evaluation criteria
during performance of a prior agreement which potentially influences future competitive opportunities to its favor; b. access to nonpublic
and material information that may provide for a competitive advantage in a later procurement competition; c. impaired objectivity in
providing advice to Sourcewell.
5. Proposer will provide to Sourcewell Participating Entities Solutions in accordance with the terms, conditions, and scope of a resulting
master agreement.
6. The Proposer possesses, or will possess all applicable licenses or certifications necessary to deliver Solutions under any resulting
master agreement.
7. The Proposer will comply with all applicable provisions of federal, state, and local laws, regulations, rules, and orders.
8. Proposer its employees, agents, and subcontractors are not:
1. Included on the "Specially Designated Nationals and Blocked Persons" list maintained by the Office of Foreign Assets Control of the
United States Department of the Treasury found at: https://www.treasury_gov/ofac/downloads/sdnlist.pdf;
2. Included on the government -wide exclusions lists in the United States System for Award Management found at:
https://sam.gov/SAM/; or
3. Presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the
State of Minnesota; the United States federal government, as applicable; or any Participating Entity. Vendor certifies and warrants
that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this solicitation.
I✓ By checking this box I acknowledge that I am bound by the terms of the Proposer's Affidavit, have the legal authority to submit this
Proposal on behalf of the Proposer, and that this electronic acknowledgment has the same legal effect, validity, and enforceability as if I
had hand signed the Proposal. This signature will not be denied such legal effect, validity, or enforceability solely because an electronic
signature or electronic record was used in its formation. - Mike Wade, Vice President, Sales and Marketing , E.J. Ward, Inc.
Bid Number: RFP 081524 Vendor Name: E.J. Ward
Docusign Envelope ID: OB2EE6F4-331 F-4A1 F-8376-C61 C41 C9340B
The Proposer declares that there is an actual or potential Conflict of Interest relating to the preparation of its submission, and/or the
Proposer foresees an actual or potential Conflict of Interest in performing the obligations contemplated in the solicitation proposal.
r Yes r. No
The Bidder acknowledges and agrees that the addendum/addenda below form part of the Bid Document.
Check the box in the column " I have reviewed this addendum" below to acknowledge each of the addenda.
I have reviewed the
File Name below addendum and Pages
attachments (if
applicable)
Addendum 1 Fuel Fluid Storage RFP 081524
Thu August 8 2024 07:26 AM
r
Bid Number: RFP 081524 Vendor Name: E.J. Ward
EXHIBIT 2
CONTRACTOR AGREEMENT WITH EJ WARD INC. TO PROVIDE FUELING
STATION IMPROVEMENTS
THIS AGREEMENT is made and entered into on this 1st day of July, 2025 by and
between EJ Ward, Inc., a Nevada corporation ("Contractor"), and the City of Santa Ana, a charter
city and municipal corporation organized and existing under the Constitution and laws of the State
of California ("City").
RF,f TTAT.0
A. Santa Ana Municipal Code (SAMC) Section 2-807(d) for Non -Bid Purchases allows
contracts to be exempted from competitive bidding through an open market purchase when
vendors have been awarded a similar type of purchase contract by another public agency
after going through a competitive process.
B. Sourcewell, a cooperative government purchasing agency, awarded a contract to E.J. Ward,
Inc. for Aboveground Fuel and Fluid Storage with Related Hardware, Software and
Services (Contract No. 081524-EJW). Contract was awarded as a result of open,
competitive bidding, and meets the City's requirement.
C. Contractor represents that it is able and willing to provide such services described in the
Scope of Work and Cost Proposal, which is attached hereto as Exhibit A.
D. In undertaking the performance of this Agreement, Contractor represents that it is
knowledgeable in its field and that any services performed by Contractor under this
Agreement will be performed in compliance with such standards as may reasonably be
expected from a professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the
terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
Contractor shall perform during the term of this Agreement, the tasks and obligations
including all labor, materials, tools, equipment, and incidental customary work required to fully
and adequately complete the services described and set forth in Exhibit A, attached hereto and
incorporated herein.
2. COMPENSATION
a. City agrees to pay and Contractor agrees to accept as total payment for its services the
rates and changes identified in Exhibit A, which is attached hereto and incorporated
by reference. The total compensation for services provided under the Agreement,
including any extension periods, shall not exceed $624,416. The sum is comprised of
(1) a base amount of $567,651 and (2) a contingency in the amount of $56,765 for the
entirety of the term.
Page 1 of 10
b. Payment by City shall be made within forty-five (45) days following receipt of proper
invoice evidencing work performed, subject to City accounting procedures. City and
Contractor agree that all payments due and owing under this Agreement shall be made
through Automated Clearing House (ACH) transfers. Contractor agrees to execute the
City's standard ACH Vendor Payment Authorization and provide required
documentation. Upon verification of the data provided, the City will be authorized to
deposit payments directly into Contractor's account(s) with financial institutions.
Payment need not be made for work which fails to meet the standards of performance
set forth in the Recitals which may reasonably be expected by City.
3. TERM
This Agreement shall commence on July 1, 2025 and end on June 30, 2026, unless
terminated earlier in accordance with Section 16, below.
4. PREVAILING WAGES
Contractor is aware of the requirements of California Labor Code Section 1720, et seq.,
and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq.,
("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the
performance of other requirements on "public works" and "maintenance" projects. If the services
being performed are part of an applicable "public works" or "maintenance" project, as defined by
the Prevailing Wage Laws, and the total compensation is $1,000 or more, Contractor agrees to
fully comply with such Prevailing Wage Laws. Contractor shall defend, indemnify and hold the
City, its elected officials, officers, employees and agents free and harmless from any claim or
liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
5. INDEPENDENT CONTRACTOR
Contractor shall, during the entire term of this Agreement, be construed to be an
independent contractor and not an employee of the City. This Agreement is not intended nor shall
it be construed to create an employer -employee relationship, a joint venture relationship, or to
allow the City to exercise discretion or control over the professional manner in which Contractor
performs the services which are the subject matter of this Agreement; however, the services to be
provided by Contractor shall be provided in a manner consistent with all applicable standards and
regulations governing such services. Contractor shall pay all salaries and wages, employer's social
security taxes, unemployment insurance and similar taxes relating to employees and shall be
responsible for all applicable withholding taxes.
6. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or works of
authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or
Page 2 of 10
caused to be prepared by Contractor under this Agreement ("Documents & Data"), unless
disclosure of such records is protected by the attorney -client privilege, attorney work product
doctrine, and/or the Uniform Trade Secret Act or California Uniform Trade Secret Act. Contractor
shall require all subcontractors to agree in writing that City is granted a non-exclusive and
perpetual license for any Documents & Data the subcontractor prepares under this Agreement.
Contractor represents and warrants that Contractor has the legal right to license any and all
Documents & Data. Contractor makes no such representation and warranty in regard to
Documents & Data which were provided to Contractor by the City. City shall not be limited in
any way in its use of the Documents and Data at any time, provided that any such use not within
the purposes intended by this Agreement shall be at City's sole risk.
7. INSURANCE
Contractor shall procure and maintain for the duration of the agreement, the following insurance
coverages:
MINIMUM SCOPE AND LIMIT OF INSURANCE
Contractor shall maintain limits of insurance coverage in the following minimum amounts and
shall be at least as broad as:
• Commercial General Liability (CGL): Insurance Services Office Form CG 00 01
covering CGL on an "occurrence" basis, including products and completed operations,
property damage, bodily injury and personal & advertising injury with limits no less than
$1,000,000 per occurrence and $2,000,000 aggregate.
• Automobile Liability (AL): Insurance Services Office Form CA 00 01 covering Code I
(any auto), with combined single limits of $1,000,000. In the event Contractor does not
maintain commercial automobile liability insurance, City will accept evidence of personal
automobile insurance with existing limits, which can be lower than $1,000,000.
• Workers' Compensation (W/C): as required by the State of California, with statutory
limits, and Employer's Liability Insurance with limit of no less than $1,000,000 per
accident, per employee, per policy for bodily injury or disease.
If Contractor maintains broader coverage and/or higher limits than the minimums shown above,
City requires and shall be entitled to the broader coverage and/or the higher limits maintained by
Contractor. Any available insurance proceeds in excess of the specified minimum limits of
insurance and coverage shall be available to City.
Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
• CGL and AL policies: City of Santa Ana, its City Council, its officers, officials,
employees, agents, and volunteers are to be covered as additional insureds with respect
to liability arising out of work or operations performed by or on behalf of the Contractor
including materials, parts, equipment, and personnel furnished in connection with such
work or operations.
Page 3 of 10
• All required insurance policies: Insurance company(ies) agrees to waive all rights of
subrogation against City, its City Council, its officers, officials, employees, agents, and
volunteers for losses paid under the terms of any policy which arise from work
performed by Contractor for City.
• All required insurance policies: For any claims related to this contract, Contractor's
insurance coverage shall be primary and any insurance maintained by City, its City
Council, its officers, officials, employees, agents, or volunteers shall not contribute
with it.
• All required insurance policies: A severability of interest provision must apply for all
the additional insureds, ensuring that Contractor's insurance shall apply separately to
each insured against whom a claim is made or suit is brought, except with respect to
the insurer's limits of liability.
• Each insurance policy required herein shall provide that coverage shall not be canceled,
suspended, voided, reduced in coverage or in limits, non -renewed by the carrier, or
materially changed except after thirty (30) days prior written notice has been given to
City. Ten (10) days prior written notice shall be provided to City for policy cancellation
or non -renewal due to non-payment.
• Certificate Holder on each Evidence of Insurance certificate shall be: City of Santa
Ana, Attention: Water Resources Division, 20 Civic Center Plaza, M-85, Santa Ana,
CA 92701. The name and location of event should be included in the Description of
Operations section of each certificate.
Self -Insured Retentions
Self -insured retentions must be declared to and approved by the City. City may require Contractor
to purchase coverage with a lower retention or provide proof of ability to pay losses and related
investigations, claim administration, and defense expenses within the retention.
Acceptability of Insurers
Insurance is to be placed with insurers authorized to conduct business in the state of California
with a current A.M. Best rating of no less than ANII, unless otherwise acceptable to City.
Verification of Coverage
Contractor shall furnish City with original Certificates of Insurance including all required
amendatory endorsements (or copies of the applicable policy language effecting coverage required
by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all
policy endorsements before work begins. However, failure to obtain the required documents prior
to the work beginning shall not waive Contractor's obligation to provide them. City reserves the
right to require complete, certified copies of all required insurance policies, including
endorsements required by these specifications, at any time.
Claims Made Policies
If any of the required policies provide coverage on a claims -made basis:
1. The retroactive date must be shown and must be before the date of the contract or the beginning
of work.
2. Insurance must be maintained and evidence of insurance must be provided for at least three (3)
years after completion of work.
Page 4 of 10
3. If coverage is canceled or non -renewed, and not replaced with another claims -made policy form
with a retroactive date prior to the contract effective date, Contractor must purchase "extended
reporting" coverage for a minimum of three (3) years after completion of work.
Subcontractors
Contractor shall require and verify that all sub -contractors maintain insurance meeting all the
requirements stated herein, and Contractor shall ensure that City is an additional insured on
insurance required from sub -contractors.
Special Risks or Circumstances
City reserves the right to modify these requirements, including limits, based on the nature of the
risk, prior experience, insurer, coverage, or other special circumstances.
8. INDEMNIFICATION
Contractor agrees to defend, and shall indemnify and hold harmless the City, its officers,
agents, employees, contractors, special counsel, and representatives from liability: (1) for personal
injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for
personal injury, including death, and claims for property damage, which may arise from the sole
negligent operations of the Contractor, its subcontractors, agents, employees, or other persons
acting on its behalf which relates to the services described in section 1 of this Agreement.
Contractor shall not indemnify, defend or hold harmless the City from and against any liability,
cost or expense arising out of the negligence or willful misconduct of the City or the independent
acts of third parties not affiliated with Contractor. The Contractor further agrees to indemnify, hold
harmless, and pay all costs for the defense of the City, including reasonable fees regarding any
action by a third party challenging the validity of this Agreement, or asserting that personal injury,
damages, just compensation, restitution, judicial or equitable relief due to personal or property
rights arises by reason of the terms of, or effects arising from this Agreement. City may make all
reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding
the foregoing, to the extent Contractor's services are subject to Civil Code Section 2782.8, the
above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims
that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the
Contractor.
9. INTELLECTUAL PROPERTY INDEMNIFICATION
Contractor shall defend and indemnify the City, its officers, agents, representatives, and
employees against any and all liability, including costs, for infringement of any United States'
letters patent, trademark, or copyright infringement, including costs, contained in the work product
or documents provided by Contractor to the City pursuant to this Agreement.
10. RECORDS
Contractor shall keep records and invoices in connection with the work to be performed
under this Agreement. Contractor shall maintain complete and accurate records with respect to
Page 5 of 10
the costs incurred under this Agreement and any services, expenditures, and disbursements
charged to the City for a minimum period of three (3) years, or for any longer period required by
law, from the date of final payment to Contractor under this Agreement. All such records and
invoices shall be clearly identifiable. Contractor shall allow a representative of the City to
examine, audit, and make transcripts or copies of such records and any other documents created
pursuant to this Agreement during regular business hours. Contractor shall allow inspection of all
work, data, documents, proceedings, and activities related to this Agreement for a period of three
(3) years from the date of final payment to Contractor under this Agreement, unless disclosure of
such records is protected by the attorney -client privilege, attorney work product doctrine, and/or
the Uniform Trade Secret Act or California Uniform Trade Secret Act.
11. CONFIDENTIALITY
If Contractor receives from the City information which due to the nature of such
information is reasonably understood to be confidential and/or proprietary, Contractor agrees that
it shall not use or disclose such information except in the performance of this Agreement, and
further agrees to exercise the same degree of care it uses to protect its own information of like
importance, but in no event less than reasonable care. "Confidential Information" shall include all
nonpublic information. Confidential information includes not only written information, but also
information transferred orally, visually, electronically, or by other means. Confidential
information disclosed to either party by any subsidiary and/or agent of the other party is covered
by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any
information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the
Contractor disclosed in a publicly available source; (c) is in rightful possession of the Contractor
without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e)
is independently developed by the Contractor without reference to information disclosed by the
City.
12. CONFLICT OF INTEREST CLAUSE
Contractor covenants that it presently has no interests and shall not have interests, direct or
indirect, which would conflict in any manner with performance of services specified under this
Agreement.
13. NON-DISCRIMINATION
Contractor shall not discriminate because of race, color, creed, religion, sex, marital status,
sexual orientation, gender identity, gender expression, gender, medical conditions, genetic
information, or military and veteran status, age, national origin, ancestry, or disability, as defined
and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization,
promotion, termination or other employment related activities or any services provided under this
Agreement. Contractor affirms that it is an equal opportunity employer and shall comply with all
applicable federal, state and local laws and regulations.
14. EXCLUSIVITY AND AMENDMENT
Page 6 of 10
This Agreement represents the complete and exclusive statement between the City and
Contractor, and supersedes any and all other agreements, oral or written, between the parties. In
the event of a conflict between the terms of this Agreement and any attachments hereto, the terms
of this Agreement shall prevail. This Agreement may not be modified except by written instrument
signed by the City and by an authorized representative of Contractor. The parties agree that any
terms or conditions of any purchase order or other instrument that are inconsistent with, or in
addition to, the terms and conditions hereof, shall not bind or obligate Contractor or the City. Each
party to this Agreement acknowledges that no representations, inducements, promises or
agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any
party, which is not embodied herein.
15. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Contractor,
Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior
written consent of the City and any such assignment, transfer, delegation or subcontract without
the City's prior written consent shall be considered null and void. Nothing in this Agreement shall
be construed to limit the City's ability to have any of the services which are the subject to this
Agreement performed by City personnel or by other contractors retained by City.
16. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor
compensation for all services performed by Contractor prior to receipt of such notice of
termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Contractor to
deliver to the City all work product(s) completed as of such date, and in such case
such work product shall be the property of the City unless prohibited by law, and
Contractor consents to the City's use thereof for such purposes as the City deems
appropriate.
b. Payment need not be made for work which fails to meet the standard of
performance specified in the Recitals of this Agreement.
17. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or
granted by the provisions of this Agreement shall be effective unless it is in writing and signed by
the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or
remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not
similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
18. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the validity,
Page 7 of 10
interpretation, performance, and enforcement of any of the clauses of this Agreement shall be
determined and governed by the laws of the State of California. Both parties further agree that
Orange County, California, shall be the venue for any action or proceeding that may be brought or
arise out of, in connection with or by reason of this Agreement.
19. PROFESSIONAL LICENSES
Contractor shall, throughout the term of this Agreement, maintain all necessary licenses,
permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder
and required by the laws and regulations of the United States, the State of California, the City of
Santa Ana and all other governmental agencies. Contractor shall notify the City immediately and
in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and
exemptions. Said inability shall be cause for termination of this Agreement.
20. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement
shall be in writing and shall be deemed to be properly given if delivered in person or mailed by
first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in
the manner provided in this Section, to the following persons:
To City:
City Clerk
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, California 92702
Fax: 714- 647-6956
With courtesy copies to:
Executive Director
Parks, Recreation, and Community Services
City of Santa Ana
20 Civic Center Plaza
P.O. Box 1988
Santa Ana, California 92702
To Contractor:
EJ Ward Inc.
12621 Silicon Drive, Suite 113
San Antonio, TX 78249
A party may change its address by giving notice in writing to the other party. Thereafter,
any communication shall be addressed and transmitted to the new address. If sent by mail,
Page 8 of 10
communication shall be effective or deemed to have been given three (3) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by fax, communication shall be effective or deemed to have
been given twenty-four (24) hours after the time set forth on the transmission report issued by the
transmitting facsimile machine, addressed as set forth above. For purposes of calculating these
time frames, weekends, federal, state, County or City holidays shall be excluded.
21. CALIFORNIA AIR RESOURCES BOARD (GARB) COMPLIANCE
Contractor shall comply, and shall ensure all subcontractors comply, with all
applicable requirements of the most current version of the regulations imposed by California Air
Resources Board ("CARB") including, without limitation, all applicable terms of Title 13,
California Code of Regulations Division 3, Chapter 9 and all pending amendments
("Regulation").
Throughout the Project, and for three (3) years thereafter, Contractor shall make available
for inspection and copying any and all documents or information associated with Contractor's
and its subcontractors' fleets including, without limitation, the Certificates of Reported
Compliance ("CRCs"), fuel/refueling records, maintenance records, emissions records, and any
other information the Contractor is required to produce, keep or maintain pursuant to the
Regulation upon two (2) calendar days' notice from the City.
Contractor shall be solely liable for any and all costs associated with compliance with
the Regulation as well as for any and all penalties, fines, damages, or costs associated with any
and all violations, or failures to comply with the Regulation. Contractor shall defend,
indemnify and hold harmless the City, its officials, officers, employees and authorized
volunteers free and harmless from any claims, liabilities, costs, penalties or interest arising out
of any failure or alleged failure to comply with the Regulation.
22. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the
power, authority and right to bind their respective parties to each of the terms of
this Agreement, and shall indemnify City fully, including reasonable costs and
attorney's fees, for any injuries or damages to City in the event that such authority
or power is not, in fact, held by the signatory or is withdrawn.
b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully
set forth in the body of this Agreement.
[signatures appear on following page]
Page 9 of 10
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above written.
ATTEST
Jennifer L. Hall
City Clerk
APPROVED AS TO FORM
SONIA R. CARVALHO
City Attorney
By:
Kyle lesen
Assistant City Attorney
RECOMMENDED FOR APPROVAL
Nabil Digitally signed by
Nabil Saba
Saba Date: 2025.06.16
10:37:35-07'00'
Nabil Saba
Executive Director
Public Works Agency
CITY OF SANTA ANA
Alvaro Nunez
City Manager
CONTRACTOR:
E.J. Ward Inc.
By:
Title: Chief Operating Officer
Page 10 of 10
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above written.
ATTEST
Jennifer L. Hall
City Clerk
APPROVED AS TO FORM
SONIA R. CARVALHO
City Attorney
By:
Kyle lesen
Assistant City Attorney
RECOMMENDED FOR APPROVAL
Nabil Saba
Executive Director
Public Works Agency
CITY OF SANTA ANA
Alvaro Nunez
City Manager
CONTRACTOR:
By:
Title:
Page 10 of 10
EXHIBIT A
0&��-Wajrcy
ELEVATE YOUR PROCESS
Simp�Solutions
an F.J. Ward, Inc. company
City of Santa Ana - SaaS with Fuel Hardware & Labor (mwwvl 6) - 5-19-2025
Sourcewell #081524-EJW
Turn -Key Fuel Management System - Hosted by SimplyFuel Solutions LLC.
Includes - Tank Level Monitoring and Compliance Reporting Module
Tank Level Monitoring and Compliance Reporting Module - (Requires connection to an existing compatible TLS)
Part #
Description - Cloud Hosted Fuel View IOT Software Application
Qty
Price / Month
Extended
IOT-SaaS
Hosting Fuel View IOT- Includes Cellular Communication- 24x7x365 Call Center Support- 24 Months Live Data
Included: (3) FCT-IOT& (2) TLS Cell Modem - Keypad Entry, FOB, CANceiver and TAG use enabled
Software User and Administrator Training - Online (2hr Session)
Year
$785.00
$9,420.00
Part #
Model/Description
Qty
Price
Extended
FCT-IOT-5H
5-hose Cellular IOT Terminal - Keypad Entry, FOB, CANceiver and TAG use enabled
EXCLUDED: Any non standard cellular antenna configuration caused by a local environmental condition outside
E.J. Ward control.
1
$7,462.68
$7,462.68
FCT-IOT-IOH
10-hose Cellular IOT Terminal - Keypad Entry, FOB, CANceiver and TAG use enabled
EXCLUDED: Any non standard cellular antenna configuration caused by a local environmental condition outside
EJ. Ward control.
1
$7,960.19
$7,960.19
CL-SMART-DBOX
Smart D-BOX with Firmware License
2
$2,781.93
$5,563.86
TLS-GC-IOT
Serial to Ether Intelligent Adap w/ PwrSply
2
$433.91
$867.82
KIT-HOTSPOT
Cellular Hotspot Kit -TLS or Other
2
$1,991.96
$3,983.91
KEY-ENCODE-5321
Encoder Key Fob M ifare 1434
1
$684.02
No Charge
KEY-FOB-1434
Key Fob Mifare Unprogrammed 1434
1 10
$11.98
No Charge
Shipping and Handlingl
1
$1,250.00
$1,250.00
Subtotal
$27,088.46
Part #
Model/Description
City
Price
Extended
LABOR
FV Software Implementation / Account Activation - 24 Months Live Data Included
1
$1,999.20
No Charge
MISC
API or Flat File Export to RTA
1
$1,999.20
No Charge
LABORPM
Project Management (per hour)
40
$160.00
$6,400.00
Part #
Corporate Yard- 215 S Center St.Santa Ana CA - Model/Description
City
Price
Extended
LABOR and
SCOPE: Generate CAD drawings and submit for permits with Orange County environmental health. Remove
1
$201.317.65
$201,317.65
HARDWARE
existing system and install (1) IOT unit, on outside island. Demo existing emt conduit from inside island to
Quote 25-0055s
breaker panel and re install rigid explosion proof conduit from breaker panel to IOT. Remove (9) dispenser and
Prevailing Wage is
install only (6) new dispensers (4-dual product dual hose unleaded & 2-single product single hose diesel).
included.
Existing ground mounted diesel filters will be removed as new diesel dispenser comes with internal filter. Old
dispensers removed from island will be drained and left on site for customer to dispose of. The 2 existing unleaded
and 1 existing diesel dispensers not being replaced will be removed from the fuel island, pipe risers will be
capped and UDC openings will be covered. New comm/control wiring will be pulled from each new dispenser
to the IOTs. (1) Ward cellular wireless network unit will be installed to connect Veeder Root to IOT. NOTE:
Ward to provide cellular wireless tank monitor connection. Bird netting in place will be moved and secured
during work and put back in place after work is completed. Customermust be prepared to be without fuel forat
least S-7days during this multi week project. IOTs WILL MUST COME WITH CURRENT LOOP COMMUNICATION
FOR CONTROLLING WAYNE SELECT DIGITAL DISPENSERS DIRECT WITH D-BOX.
EXCLUSIONS: -If unforeseen conditions are encountered once installation begins EJ Ward will notify the City
and ask for clarification on how to proceed and will advise of any additional cost
Part #
Santa Ana PD - 60 Civic Center Plaza, Santa Ana CA- Model/Description
Qty
Price
Extended
LABOR and
SCOPE: Remove existing system and install (1) IOT and reoute existing conduit and dispenser to IOT as needed
1
$14,256.2S
$14,256.25
HARDWARE
and install (11 new conduit from dispenser 112 to IOT surface mounted to the fuel island. Existing power
Quote 24-0199sR1
and wire will be reused. New control and pulsar wiring will be pulled from each dispenser to the IOT (2)
Prevailing Wage is
Gasboy pulse outputboards wiil be supplied and installed as needed. (1) Ward cellular wireless network unit
included.
will be installed to conect the EV0550.
EXCLUSIONS: -If unforeseen conditions are encountered once installation begins EJ Ward will notify the City
and ask for clarification on how to proceed and will advise of any additional cost
12621 Silicon Drive, Suite 113, San Antonio, TX 78249
Tel: 210- 824-7383
www.e'ward.com
��7�Vard
ELEVATE VOUR PROCESS
,`SimplyFu�Soluflons
an EJ. Ward, Inc. company
Part #
TLS Replacement - Model/Description
Qty
Price
Extended
LABOR and
1
$297,118.75
$297,118.75
HARDWARE
Prevailing Wage is
Overview of the Project Scope:
included.
Remove existing TLS
Replace it with a VR 450
Includes Removal, Install, Permitting,... Includes Enclosure Cabinet
Includes Sensor Cable Replacement Includes Relocating to Car Wash Building
COMPLETE PROJECT SCOPE FOR TLS PROJECT IS IN NOTES SECTION
Part #
Future CNG fuel control terminal - Model/Description
Qty
Price
Extended
FCT-IOT-SH
5-hose Cellular IOT Terminal - Keypad Entry, FOB, CANceiver and TAG use enabled
1
$7,462.68
$7,462.68
EXCLUDED: Any non standard cellular antenna configuration caused by a local environmental condition outside
E.J. Ward control.
CL-SMART-DBOX
Smart D-BOX with Firmware License
1
$2,781.93
$2,781.93
LABORPM
Project Management (per hour)
8
$160.00
$1,280.00
Shipping and Handling
1
$525.00
$525.00
Subtotal
$531,142.26
Hardware, SaaS and System Implementation Shown -with Standard One (1) YearWarranty
I Year 1
Subtotal
$567,650.72
Project Contingencyl
1 10%
$56,765.07
Total
$624,415.79
Notes: 1. Quote valid until 11-19-2025
2. Annual agreement required on all SaaS Implementations, longerfixed fee terms available upon request.
3. Includes Lifetime Software Version Updates while on a SaaS Agreement
4. Includes 24x7x365 Call Center Support and lifetime IOT FCT parts replacement while on the SaaS platform (service labor at annual quoted
rates)
S. A M aximum of 24 rolling months of live data will be available, at additional cost longer archive periods are available for all SaaS customers.
6. Warranty DOES NOT include Hardware or Software that is declared "END OF LIFE" or previously declared unsupportable
7. Software use governed by the End User License Agreement (EULA)
CONTRACTOR SCOPE OF WORK: FOR VEEDER ROOT PROJECT:
Generate drawings and submit for permits with Orange County environmental health. Remove Veeder Root console system and install (1)new
Veeder Root TLS-4SOPIus with ethernet and RS-232 Port. All existing probes, sensors, overfill valve, line leak detectors, cabling and wire will
be reused. (5) New DPLLD line leak detectors will need to be supplied and replaced as existing are not compatible, (1) New Overfill Alarm and
Acknowledgment Switch will be supplied to replace existing unit. Overfill Alarm will be relocated to above red door it is currently mounted
next to. New Console will be installed in the same place existing unit is located. Relocate Veeder Root Console to Room at Fuel island. New
power and control wire conduits will be ran from breaker and junction boxes at Fuel Area in EMT. Existing sensors will be intercepted at an
existing inground transition, from which approximately 300'trench will be ran to the fuel island building. Fuel Sery will Sawcut and demo
approx. 300' lineal feet of concrete, excavate 18" deep, install 2" pvc, dispose of debris, drill and set dowels in remaining slab 24" on center,
Backfill and pour and finish concrete. PVC will be transitioned to steel prior to rising out of trench with a seal off and extend to Veeder root as
needed in EMT. Supply and pull new 2-wire shielded with drain cable from existing inground transition to the new Veeder Root location.
Trench will be coned and caution taped off to block traffic. Covering trench is not included, wood or steel plates to span trench for traffic is
not included, customer is welcome to supply and set steel plates in small area for traffic passage during work. Supply and pull new 2-wire
shielded with drain cable from existing Veeder Root to (36) Veeder Root Sensors, Probes, PLLDs, etc. Fuel Sery will terminate and land wire in
existing Veeder Root and Splice wire at each sensor/probes existing junction box. Total cable amount not to exceed 13,000 feet. Also it is
assumed all existing conduit both above and below ground is in good condition and will allow old cable removal and new cable installation. It
Is also assumed all conduit and junctions meet the requirement for dedication to sensor and probe cables only, if any other cabling or wiring is
found to be co -mingling It will have to be removed and rerouted at an additional cost. This includes low voltage or communication cable/wire.
This work is limited to the (5) tanks (3-uni 1-dsl 1-wo) and 9-fuel dispensers. Replacement ofjunction boxes due to frozen/missing/broken
lids up to (10) units are included in this quote along with (SO) seal offs. Upon completion perform function test of all sensors, positive
shutdown and overfill alarm. Schedule and perform (1) final inspection/ monitor cert with Orange County Environmental Health. NOTE:
Prevailing Wage is included. It is assumed all existing sensors and probes are Veeder Root MFG and all cabling for sensors and probes are
Beldon 2-wire with shield and drain, if not Replacement Sensors and Probes and Cabling are not included in this quote. TRENCH WILL CROSS
THE YARD AND CREATE HINDRANCE ON YARD TRAFFIC Contractor will work Monday thru Friday lam to 4pm and will not be restricted in
access unless a city recognized holiday is encountered during project.
EXCLUSIONS: If unforeseen conditions are encountered once installation begins EJ Ward will notify the Cityand ask for clarification on how to
proceed and will advise of any additional cost. Any requests by the city not specifically mentioned in the above scope of work will be an
additional cost. Bonding of any kind.
12621 Silicon Drive, Suite 113, San Antonio, TX 78249
Tel: 210- 824-7383
www.e'ward.com