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City of San Leandro <br />Meeting Date: June 4, 2018 <br />Staff Report <br />Agenda Section:File Number:18-179 CONSENT CALENDAR <br />Agenda Number:8.B. <br />TO:City Council <br />FROM:Jeff Kay <br />Interim City Manager <br />BY:Debbie Pollart <br />Public Works Director <br />FINANCE REVIEW:David Baum <br />Finance Director <br />TITLE:Staff Report for a Resolution Authorizing the City Manager to Execute a <br />Consulting Services Agreement in the Amount of $73,711 with Syntech <br />Systems/Fuelmaster for Replacement of the City Fuel Card System; and to <br />Appropriate $73,711 from the Equipment Repair and Maintenance Fund <br />Balance to Account 690-16-001 <br />SUMMARY AND RECOMMENDATIONS <br />Staff recommends that the City Council approve a Consulting Services Agreement (CSA) with <br />Syntech Systems/Fuelmaster for installation of new software and hardware associated with the <br />City’s fuel card system, and to approve appropriation from the Equipment Repair and <br />Maintenance fund balance to the Equipment Repair and Maintenance’s operating budget in the <br />amount of $73,711. <br />BACKGROUND <br />The City fuel card system is located at the Public Works Service Center and is utilized by staff to <br />fuel City vehicles. The existing system is more than 20 years old, with hardware associated with <br />the system failing in January of this year. Additionally, because of the age of the existing system, <br />software upgrades are no longer available from the manufacturer, causing communication issues <br />between the fuel card system and the computerized vehicle maintenance program. <br />Analysis <br />The new fuel card system includes both hardware and software that will integrate with the existing <br />computerized vehicle maintenance program. Current technology allows for staff to no longer carry <br />‘fuel cards’ and manually enter mileage information when fueling up, as is current practice. Each <br />City vehicle will have an Automotive Information Module (AIM) installed, with a counter-part <br />‘reader’ attached on the end of each fuel pump. When the pump is inserted into the vehicle, <br />maintenance information from the vehicle, including a mileage reading and any diagnostics <br />Page 1 City of San Leandro Printed on 5/30/2018 <br />72