STAFF REPORT
City of Lancaster
CC 8
10/13/2026
TN
Date: October 13, 2026
To: Mayor Parris and City Council Members
From: Marissa Diaz, Director – Public Works
Mike Harne, Assistant Director – PW Maintenance Services Subject: Expenditure Authority and Award of Contract for Maintenance Yard Fuel Island Upgrades
Recommendations:
1. Approve a one-year agreement with Western Pump, Inc., for Maintenance Yard Fuel Island Upgrades for the City fleet, utilizing pricing and products available through Sourcewell Contract No. 081524-GVR, competitively awarded to Gilbarco, Inc., in an amount not to exceed $146,555.30, including a 10% contingency.
2. Authorize the City Manager, or his designee, to execute any additional amendments to the Agreement deemed necessary to complete the contract in a form approved by the City Attorney.
3. Authorize the City Manager, or his designee, to sign all documents.
G.C. Section 84308: No
Fiscal Impact:
The total not-to-exceed amount for the Maintenance Yard Fuel Island Upgrades is $146,555.30, which includes the base contract amount of $133,232.09 and a 10% contingency of $13,323.21.
Sufficient funds are available in the FY 2026-2027 adopted budget in Account 111-44000-5710.
No additional appropriation is required.
Background:
The Maintenance Yard fuel island system is more than 20 years old and has reached the end of its serviceable life. New replacement parts are no longer available through normal supply channels, and staff has been forced to source used components to sustain minimum functionality, an unsustainable maintenance posture for a critical infrastructure asset serving a fleet of close to 300 vehicles. In addition to parts availability concerns, the existing dispensers operate at reduced pump speed, the system display is difficult to read or at times unreadable under field conditions, and the system does not interface with City-issued employee badges. This means fuel transactions cannot be automatically tied to individual employees, creating gaps in accountability, audit controls, and fraud prevention that are inconsistent with sound fleet management practice.
The Division recommends replacing the existing system with four (4) Gasboy AtlasX Twin dispensers and two (2) Gasboy Islander/ICR PRIME card reader pedestals, integrated with the EKOS cloud-based fuel management platform. The PRIME pedestals support HID badge-based fueling authorization, and every transaction is logged in real time to EKOS, providing accurate, per-vehicle fuel consumption data to support ISF cost allocation, budget forecasting, and auditable reporting.
Procurement will be executed through Sourcewell Contract No. 081524-GVR, a competitively solicited cooperative purchasing agreement awarded to Gilbarco, Inc. Western Pump, Inc., a distributor and service provider for Gasboy and Gilbarco Veeder-Root equipment, will furnish and install the Gasboy equipment under the Sourcewell contract, with installation performed at California DIR prevailing wage rates.
MH:sm
Attachments:
Sourcewell Master Agreement
Agreement