Public Works Agency
www.santa-ana.org/pw
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At the time of the event, staff was in the process of replacing the outdated fuel management software and dispensers at the Yard and SAPD.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
5 1
4 4
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
Unit-Account
#
Fund
Description
Accounting Unit,
Account Description
Amount
2024-25 01117017-
66510 (25-
6038)
General
Fund
PWA-Service
Enhancement,
Computer Software
$ 9,500
Agreement for City Yard Fueling Station Improvement Services July 1, 2025
5 1
4 4
Fiscal Year Accounting
Unit-Account
#
Fund
Description
Accounting Unit,
Account Description
Amount
2024-25 01117017-
66220 (25-
6038)
General
Fund
PWA-Service
Enhancement,
Improvements Other
Than Buildings
$ 614,916
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 Nuñez, City Manager