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Home My WebLink AboutV (C) Approval and Authorization to Award Bid #B03-04, Fuel Control & Data Acquisition System, to TRAK Engineering, Inc. for $24,095.00 Agenda 8-05-2003 Item V C Mayor center of Good L, Commissioners �� S. Scott Vandergrift " ' �K Danny Howell, District 1 Scott Anderson, District 2 City Manager . i-// Rusty Johnson, District 3 Jun Gleason r , Nancy J. Parker. District=1 STAFF REPORT TO: The Honorable Mayor and City Commissioners FROM: Joyce Tolbert, CPPB, Buyer THROUGH: Donald Carter, Finance Supervisor DATE: July 17, 2003 RE: B03-04 Fuel Control & Data Acquisition System ISSUE Should the City Commission select Trak Engineering, Inc. for the purchase and installation of a complete Fuel Control and Data Acquisition System to support the City's(3) existing fueling systems? BACKGROUND/DISCUSSION The existing system is not functioning, making it difficult to account for all fuel being dispensed. A new system would provide accurate and timely data capture, and would account for all fuel use at each of the three existing fueling locations. The current fiscal year's budget includes $30,000 for a new automated fuel control & data acquisition system. The bid was advertised on June 8, 2003, and publicly opened on July 3, 2003. Three (3) responses were received from the following companies: 1) Trak Engineering, Inc. $24,095.00 2) Don Wood, Inc. $33,365.00 3) Petroleum Equipment Construction $34,850.00 Attached is a copy of the specifications for this project, and bid sheet from Trak Engineering, Inc., along with the bid tabulation. All bids are available in the Finance Department for review. The bids were reviewed by the Public Works and Finance Department. Staff recommends awarding the bid to Trak Engineering, Inc. as the most responsive and responsible bidder, per the attached memorandum from Bob Zaitooni, Deputy Public Works Director. RECOMMENDATION It respectfully is recommended that the City Commission award Bid #B03-04 to Trak Engineering, Inc., and authorize Staff to proceed with the procurement of this equipment. cc: Bob Zaitooni, Deputy Public Works Director file://Y:\Finance\SR B0304 FuelControl\SR B0304 FUELCONTROL.htm 7/30/2003 This is a sample letterhead using the Papyrus font Page I of I MEMORANDUM TO: Joyce Tolbert, CPPB, Buyer FROM: Bob Zaitooni, Deputy Director Public Works DATE: July 7, 2003 RE: Recommendation for Bid#03-04, Fuel Control & Data Acquisition System We have reviewed the bids submitted for the Fuel Control &Data Acquisition System received on July 3, 2003 as listed below: TRAK Engineering, Inc. $24,095.00 Don Wood, Inc. $33,365.00 Petroleum Equipment Construction,Inc. $34,850.00 Based on the price and the satisfaction of the required specifications, we recommend award to TRAK Engineering, Inc. If you have any questions, please contact me at extension 6002. RZ C: David Wheeler, Public Works Director Judy Henry, Administrative Assistant III file://Y:\Finance\SR B0304 FuelControl\Recom FuelControl.htm 7/30/2003 Page 1 of 2 I I VII. PERSONAL COMPUTER INTERFACE I Provide software as part of proposed system to interface with customer provided Personal Computer(PC). Software provided to create an interactive communication link between customers provided Personal computer and proposed system. Software to be designed as single desktop application and will be fully compliant with Microsoft Windows 98,2000,ME or NT Workstation operating systems. It shall be the vendor's responsibility to ensure the software provided in fully compliant with the existing PC and the external 56K modem. The Trak System uses the followm¢ minimum microcomputer specifications for the system's Central Controller computer (typically supplied by the customer) IBM Compatible Microcomputer utiliinv Windows 95,98, 2000 Windows NT as the operating system with a Pentium microprocessor rated at 600mHgj 128Mb DRAM;3.5" 1.44Mb floppy disk drive;CD- ROM drive; 20 cb Hard disk; one parallel port/two serial ports; 101-hey enhanced keyboard; Real-ime clock/calendar; 145-watt power supply; 15"Color VGA Monitor; 1alieps Dot Matrix Printer. I Please note that the above specifications are intended as minimum and preferred guidelines; and systems meeting equivalent specifications will be accepted,provided it meets budgetary constraints. Please submit a bid on only one (1) type of system that best meets the specifications I Total Lump Sum Bid S24.095.00 I Twenty four thousand and ninety five Dollars and n Cents 111 Delivery Time: 40 calendar days after receipt of City Purchase Order. Truk Enaineerioa,Inc Company Name Aa orized Signature John R.Myth.President Name/Title(please print) I file://Y:A Finance ASR B0304 FuelControlABidSheet Trak.htm 7/30/2003 Page 2 of 2 Pricing Structure Sentry VI Fuel Management System QaaaaY hes unit Cat Total Cod 3 Sentry VI Fuel Management System $4,995.00 $ 14,985.00 (Includes. One hose control per unit) 5 Additional Hose Controls $ 250.00 $ 1,250.00 (Includes: Pump Control Module, Pulsar,and Pulser Power Unit) 1 WinCC Fuel Management Software $ 995.00 $ 995.00 1 Data Converter/Key Encoder $ 575.00 $ 575.00 600 Memory Keys, Blank $ 2.65 $ 1,590.00 Subtotal $ 19,395.00 Installation $ 4,700.00 Total Cost of Fuel Management $24,095.00 Equipment Optional Equipment: 3 Key Readers $ 221.00 $ 663.00 1 Gate Controller Unit(Includes $3,000.00 $ 3,000.00 installation) Notes: 1-Cost breakdown includes setup,training and one(1)year warranty on all parts and labor. 2-Prices do not include applicable taxes or permit fees. Terms and Conditions:Net 30 FOB Tallahassee,FL TRAK ENGINEERING,INc 29 CoNnneraw. file://Y:AFinanceASR B0304 FuelControlABidSbeet Trak.htm 7/30/2003 Page 1 of 2 Trak Engineering Keegan Corp. HSQ Santis Petroleum Ameri Engineering Technicians Compute Base Bid $24,095.00 Delivery Time 40 Calendar Days Acknowledge Addendum No. 1 yes Bid Security Bid Bond Copy of Insurance yes (1)Original& yes (2)Copies References/Subs yes Equipment Listing yes Summary of Litigation yes Don Wood Inc. Radiant Systems Industrial Data Technologies Base Bid $33,365.00 Delivery Time 60 Calendar Days Acknowledge Addendum No. 1 yes Bid Security cashiers check file://Y:\Finance\SR B0304 FuelControl\BidTab FuelControl.htm 7/30/2003 Page 2 of 2 Copy of Insurance yes (1)Original& yes (2)Copies References/Subs yes Equipment Listing yes Summary of Litigation yes file://Y:\Finance\SR B0304 FuelControl\BidTab FuelControl.htm 7/30/2003