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AGENDA ITEM COVER SHEET
Meeting Date: February 3, 2015
Item #
Reviewed By:
Contact Name: Stephen C. Krug Department Director:
Contact Number: 6002 City Manager:
Subject: Fuel Monitoring System Upgrade.
Background Summary:
The existing fuel monitoring system utilized by the City has been in use for over ten (10) years. The
system is a necessary accounting auditing tool for tracking fuel deliveries and usage by Departments at
the Public Works Complex and City Fire Stations. Public Works has been satisfied with the current
TRAK Engineering system, however it utilizes obsolete technology and can no longer be supported by
the manufacturer, nor the new IP phone system being implemented City wide. Public Works
investigated the options available to upgrade the monitoring system and determined other vendors offer
similar updated technology. Other vendors have provided estimates for over $100,000.00 to install their
new systems. TRAK estimates the cost to install a totally new system would be $64,788.97, however
TRAK can provide the upgrade for $33,707.00, a substantial savings due to having their proprietary
infrastructure already in place. Public Works is requesting the City Commission waive the bid process
and award the fuel monitoring system upgrade to TRAK Engineering, manufacturer of our current
system, in order maintain a continuity of service at a substantial savings to the City.
Public Works recommends awarding the fuel monitoring system upgrade to TRAK Engineering.
Issue:
Request the City Commission to approve awarding the upgrade of the fuel monitoring system to TRAK
Engineering.
Recommendations:
Recommend approval to award a purchase order for the fuel monitoring system upgrade to TRAK
Engineering Computer Fuel Management Solutions, of Tallahassee, in the amount of $33,707.00, and
authorize the City Manager to approve additional work to this purchase order up to the limit of his
purchasing authority up to the budgeted $45,000.00 amount for any unforeseen changes that may be
discovered during the upgrade process.
Attachments:
Quote — TRAK Engineering Computerized Fuel Management Solutions - Upgrade.
Quote — TRAK Engineering Computerized Fuel Management Solutions — New System.
Estimate — DWI — New System.
Financial Impact:
The work is adequately funded in the Public Works Fleet Division's Capital Improvement Budget.
Type of Item: (please mark with an 'Y)
Public Hearing
For Clerk's Dept Use:
Ordinance First Reading
Consent Agenda
Ordinance Second Reading
Public Hearing
Resolution
Regular Agenda
X Commission Approval
Discussion & Direction
Original Document/Contract Attached for Execution by City Clerk
X Original Document/Contract Held by Department for Execution
Reviewed by City Attorney
N/A
Reviewed by Finance Dept.
N/A
Reviewed by ( )
N/A
2
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Corrputenzed Fuel Ma,age ent t i I ,35 I AX h lO G') s ;v , Ifdkcrt liJ.COm ,.,, r M N c H
So�utions S,nce 1931
January 27, 2015
Mr. Bill Simmons
City of Ocoee
301 Maguire Road Extension
Ocoee FL 34761
Dear Mr. Simmons;
This is the same quote sent 5/13/13 & 10/3/13 - and updated with latest pricing.
There was only a slight increase for the Tank Level Monitoring system (item 4,5 &6)
for Firestation North and South - the rest of the prices are the same. Trak
Engineering, Inc. is pleased to provide City of Ocoee with a quote for:
- Upgrading 4 Sentry VI fuel island controllers to the SentryGOLD system
- Upgrading 2 Tank Level Communicator to 2 SG Tank Level Monitoring systems
for Firestation 1 and Public Works
- Adding 2 Tank Level Monitoring systems for Firestation North and
South
- Upgrading from Modem /Phone lines to IP / Network communication at all 4
sites
- Upgrading WinCC Windows -based database software to FuelTRAK web -
based database software with MS SQL.
This includes the installation, set -up, and testing.
Please call me at 850 - 878 -4585 ext. 325 or Eric Jackson, at ext. 304 if you have any
additional questions.
Thank you for the opportunity to provide you with this quote!
Sincerely,
-�dow� 6 A�e�
Katherine Blyth
Director, Sales and Marketing
DETAILS TO FOLLOW ON NEXT PAGE
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SentryGOLD Fuel Management S stem Upgrade Quote
Item
Description
Qty
Price
Total
1
SentryGOLD - Fuel Island Terminal with Key Reader
4
$5,095.00
$20,380.00
2
Installation, Setup, Training, & Testing
4
$500.00
$2,000.00
3
Tank Level Communicator Plug -in Board for
SentryGOLD pedestal (replaced Tank Level
Communicator unit on wall) at Public Works and
Firestation 1
2
n/c
n/c
7
Total
1
$2,460.00
$22,380.00
Tank Level Monitoring System New for Quote
at Firestation North and Firestation South
Item
Description
Qty
Price -
Total
4
Tank Level Communicator Plug -in Board for
SentryGOLD pedestal
2
$556.50
$1,113.00
5
Tank Level Detector (Unleaded Probe)
2
$1,155.00
$2,310.00
6
ITank Level Detector (Diesel Probe)
2
1 $934.501
$1,869.00
7
Installation, Setup, Training, & Testing
1
$2,460.00
$2,460.00
Total
1
1 $7,752.00
WinCC to FueITRAK Upg rade
Item
Description
Qty
Price
Total
8
Web - based / Browser - based FueITRAK database
software - replaces WinCC
1
$995.00
$995.00
9
Convert Existing Fuel Transacatin WinCC Data to
FueITRAK database
1 1
1 $780.00
$780.00
Total
1
1
$1' 775.00
Network Communicatoin (replaces modems / hone lines
Item
Description
Qty
I Price
Total{
10
IP Serial Device - Network Communications Device
4
I
1 $450.00
$1,800.00
Total
1
1 $1,800.00
Total for ALL Upgrades $33,707.00
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Notes:
1. System Access
a. SMARTKey Vehicle Access - Vehicles will be assigned a SMARTKey memory
chip key for identification and authorization to access the system and obtain
fuel. Trak's SMARTKey is pre - programmed with the vehicle ID and fuel type.
The fuel island pedestal unit prompts the driver to insert the key into the key
reader installed in the pedestal to identify /authorize the respective
vehicle /equipment prior to fueling. SMARTkeys are typically connected to the
key chain of the respective vehicle.
b. Personnel Identification Number (PIN) Access — Users (drivers) will be
prompted to enter a PIN to identify themselves prior to being authorized to
dispense fuel.
2. Regarding conduit requirements; the customer is responsible for the installation
of conduit at the fuel island for power, pump control, and pulser signals and from the
fuel island to the nearest building for communications. Trak will use existing conduit
and /or wiring whenever possible. Where wireless communication can be used, no
conduit from the fuel island to the nearest building will be necessary.
3. Regarding Network Communications and Trak's IP Serial Device; the
customer is responsible for providing a working IP drop within 1,000 feet of the fuel
island with static IP, subnet, and gateway IP addresses.
4. Tank Monitoring System Requirements: An available port on the top of the tank
is required for the installation of the TLD /Probe. In the event that the only available
port is in use, Trak can provide a "Y" connector for $40.00 to establish a dual purpose
for this opening and accommodate the installation of the probe. In the event that this
port cannot be used for the probe, the customer will be responsible for drilling a new
2 -4" port in the top of the tank.
SentryGOLD Pedestal for Fuel Site - one of the most innovative and technologically
advanced systems available today. It incorporates a Windows -based operating system with a
full -color graphical display, touch screens, audio prompts and more.
Wired or Wireless Communication — Trak's Wireless Sentry can communicate up to 2000'
and eliminates the need for conduit for communication between the fuel island and the Central
Controller (Windows -based computer housing the fuel management system software). This
system includes the MaxStream Wireless Radios with the following:
• 900 MHz license -free ISM bands
• 19.2 kbps over - the -air data rates
• Commercial (0 to +70 °C) or industrial ( -40 to +85 °C) grades
IP Serial Device — Device for facilitating network communications between the fuel Sentry
and the organization's network. This communication option requires the following (provided
by the customer) prior to the arrival of Trak's installation technician and the system
implementation:
• Working IP Drop with Cat V cable with Ethernet RJ45 connector
• Static IP Address
• Subnet and Gateway IP addresses
Installation — Complete installation, setup, testing, training, 24/7 phone support, and 90 -Day
bumper -to- bumper warranty (unless coverage is provided through one of Trak's Extended
AK
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Maintenance Agreements). Trak's installation includes pulling the necessary wire for pump
control, pulser signals, and communication through existing conduit (see note regarding
conduit requirements). In the event that conduit for communication between the fuel island
and the Central Controller (Window -based computer where the fuel management software
resides) is not available, Trak's wireless system can be used.
Terms & Conditions:
1. Quote Valid for 90 days.
2. Payment Terms - 20% down and 80% upon completion of installation.
3. The above cost breakdowns include installation, setup, testing, training and a 90 -Day
warranty (unless coverage is provided through one of Trak's Extended Maintenance
Agreements) on all parts and labor provided by Trak Engineering, Inc. technicians.
4. Current Lead Time: 6 -8 Weeks After Receipt of Order
5. Conditions that must be satisfied prior to Trak's Installation:
a. Dispensers must be equipped with non - repeating, 10:1 dry -reed
switch pulsers.
b. Dispensers must be fully operational and capable of dispensing fuel
from tanks.
c. Tanks must contain a sufficient amount of fuel for system testing
purposes.
d. An available 2' by 2' concrete slab or platform is needed for mounting the
Sentry pedestal.
e. Conduit from the pedestal location to each dispenser is required for pump
control and for pulser signals and from the pedestal location to the nearest
building for communications. Where wireless communications can be
established, conduit for communications will not be needed.
f. A 110 -volt AC power source is required at the Sentry Pedestal location.
g. IP Serial Device requires a working IP drop within 1,000 feet of the fuel island
with static IP, subnet, and gateway IP addresses.
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January 27, 2015
Mr. Bill Simmons
City of Ocoee
301 Maguire Road Extension
Ocoee FL 34761
Dear Mr. Simmons;
New System Quote
(for customers not
upgrading from previous
TRAK system)
On the next page you will find a quote for a completely new system. This includes
no discount for upgrading from a previous version Trak system. This is the pricing
we would give a brand new customer.
- 4 Fuel Sites
- 4 Tank Level Monitors - AST
- IP / Network communication at all 4 sites
- FuelTRAK web -based database software with MS SQL.
This includes the installation, set -up, and testing.
Please call me at 850 - 878 -4585 ext. 325 or Eric Jackson, at ext. 304 if you have any
additional questions.
Thank you for the opportunity to provide you with this quote!
Sincerely,
Katherine Blyth
Director, Sales and Marketing
DETAILS TO FOLLOW ON NEXT PAGE
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SentryGOLD - New System Quote
Description
Qty
Price
Total
SentryGOLD - Fuel Island Terminal with Key Reader
4
$6,420.18
$25,680.72
Installation, Setup, Training, & Testing
4
$1,800.00
$7,200.00
Conduit - to run from pumps to Trak's Pedestal
4
$1,450.00
$5,800.00
Hose Control Kits - one for each nozzle
8
$498.75
$3,990.00
Installation, Setup, Training, & Testing
8
$330.75
$2,646.00
IP Serial Device - Network Communications Device
4
$677.25
$2,709.00
Web-based / Browser-based FuelTRAK database
software - rep laces WinCC
1
$2,094.75
$2,094.75
Data Converter Key Encoder
1 1
$640.50
$640.50
Total
1
$50,760.97
Tank Level Monitor for Aboveground Storage Tanks Quote
Description
Qty
Price
Total
Tank Level Communicator Plug-in Board for
SentryGOLD pedestal
4
$556.50
$2,226.00
Tank Level Detector (Unleaded Probe)
4
$1,155.00
$4,620.00
Tank Level Detector (Diesel Probe)
4
1 $934.501
$3,738.00
Installation, Setup, Training, & Testing
8
1 $430.501
$3,444.00
Totai
1
1 $14,028.001
lComplete System Price I 1 1 $64,7
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Notes:
System Access
a. SMARTKey Vehicle Access - Vehicles will be assigned a SMARTKey memory
chip key for identification and authorization to access the system and obtain
fuel. Trak's SMARTKey is pre - programmed with the vehicle ID and fuel type.
The fuel island pedestal unit prompts the driver to insert the key into the key
reader installed in the pedestal to identify /authorize the respective
vehicle /equipment prior to fueling. SMARTkeys are typically connected to the
key chain of the respective vehicle.
b. Personnel Identification Number (PIN) Access - Users (drivers) will be
prompted to enter a PIN to identify themselves prior to being authorized to
dispense fuel.
Regarding Network Communications and Trak's IP Serial Device
The customer is responsible for providing a working IP drop within 1,000 feet
of the fuel island with static IP, subnet, and gateway IP addresses.
Tank Monitoring System Requirements:
An available port on the top of the tank is required for the installation of the
TLD /Probe. In the event that the only available port is in use, Trak can provide
a "Y" connector for $40.00 to establish a dual purpose for this opening and
accommodate the installation of the probe. In the event that this port cannot
be used for the probe, the customer will be responsible for drilling a new 2 -4"
port in the top of the tank.
SentryGOLD Pedestal for Fuel Site - one of the most innovative and technologically
advanced systems available today. It incorporates a Windows -based operating system with a
full -color graphical display, touch screens, audio prompts and more.
Wired or Wireless Communication - Trak's Wireless Sentry can communicate up to 2000'
and eliminates the need for conduit for communication between the fuel island and the Central
Controller (Windows -based computer housing the fuel management system software). This
system includes the MaxStream Wireless Radios with the following:
• 900 MHz license -free ISM bands
• 19.2 kbps over - the -air data rates
• Commercial (0 to +70 °C) or industrial ( -40 to +85 °C) grades
IP Serial Device - Device for facilitating network communications between the fuel Sentry
and the organization's network. This communication option requires the following (provided
by the customer) prior to the arrival of Trak's installation technician and the system
implementation:
• Working IP Drop with Cat V cable with Ethernet RJ45 connector
• Static IP Address
• Subnet and Gateway IP addresses
Installation - Complete installation, setup, testing, training, 24/7 phone support, and 90 -Day
bumper -to- bumper warranty (unless coverage is provided through one of Trak's Extended
Maintenance Agreements). Trak's installation includes pulling the necessary wire for pump
control, pulser signals, and communication through existing conduit (see note regarding
conduit requirements). In the event that conduit for communication between the fuel island
and the Central Controller (Window -based computer where the fuel management software
resides) is not available, Trak's wireless system can be used.
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Compdrerized Fuel Management { H t',QS 7 u:i I AX M{1 RS, 20. UdheilU ja¢?
S,nce 1931
Terms & Conditions:
1. Quote Valid for 90 days.
2. Payment Terms - 20% down and 80 upon completion of installation.
3. The above cost breakdowns include installation, setup, testing, training for 12
months on all parts and labor provided by Trak Engineering, Inc. technicians.
4. Current Lead Time: 6 -8 Weeks After Receipt of Order
5. Conditions that must be satisfied prior to Trak's Installation:
a. Dispensers must be equipped with non - repeating, 10:1 dry -reed
switch pulsers.
b. Dispensers must be fully operational and capable of dispensing fuel
from tanks.
c. Tanks must contain a sufficient amount of fuel for system testing
purposes.
d. An available 2' by 2' concrete slab or platform is needed for mounting the
Sentry pedestal.
e. Conduit from the pedestal location to each dispenser is required for pump
control and for pulser signals and from the pedestal location to the nearest
building for communications. Where wireless communications can be
established, conduit for communications will not be needed.
f. A 110 -volt AC power source is required at the Sentry Pedestal location.
g. IP Serial Device requires a working IP drop within 1,000 feet of the fuel island
with static IP, subnet, and gateway IP addresses.
Simmons, Bill
From: Sue Craft <scraft @donwoodinc.com>
Sent: Wednesday, April 03, 2013 4:04 PM
To: Simmons, Bill
Subject: RE: Fuel system
$129K.... Should be pretty close.
From: Simmons, Bill [ mailto :BSimmons(
Sent: Wednesday, April 03, 2013 3:51 PM
To: Sue Craft
Subject: RE: Fuel system
Thanks Sue for the numbers. If I add this correctly am at about $135k for the city since we are talking 4 sites?
Bill Simmons
City Of Ocoee
Public Works Team
Fleet and Sanitation Operations Manager
Office 407 - 905 -3170 Ext. 6005
Cell 407 - 427 -8127
From: Sue Craft [ mailto:scraft(bclonwoodinc.com ]
Sent: Wednesday, April 03, 2013 3:52 PM
To: Simmons, Bill
Subject: RE: Fuel system
W
Ok here are some rough rounded off numbers.
OPW K800hybrid- wireless. $11,000 per site
Pneumercator Tank Monitor- Wireless $ 10,000 per site
Main OPW software $ 5,000 (Public Works Only)
Installation, shipping, use tax, misc. $ 10,000 per site
Sue
From: Simmons, Bill [ mailto :BSimmons(a)ci.ocoee.fl.us
Sent: Tuesday, April 02, 2013 9:34 AM
To: Sue Craft
Subject: Fuel system
Good morning Sue, just a thought is there any fairly close that has an opw fuel system I could take a look at? I kind of
would like to see one in operation and get some feedback from user, especially if it's another municipality or local
government. Thanks
Bill Simmons
City Of Ocoee
Public Works Team
Fleet and Sanitation Operations Manager
Office 407 - 905 -3170 Ext. 6005