V (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
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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
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VII. PERSONAL COMPUTER INTERFACE
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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.
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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
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Total Lump Sum Bid S24.095.00
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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)
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file://Y:A Finance ASR B0304 FuelControlABidSheet Trak.htm 7/30/2003
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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
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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
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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