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Item #05 Approval of Fuel Monitoring System UpgradeI I kz \ �'/� OCO( C_ "0 ida 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 i eng.corn Corporate Sales t`1ii 0, a nt Dm I' f W i 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 i eng.com Sales Corporate ) 0(Q Cx ru i t Gnvt 131 a•ias� r I I '? )1 Cemr,derizeA Fuel Management P PH 1 )0p ', h 8,5 IAXS ) W,6 26 I OPEF rHr .anek SoruUOns Smce 1981 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 AX eng.com Corporate Sales 2Q0 Crux i t Lrnw 11W ,;he�,� I ;2 11 4 H ` "0 � nii 1 xX t" )U GS fit._ tr<�h� nq �:om CT'z zi�,Ons p�,tp Iz,d Fuel Ma�egem t - Since 1931 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 eng.com Corporate Sales J x truce i t t nvi 11 naw� I I Cpdte�Iz,d An-1 Ma,aga ent [ H S0 S M. i , S I nX S (i since 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. "" tftftft�' WAX eng.com Corporate Sales 1 01 (w So fit L`.nvt l i �3tta5 i 11 { CSo F<�el Management t 45 .` 0 /I" . S I AX N ,U $S { .v trdk, n�;).C�n' ?M EI UOn, Smce 1991 1 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 eng.com Corporate Sales: 2`101 Cr(­,(ent Divt f AX � )0 patpw,d Fu,l Mawg­­t Pt 1 8 I le, 8 hi 1 1 1 In q4t,6., smce 1981 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 i eng.com Corporate Sales 2 Ki Cr; y e i it l Svc Id I I I is GI f 1 `,_r} '.5,,,; f F :C, @sSi 7��, ;v trak,�n "rim CompatPrizrA Fuel Management y $O�u :ions Sm[e 1481 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. eng.com Corporate Sales : ri ( i t I.nv I fl, tma I L 3? MI 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