Title
Resolution to Approve the Purchase of Fuel Management Systems from Orpak USA, Inc (RFP #946 - $157,586.00)
Memorandum
The attached resolution authorizes the purchase of a new Fuel Management System for the total amount of $157,586.00 from Orpak USA, Inc., Hackensack, New Jersey. This amount includes the contract price of $143,260.00 and a 10% contingency of $14,326.00.
This system will replace one purchased in January 2005. The Fleet and Facilities Unit solicited request for proposals and received three responsible proposals. After reviewing each proposal, Orpak USA, Inc. was selected as the best system to meet the needs of the City.
The Fuel Management System is used to authorize vehicle fueling, track fuel usage, and to retrieve asset usage information (mile and hours) for the City’s fleet. This information is essential for the scheduling of preventive maintenance, Green Fleet Policy reporting, and overall evaluation of fleet utilization.
The current system, which was also supplied by Orpak USA, Inc., requires that a wire be run from each fuel nozzle down the hose, into the pump housing and connecting to the control pedestal. This “wired’ system has proved to be problematic as the wires frequently are damaged or break when the hose or nozzle is used, especially in cold weather. When the wire breaks, the control panel will not authorize any fuel from that hose until the wire is repaired. This existing system is now obsolete and Orpak can no longer supply repair parts or support services.
The proposed system uses wireless communication between the nozzle and the control pedestal. In addition, the new system will communicate with the Vehicle Identification Units (VIUs) that are currently installed on all City vehicles. This eliminates the need to retrofit each asset before it can fuel up. As existing vehicle our brought in for preventative maintenance the VIU’s will be upgraded to the new DataPass which will allow the Fuel Management System to collect additional vehicle information above the odometer and operating hours. The DataPass will also collect idle time duration, idle time events, over speed events, RPM events, and total distance traveled for a given set of dates. For vehicle equipment with factory on board diagnostic (OBD) connectors, the system will collect error codes which allows for more timely maintenance of vehicle problems.
Adequate funds are available in the Motor Equipment Fund’s fiscal year 2016 operation and maintenance budget.
Orpak USA, Inc. complies with the requirements of the non-discrimination ordinances.
Staff
Prepared by: Thomas A. Gibbons, Financial Analyst-Fleet and Facility Unit
Reviewed by: Matthew J. Kulhanek, Manager Fleet and Facilities Unit
Craig Hupy P.E., Public Services Area Administrator
Approved by: Tom Crawford, Interim City Administrator
Body
Whereas, The Fleet and Facilities Unit needs to purchase a replacement Fuel Management System for the City’s fleet;
Whereas, Orpak USA, Inc. was the best responsible bidder to RFP #946;
Whereas, Adequate funds are available in the Motor Equipment Fund’s fiscal year 2016 operations and maintenance budget; and
Whereas, Orpak USA, Inc. complies with the requirements of the non-discrimination ordinances.
RESOLVED, That the City Council approves the issuance of a purchase order to Orpak USA, Inc. for the purchase and installation of a Fuel Management System per their response to RFP #946 in the amount of $157,586.00;
RESOLVED, That funds for this purchase be available without regard to fiscal year; and
RESOLVED, That the City Administrator is authorized to take the necessary actions to implement this resolution.