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 Sy...
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