Item 4B v
AGENDA ITEM #4B
AUGUST 14, 2006
ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Upgrading the City's Fuel Management System
SUBMITTED BY: Rick Carper, Public Works Director
DATE: July 20, 2006
BACKGROUND: Because of frequent operational /reliability problems
with the current fuel management system, Staff
included funds for system replacement in the current
budget. Despite repeated attempts with numerous
suppliers, Staff was only able to obtain two quotes to
upgrade the City's fuel management system.
Guardian Fueling Technologies: $12,093.92
Meco Florida: $12,544.00
Upgrade includes labor, material and equipment to
remove the current fuel management system and
install a new Fuelmaster Plus fuel management
system.
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BUDGET: Account 001-5004-549-64.00 includes $10,000
designated for the new system. Additional monies to
fully fund the upgrade are available in this account.
RECOMMENDATION: Because of the difficulty obtaining quotes for this
system upgrade and the significant additional staff
time required to prepare and process bid documents,
Staff recommends waiving the $10,000 bid limit and
accepting the lowest quote from Guardian Fueling
Technologies in the amount of $12,093.92.
ATTACHMENT: Quote from Guardian Fueling Technologies
Quote from Meco Florida
REVIEWED BY CITY MANAGER:
~ August 14"' Regular Meeting
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City of Atlantic Bench
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Guardian Faelie:g Technologies provi ~ es layouts, insrallatio><, and
Servieeon all Ligerid Handling Pr~yec~4o.
Visit us at www.,FuardlartfuelL~ ~Jr.cnnr
AGENDA ITEM #4B
AUGUST 14, 2006
rroposat 4iuv 1 t ~
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Jacksonville, FL,
Orlando, FL
Tampa, FL
Miami, Ft.
CORPORATE OrTrCr;t (904) 6AO.IIR50/A00-093.29JS
tiEFEIiENCE:
foe[ mono ement
•'*1'leasc Hole fleet due to cr~rrrnt vol
are ar:birM to c1ea:{~e prior to cnmmen; eneenr n~proiect Ant iacrea,+e ix ,eteal prices may irrcren.+e the price of eMis ~ttnrN
We ore pleased to offer the fotlowfng rropasnl for your considerotlon.
Genernl description of work W be pcr~ Formed:
Mobilize to site. Provide labor, materit~ s and equipment to remove old frtelmanagementsysfem Qnd
and instatI new F'uelmaster fuel menage+ ncnt system with 150 keys, Providc startup and customer troining. Clean up site of
our debris.
NOTE: GfJARD[AN FL1.F,LTNG IS A '.RO)PERLY LICF.:NSEI) .FUEL-SYSTEM CON'Y'CtAC70Rt
SEL- LAST PAGE FOR EXCLUSIpNS
FUEL MANAGE'MEN7 EQI.; f~bfENT
` 1 FMU 2500 Master unit, Pm kee Only with two hosA cantrolers, Pndostal 8 modem
1 Fuel Master TM~2510 Shol•: Haul Madero
1 Fuel Master WINDOWS sci twara W!N FMSFT YR2K compliant(Specify 95,98 or N7 4.0)
1 Fuel Master ENC-2500 En.: Oder fior pRt7KEES
~'"' 150 FRCKEES
1 Fuel Master HKC-250D (Her se Controller}
`~" GENERAL CONDITIONS:
The above prices are quoted F.O.B. r lestinatlon and are inclUSlve of any applicable sales andlor use tax,
'~ Guardian requires that a pre job c inference be held prior to construction. Ali parties involved
In this protect are requested to attr end as a means of ensuring job quality and timely completion.
Excopt as otherwise specified, all eqr lipment supplied by Guardian will be guaranteed
`~' to the fullest extent of the manufacturer's written warranty. Ail installation work will be
guaranteed against defects in workni,nship for one year from the date of start-up, not to
exceed fifteen months from the date off substantial completion
""' Our installation price is co»tinstenr an the followirtc:
Existing Conduit IS t0 be cler3r, usable and meeting the current electrical codes. Any repairs
ar replacement of the existirr ~ conduit will be performed on a "time and material" basis at our
normal rates and will bean : dditional cost to the customer.
Page 1 of 2
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AGENDA ITEM #4B
AUGUST 14, 2006
Proposal QUO"TIE #
Existing wiring is to be usall e, and ma®ting the current electrical codes, Any repairs or
replacement of the existing wiring will be performed on a "time and mataNals" balls at our
normal rattan and will bean ~+dditional charge to the customer.
Existing fuel management ~; rstom (including dispenser system) conduit and wiring must conform
to the current manufacturer;; requirements, Any repairs to or replacement of the existing wiring will be performed
on a "time and materials" Gtsis at our normal rates and will be an added cost to the customer
THE PRICES EE,LOW DO NOT 1NC;:IJDE:
Concrete work.
Installation of piping
Permits -Guardian conside~, this t0 be a repair
This price will remain firm for thir:I (30) days from the proposal date.
THE TOTAL PRICE IS AS = DLI,QWS: NOTE; OU[i PRICE INCLUDES ALL APPLICABLE TAXESI
TOTAL PRICE 512,093.92
S?'ANDA.1t1a PAXM.~:VT TERMS:
prior to urttgring equfpment ~.r obtstlning pcrmito credit must be npnroved by Gusrdlrtn.
,~rryntenis are rUre 70 daVS Prnr.l the dare oFd+e im~oice rnr al! eaulament. Lorri»ment will he inroiced rrnnn s/+inmenr,~ maxu(nc7rrre~r,
A minimum Deposit of 2$"/e l: required prior to ordering any equipment or obtaining nay permits.
T} a minimum deposit required for this order ie:
The Customer's Account mmt: he *iarsent odor to trninin~ sod atsrt vn of env rtew eaalomenti
~ I Acknowledge and accept tht se terms
We appreciate the oppottunity of t~ feting this proposal and
trust we may be favored with your mast valued business.
0
ACCEPTANCE:
Thla proposal, when ~ ; ;optetl by 111e purchaser, and
final approval of Sellers OHldal Offtcer, wilt ce t 3titutt) a bonAtitle con-
tract oetw067n us, subJect to all farms and mod I PnS on Itta rovarse side.
It 13 expressly agreed that there are no promise ~ , a9roemortts or under-
standings, oral ar wr~ten, not specttled in 1niS p r ~possl,
Company Nama
Signature ~ bate
Title
GUARDIAN FUELING TECHNOLOGIES ACCEPTAhIC;E
Signature of Offcer
Tttle
Date
Page 2 of 2
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06/29/2006 08:20 904-353-2647
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MECO OF NORTH PEORIA
AGENDA ITEM #4B
AUGUST 14, 2006
PAGE 01/05
To: phi! Nodine Date: 6/x6/2006
Company: City of Atlantic Beach From: Tony Richardson
Address: ]200 Sandpiper Lane Re: Fuel Management System Upgrade
Atlantic Bch, Fl. 32233
Phone: 904-247-5834
Fax: 904-247-5813
,F.ROYID~' TIIE NECESSARY EQUIPMENT, ,F..4I30R AND MATER.L4L TO COrYIPLET.~:
Fueling System Upgrade
Aisconnect the electrical circuits txom the existing equipment
Remove and dispose of the existing card reader.
Furnish artd install a Fuelrnaster Eucl ttuutagemcnt system.
Reconnect the existing electrical circuits to the new equipment
Furnish and install a Fuclmaster plus for Windows soltwarc package.
Start up and test the system for proper Operation.
Provide training oa the new equipment.
NOTES/TEFi1VIS -'T'erms Attached
ACCEPTED BY: DATE
Equipment Totals $9,069.00
Installation Totals $2,063.00
Eleetricai "t"otals 412.00
'T'OTAL $12,544.00
MPCO OF NOR7I~FZORII)A
T'O RICHAI~tDSON
3626 Placenix Avenue, Jacksonville FL 32206 Phone(904) 354-6789 ~Yatts (800),226-0789 )Fan (904) 353-2647
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Af,/79/2006 08:20 904-353-2647
MECO OF NORTH PEORIA
AGENDA ITEM #4B
AUGUST 14, 2006
F'A(a(= b'L/ b5
City of Rtiat:tic Bcach Fuel Managetztcnt System U grade equipment list
Psrt # Descri lion _ Unit Amount
Ftteltnaster Fuel DZana emerrt S stem
1 Fuelmaster Pitts SYStetn w/ Modem, 2 Hase Control 512fi.'LS 5126.25
1 . ~ Bose Controller 183.75 183.75
1 Phone line Simulator for direct conncaQ ~ 2Q7.50 247,50
1 ~I k'uclmasterl'lus fox Windows Software 1496.25 1496.25
150 Prokec black, blue, ~ owe, tecl, or white) 4.26 624.38
1 I Frokee Encoder 422.50 422.50
NIiSC. E ul meat
-
1 Miscellaat7,eous Misc. Frei t ~ 187.50 187.50
l Miscellaneous Misc. )r ui merit 187.50 187.50
_ B ui meth Subtotal 8475.63
7 Sales Ta~c 593.29
Ivquipment'1'otal QQ~9.00