HomeMy WebLinkAboutSR - - PURCHASE FUEL MANAGEMENT SYSTEMAGENDA ITEM
February 10, 2015
Ori^t Ca
TO: Honorable Mayor and
Members of the City Council
THRU: John W. Sibley
City Manager
FROM: Joe DeFrancesco t
Public Works rector
ReviewedNer d B/
City Manager
Finance Dire o
To Be Present :
Joe DeFrancesco
X Cons Calendar
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Plan/Environ
1. SUBJECT
Approve the purchase of a fuel management system from S.C. Fuels for a total amount of
$196,425.19.
2. SUMMARY
In late 2013, City staff began researching the benefits of implementing a modernized fuel
management system at all City fueling locations. In 2014 staff met with several vendors and
chose Fuelmaster as the system that best meets our fuel management needs. SC Fuels is the local
distributor for Fuelmaster. This purchase is being made off of a cooperative purchasing
agreement with the National Joint Powers Alliance (N.J.P.A.). This purchasing method meets the
City's open bidding requirements and has been approved by the City of Orange Purchasing
Department.
3. RECOMMENDED ACTION
Award the contract in the amount of $196,425.19 to S.C. Fuels and authorize the Mayor and City
Clerk to execute the necessary documents on behalf of the City.
4. FISCAL IMPACT
Funds are available in the below accounts:
720.5023.56020.20173 (Fuel Management System) $ 200,000.00
5. STRATEGIC PLAN GOAL(S)
la. Provide for a safe community — Provide staffing and resources to deliver services that
ensure public safety.
2a. Be a fiscally healthy community — Expend fiscal resources responsibly.
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6. GENERAL PLAN IMPLEMENTATION
Public Safety Element Goal 6.0 Provide public safety services of the highest quality.
Policy 6.3: Provide and use up -to -date technology to improve crime prevention, fire suppression
and emergency services.
1 7. DISCUSSION and BACKGROUND
The City of Orange operates seven fueling station facilities. The two main facilities are located
at the City Corporation and Water Yards. Five satellite fueling facilities are located at various
fire stations throughout the City. The City currently does not have a fuel management system
that can accurately track the fuel consumption at these fueling stations. In 2013 staff began
researching the most current systems that were being utilized by other municipalities. As a result
of this research several providers were identified and staff conducted a thorough investigation of
their capabilities in comparison to the City's needs. Extensive discussions with other
municipalities and the industry leading suppliers led to the selection of Fuelmaster as our
provider of choice. Their product offers the most comprehensive management system and has
numerous features that will greatly improve not only our fuel tracking and management but also
our fleet services maintenance practices.
City staff met with Fuelmaster and their local distributor S.C. Fuels in early 2014. During these
discussions we were notified that Fuelmaster had been awarded a National Joint Powers Alliance
(N.J.P.A.) contract via a national competitive bidding process. This cooperative purchasing
process has been frequently used by the City and meets all of our open bid requirements.
Should the purchase be approved construction will begin in March of 2014 and be completed in
ninety (90) calendar days. The improvements will include head -end gear at each of the seven
City fueling station locations. This equipment will transmit real -time usage information to our
Fleet Services Division. Receiver modules will be installed on all city vehicles, fire apparatus
and portable equipment. The fueling pumps will only operate when attached to a receiver
module thereby allowing accurate tracking of fuel dispensed. Additionally, these modules record
a variety of data (e.g. MPG, idle time, engine trouble codes, etc.) which are immediately
transmitted to the computer terminal located at the City's Fleet Services Division. These added
features will greatly improve our ability to address vehicle issues before they result in engine
failure and high cost repairs.
8. ATTACHMENTS
• S.C. Fuels/Fuelmaster NJPA Bid
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