HomeMy WebLinkAboutAgenda Statement 1988/07/19 Item 14
COUNCIL AGENDA STATEMENT
Item--1!.-
Meeting Date 7/19/88
ITEM TITLE:
Reso 1 uti on /3? ? i Appropri ati ng funds, accepti ng bi ds and
awarding contract for.. Automated uel Management System
Director of Public Work~/)~~
Director of Finance I)S ~
City t\1anage~
,/
(4/5ths Vote: Yes x No
SUBMITTED BY:
REVIEWED BY:
At 3:00 p.m. on June 22, 1988, the Purchasing Agent received sealed bids for
purchase of an automated fuel system for the City of Chula Vista. The work
includes: the design including hardware and software requirements for a system
to control and record fuel dispensing at two fueling locations; installation;
testing; warranties; and training of City personnel. The two sites are the
City Corporation Yard and Fire Station No.2.
RECOMMENDATION: That Council:
1. Appropriate $9,000 from the unappropriated balance of the General Fund and
$20,000 from the unappropriated balance of the Central Garage Fund.
2. Accept bids and award contract to Trak Engineering, Inc. in the amount of
$28,802.50.
BOARDS/COMMISSIONS RECOMMENDATION: Not applicable.
DISCUSSION:
In the 1987-88 fiscal year budget for the Central Garage Fund, the City
Council authorized $10,000 for the purchase of an automated fuel system for
the Corporation Yard to replace the current antiquated and unreliable system.
The Purchasi ng Agent went out for bi ds duri ng the month of June based on
specifications prepared by Public Works. Bids for this project were received
from three contractors as follows:
1. Trak Engineering, Inc. - Tallahassee, Florida
2. Shaw and Little, Inc. - San Diego, California
3. Charles E. Thomas Co., Inc. - Gardena, California
$28,802.50
59,553.75
83,605.00
When this item was placed in the 87-88 budget, it was originally only for the
replacement of the fueling system at the Central Garage. Subsequent to that
item bei n9 budgeted, all of the fuel tanks were removed from the outlyi ng
locations and it was decided that upon the construction of Fire Station No.2,
this would become the alternate fueling facility for City vehicles in the
J~.' i'
Jfj,- ('..2 Lf
Page 2, Item 14
Meeting Date-r7l9788
event the City Yard fuel island was not working. Therefore, tanks and pumps
were added to the construction of Fire Station No. 2 for diesel fuel and
unleaded fuel. The fuel monitor system which will tie into the central garage
system was added to this bid. During the end of the year budget activity, the
$10,000 that was originally budgeted in the Central Garage Fund was
inadvertently not carried over and, therefore, the entire amount of this bid
must be appropriated. The approximate cost of the fuel monitor at Fire
Station No.2 is $9,000 and for the Central Garage is $20,000. This includes
computer software to run on the existing operations division computer and
telephone modern so that the remote site at Fire Station No. 2 can be polled to
download information from that monitor into the system. In addition to the
remote site monitor and the modem, this bid includes two other key items which
should make this new system much more reliable for our uses than the old
system. First, the system does not use a magnetic or punched card as the
current system does, but uses a small memory key whi ch is inserted into the
unit and can be carried on the key ring of the vehicle as a key fob. We have
experienced a considerable number of lost cards in the past with drivers often
switching cards when the card for their vehicle is not available. This has
caused i naccuraci es in the program and also created qui te a bi t of hand
reporting by the divisions concerning monthly mileages. Second, all of the
underground wiring from the system to the computer is to be fiber optics. We
have had instances in the past of magnetic interference created by storms
shutting down the system. With the fiber optic cable, this will not happen in
the future and should solve some of those minor problems.
FISCAL IMPACT: The estimated cost to complete this installation is
$29,000. Since the funds which were originally included in the 87-88 Central
Garage Fund were inadvertently not carried over, $20,000 needs to be
appropriated from the Central Garage Fund and $9,000 needs to be appropriated
from the unappropriated balance of the General Fund.
WPC 0079S
th€ City Council of
Chula Vista, California
Dated
./::;;: ;""""\1
' JU'(..../