HomeMy WebLinkAboutStaff Report 318-10TO: HONORABLE CITY COUNCIL
FROM: CITY MANAGER DEPARTMENT: PUBLIC WORKS
DATE: JULY 26,2010 CMR:318:10
REPORT TYPE: CONSENT
SUBJECT: Approval of Amendment No. One to Existing Contract No. C09127499
with Assetworks, Inc. in the Amount of $9,832 for the Purchase of
Additional Components Required to Complete the Implementation of
the Fuel Transaction Management System
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or his designee to
execute an amendment to existing contract no. C09127499 with AssetWorks,lnc. in the amount
of $9,831.48 for the purchase of additional components required to complete the implementation
of the fuel transaction management system.
DISCUSSION
Vehlcle Replacement.Fund Capital Improvement Project VR-06801 authorizes the replacement
of the City's existing fuel transaction management system. This system is used to record and
archive vehicle and equipment fuel transactions from six City fuel sites; to facilitate the
reconciliation of fuel inventories; to collect vehicle and equipment utilization data (the system
will upload mileage and hourmeter readings during the transaction), and to secure the City'S fuel
inventories by restricting fuel access to authorized staff only. The ability to track vehicle and
equipment utilization is a vital in addressing the City Auditor's Fleet Utilization and
Replacement recommendations to "right size" the City fleet. The original system, installed in
1999, is functionally and physically obsolete. In addition, it will not allow Equipment
Management to meet the objectives of: fully automated fueling (requiring no user input);
interface with the City's existing Veeder-Root fuel inventory and tank monitor system, and full
integration with the existing fleet management software application.
Staff is currently in the process of implementing the new system at the Municipal Services
Center, Fire Station One, and on the tanker truck that serves mobile equipment at the landfill and
emergency generators throughout the City. The implementation includes outfitting selected
vehicles with a fueling module (Vffi) and a fill neck antenna. The original order in the amount
of $162,474 submitted under C09127499 included 75 VIB units designed forinstallation on
automobiles and light trucks equipped with ODB-II compliant engine management systems.
After surveying the fleet, staff determined that the following additional hardware is now needed
to complete the installation:
CMR:318:10 Page 1 of2
• 27 additional VIB units designed for installation on vehicles and equipment
equipped with hour meters.
• 83 fill neck antennas. The initial hardware shipment included. a selection of
sample fill neck antennas only.
• . 300 additional HID-compliant fuel keys for vehicles that will not be equipped
with VIB units.
The above-described hardware is proprietary to the FuelFocus system and can only be obtained
through the developer, AssetWorks.
RESOURCE IMPACT
Funds have been budgeted for this acquisition m Vehicle Replacement Fund Capital
Improvement Project VR-0680l.
POLICY IMPLICATIONS
Authorization of this contract amendment does not represent any change to the existing policy.
ENVIRONMENTAL REVIEW
This project is categorically exempt from the California Environmental Quality Act (CEQA)
under section 15302 and 15303 of the CEQA guidelines.
ATTACHMENTS
None.
PREPARED BY:
DEPARTMENT HEAD:
CITY MANAGER APPROVAL:
CMR:318:1O
Director of Public Works
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