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Staff Report
City Council
Item No. 6.D
Meeting Date: August 10, 2022
From: Kevin Biersack, Accounting Services Manager
Title: Purchase and Implement Fuel Management Software and Upgrade Fuel Equipment
City Council
RECOMMENDATION:
Recommend City Council approve the purchase, installation, and implementation of the GASBOY fuel management system to include EKOS software, Islander Prime controllers, removal of old fuel pumps to be replaced by Astra pumps & dispensers for the fuel pumps at the Public Works Yard and Fire Station 410/412, to include installation and training in an amount not to exceed $148,037.
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BACKGROUND:
The City of Cathedral City is currently in the process of implementing the fourth phase of the Enterprise Resource Planning (ERP) system. This phase focuses on the Tyler Enterprise Asset Management (EAM) software, comprised of asset management, inventory, maintenance work orders with the potential to integrate with the Tyler Financials Purchasing and Accounts Payable modules. In coordination with this implementation, a feature of the EAM software allows for integrating data from a fuel management software system to monitor fuel distribution, improve fuel efficiencies, and collect essential data to improve the accuracy of preve ntative maintenance schedules.
The City has two fuel stations -- one station at the Public Works yard on Kieley Road and a second station at the central city Fire Station on Desert Vista.
DISCUSSION:
Tyler provided Staff with a list of eight fuel managem ent software applications compatible with Tyler's Standard Fuel Interface -- application programming interface (API) for EAM. In researching these software applications, City staff (comprised of Public Works, Finance and Information Technology members) wer e able to determine some applications are now owned/marketed by the same vendor. As a result, Staff contacted the vendors for a software demonstration and three vendors responded -- Fuel Force, Fuel Master and GASBOY. After the demonstrations, Staff determ ined interest in Fuel Master and GASBOY and quotes were requested from these two vendors, both of which are leading brands in this marketplace. The base price for the Fuel Master software application was $54,130 and for the GASBOY software
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application was $33,980 (attachment #1). Ironically, GASBOY was Staff's preferred solution.
The benefits of a fuel management software system and equipment replacement include:
• Ability to monitor and control fuel distribution eliminating potential fraud • Ability to efficiently monitor fuel sites and inventory • Improved reporting capabilities to track and reconcile fueling activity to the appropriate City department
• Visibility of fleet and fuel equipment with real time reporting • Existing fuel pumps are becoming a safety issue/concern
As part of the implementation of the Fuel Management Software, GASBOY works in partnership with Western Pump for equipment installation. As part of the installation, a communications device (controller) is required to transmit/translate from the Fuel Management software to the Tyler Standard Fuel Interface. There is one controller (regular fuel) required for the Public Works yard and there are two controllers (diesel and regular fuel) required for the Fire Department site. The cost for the th ree controllers is $72,325 (attachment #2).
Separately, the fuel pump systems at the Public Works yard and the central city Fire Station (410/412), are more than 30 years old and are considered antiquated. Based on the age of the equipment and Staff's con cern to ensure accurate data interfaced into EAM, Staff requested an additional quote to update the fuel pumps now rather than update in the future, which would incur a separate charge for reconfiguring the fuel management system. The additional cost incre ase to purchase new fuel pumps is $28,274 (attachment #3 versus the combined total of attachment #1 and attachment #2).
The City has the ability to leverage the Sourcewell (a national centralized procurement/services cooperative for federal/state/ local government agencies) and the GASBOY/Gilbarco contract vehicle (attachment #4) is available to government agencies and is valid through December 7, 2024. GASBOY sells through distribution; Western Pump is an Authorized agent.
FISCAL IMPACT:
From the Equipment Replacement Fund (611), a not-to-exceed $148,037 budget, which includes a 10% contingency for one -time development and implementation. The contract price to purchase the GASBOY software, controllers and pump equipment, including corresponding installati on totals $134,579, Staff is also requesting a 10% contingency of $13,458 for any unknowns.
Thereafter, there will be an annual software subscription cost totaling $1,920, comprised of a $960 annual software subscription fee for each fueling station locat ion at the Public Works yard and the central city Fire Station (410/412).
ATTACHMENTS:
1. Gasboy Quote - Software
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2. Western Pump Quote - Controllers
3. Western Pump Quote - Software, Equipment & Installation
4. Sourcewell Gilbarco Contract 09292020