TITLE
Recommendation to adopt Specifications No. RFP FS16-014 and award a contract to AssetWorks, LLC, of Wayne, PA, for the acquisition and software implementation of FuelFocus, a new fuel management system, in the amount of $938,624, authorize a 10 percent contingency in the amount of $93,862, for a total contract amount not to exceed $1,032,486 for the first year, thereafter, a maintenance fee not to exceed $22,825 for year one and $23,966 for year two, with the option to renew for two additional one-year periods for the ongoing maintenance, at the discretion of the City Manager; authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary amendments thereto; and
Increase appropriations in the Fleet Services Fund (IS 386) in the Financial Management Department (FM) by $409,900. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with AssetWorks, LLC, to acquire the software, hardware, training services, permits, licenses, installation and maintenance services for the new citywide fuel management system.
The existing fuel management system is more than 15 years old and has an increasing failure rate. Software upgrades are no longer available and the system’s hardware is experiencing frequent communication errors as it was designed to communicate through an antiquated dial-up system. It is also difficult to interface with newer wireless technology, eliminating the option of upgrades.
Although the current system has served the City well, technological advances in fuel management provide the City an opportunity to acquire a system that utilizes cutting edge technologies, such as Radio Frequency Identification (RFID). RFID allows transmittal of vehicle data to the fuel control terminal and subsequent transfer to the City’s Fleet asset management system. This is accomplished through an electronic “handshake” between each vehicle’s RFID fuel management device and t...
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