ITEM 3.5 Purchase od Fuel Management Upgrade°tuw
CITy or
ot
go
MINNESOTA
DEPARTMENT INFORMATION
TIO
Request for
City Council Action
AGENDA ITEM DETAILS
RECOMMENDATION:
REQU T R:
street Supervisor BraNd Belalr
MEETING DATE:
June 10,2013
I INATIN DEPARTMENT:
Fleet Management
PRE ENTER(s):
Consent Agenda
REM EWED BY'
City Administrator Lori Johnson
ITEM ##:
3.5 Fuel Mgrnt. System Upgrade
AGENDA ITEM DETAILS
RECOMMENDATION:
Staff recommends replacing the current Gas Bohr fuel management system with ar new Petrovend K800
system and the installation of two mechanical leak detectors as required by the PCA.
ARE YOU SEEKING APPROVAL OF A CONTRACT"?
IS A PUBLIC HEARING REQUIRED?
No
No
BACKGROUNDIJU T1FI TION
The City fuel storage and dispensing facility eras installed in 2006 for use by fleet vehicles and equipment
to improve operational efficiency. Currently the Gasboy fuel management system which monitors and
reports usage does not offer software upgrades and is recommended to be replaced with a Petrovend
K800 System. The upgrade las discussed as part of the 2013 CIP as project #P11-2-021 with the
estimated replacement ent cost of $12,x.30. 1 have solicited quotes for the work and recommend we
approve the lover quote from Zahl-PetroleumMaintenance Co. in the amount of $11,950 plus sales tax.
In addition to the Fuel Management System upgrade, our annual fuel system inspection revealed a PCA
required upgrade needed to add mechanical leak detectors. [ recommend approving the low quote of
$924 from Zahl-Petroleum Maintenance co. to complete the work also to be funded from the Capital
Equipment Revolving Fund 206.
The Public Works Committee discussed the necessary Brei system upgrades at their May 2 , 2013
meeting and recommended the item placed on the ,dune 10, 2013 City Council Consent Agenda for
consideration.
SUPPORTING DOCUMENTS: C ATTACHED Ei NONE
• Quotes from a l --Petroleum and Pump and Meter Service
POSSIBLE MOTION
Please word motion as you would lila it to appear in the m!nute .
Motion to approve the low quote from ahl-P tr leum Maintenance Co. to complete the necessary
i m proveme nts to the City fueI storage and dispensing fa dIity.
BUDGET INFORMATION
FUNDING: BUDGETED: X YES
Total Project cost: $12.,874 plus safes tai using
206 Capital Equipment Funds, o NO
kCTION TAKEN
n
APPROVED AS REQUESTED DENIED TABLED o OTHER (List changes)
COMMENTS:
ZAHL=PETROLEUM MAINTENANCE CO.
DIV. OF DAN tAf2SON ENTERPRISES, INC.
Sales, Service, Installation. of Petroleum Equipment Since 1952
www.zahl-pmc,com
• 5/3/2013
Otsego Public Works
Otsego, M _
Attn: Brad Belau`
I Opw Petrovend K800 hybrid fuel management system $7,950.00
w/K800-HFIT fuel Island terminal
FSC 3000 controller
50 Opw chipkeys - encoded $350,00
Phoenix lus PC software $2.c000-00
I n c I u
d es trade -1 n of existing G asboy series 1000 FMS
. etpove existing Ca s b oy series FM S. $1,650,00
Install neer opw petrovend system,
Bid based on re -using existing conduits, ,!-boxes and wiring.
Includes electrical Isco net and reconnect.
Startup and training.
Total Bid $11,950.00
NOTE: DUE TO PRICE FLUCTUATION, PRICE ON EQUIPMENT IS SUBJECTTO CHANGE AFTER 2 WEEKS,
E PROPOSE TO FURNISH MATERIAL AND/OR LABOR IN ACCORDANCE WITH SPECIFICATIONS AND ESTIMATES.
TOTAL PROPOSAL; ELEVEN THOUSAND NINE HUNDRIED FIFTY DOLLARS AND 00/10
NOTE: `CHIS PR }P AL MAY BE WITHDRAWN BY US IF NOT ACCEPT D WITH I N 3 D DAYS$
ACCEPTANCE of PROPOSAL: T E ABOVE PRI CE54 SPF IFICATI ONS AND CO NDITI S ARE. AND ARE
HEAR BY ACCEPTED. YOU ARE AUTHORIZED TO DO THE WORK AS SPECIFIED. PAYMENT T WILL 13E MADE AS OUTLINED BELOW.
DATE of ACCEPTANCE,., CUSTOMWS SIGNATURE+
ZAHL PETROLEUM MAINTENANCE COMPANYAUTHORIZED SIGNATURE:
PAYMENT SCHED U LE: BALANCE DUE NEW 30 DAYS FROM INVOICE DATE
3101 SPRING STREET N.E. - MINNEAPOLIS, MN 55413
PHONE: (6x12) 331-8650 - FAX: (612) 331-8553
UAL OPPORTUNITY EMPLOYER
Y Z HLxxPETR0LEUiWMA11VTENANCE COs
LMpgZA
L � .. DIV. OF DAN LARsoN ENTERPRISES, INC.
Sales, Service, Installation of petroleum Equipment She X952
3101 SPRING STREET N,E.-f MINNEAPOI.IS, MN 55413
PHONE {M} 331.8550 MN WATS (800) 462-5336
FAX (512) 331-8553 Www.xah!-pmc.com
•
FAX SHEET
4;a/ 01�;�at Aj��. eers
DATE: TIME;
TOTAL NUMBER OF PAGES: (INCLUDING THIS SHEET)
To: �.� G FAx NUMBERS
I
COMPANY. � 4z 4 .
BUILDING: DEPT;
• CITY. .
COMMENTS:
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FROM:
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AM. Petra Vend
Fuer CONTROLS
K 8 0 0 TM HYBRID FUEL CONTROL
SYSTEM
Now with the flexibility of warring the fuel site
controller w4hin the FuelIstand Termn�rl as a
c�s�nd-�allone system for sites that require outdoor
installations,, or as a separate unit indoors.
Available wilh FSC3 0 7`
Me Controller Inside
FP W
r� _y
' .,:.;.:. •,* :�{ ��a,5 +#,, .. r , *; Electronic Iran aclton
recording & card updates
S"INGS
Ideal for small private +fleets
needing a low cost fuel
management system.
4 E A D I N 0
EASY -TO -USF,
Customizable prompts for
driver clarity. ARTWare
PC software makes
config ration a snap,
Whether operating a stall fleet with a single fuel site or ci
large fleet with multiple sites, the PetroVnd K800' Hybrid
Fuel Control System can help you improve the management
of your unattended fueling operations by controlling one or
your biggest assets*and expenses � your fuel.
Benefits
Neal fr small private fleets needitfg a low cast Fuel
management solution
Each Island Verminal controls up to 4 mec' hanicol
dspensers
0 Each F es` can control up to 8 FITs with a maximum
of 32 Bases per site
is Backlit LCD provides enhanced vi ibility In bright sunlight
and at night
* Programmable prompts to guide drivers through the
fueling process
a Durable metal keypad,* 6 -gauge steel enclosure and
thermostatically onlrolled healer for reliable operation
in the harshest en ironrnents
a Downloadable software for easy system upgrades
* USB memory ory key for`transaetion backup/transfer and
updating card files
# Optional dial-up or cell modem allows aom unixotian to
remote location
it Each K80T Hybrid can also be oujfWad with 802.11 Wil'i
or Blu toot r.om nuni anon- de ee -to-fat llitale-updates. .
and retrieval of transatia data
,o
.INSTALLATION
Integrated C'
for installations where
no building is available.
USB key for transaction
backup and aural file updates,
VV'Ob
FUEL MANAGUMENT SYSTEMS
VOMMW
THE WAY IN FUEL C N TPIL
COMMUNICATION
Optional 904 MHz wireless
communicallon between
teen
island and building.
Cell modem, BluefoothO and
802.11 iF! communication
r +
also a ailablet
5
INN 0 A T1 0 N
to i --r K
��0'" Hybrid Fuel Control System
K800" Hybrid Fuel Confrol System Features
•Windows-based ATWore PC software makes programming
simple and provides system backup .
**System management easily performed on-site or remotely via dial
up, cell phone modem, LAN/WAN, or Bluetooth#
* Compatible YA optioncil FleeILiW4 RFID systehl., allowing vehicle
I.D., mileage and other Information to be automatically captured
through the fuel nozzle at the a tcle's feel fill tube
w Pump and product totals auiomotia lly or on demand
* System con be sat to track the mechanical puimp totalizers
• Daily and monthly allo a ion amounts
* Sixteen quantity restriction levels ,
* Sixteen product restriction combinations
• Odometer or hoor.meter recording
* laser can be prompted to enter m1scallaneous data of up to ten
digits (job, vehicle, driver 1D, etc.) .
* Single or deal card/key/cardless entry operation
(driver vehicto number)
• Cards can be assigned to accounts or departments
a Cara/key/account lockout
Programmable K800"4 Fuel Island Terminal displays messages and
user prompts
* A pride shay be assigned to each product' to be recorded for
each transaction
• Staticlard system utilizes magnetic carols
• Chips eyO mileage and rea€s nabllity assures accurate mlleage entry
* Optional proximity card reader
* Programmable system peer/ease tires
0 Password protection for ultimate security
* -self-test and diagnostic utilities for start-up and trouNeshooting
* office journal printer for transaction logging
* USB key for transaction information backup and card updates
* Optional Bluetooth` or cell modem communication for remote situ
• Optional 900 MHz wireless communicollon between island and -
boilding
* The K800' Hybrid System: interfaces with many commercial fueling
networks
Memory
* Standard mernory 2,OGO proprietary cards, and 500 transactions
Expandable to 64,000 prorletary cards, and 2,000 transactions
Pump Control Methods
• Pump ()ntro �i U es for me r sal D]s ]sponsors With me Marti al
ra inters
Mounled in Peel Island Terminal for low-cost, convan ent wiring
— Mounted to remote cabinet
Pump Handle Monitor
— Manual bypass for each dispenser
Four adjustable fueling lirners
i Maximum fueling time
• Maximum time to activate pump handle
* Maximum tune until fust pulse
a Maximum imum tune between pulses
0161 1*L*
Counts in gallons or litres from thousandths to full units
Pump sentry provides protection from faulty pullers
* Direct Purnp Control communicates via serial link to f e dispensers
(Optional)
�- Supports Wayne, Gtlbarco and Tokhelm protocol
-- Extremely simple installation
* Universal Pump Controller for operation with a pump controller
(Optional)
Interfaces with woyne, Gtlbarco and Tokhelm
Allows pumps to be controlled via the fuel Island Terminal or
retail pump console
Phoent ' Software
* P h oe nle Plus -- poll transactions, perform cc, rd updates, run repods
* Phoenixes` Premier — all of 1he Phoenle Plus features, plus tank
augo interface for recond110110n
KBOGN Hybrid Fuel island Terminal Spedficotions
Readers (any one of t o folloviing):
* Magnetic -Stripe Card
• Cinipl eyb
• H1 Proximity Card/Key ( ptionol).
Display; 2 line x 16 character Backlit LCD
Enclosure imensloin :l 2' H x 13" w x 10' D
(30.5 cm H x 33 cm w x 25,5 cm )
Powe`Requirements: 120/230 VAC IGO watts Max,
Operating Temparalure: -40' F to 122' P (-40* C to ' C)
Pumps Control Terminal pecIficafle"s'
Relay mating: 1 HP, 1201240 VAC ..
pulser Cornpatibllity,. Contact l 2 VDC Eleclronlc
Pulser Power Supply's 12 OC; AO milliamps rnax, pulser
Pulsar Speed: 6,000 pulses/minute (mechanical)
100,.000 pulses per minute (electronic)
Pulser Rate: 1.1 to 9,999:1 (in one -pulse Increments) r
Puler Type; Single channel
Pulser Duty Cycle: %
Operating Temperature Range: -40' F to 122° F �- * C to 5CP C)
�* 4
F 0 °` Fuel Site Controllor Specifications
Dimensions: " H x 101' W x I V D (5 cm H x 25 cm 11 x 28 cm D)
Power Requirements: 0 VACS 50/60 Hz; 25 walts mox,
Operating TemperatureRange- (indoors}: 32°..1 -to 1220. f -- - --
( 0 C to W
Serial Communication Por
� i ■ 11ri.ai I or - 0' r 1
PHOENIX' PC SOFTWARE FOR ADVANCED MANAGEMENT
ir
Phoeanle Plus and Pho s " Premier are powerful fuel
management software packages for your windows
compatible PC. The intuitive user interface lets you easily
navigate between site, account, card and transaction screens.
Phoe ie Plus features back-up and restore, terminal emulation .
and on -demand transaction polling. It is also a powerful data
management and communications software package that gives
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rff!�
you Total, centralized control over your fueling operations.
Ph n'00 Premier offers complete site reaoricillation by
incorporating additional site data from your OPW tank gauge
or other brand of tank gaugo (see the Phoenlbe' Premier sales
11teratu+re for details). Most dato can be exported to third -party
database, spreadsheet and fleet maintenance programs for
further processing,
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Phooni C Plus includes a new Autopoll Scheduler that
lets you schedule aciivities t6 be automotically performed
daily, weekly or monthly. These activities include; capturing
transaction data, printing reports, exporting transaction data
tiles --send acing. p r -u pFdoitng.-ca nd records: Th ore's - tls- ;a
built-in help fealure to assist you with each option. You can
stor6 address, phone number, tank, site employee and fuel
provider information for each site.
Exporting Transaction Data Phoeni x" even lets you
export yobr fransactions in Excel 5.0, HTML, dBASE IV,
FoxPro 2.5, Lotus 1-2-3 WK3, Paradox,4,x and two ASCII
formats: CS (comma separated variable width) and 5 F
;(space delimited fixed width),
This feature lets you make changes to your caro[ database
in one central location for multiple sites. Fuel sites are then
autorrttiaally updated during routine polling Additional
card management tools include data entry defaults and
reassigning cards to new accounts,
#,mej0% limeyPrflt,k;Q# h�rt�t
1.1t 4311'2 1 #i1 ,
•Reporting'
Phoenbe' allows you to choose from oyer 60 different types
of reports. They include; Account, Card 1 and Card
Master File fisting, Site .Sal s, Product Sales, Account Sales,
Transaction and Pump -Total reports _..
• Phoenlealso allows you to consolidate data from multiple
sites and custornize the report meatus to just show the reports
you use.
• Enhanced Odr Checking
This feature lets you easily find obvious, incorrect mileage
entries such as single, sequential or repeated numbers.
You can define an average MPG with a tolerance for each
cord, which is thea used to verify the amount fueled a ainsf
the odometer en'try.
Using the enhanced odometer shad ling tools allow you to
fisc entry errors before running reports or exporting data to
your fleet malintencince ' of# are program
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Phooni C Plus includes a new Autopoll Scheduler that
lets you schedule aciivities t6 be automotically performed
daily, weekly or monthly. These activities include; capturing
transaction data, printing reports, exporting transaction data
tiles --send acing. p r -u pFdoitng.-ca nd records: Th ore's - tls- ;a
built-in help fealure to assist you with each option. You can
stor6 address, phone number, tank, site employee and fuel
provider information for each site.
Exporting Transaction Data Phoeni x" even lets you
export yobr fransactions in Excel 5.0, HTML, dBASE IV,
FoxPro 2.5, Lotus 1-2-3 WK3, Paradox,4,x and two ASCII
formats: CS (comma separated variable width) and 5 F
;(space delimited fixed width),
This feature lets you make changes to your caro[ database
in one central location for multiple sites. Fuel sites are then
autorrttiaally updated during routine polling Additional
card management tools include data entry defaults and
reassigning cards to new accounts,
#,mej0% limeyPrflt,k;Q# h�rt�t
1.1t 4311'2 1 #i1 ,
•Reporting'
Phoenbe' allows you to choose from oyer 60 different types
of reports. They include; Account, Card 1 and Card
Master File fisting, Site .Sal s, Product Sales, Account Sales,
Transaction and Pump -Total reports _..
• Phoenlealso allows you to consolidate data from multiple
sites and custornize the report meatus to just show the reports
you use.
• Enhanced Odr Checking
This feature lets you easily find obvious, incorrect mileage
entries such as single, sequential or repeated numbers.
You can define an average MPG with a tolerance for each
cord, which is thea used to verify the amount fueled a ainsf
the odometer en'try.
Using the enhanced odometer shad ling tools allow you to
fisc entry errors before running reports or exporting data to
your fleet malintencince ' of# are program
i
Proposal No:
Main Wlw - JIM Ekoelsior BW. - HQpkiu, MX.5043
52)933-4 - Fax: . 939-0418 2013288�O
. .. . . . &i: ww.�amxmoa
3..il
• Date: 5/16/20135/1 4013 • Page: I. of 3
�1 -
L A TI ONPum and meter Service,Inc
oej'rn Ptd Sff ur - A disao`tx Mir enrk�, t. Duluth Bfainch
- -`mac: l 389- 9
Ply: 15)�� F` 1
To: City of Otsego Job Site: City of Otsego
Brad Belain 13400 90th St NE
13400 90th St NE Otsego, MI 55330-
Otsego,
5330-t eg , NM 55330- P: Fax
Ph:
Fax:
Salesman: Bill Brown
Email:
Job Description: Fuel Management System Re -Work and Mechanical Line Leak Detectors
ultme t
I The External FSC3 000 Includes USB Transaction Storage, Standard Cant Record S o var ,
I ownl.oadable Soffivare, ARTWare windows -Based Configuration Utility Software, Built-in 10ba e -T
Ethernet Port, 8 Serial Communication Ports, Direct -Connect PC Cable,Petro-net Cable, Plug --in Memory
Voile with Transaction Memory Level 2 (500 Transactions) and Card Memoty Level 2 (2000 cards),
CD with System ocu mentation, Printed Jnstallation Manual,
I Hybrid Fuel Island Tenn al (HFI 4 -Hose (includes 4 -Hose Pump Control, 2X16 LCD display, heater,
pedestal and choice of ChipKe or 20-4139#01 magnetic stripe card Treaders and 50000 ystem2
eon atibl soffivar�)
1 Pocket Weatersliicld
o Chi Key
50 Standard Encoding for Cbz �e
I FSC30o S ste 2 Phoonix Plus
1. Factory Direct Fele hone 'f ~ral
2 Gasboy.485 Boards
i
Subtotal
Freight
Tax (7.275%)
$3048.00
$35,415.00
• $64.50
$352.00
$11.'7.00
$1� 4ioo
$414.00
X701..0
$10375.50
$100,00
$762#9
Installation -(Labor &Material) -------__.--------.__ -
} REMOVAL
1.. Disconnect and remove old Gasboy 10 00.
INSTALLATION
I . Unpack, assemble, and anchor the new P tro end K800.
2. Termbiate existing w1irmig at the PetroVend.
3. Prograin and startup.
Intllalivll $25554,00
Total Consideration
Thirteen thousand Soren hundred nine! -orae and 591100 dollars $13)791,59
'dotal Amount
,Fuefing Systems Efectronk Gagging
+r' t T � • r i+i e t t emre r
i�TPipe Auto 0Parts service station PUWx wp%Eit
1 i
5
_T Proposal No:
Mail off1w -11X3 &oebis , -lig e MN 5243 2013288�O
Pltmie, (9A93348M - Fax :(952)9390418
r`+
# ime F 1 • )?M 8223 - Fax: f 1- 7242
Work Se Exclusions
There is a possibility that the conduits under the existing Gasboy 1000 will not fit ander the new FMS. We may have to install
a splicingjunction box, and then cripple mato the side of the new Petro end, which is not included in this proposal.
Existing oleo rieal conduits are considered clear, unobstnicted, reusable and ofsufficient capacity to handle the necessary wires
required.
Electrical bid based on existing electrical parcel having necessary capacity for added equipment. Expanded panels or sub anels will
be billed extra.
lectrica.l code requireanEmergency stop at all fueling facilities. Unless specificallystated in oar proposal, e stop irxr as cd
to already exist. IF it docs not, cost of histallin the -•Stop will be billed extra.
Electrical code requires STP isolation relays for each dispenser. Unless specifically stated in our proposal isolation is assumed t
exist. If not the cost of adduig isolation wilt be billed extra.
tion
DescriptionMy
Mechanical Line Leak Detector ��.
- Includes labor.
Terms
Project invoiced upon completion. Net 30 days.
finance charge of 1. % per month (18.0% per annum) will be applied to unpaid balance after 3 o days.
Para nts made by credit card over $1.,500.00 will be subject to a 2.6% processing fee.
All material is guaranteed to be as specified. All work to be completed in a workmanlike manner according to standard practices.
Owner of Job Site:
Date of Acceptance:
Authorized Signature:
Bill Brown
Note: This proposal may be with.-
I4f
_.. -dxr by us if lti-'30-''-- Xr FrWM b --
The above prices, specifleation53 and coudWon% inelud1ng the terms on the reverse side, are satisfactory and are hereby
,jecepted. You are authorized to do the work as specified. � pri nt will be inad a as otiflined above.
Signatarc;
0 Owner Tenant Ej Other
Title:
Fuefing Systems Efectronk Gaivfnq & BeMetyPp
I f #ted n r Fibergbas Tanks & Pipit Auto Lf V tiJ4 Parts
Cotppremnq
1 vice Station RDWS
.r`•4