R-1211 - 10/23/2012 - PUBLIC WORKS - Resolutions Supporting DocumentsITEM 10.11.3)
REVISED
wiK � fI�
AGENDA ITEM
Regular Board of Trustees Meeting
of
October 23, 2012
SUBJECT: Award of Contract — Public Works Building Fuel Dispenser and Monitoring System
Replacement Project
FROM: Blaine Wing, Assistant Village Manager
BUDGET SOURCE/BUDGET IMPACT: $29,000 is budgeted in Program 341 Garage Operations,
Equipment Replacement (341- 90200)
RECOMMENDED MOTION: I move that the Village Board award a contract, to the lowest
responsive and responsible bidder Accurate Tank, North Aurora, IL the amount not to exceed
$36,938, for the advanced solution of the 2012 Public Works Building Fuel Dispenser and
Monitoring System Replacement Project, and I approve Resolution R- 2012- PW -AG -R -1211, a
Resolution Approving and Authorizing the Execution of an Agreement by and between the Village
of Oak Brook and Accurate Tank for a Replacement Fuel Dispenser and Monitoring System,
subject to staff and attorney review. —OR --
I move that the Village Board award a contract, to the lowest responsive and responsible bidder
Accurate Tank, North Aurora, IL the amount not to exceed $26,765, for the basic solution of the
2012 Public Works Building Fuel Dispenser and Monitoring System Replacement Project, and I
approve Resolution R- 2012- PW -AG -R -1211, a Resolution Approving and Authorizing the
Execution of an Agreement by and between the Village of Oak Brook and Accurate Tank for a
Replacement Fuel Dispenser and Monitoring System, subject to staff and attorney review.
Background/History:
The Village's current fuel dispensing and monitoring system was purchased in 1994 and is no longer
serviceable. The technology in the system is outdated and replacement parts are no longer available. The
Village uses needs an automated fuel dispensing system to provide gas or diesel for the Village's Police,
Fire, Public Works, and other Village vehicles. The Village also allows the Park District and School
District to obtain fuel through the Village's fuel site. The system basically consists of fuel pumps and an
automated authorization/inventory control system, both of which need to be replaced.
The Village did issue a Request for Bids notice on August 29, 2012 and bid packages were sent to six (6)
companies. Three (3) companies attended the mandatory pre -bid meeting on September 5, 2012. Two (2)
sealed bids were received and opened on Wednesday, September 12, 2012. However, upon reviewing the
information, several items were missing (possible electrical and data work, some hardware, etc.) and
alternatives were not sought. Thus earlier on Tuesday's agenda, there is an item recommending the
rejection of all bids for that project. However, as the fueling dispensing and monitoring system is critical,
staff issued a re -bid on October 50' that included modified specifications and several alternatives.
REVISED
Only one (1) bid was received and that was from Accurate Tank from North Aurora, IL. From that bid,
there are two (2) options for the Village to consider. There is the a basic replacement option that replaces
the components that need to be replaced and updates the software at a cost not to exceed $26,765;
alternatively, there is an advanced solution, that also replaces the components that need to be replaced and
updates the software, but it also provides additional benefits. The advanced solution's not to exceed cost
is $36,938, which represents a cost difference of $10,173. (If the advanced solution is selected, the
project would be over budget between $3,338 to $7,938, depending if electrical wiring does need to be
replaced and which data solution works best.)
In my opinion, either the basic or the advanced solution will work, but I recommending the more
advanced solution because a well - designed fuel management program controls costs, improves
driver (employee) productivity, meets regulatory requirements and organizational policy goals, and
provides for the automatic collection of essential data and production of management information.
Everyone understands that continually increasing fuel costs are affecting the Village's bottom line and
since that is not likely to change; smart managers are turning to fuel management systems to boost
efficiency and cut fuel - related costs.
The fuel management system that is before the Board is a technology -based tool that works with any
pump -able liquid or gaseous fuel for attended or unattended fueling sites. The system provides real -time
visibility of all aspects of fuel management and fueling activities, using automation to free up drivers
(mostly our employees) and capture information that is instantly available to the staff that needs it. It will
function entirely hands -free, allowing the Village to fully capitalize on security measures and gather
comprehensive data to identify additional time and money savings.
The following are three (3) key benefits of the advance solutions that are based on information from an
article written by the Walden Associates of New York, from the vendor's website, and by data gathered
by reviewing the software and hardware specifications:
1. Better security. Fuel losses are both frustrating and costly, but with the advanced fuel management
system, the Village will always know what we have and where it is going.
2. Better Village -wide tracking. Automation can generate across - the -board efficiencies. It basically
eliminates human error, assuring timely, accurate and detailed information capture for each vehicle and
each fueling session.
The ability to track details such as run and idle time can pinpoint opportunities for improved driver
training, help eliminate wasted fuel and reduce unnecessary wear - and -tear on our fleet.
The automatic record - keeping will ensure consistent regular maintenance, and real -time information will
allow early response to potential problems. This will allow the Village's mechanics to improve vehicle
performance and keep our vehicles in service longer.
3. Savings. By streamlining processes, ensuring accuracy and timeliness of record - keeping, capturing
valuable data to assess and refine operations, reducing fuel losses and identifying potential problems
before they get bigger, will all help obtain an annual savings.
In addition to this information, an article from the United States Air Force evaluating the advance system,
as well as information from the vendor are attached.
Recommendation:
Staff recommends that the Village Board award a contract, to the lowest responsive and responsible
bidder Accurate Tank, North Aurora, IL the amount not to exceed $36,938, for the advanced solution of
REVISED
the 2012 Public Works Building Fuel Dispenser and Monitoring System Replacement Project, and I
approve Resolution R- 2012- PW -AG -R -1211, a Resolution Approving and Authorizing the Execution of
an Agreement by and between the Village of Oak Brook and Accurate Tank for a Replacement Fuel
Dispenser and Monitoring System, subject to staff and attorney review.
In addition to the Village paying for the replacement fuel dispenser and monitoring system, I am also
recommending that the Village strongly consider requesting both an annual $250 administrative fee and
for the next six (6) years a $500 infrastructure fee from both the park district and school district. I feel
these costs are justified because currently both entities are benefiting from Village's efforts and
infrastructure, while the Village has only been seeking simple payment for the cost of the fuel consumed.
While being a good neighbor and partner is important, the Village will be paying at least $26,000 or more
for a replacement system as well as providing the annually work to purchase the bulk fuel (providing a
savings all entities), paying for the insurance on the underground fuel tanks, maintaining the fuel
monitoring system, providing access codes, etc. I realize that $750 from each entity (or $1,500 total) may
not seem significant, but it would equate to $9,000 and would almost cover the cost difference between
the basic and advanced solution.
RESOLUTION 2012- PW -AG -R -1211
A RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION OF AN
AGREEMENT BY AND BETWEEN THE VILLAGE AND ACCURATE TANK FOR
A REPLACEMENT FUEL DISPENSER AND MONITORING SYSTEM
WHEREAS, the Village of Oak Brook's ( "Village ") Department of Public Works' fuel dispenser
and monitoring system is in need of replacement ( "Replacement Fuel Dispenser "); and
WHEREAS, the Village solicited bids for a Replacement Fuel Dispenser; and
WHEREAS, Accurate Tank of North Aurora, Illinois ( "Accurate Tank's was the lowest
responsive and responsible bidder for the Replacement Fuel Dispenser; and
WHEREAS, the Village and Accurate Tank desire to enter into and execute an agreement for
Accurate Tank to provide the Village a Replacement Fuel Dispenser ( "Agreement "); and
WHEREAS, the President and Board of Trustees have determined that it is in the best interests of
the Village to enter into the Agreement in a final form as approved by the Village Manager and Village
Attorney;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Approval of the Agreement. The President and Board of Trustees hereby award
and approve an agreement not to exceed $36,939 by and between the Village and Accurate Tank in a
form acceptable to the Village Manager and the Village Attorney.
Section 3: Authorization and Execution of the Agreement. The Village President and Village
Clerk shall be, and hereby are, authorized to execute the final Agreement on behalf of the Village if a form
acceptable to the Village Manager and the Village Attorney.
Section 4: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Ayes:
APPROVED THIS 23rd day of October, 2012
Gopal G. Lalmalani
Village President
PASSED THIS 23rd day of October, 2012
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2012- PW -AG -R -1211
Agmt. For Replacement Fuel Dispenser
& Monitoring System
Page 2 of 2
AIM 2 upgrades Air Force Fuel Management System
Page 1 of 1
AIM 2 upgrades Air Force Fuel Management System
by Lt. Col. Kevin Gangadeen
87th Logistics Readiness Squadron commander
10/9/2009 - JOINT BASE MCGUIRE- DIX- LAKEHURST, N.J. -- In the spring of 2008, Joint Base McGuire -Dix-
Lakehurst was chosen to test 20 vehicles with the Fuelmaster Automotive Information Module Fuel
Management system, or AIM 2. Based on the results of that test, the Air Force allocated $350,000 in September
2009 to increase the scope of the test by installing AIM 2 on 900 vehicles, as well as three fueling stations and
entry gates to Joint Base McGuire - Dix - Lakehurst.
The AIM 2 system is an upgrade to the current Vehicle Identification Link key system the military has been using
to dispense and track fuel costs for many years. This upgrade will be ongoing for the next few months as the
87th Logistics Readiness Squadron's vehicle maintenance flight installs programs and tests this system on a
portion of the joint base vehicle fleet. If this test proves successful, AIM 2 will be installed on vehicle fleets Air
Force-wide.
Currently to refuel a government vehicle, the operator needs to insert the VIL key into the FuelMaster control
box at the pump, enter the vehicle mileage and select the pump nozzle prior to use. In many cases, the operator
would input incorrect mileage or select the wrong fuel nozzle.
With AIM 2 equipped vehicles, this process is now completely automated and after the operator has turned off
the engine, he simply removes the fuel cap and inserts the fuel nozzle. If the correct fuel type has been
selected, the pump will turn on and fueling begins. AIM 2 equipped vehicles will be marked on the fuel door or
above the fuel cap.
How does it work?
While the vehicle is being fueled, the vehicle and pump exchange information, such as registration number,
odometer reading, fuel mileage, off -base drive time, speed driven, idle time, and engine diagnostic codes is
transmitted wirelessly; the information will be used to enhance vehicle management capabilities and fuel
efficiency.
Reason for change:
The installation is required to pay a Federal Excise Tax for fuel on each vehicle that is used on public roads.
Historically, we have not done a good job to consistently capture and document off -base mileage. As a result,
when a vehicle was driven off the installation, even just once, the base paid the tax for the entire quarter. AIM 2
equipped vehicles will be monitored as they leave and enter the installation by a head unit located at each of the
main gates; it captures the vehicle information and stores it. This information will then be used to calculate
precise off- base usage per vehicle, thus drastically reducing the amount of taxes paid.
Other benefits and capabilities:
On -board diagnostics, or OBD, interface for real -time maintenance and odometer data acquisition
Captures and reports vehicle error codes via OBD II interface
Wireless vehicle record updates designed to take the driver "out -of- the -loop" and reduce mechanic's time and
labor
In a nutshell:
The AIM 2 upgrade makes it easier for operators to refuel vehicles and provide accurate reporting of vehicle
mileage, diagnostic, and fuel usage data. Based on preliminary AIM 2 test data, it is estimated the Air Force's
portion of the total Department of Defense FET payments could be reduced by 27 percent.
FET savings could improve the Defense Energy Supply Center's working capital fund status and ultimately
reduce fuel pump prices at all DoD installations. The Air Force could realize O &M savings of approximately $3
million annually in ground vehicle fuel costs for every 5 cents per gallon drop in price.
http: / /www.amc.af.mil/news /story_print.asp ?id = 123172220 10/20/2012
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Our patented Automo a Information' Module, (A v) makes tntegra-
tion of technological inuoXattons an easy proc ,'With our ne pansio
capabilities, you can noWhaye'next- generation electronic techn irgy in ,
_this year's system'
System's Components and Features.
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• " t • 013D II (On -board gnostics) port interface for real -time maintenance and vehicle
'Omputer data acquisition (odometer, engine hours, idle time, engine error codes; etc.)
Utilizes Flash technology for memory and upgrade capabilities
Program real -time changes to the vehicle AIM while pumping your, fuel
- • No external programming accessories needed
• Ingress /egress security monitoring via gate control
• Built -in self- 'diagnostics of Fue[Masrery components including fuel island hardware
• Rugged weather -proof design
• Easy installation and greatly reduced maintenance time • -
• Designed to take the driver "out -of- the -loop" and reduce mechanic's time and labor
• Modem state -of -the -art RF..radio communications to the fuel island
• Passive capture of vehicle ID, current mileage, date, time, fuel quantity, fuel type,
engine hours, PTO hours and much more
• Complete control and comprehensive security over fuel dispensers and fuel dispensed
• Implements advanced RFID tag technologies
• Wireless vehicle record updates
• AIM2® is ETL listed, CSA approved and meets FCC and IC (Canada) requirements
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r= FuelMestere Fuel Management Unit IFidU) / Agt otivefdiormation ModUla kIMi I Y`
_,. Autonomous i=le1 Con i•& Ac unting System
Our patented Automo a Information' Module, (A v) makes tntegra-
tion of technological inuoXattons an easy proc ,'With our ne pansio
capabilities, you can noWhaye'next- generation electronic techn irgy in ,
_this year's system'
System's Components and Features.
r.
• " t • 013D II (On -board gnostics) port interface for real -time maintenance and vehicle
'Omputer data acquisition (odometer, engine hours, idle time, engine error codes; etc.)
Utilizes Flash technology for memory and upgrade capabilities
Program real -time changes to the vehicle AIM while pumping your, fuel
- • No external programming accessories needed
• Ingress /egress security monitoring via gate control
• Built -in self- 'diagnostics of Fue[Masrery components including fuel island hardware
• Rugged weather -proof design
• Easy installation and greatly reduced maintenance time • -
• Designed to take the driver "out -of- the -loop" and reduce mechanic's time and labor
• Modem state -of -the -art RF..radio communications to the fuel island
• Passive capture of vehicle ID, current mileage, date, time, fuel quantity, fuel type,
engine hours, PTO hours and much more
• Complete control and comprehensive security over fuel dispensers and fuel dispensed
• Implements advanced RFID tag technologies
• Wireless vehicle record updates
• AIM2® is ETL listed, CSA approved and meets FCC and IC (Canada) requirements
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STEP 1: The driver inserts the
fuel%pozzle in the vehicle.
STEP 2: RFID Tag on they ;' i "° I °`
fuel nozzle is interrogated by
AIM2 mounted in the ve Icle.
u l� TEP 4: - e FMU evaluates this data,
turns ont a fuel dispenser and records
M fuel transaction data. The FMU ends the
° transaction immediate) when the re-
STEP 3: The Al M2 transmits RFID tag ® y p
data, vehicle data and OBD II dataQo the��1 a aythorized quantity of fuel is dispensed
FMU. a r when the nozzle is removed.
AIM2®, the next generation of automated fuels accounting technology,
osiers an "on- board" vehicle computer interface and reduces installation
time for a customer's mechanics. Syn -Tech took the driver out of the
fueling process when it introduced its first AIM unit several years ago,
requiring no data entry by the driver. AIM2® not only keeps the driver out
of the fueling process but also takes the mechanic out of the maintenance
process. AIM2® is truly a passive experience for both the driver and the
mechanic. Installation is simple; however, Syn -Tech offers a complete
turnkey installation package to all AIM2® customers.
AIM2® technologies, which are protected under U.S. Patent No.
5.923,572, provide a major improvement in fueling automation by elimi-
nating the need to supply power to the fuel nozzle. Coupled with wireless
transmission of data to and from the vehicle, Syn -Tech has introduced the
ultimate "hands off' system to the fueling process.
AIM20 and the RFID tag technologies are certified to UL 913 and UL
1238 (U.S.) and CSA C22.2 157A (Canada). In addition, it is listed as
intrinsically safe by ETL. AIM20 and its radio technologies comply
with FCC regulations as defined in Part 15 Class A of FCC requirements
(U.S.) and with IC ES003 requirements (Canada). No safety barriers
need to be mounted in or around fuel dispensing equipment and/or fuel
nozzles. AIM20 RFID tag technologies are C.A.R.B. (California Air
Resources Board) approved for Stage I and Stage II vapor recovery
systems.
Passive vehicle maintenance data collection at fleet maintenance facili-
ties eliminates the need to physically connect the vehicle to diagnostics
equipment to ascertain vehicle health and safety.
For added security, AIM2® continuously communicates with the nozzle
mounted RFID tag after the driver inserts the nozzle. The FMU ends the
transaction immediately when the nozzle is removed. This completely
eliminates fuel theft.
AIM20 enables multiple points of highly accurate data capture via the
fuel island, maintenance facility or gate controller to provide real -time
diagnostics and prognostics.
Syn -Tech is the industry leader in RF technology. If you're looking for a
truly passive system, there's only one place to find it: FuelMasrer.®
® —®
Syn -Tech Systems, Inc. • 100 Four Points Way, Tallahassee, FL 32305 • (850) 878 -2558 • (800) 888-9136 • FAX (850) 877 -9327 • marke8ng @syntech- fuelmastu.mm