HomeMy WebLinkAboutMemo - SiteOmat Fuel Mgmt. SystemCITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO :
Kenneth Robertson
Chief Procurement Officer/Purchasing Director
FROM ; Pablo R. VeI : sq., CPPB
Procuremen SuD rviso
DATE ;
SUBJECT :
March 5th, 2013
SiteOmat Fuel Management System
Sole Source No. 12-13-014
REFERENCES:
ENCLOSURES:
FILE
An investigation was conducted to determine whether the proprietary software for the SiteOmat.
Fuel Management System ("SiteOmat") Is a sole source. The SiteOmat is the upgraded version to
the RNI-2000 Fuel Management System ("RNI-2000") currently used by the Department of
General Services Administration ("GSA").* The RNI-2000 provides GSA with a fuel accountability
system using information communicated by the Vehicle Information Unit ("VIU") currently installed
in City vehicles via fuel collars. Orpak USA, Inc. ("Orpak"), a Non -Local Vendor located at 100
First Street, Suite 200, Hackensack, NJ 07601, and AHA Electronic & Fuel Systems, Inc. ("AHA"),
also a Non -Local Vendor located at 3159 Riddle Road, West Palm Beach, FL 33406 and Orpak's
sole distributor and service provider for the City, are the sole providers of both the RNI-2000 and
the SiteOmat.
Orpak and AHA notified GSA that due to new market demands, technological innovations, and the
decreasing availability of older electronic components, the RNI-2000 was designated for end -of -
life. Orpak alsoinformed GSA that the RNI-2000 would be replaced with its upgraded version, the
SiteOmat.
Installation of the SiteOmat will ensure GSA continued fuel accountability, will eliminate the
possible interruptions of the obsolete RNI-2000, and will allow continued use of the same VIU fuel
collars currently installed in City vehicles. These VIU fuel collars are only operational with the
aforementioned Orpak proprietary software systems and would require their complete
replacement, at a large capital investment from the City, for use with a non-Orpak software
system. Per the price quote GSA received from a different vendor, E.J. Ward, Inc., a complete
fuel management system change out — inclusive of the software, the terminal equipment, the
vehicle products (such as the VIU fuel collars), the installation, and the training — would cost the
City a total of $379,500,00.
In conjunction with this cost savings, the SiteOmat will also allow GSA the option of adding
vehicles to the system using Orpak's new VIU FuelOpass rings and DataPass units. These new
VIU fuel collars would consist of wireless nozzle readers that eliminate the need for running wires
along the fuel hoses, would allow for a simpler installation, and would provide more information
concerning vehicle odometer readings, engine operation hours, idle time, vehicle errors and
diagnostics, online real-time monitoring, and higher reliability.
Considering Orpak is the exclusive manufacturer of the RNI-2000 system and its upgraded
SiteOmat version, as well as the VIU fuel collars currently in use and only compatible with both of
the same, and, since AHA is Orpak's sole distributor and service provider for the City, issuance of
a sealed, competitive solicitation — an Invitation for Bid ("IFB") or Request for Proposals ("RFP") —
for this procurement would not be practical for the City. Pursuant to Section 18-92(a)(1) of the City
of Miami Procurement Ordinance, "Sole -Source awards may be made...[w]here the compatibility
of equipment, accessories, or replacement parts permits one reasonable source of supply".
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' Accordingly, pursuant to Section 18-92 of the City of Miami Procurement Ordinance, waiver of the
requirements for competitive bidding and approval of the following findings is recommended:
Orpak USA, Inc. ("Orpak"), a Non -Local Vendor, located at 100 First Street, Suite 200,
Hackensack, NJ 07601, and AHA Electrbnlc & Fuel Systems, Inc. ("AHA"), also a Non -Local
Vendor located at 3159 Riddle Road, West Palm Beach, FL 33406 and Orpak's sole distributor
and service provider for the City, are the sole -source providers of the SiteOmat Fuel Management
System ("SiteOmat"), the upgraded version of the RNI-2000 Fuel Management System ("RNI-
2000") which was designated for end -of -life and is currently used by the Department of General
Services Administration ("GSA"). The sole -source contract has been negotiated so as to obtain
the most favorable pricing and terms and conditions as may be offered to other clients of Orpak
and AHA. Funds for this procurement will be allocated from the Department of General Services
Administration ("GSA") General Fund Account No. 31000.241000.664000.0000.00000.
APPROVED BY:
APPROVED BY:
Xize
Keneth Robertson
Chi Procurement Officer/Purchasing Director
Joy Martinez,
Cit I anager
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