HomeMy WebLinkAboutSummary FormDate: 03/05/2013
AGENDA ITEM SUMMARY FORM
FILE ID: /3 —,M�/?
Requesting Department: General Services Administration
Commission Meeting Date: 03/28/2013 District Impacted: All
Type: ® Resolution n Ordinance ❑ Emergency Ordinance ❑ Discussion Item
❑ Other
Subject: SiteOmat Fuel Management System, Sole Source No. 12-13-014
Purpose of Item:
Law Department
Matter ID No.
The nature of this item is to authorize a resolution of the Miami City Commission, by a four -fifths (4/5ths)
affirmative vote, pursuant to section 18-92 of the Code of the City of Miami, Florida, as amended, after an
advertised public hearing, ratifying, approving and confirming the City Manager's finding of a sole source;
waiving the requirements for competitive sealed bidding procedures and awarding a contract for the
procurement of the SiteOmat Fuel Management System from Orpak USA, Inc. and its sole distributor and
service provider for the City, AHA Electronic & Fuel Systems, Inc., for the Department of General Services
Administration, is approved, in a total amount not to exceed $52,787.00, allocating funds from the Department
of General Services Administration General Fund Account Code No. 31000.241000.664000.0000.00000,
subject to the availability of funds and budgetary approval at the time of need.
Background Information:
PLEASE SEE ATTACHED.
Budget Impact Analysis
NO Is this item related to revenue?
YES Is this item an expenditure? If so, please identify funding source below. General Account No: 31000.241000.664000.0000.00000 8- 7 4 2 aJ_ a
Special Revenue Account No: N/A
CIP Project No: N/A
NO Is this item funded by Homeland Defense/Neighborhood Improvement Bonds?
Start Up Capital Cost:
Maintenance Cost: N/A
Total Fiscal Impact: it5R 787 d°
Final Approvals
(SIGN AND DATE)
CIP N/A
If using or,receivma capital•f nds
Grants N/A
Purchasin ,/ pt—Director
ChiefCity Manager
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AGENDA ITEM SUMMARY FORM (CONTINUED...)
Subject: SiteOmat Fuel Management System, Sole Source No. 12-13-014
Background Information:
The Department of General Services Administration ("GSA") currently utilizes the RNI-2000 Fuel
Management System ("RNI-2000") which 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"), the vendor of the RNI-2000, and AHA Electronic & Fuel
Systems, Inc. ("AHA"), Orpak's sole distributor and service provider for the City, notified GSA that due
to new market demands, technological innovations, and the decreasing availability of older electrical
components, the RNI-2000 was designated for end -of -life and would be replaced with its upgraded
version, the SiteOmat Fuel Management System ("SiteOmat").
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 Orpak proprietary software systems
and would require their complete replacement, at a large additional capital investment from the City, for
use with a non-Orpak software system.
Concerning the same, 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 consisting
of wireless nozzle readers that eliminate the need for running wires along the fuel hoses, allow for
simpler installation, and provide for 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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