C7U-Waive Bidding Annual Purchase Of Fuel Management System Parts And ServicesCOMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida, Waiving, By 5/7th Vote,
The Formal Competitive Bidding Requirements, Finding Such Waiver To Be In The City's Best Interest, And
Authorizing The Purchase Of Fuel Management System Parts And Services From AHA Electronics And Fuel
Systems, Inc., The Sole Representative For The City's RNI/FueiOmat System, By The City's Fleet Management
Division, For The Fueling Of City Vehicles.
Key Intended Outcome Supported:
Maintain City's infrastructure; Increase satisfaction with family recreational activities; Ensure well-maintained
facilities; Improve Cleanliness of Miami Beach rights of way; Maintain Miami Beach public areas & rights of way
citywide; Maximize efficient delivery of services, and Increase community satisfaction with City qovernment.
Supporting Data (Surveys, Environmental Scan, etc.):
The proprietary RNIIFueiOmat fuel management system interfaces with approximately 1,000 City vehicles, and is
used to track all City fueling transactions, representing approximately 900,000 gallons/year.
Item Summary/Recommendation:
Fuel for City vehicles and equipment is dispensed at the Fleet Management Division (Fleet) fueling facility located
at Terminal Island. A fuel management system (RNI/FueiOmat), manufactured by ORPAK USA (ORPAK) and
procured via competitive process, provides security and transaction accounting features and consists of a
pedestal-mounted controller and dispenser hose nozzle readers located at the fueling island. During fueling
transactions, the system interfaces with vehicle identification units (VI Us), installed in approximately 1,000 City
vehicles by Fleet mechanics, to capture the vehicle 10, fuel dispensed and odometer reading. The controller
electronically locks all dispensers, ensuring that only appropriately authorized vehicles can refuel. The fueling
data is downloaded, via proprietary software, by a dedicated computer in the Fleet office.
The below identified funding will cover the RNI/FueiOmat equipment cost for nearly two-hundred (200) new
replacement vehicles ($94,080) being procured during FY 2013/14; spare units for the warehouse ($10,080); and
miscellaneous repairs and maintenance of RNI and dispensing equipment at the Terminal Island fueling facility
($20,000).
The continued use of the ORPAK products and support services from AHA Electronics & Fuel Systems, Inc.
(AHA) is critical to the operation of the City's fuel management and dispensing systems; the on-going installation
of VI Us in new vehicles; and the preparation of fuel accounting chargebacks, by Fleet, to client departments. AHA
has been the sole representative for ORPAK's RNI/FueiOmat system in South Florida since 2006 (Please see
Attachment 1 ). In this capacity, AHA has provided VI Us and other fuel management system replacement parts,
as well as support and maintenance service on the proprietary system and dispensing equipment.
THE ADMINISTRATION RECOMMENDS THAT THE MAYOR AND THE CITY COMMISSION APPROVE THE
RESOLUTION.
Fmanc•allnformat•on·
Source of Amount
Funds: 1 $65,760
2 $5,760
3 $1,920
ft 4 $5,760
5 $480
€ 6 $4,800
7 $4,800
8 $4,320
9 $480
10 $30,080
OBPI Total $124,160
City Clerk's Office Legislative Tracking:
JCC Public Works, Ext. 3601
MIAMI BEACH
Account
Fleet Management FY 2013/14 Vehicle/Equip. Replacement Capital Account
Parking Oper. On-Street FY 2013/14 Veh.IEquip. Replacement-480-0462-000673
Parking Oper. Off-Street FY 2013/14 Veh.IEquip. Replacement-480-0463-000673
Sanitation Enterprise FY 2013/14 Veh.IEquip. Replacement-435-9962-000673
Sanitation Enterprise FY 2013/14 Veh./Equip. Replace. So. Bch.-435-9968-000673
Water & Sewer Ent.-Water FY 2013/14 Veh.IEquip. Replace.-425-0410-000673
Water & Sewer Ent.-Sewer FY 2013/14 Veh.IEquip. Replace.-425-0420-000673
Stormwater Enterprise FY 2013/14 Veh.IEquip. Replacement-427-0427-000673
Information Technology FY 2013/14 Veh.IEquip. Replacement-550-1750-000673
Fleet Management Repairs/Maintenance Supply FY 2013/14-510-1780-000342
416
AGENDA ITEM _c~7_"'f __
DATE /()-/~-/3
I
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach. Florida 33139, 'NV'vW.miamibeachll.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Me
FROM: Jimmy L. Morales, City Manager
DATE: October 16, 2013
SUBJECT: A RESOLUTION OF THE MAYOR NO CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, WAIVING, BY 5/7TH VOTE, THE FORMAL
COMPETITIVE BIDDING REQUIREMENTS, FINDING SUCH WAIVER TO BE IN
THE CITY'S BEST INTEREST, AND AUTHORIZING THE ANNUAL PURCHASE
OF FUEL MANAGEMENT SYSTEM PARTS AND SERVICES FROM AHA
ELECTRONICS AND FUEL SYSTEMS, INC., THE SOLE REPRESENTATIVE
FOR THE CITY'S RNI/FUELOMAT SYSTEM, BY THE CITY'S FLEET
MANAGEMENT DIVISION, FOR THE FUELING OF CITY VEHICLES, IN AN
AMOUNT ESTIMATED AT $124,160.
ADMINISTRATION RECOMMENDATION
Approve the Resolution
FUNDING
Funding previously approved by the budget process.
Fleet Management FY 2013/14 Vehicle/Equip. Replacement Capital Account: $ 65,760
Parking Oper. On-Street FY 2013/14 Veh./Equip. Repl. Acct.-480-0462-000673: $ 5,760
Parking Oper. Off-Street FY 2013/14 Veh./Equip. Repl. Acct.-480-0463-000673: $ 1,920
Sanitation Enterprise FY 2013/14 Veh./Equip. Repl. Acct.-435-9962-000673: $ 5,760
Sanitation Enterprise FY 2013/14 Veh./Equip. Repl. Acct.-435-9968-000673: $ 480
Water & Sewer Ent.-Water FY 2013/14 Veh./Equip.Replace.-425-0410-000673: $ 4,800
Water& Sewer Ent.-Sewer FY 2013/14 Veh./Equip. Replace.-425-0420-000673: $ 4,800
Stormwater Enterprise FY 2013/14 Veh./Equip. Replacement-427-0427-000673: $ 4,320
Information Technology FY 2013/14 Veh./Equip. Replacement-550-1750-000673:$ 480
Fleet Management Repairs/Maintenance Supply FY 2013/14-510-1780-000342: $30,080
BACKGROUND AND ANALYSIS
Fuel for City vehicles and equipment is dispensed at the Fleet Management Division {Fleet)
fueling facility located at Terminal Island. A fuel management system (RNI/FueiOmat),
manufactured by ORPAK USA (ORPAK) and procured via competitive process, provides
security and transaction accounting features and consists of a pedestal-mounted controller
and dispenser hose nozzle readers located at the fueling island. During fueling
transactions, the system interfaces with vehicle identification units (VIUs), installed in
approximately 1,000 City vehicles by Fleet mechanics, to capture the vehicle ID, fuel
dispensed and odometer reading. The controller electronically locks all dispensers, ensuring
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Commission Memorandum-Oct. 16, 2013
AHA Electronics and Fuel Systems
Page 2of2
that only appropriately authorized vehicles can refuel. The fueling data is downloaded, via
proprietary software, by a dedicated computer in the Fleet office.
The above identified funding for the annual purchase of fuel management system parts and
services, estimated at $124,160, with further amounts as required, through approved
budgeted funds, will cover the RNI/FueiOmat equipment cost for nearly two-hundred (200)
new replacement vehicles ($94,080) being procured during FY 2013/14; spare units for the
warehouse ($1 0,080); and miscellaneous repairs and maintenance of RNI and dispensing
equipment at the Terminal Island fueling facility ($20,000).
The continued use of the ORPAK products and support services from AHA Electronics &
Fuel Systems, Inc. (AHA) is critical to the operation of the City's fuel management and
dispensing systems; the on-going installation of VI Us in new vehicles; and the preparation of
fuel accounting chargebacks, by Fleet, to client departments. AHA has been the sole
representative for ORPAK's RNI/FueiOmat system in South Florida since 2006 (Please see
Attachment 1). In this capacity, AHA has provided VIUs and other fuel management system
replacement parts, as well as support and maintenance service on the proprietary system
and dispensing equipment.
CONCLUSION
The Administration recommends that the Mayor and City Commission adopt this Resolution,
waiving by 5/7 1h vote, the formal competitive bidding requirements, finding such waiver to be
in the City's best interest, and authorizing the annual purchase of fuel management system
parts and services from AHA Electronics and Fuel Systems, Inc., the sole representative for
the City's RNI/FueiOmat system, by the City's Fleet Management Division, for the fueling of
City vehicles, in an amount estimated at $124,160.
Attachment -ORPAK USA Letter dated Feb. 13, 2013
JLM/MT/&b/JC
T:IAGENDA\2013\0ctober 16\Fieet-AHA Fuel System Svcs. 2013-10-16 MEMO.docx
We are committed to providing excellent public service and saFety to all who live, war~. and play in our vibrant. lropiCa( h1storir:: community.
418
ORPMUS/\
February 13, 2013
Orpak USA, Inc. 100 First St. Suite 200, Hackensack, NJ 07601
Phone: (201} 441-9820, Fax: (201) 441-9830 • www.orpakusa.com
To the City of Miami Beach, FL
To whom It may concern.
Please be informed that Orpak Is the manufacturer of the RNI/Fuelomat fuel
management system.
AHA Electronics & Fuels Systems, Inc. Is currently our sole representative for
the RNI/Fue!Omat system for South Florida, and therefore the City of Miami
Beach, and has been so since April 24, 2006.
Alex Henrlquezr the President of AHA Electronics & Fuel Systems has many
years of experience with the RNI/FueiOmat system. I am confident that Alex
will continue to provide you with exceptional support that he has given you
all this time.
Should you require any components or need to service your RNI/FueiOmat
System, please do not hesJtate to contact Alex Henriquez at 516-267-7392.
Attachment 1
419
RESOLUTION NO. ____ _
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, WAIVING, BY 5/7TH VOTE, THE FORMAL
COMPETITIVE BIDDING REQUIREMENTS, FINDING SUCH WAIVER TO BE
IN THE CITY'S BEST INTEREST, AND AUTHORIZING THE ANNUAL
PURCHASE OF FUEL MANAGEMENT SYSTEM PARTS AND SERVICES
FROM AHA ELECTRONICS AND FUEL SYSTEMS, INC., THE SOLE
REPRESENTATIVE FOR THE CITY'S RNI/FUELOMAT SYSTEM, BY THE
CITY'S FLEET MANAGEMENT DIVISION, FOR THE FUELING OF CITY
VEHICLES, IN AN AMOUNT ESTIMATED AT $124,160.
WHEREAS, the RNI/FueiOmat fuel management system located at the Fleet
Management Division (Fleet} facility in Terminal Island provides security and transaction
accounting features; and
WHEREAS, during fueling transactions, the system interfaces with vehicle identification
units (VI Us), installed in approximately 1,000 City vehicles, to capture vehicle ID, fuel dispensed
and odometer reading; and
WHEREAS, the system was procured via competitive process from ORPAK USA; and
WHEREAS, AHA Electronics & Fuel Systems, Inc. (AHA) has been the sole
representative for ORPAK's RNI/FueiOmat system in South Florida since 2006; and
WHEREAS, in this capacity, AHA has provided VI Us and other fuel management system
replacement parts, as well as support and maintenance service on the proprietary system and
dispensing equipment; and
WHEREAS, the continued use of these products and support services is critical to the
operation of the fuel management and dispensing systems, the installation of VIUs in new
vehicles, and fuel accounting chargebacks to departments performed by the Fleet Management
Division.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby waive, by a 5/7th vote, the formal competitive bidding requirements, finding
such waiver to be in the City's best interest, and authorize the annual purchase of fuel
management system parts and services from AHA Electronics and Fuel Systems, Inc., the sole
representative for the City's RNI/FueiOmat system, by the City's Fleet Management Division, for
the fueling of City vehicles, in an amount estimated at $124,160.
PASSED AND ADOPTED THIS ___ DAY OF ____ 2013.
ATIEST:
Rafael Granado
City Clerk
Matti Herrera Bower
Mayor
T:\AGENDA\2013\0ctober 16\Fieet • AHA Fuel System Svcs. 2013-10-16 RESO.doc>
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APPROVED AS TO
FORM & LANGUAGE
&FO ECUTION
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