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HomeMy WebLinkAbout2006-26263 Reso RESOLUTION NO. 2006-26263 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, WAIVING BY 5/7THS VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENTS, FINDING SUCH WAIVERTO BE IN THE CITY'S BEST INTEREST; AND APPROVING THE PURCHASE OF ONE 4,500 GALLON FUEL TANK TRUCK FROM OILMEN'S TRUCK TANKS INC., IN THE AMOUNT OF $161,714.75 WHEREAS, purchasing a fuel truck will enable the Fleet Management Division to support the City's hurricane preparedness plan, natural disaster plan and other special events; and WHEREAS, this equipment will enhance the current level of service that the Fleet Management Division provides within the normal business environment; and WHEREAS, transporting fuel in the event of a hurricane or disaster, both before and after, is essential to the continued operation of the City; and WHEREAS, the truck is mobile and can be set up at a temporary location to fuel permanent City vehicles and be sent to refuel emergency generator fuel tanks or other operational storage tanks; and WHEREAS, while fuel resources are an important component to our emergency response plan, the ability to transport or move fuel is paramount; and WHEREAS, the fuel truck being proposed to purchase is a 4,500 gallon all aluminum tanker which can support multiple fuels in a single transport; and WHEREAS, the fuel truck will provide the Fleet Management Division and the City the ability to transport and distribute fuel safely to remote sites to meet customer demands and expectations; and WHEREAS, the benefit of the City having a fuel truck include: · the ability to transport large volumes of fuel (both diesel and gas) to remote sites; · the capability of dispensing fuel to individual cars and equipment at remote sites; · the ability to report fuel transaction automatically into the Fleet Fuel management system; · the flexibility to purchase and transport fuel from alternative suppliers in the event the Fleet Management Division does not have the necessary fuel supply to meet demands and cannot be serviced by our usual vendors; and WHEREAS, two (2) employees of the Fleet Management Division are properly licensed to drive this particular truck and transport fuel, with additional employees to be trained and licensed; and WHEREAS, beginning October 2006, the Fleet Management Division is planning to remove and upgrade their fuel tanks to meet mandatory legislation; and WHEREAS, during this time period the Fleet Management Division can set up a remote location to dispense fuel and fuel vehicles during off hours on-site; and WHEREAS, the vendor has offered to modify the specifications of the truck to meet the City's needs and can do so without delaying the estimated delivery date; and WHEREAS, the Fleet Management Division will research the prerequisites for obtaining authorization to set up an account and access fuel depots in Port Everglades; and WHEREAS, a search for a comparable truck on all approved Federal, State and local contracts has been performed with negative results; and WHEREAS, this fuel truck is the only unit of this type available in time for this hurricane season and the upgrading the City's fuel tanks at Terminal Island beginning in October 2006; and WHEREAS, the Administration recommends making this acquisition; and WHEREAS, the City Manager concurs with the Administration's recommendation. 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 5/thS vote, the formal competitive bidding requirements, finding such waiver to be in the City's best interest; and approve the purchase of one 4,500 gallon fuel tank truck from Oilmen's Truck Tanks, Inc., in the amountof$161,714.75. PASSED AND ADOPTED this 12th day of ,2006. ATTEST: }t~~ CITY CLERK MAYOR David Dermer ir T:\AGENDA \2006\JuI12066\Consent\ FuelT ruckReso.doc o~ COMMISSION ITEM SUMMARY Condensed Title: A Resolution Of The Mayor And The City Commission Of The City Of Miami Beach, Florida, Waiving By 5/7ths Vote, The Formal Competitive Bidding Requirements, Finding Such Waiver To Be In The City's Best Interest, And Approving The Purchase Of One 4,500 Gallon Fuel Tank Truck From Oilmen's Truck Tanks Inc., In The Amount Of $161 ,714.75. Ke Intended Outcome Su orted: Ensure well maintained infrastructure. Issue: Shall the Mayor and City Commission approve the purchase? Item Summa IRecommendation: The purchase of a 4,500 gallon 2006 Peterbilt fuel truck will enable the City to better respond to the emergency fueling needs of the hurricane preparedness plan, the natural disaster plan and other special events. This equipment will also enhance the current level of service provided within the normal business environment. Transporting fuel in the event of a hurricane or disaster, both before and after, is essential to the continued operation of the City. The truck can be set up at temporary locations to directly dispense fuel to City owned storage tanks and vehicles. The truck also has the capability to withdraw fuel from in ground storage tanks and to transport directly from the Port Everglades fuel facilities. The Administration recommends a rovin Advisory Board Recommendation: I N/A Financial Information: Source of Funds: D aSPI $161,714.75 Financial Impact Summary: Ci Clerk's Office Le islative Trackin Andrew E. Terpak m ..., MIAMI BEACH AGENDA ITEM DATE C7W 7-/J'tJC, & MIAMI BEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beoch, Florida 33139, www.miamibeachfl.gov COMMISSION MEMORANDUM Mayor David Dermer and Members of the City Commission Jorge M. Gonzalez, City Manager ~ ~ July 12, 2006 0 A RESOLUTION OF THE MAYOR AND THE CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, WAIVING BY 5/7THS VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENTS, FINDING SUCH WAIVER TO BE IN THE CITY'S BEST INTEREST, AND APPROVING THE PURCHASE OF ONE 4,500 GALLON FUEL TANK TRUCK FROM OILMEN'S TRUCK TANKS INC., IN THE AMOUNT OF $161,714.75 ADMINISTRATION RECOMMENDATION TO: FROM: DATE: SUBJECT: Adopt the Resolution. FUNDING $161,714.75 Funding is available from the Fleet Management Fund Capital Account Number 510-1780-000673. ANAL YSIS Purchasing a fuel truck will enable Fleet Management to support the hurricane preparedness plan, natural disaster plan and other special events. This equipment will also enhance the current level of service that Fleet Management provides within the normal business environment. Transporting and delivering fuel to the operating departments in the event of a hurricane or disaster both before and after is essential to the continued operation of the city. The truck can be set up at a temporary location to fuel city vehicles and it can be sent to refuel emergency generator fuel tanks or other operational storage tanks. It can be rerouted based on road condition that may be impassable due to obstructions. This truck is flexible because it has the ability to remove fuel inventory from in-ground storage tanks or from the Port Everglades fuel depot and transport the inventory to an alternate location for distribution. Attachment 1 provides a partial list of storage tanks that would require fuel to maintain city operation such as pumps and generators. History tells us to expect significant power outages regardless of the intensity of a hurricane or major tropical storm. Without power there is no fuel supply from the ports or stocking local fuel suppliers. At that point we rely on existing inventory and must be able to move fuel as required to support essential citywide generators, pumps stations, city vehicles and equipment to maintain mobility and sustainability in our water and sewer systems and recovery efforts. While fuel resources are an important component to our emergency response plan; the ability to transport or move fuel is paramount. The vehicle proposed for purchase is a 4,500 gallon all aluminum tanker which can support multiple fuels in a single transport. The tanker will be divided into 4 compartments. The tanker will be equipped with two (2) meters and a fuel management system and will provide documentation of deliveries and will upload into the existing fuel and fleet management system eliminating the need to make manual transactions into the system. Current Situation The City has three (3) pickup trucks which are outfitted with a 100 gallon aluminum portable tank and can legally transport diesel (only) to a remote site. Only one is assigned to Fleet Management; the other two are assigned to Public Works and Fire respectively. Typically only one of the vehicles is available on short notice. Because of the small capacity; 100% of all requests for fuel require multiple trips, tying up a Technician at $50 per hr and reducing Fleet Managements capacity to provide adequate coverage for repairs and maintenance. Fleet Management currently provides diesel fuel to City Hall, Police Building, Bass Museum and the Fire Stations. In addition, Fleet is routinely asked to provide fuel service to several of the parking garage fire pumps, generators and public works pump stations. Too often Fleet is unable to meet the operating department needs in a timely and cost effective manner. In some cases it was necessary to walk the fuel to a site in five (5) gallon containers because the necessary equipment to reach the fuel site is currently not available. This type of activity also exposes the city to an increased level of liability in the event of a spill. A recent request for 3000 gallons resulted in 30 trips at 1 to 2 hours in length depending on travel time and accessibility to the tank receiving the fuel. During hurricane season Fleet Management moved much larger quantities due to pump generator station demands throughout any single day. The fuel truck proposed will provide the City with the ability to transport and distribute fuel safely to remote sites meeting customer demands and expectations. This truck will allow the transport of gas for the first time; which is something that is not currently possible. The benefit to having a fuel truck: · Transport fuel safely within the community. · Transport large volumes of fuel (both diesel and gas) to remote sites. · Capable of dispensing fuel to individual cars and equipment at remote sites. · Record real time fuel transactions. · Report fuel transaction automatically into the Fleet Fuel management system. · Flexibility to purchase and transport fuel from alternative suppliers in the event Fleet Management does not have the necessary fuel supply to meet demands and cannot be serviced by our usual vendors. Beginning October 2006 Fleet Management is preparing to remove and upgrade its fuel tanks to meet mandatory legislation. As a part of the upgrade fuel storage capacity will increase from 18K gallons of gas and 9K of #2 diesel, to 32.4K and 16.2K respectively. During this construction time period the fuel truck will assist in avoiding any interruption of service. With this truck, a remote location can be set up to dispense fuel during that time period and can fuel vehicles during off hours on site. Fleet Management has two (2) employees who are properly licensed to drive this particular truck and transport fuel. Upon receipt of this vehicle additional employees would be trained and licensed. Special training would be given to the operators of the truck. Fleet Management will research the perquisites for getting authorization to set up an account and access fuel depots in Port Everglades. Assuming Fleet Management and the City can meet the requirements, an account will be pursued. The truck has a life expectancy of ten (10) years plus. It will also enhance the ability to provide support to city vehicles and equipment during hurricanes and other natural disasters. Fleet Management did extensive research throughout the state and even outside of Florida to locate a truck that could meet the City needs. A truck dealer or distributor of fuel trucks could not be found who had any new vehicles that were not already committed to a buyer. This vehicle type has seen significant popularity after Hurricane's Katrina and Wilma as cities try to become more self-sufficient for future events. This vehicle was originally designed and purchased by another municipality and was cancelled at the last minute. Completion of the build-out and delivery of this vehicle is expected within the next three (3) weeks. The vendor has offered to modify the specifications of the truck to meet the City needs and can do so without delaying the delivery date. If the City chooses not to purchase this vehicle, a future purchase would have to request a cab and chassis for the production year 2007 because the 2006 year has been balanced out by the manufacturer. The estimated delivery of a 2007 will be between 10 to 12 months plus and the vehicle will be required to have a new ultra low sulphur diesel engine which will increase the price of the power plant alone by $8,000 to $10,000 in addition to the increase in overall cost of the truck and the up fitting. In the event the decision is made to order another truck it will probably not be here in time for next hurricane season either. A search of all approved Federal, State and local contracts has been done with negative results. Only one unit of this type was found as mentioned above; but again this truck is available just in time for the hurricane season and the project of upgrading the city's fuel tanks at Terminal Island beginning in October 2006. The fuel tank replacement project is expected to last six (6) to eight (8) weeks. During this time the fuel facility, which is our sole source of fuel, will be unavailable. CONCLUSION The Administration recommends that the Mayor and City Commission adopt the attached resolution and approve the purchase of one 4,500 gallon fuel tank truck from Oilmen's Truck Tanks Inc., in the amount of $161,714.75. JMG/RCM/GLlAET/jvd T:\AGENDA \2006~ uly1206\consent\Fuel Truck. Memo.doc Attachment 1 STORAGE TANK INVENTORY* Site Name Location Tank Size (gal) Fuel Type Fleet Manaqement 140 MacArthur Causeway 10,000 Gasoline Fleet Manaqement 140 MacArthur Causeway 10,000 Gasoline Fleet Manaqement 140 MacArthur Causeway 10,000 Diesel Miami Beach Golf Club 2301 Alton Road 1,000 Gasoline Miami Beach Golf Club 2301 Alton Road 1,000 Diesel Fire Station #3 5303 Collins Ave. 1,000 Diesel Convention Center 1901 Convention Center Drive 2,500 Diesel Police Station 1100 Washington Ave. 6,000 Diesel Jackie Gleason 1700 Washington Ave. 1,000 Diesel Pump Station #11 1710 Washington Ave. 2,500 Diesel Pump Station #19 6854 Indian Creek Drive 1,000 Diesel Pumo Station #21 850 71 st. Street 2,500 Diesel Pumo Station #23 750 75th. Street 4,000 Diesel Pumo Station #24 8100 Hawthorne Ave. 500 Diesel Pumo Station #27 5400 Collins Ave. 1,000 Diesel Pumo Station #29 63rd.St. and Indian Creek 4,000 Diesel Pumo Station #28 28th. And Pine Tree 5,000 Diesel Fire Station #2 2300 Pine Tree Drive 500 Diesel Pump Station #22 Haqan and S. Shore Dr. 500 Diesel Pump Station #10 Island View & Venetian Way 500 Diesel Pump Station #15 W 51st.& Pine Tree Drive 500 Diesel City Hall 1700 Convention Center Dr. 500 Diesel Fire Station #1 1051 Jefferson Ave. 250 Diesel 16 St. Garage Fire Pump 16 St. Between Collins & Washinqton 125 Diesel 25 St. Water Station 451 Dade Boulevard 4,000 Diesel This sched ule of fuel tanks does not include temporary generators/pumps located at construction sites. *based on available information at the time document was prepared.