CITY of PLANT CITY

Purchasing Department
302 W. Reynolds St., Room 339
Plant City, FL 33563
Telephone: (813) 659-4270

October 22, 2007

Invitation For Bids

IFB No. 08-72041-001
Fuel System Upgrade

Part I. General Information and Requirements

1. Purpose and Intent: This Invitation For Bids (IFB) is intended to procure a
replacement system for the City’s existing fuel management system, fuel
dispensers and gate controller. These requested services are defined in Part II
Specifications for Victoria St Fuel Facility Upgrade. It is the City’s intent to obtain
these services from a qualified company.

2. Bid Acceptance: Bids will be accepted until 3:00 P.M., Thursday, November
8, 2007. All bids received after that date and time will be returned unopened.
Offers by Fax, E-mail or telephone will not be accepted.

Bids may not be withdrawn within thirty (30) days of opening date.

3. Vendor Instructions: One copy of all IFB sheets and forms must be executed
and returned.

Bid must be submitted in a sealed envelope. The face of the envelope shall
contain the company’s address and the IFB number. The sealed bid needs to be
returned to the City of Plant City, Purchasing Department, 302 W. Reynolds
Street, Plant City, FL 33563.

Bid must contain a manual signature of an authorized representative along with

the company name in the spaces provided.

If there are any questions concerning the specifications, contact Patrick Austin,
General Services Superintendent, telephone 813-707-2282. Such contact is to
be for clarification purposes only. Material changes, if any, to the specifications
will be transmitted by written addendum and are to be attached to the proposal.

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4. Addenda: Any clarification of the IFB documents will be made by an
addendum. Addenda to the IFB documents may be made in response to a
request for clarification, or any other reason the City considers advisable. Once
issued, an addendum becomes a part of the IFB documents. A copy of the
addendum will be sent to each entity receiving a set of IFB documents.

5. Selling, Transferring or Assigning Contract: No contract awarded under

these terms, conditions and specifications shall be sold, transferred or assigned
without written approval of the City.

6. Award: The Award will be made to the lowest and most responsible bidder
meeting bid specifications. Award will be made with a City Purchase Order.

The City reserves the right to consider, in making the award, the company’s past
performance, client references, qualifications, length of time providing the
services, and the financial stability of the company.

The City reserves the right to waive any formalities and/or irregularities and to
reject any and all bids.

Part II Specifications for Victoria St Fuel Facility Upgrade

Note 1: Questions concerning these specifications are to be referred to Patrick

Austin, General Services Superintendent, telephone 813-707-2282.

Note 2: Any variations to these specifications must be listed in detail in the space
provided at the end of these specifications.

1. General: This bid is to request a company to upgrade the City’s Fuel Facility at
Victoria St. This will consist of replacing the existing GASBOY fuel management
system, fuel dispensers and gate controller.

2. The fuel dispensers consist of replacing two single gas dispensers mounted on an
above ground containment tank and one dual diesel fuel dispenser mounted on an in
ground containment tank. Both new single gas dispensers will be mounted on existing
product lines with matching containment tanks. The dual diesel dispenser will be
mounted on the existing containment tank and product lines. Gate controllers will be a
new install.

3. The gas dispensers will be a one product single hose configuration and the diesel
dispenser will be a one product two hose configuration. The dispensers will have the
following specs:
• Flow rated up to 22GPM

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 • Non-computer mechanical register with power reset with interlock. Displays
on both sides of cabinet. Maximum 999.9 gallons. Non-resettable totalizer up
to 9999999.9. Display on front dial face.
• Micro-accurate 2-piston positive displacement design. Weights & measures
sealable.
• 115 VAC, 60Hz operation.
• Internal ten micron filter.
• 1 ½ inlet connection.
• 1 inch discharge with ¾ reducing bushing.
• Heavy gauge galvannealed steel cabinet, 14-gauge side panels and 18-gauge
doors. Powder coated finish.
• Internal hose retractor with hose mast and breakaway device matching hose
size.
• All user controls must meet American Disabilities Act (ADA).
4. The fuel management system will replace the existing GASBOY fuel management
system utilizing the existing conduits and wiring and will consist of a master unit, one
controller for both gas dispensers, and one controller for the dual diesel dispenser. The
two gate controllers will be newly installed at the new gate location.

The fuel management system will control, authorize and record the dispensing of
petroleum products as a stand alone system, capable of unattended operation for 7 days a
week, 24 hours a day. Dispensing of petroleum products is limited to vehicles and
equipment equipped with an authorized manual or automatic access device. The fuel
management system will have the following specs:
• capable of activating the fuel dispensers both by an electronic read/write
device and automatically by using a radio frequency device connected to the
vehicle.
• capable of communications via dial up or network card from the system
software loaded on a remotely located IBM compatible PC.
• capable of adding numerous external interface units such as gate controllers,
tank monitoring equipment etc.
• software must be forward and backwards compatible with all current and
future upgrades for at lease 10 years.
• software must be compatible with a minimum Windows operating system of
Windows XP.
• software must have the capability to permit:
1. manipulation of transaction data for printing reports on vehicles, users,
products, etc.
2. downloading of transactions and uploading of authorized vehicle and
user list.
3. transfer and storage of data.
• software must be capable of creating a transaction record and print hard
copies to an on-site transaction printer containing:
1. Vehicle odometer and/or chronometer
2. Vehicle ID Number

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 3. User ID if collected
4. Transaction Number
5. Number of units (gallons, quarts, cubic feet, etc.)
dispensed to tenths or hundredths.
6. Fuel site
7. Date & time
8. Hose number
9. Product number
10. Transaction Number
11. Last download time and date
12. Last power fail and date
13. Percent of memory currently in use
14. Gate transactions
• software must be capable of totaling monthly fuel cost by vehicle ID,
organization number and agency number.
• system must have the capability to store all data collected up to the time of a
power failure for a minimum time of three months preferred.
• system must permit manual override using a supervisors access in the event of
any problems should occur.
• system should have a self diagnostic capability of boards, LCD and 43-key
alphanumeric keypad using a supervisors access.
• system is preferred to have a construction that is designed in a modular
manner to permit replacement of circuit boards/components by the user.
• system is preferred to have the capability of the user plugging in a telephone
and talking directly to factory technicians who can assist in diagnostics and
repair while working on the fuel management system.
• system must have a time-out to deactivate a hose should the pulse count and
/or fueling stops. This missing pulse detector should be variable from 1 to 255
seconds as set by the supervisor.
• system configuration should be capable of operating in one of the five
configurations and have the option to change the configuration at any time
should operational requirements so dictate. Configurations listed below:
1. Vehicle key and verifiable driver number;
2. Vehicle key and unverified driver number;
3. Vehicle and driver key;
4. Either vehicle or driver key, and
5. Driver key and verifiable vehicle number
• system and components must meet the following specifications:
1. National Electrical Code, NFPA #70-2003
2. Uniform Fire Code
3. Underwriters Laboratories UL 1238 and 913
4. CSA C22.2 No 142 & 157
5. FCC Part 15, Class A
6. National Weights and Measures Certification
5. Island fueling controlling station must include:

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 • activating device reader.
• a liquid crystal display (LCD) that is a minimum of 2 lines by 40 characters,
and a 43-key alphanumeric keypad.
• ability to prompt the operator to input information by the LCD (which will be
recorded as part of the transaction record) for each transaction in accordance
with the system configuration.
6. We are requesting to have two preferred methods of turning the fuel dispensers on and
off:
1. An electronic read/write plug in device with USB encoder capable of:
• being written to hundreds of thousands of times (encoding and re-
encoding).
• contains the previous transaction mileage and range for a reasonability
check thus not permitting refueling if vehicle mileage is out of range
encoded on the device.
• can be encoded with quantity and product restrictions.
• can support the option of being locked out (thus not permitting refueling)
• have gold plated contacts and pins.
2. An automatic transmitter/receiver device that is connected to the vehicle and
lets automatic refueling without user input. This device shall:
• be weatherproof and have a flash memory.
• be designed to interface and be universally recognize (automatically
searches for the vehicle system type, Ford, GM etc) all standard Onboard
Diagnostic Bus (OBD) including OBD II, J1708, and J1939 bus standard
six (6) and nine (9) pin connectors.
• have non-powered two way radio frequency communications between the
fuel nozzle and the vehicle and a radio frequency tag mounted to the fuel
nozzle (no wires on fuel hoses). This will allow fuel flow from the
dispenser when the fuel nozzle is inserted into the authorized vehicle fuel
filler receptacle and fuel flow is terminated when nozzle is removed.
• have the antenna loop mounted around the fuel filler neck of the vehicle
and capable of interfacing/supporting two filler neck rings for vehicles
with two/saddle tanks.
• allow the vehicle to automatically send/receive data from/to the fuel
management system computer whenever it is within range and to
interrogate the vehicle to perform diagnostics to avoid and/or identify
problems without operator intervention.
• allow a newly installed vehicle to be initialized automatically at the fuel
island.
• automatically search for the quietest frequency and adjusts the tuning of
the filler neck antenna loop for maximum reliability in communications.
• automatically allow the fuel management system computer to
upload/download updated information to the vehicle module via flash
memory without the need for operator intervention.

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 • be able to record and track the vehicle’s mileage via the vehicle’s OBD or
a pulse count from the vehicle’s speedometer input.
• be able to record and track the vehicle or equipment chronometer to count
the time.
• be able to store vehicle peculiar information including but not limited to
vehicle ID, type of product authorized, quantity limit, site signature and
radio frequency ID.
• have the ability to transmit and control gate readers for ingress/egress
without operator intervention.

7. Installation of system and components must be in strict accordance with the

manufacturer’s recommendations, and applicable fire and environmental codes.
8. Training requirements:
• provide training of system operation and software
• provide one year toll free technical support for hardware and software

Any exceptions to the above specifications must be listed in detail:

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Attachments
Questionnaire Form
Bid Form

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 Questionnaire Form
City of Plant City

IFB No. 08-72041-001

Fuel System Upgrade

Please print or type:

Company Name: __________________________________________________

President/Owner: __________________________________________________

Business Address: _________________________________________________

Telephone: _____________________ FAX: ______________________

1. Provide information for three (3) references that the City may contact:

Company Name: _________________________________________

Address: ________________________________________________

Contact Name: _____________________ Telephone: ____________

Company Name: _________________________________________

Address: ________________________________________________

Contact Name: _____________________ Telephone: ____________

Company Name: _________________________________________

Address: ________________________________________________

Contact Name: _____________________ Telephone: ____________

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2. Number years of experience that your company has had in providing
similar services? _______________

3. Have you ever failed to complete work awarded to you? If so, where and
why?
___________________________________________________________
_________________________________________________________
___________________________________________________________
___________________________________________________________

4. List any licenses/permits, etc. you hold for performing this type of work:
___________________________________________________________
___________________________________________________________
___________________________________________________________

5. Will you sublet any part of this work? If so, list the portions or specialties of
the work that you will and identify the sub-contractor:
___________________________________________________________
___________________________________________________________

6. List the insurance coverage you carry:

______________________________________________________________
______________________________________________________________
_____________________________________________________

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 Bid Form

City of Plant City

IFB No. 08-72041-001

Fuel System Upgrade

Provide proposed charges for all items:

1. Fuel Management System ___________ - $ __________

2. Fuel Dispensers ___________________ - $ __________

3. Gate Controller ____________________ - $ __________

4. List All Other Charges –

a) ______________________________ - $ __________
b) ______________________________ - $ __________
c) ______________________________ - $ __________
d) ______________________________ - $ __________

Total Bid Amount - $ _____________

Total Bid Amount in Words - ________________________________

Page 1 of 2

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Name of Company: ________________________________________________

Company Address: ________________________________________________

______________________________________________________________

Signature of Representative: _________________________________________

Representative Name (typed):

_________________________________________

Telephone Number: ________________________ Date: _______________

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