REQUEST FOR PROPOSALS FUEL MANAGEMENT SYSTEM FOR THE CITY OF STOCKTON, CALIFORNIA (PUR )

REQUEST FOR PROPOSALS FUEL MANAGEMENT SYSTEM FOR THE CITY OF STOCKTON, CALIFORNIA (PUR 12-074) POSTED 10-19-12 PLEASE NOTE THAT THE SUBMISSION DATE FOR THE PROPOSAL HAS BEEN CHANGED TO NOVEMBER 1, 2012, 2PM, TO THE CITY CLERK S OFFICE. 1. Communication please send your communication via email. 2. Questions the last day to make inquiries is October 4, 2012. 3. Answers clarifications and answers will be posted by October 11, 18,2012. 4. Bids due promptly by 2:00 pm, Thursday, October 18, 25, NOVEMBER 1, 2012, City Clerk s Office. POSTED 10-18-12 THE FOLLOWING INQUIRIES WERE SUBMITTED. CITY RESPONSES ARE IN BLUE. >>> "Katherine Blyth" <kblyth@trakeng.com>>>> We would like to submit the following questions. 1. Page 14, Letter A, will the secondary sites using the VIT for vehicle id? Not unless proposed by vendor, RFID tag, smart chip, magnetic card or similar would be acceptable methods to ID asset to system 2. Page 14, Letter C, do we supply the computer hardware as well as the software? City will provide the hardware (PC that system would run on), however, please include pricing separate from proposal in case City decides to outsource. 3. Page 15, Letter J, Can you send us the make/model of the dispensers and the number of hoses? All are Gasboy dispensers. This question also touched on in the mandatory job walk (for the # of hoses at the Corp Yard) 4. Page 28, should the pricing be in a separate sealed document than the technical proposal? Yes, submit pricing in a separate sealed envelope. No pricing information should be submitted with the technical proposal. Also,

please include under OPTIONAL category the following: cost of electrical, cables, PC, and other miscellaneous items that the City would provide, but may decide to outsource at a later time. Note also that the pricing sheet will be submitted in your own individual formats. No form is provided in this RFP. Thank you, Katherine Blyth Trak 2901 Crescent Drive Tallahassee, FL 32301 kblyth@trakeng.com 850 878 4585 x 325 850 445 9604 cell 850 656 8265 fax www.trakeng.com >>> "James Tyson" <jtyson@pmeco.net> 10/4/2012 12:13 PM >>> Hello, I have a couple of questions from the job walk that I attended earlier this week. They are as follows: 1. Are there any key or cards that are required for fuel access? Fleets preference would be a. For veh/equip. utilizing a VIT device capable of providing fuel system with both asset ID and mileage or hour meter info (wirelessly), it wouldn't necessarily require a smart chip or magnetic card as a asset ID b. for equip/veh. not getting VIT device it would need either smart chip or magnetic card type device to ID asset and hour meter or mileage would still be manual entry function 2. Are all the sites keyless except for passive or automated fueling sites? Vendors system must provide Vehicle Info Transmitting device capable of sending mileage or hour meter readings wirelessly to the fuel management system (automating the process, eliminating operator manual entry mistakes). If device vendor has is capable of sending mileage or hour reading info but not capable of sending asset ID info then they'll need to be something like proximity card or smart chip/key or RFID tag device to ID asset. Fleet wants an automated, secure way of identifying asset and an automated, secure wireless way of sending assets current mileage or hour meter reading to fuel management system Thank you, James Tyson

Petroleum Marketing Equipment (PME) 2190 Enterprise Blvd. West Sacramento, CA 95691 Cell: 916.205.1049 Office: 916.371.8271 x 383 Fax: 916.384.0298 E-Mail: jtyson@pmeco.net >>> "Brian Gelakoski" <briang@sciww.com> 10/4/2012 11:52 AM >>> Doug and Concepcion, I enjoyed meeting you both at the bid meeting on Tuesday. See my questions below. Stockton Questions 1. It is understood the city is looking for 250 RFID or VIT vehicle tags with the possibility of more needed in the future. What is the preferred ID option for the remaining fleet/equipment/drivers and what is the total amount needed? The options are a. Magnetic or proxy Card (Card is swiped and systems grants access) b. Keypad (User enters numeric password) c. Smart Chip Key (User uses smart key to activate system, system recognizes and records key id) We want system to include 250 VIT's (vehicle information transmitter, which is electronic module plugged into vehicles on board diagnostic connector capable of transmitting wirelessly the current vehicle/equip mileage or hour meter reading to the fuel management system) this functionality will eliminate erroneous entries made by operators. The RFID (radio frequency0 i thought was/is only a passive chip device similar to sonitrol card, like what Brian notes in 1. a. & c. (a chip with a given resistance value to identify something or someone). For assets not assigned VIT's operators would still have to manually enter mileage or hour reading 2.In the pre bid meeting, a preferred communication method between the sites and the computer was discussed but not fully established. Please provide the communication method (wifi, Ethernet). No preference. 3.During the bid meeting, a fleet fuel sites document was passed out. This document has 18 sites, 2 of which are closed. Is the vendor to install fuel system

products on the remaining 16 sites? I know there was talk about a site being relocated. If this is suppose to be in the proposal, please provide which site it is and the setup. We re looking for a proposal on only the current 15 functioning sites. If Fleet is successful in moving old North PD fuel station elsewhere, we ll consider our options at the time. 4.What sites are planning to utilize RFID (VIT) Vehicle Identification initially? What is the % of gas vs. diesel vehicles utilizing RFID technology? Our current green (Gasboy) fuel key is basically similar to RFID tag-an identifier which tells the system this is asset XXXX and the system either recognizes it or not. It just doesn't utilize radio waves, it has to make physical connection (key reader) to chip in key. They're system hopefully utilizes smart chip or proxy card to identify the asset. We would like system to have capability to identify asset as well as capability to identify employee 5.In the specifications #2.1.01 indicates electronic fuel level monitoring at all sites. Is the city looking for an automated tank level monitoring system (i.e. a veeder root system) at each tank or just an electronic representation of the tanks level which is collected manually during a tank fill? Fleet is needing an electronic automated way of monitoring only fuel level at all sites and doesn't require a veeder root tank gauge similar to TLS-350 at corp yard cause it also serves regulatory function of notifing us in the event of a tank leak or sensor malfunction, and since the corp yard fuel sites veeder root gives fuel levels and it won't be necessary to include tank level monitoring for it 6.Are vendors required to charge sales tax in the proposal? If so, what %? Yes, 8%. >>> Daniel Armour <daniel.armour@sbcglobal.net> 10/4/2012 8:26 AM >>> #1) It states in the RFP that the City of Stockton will be handling any/all electrical work. Is this necessary? Or can we provide costs for electrical work? Please provide costs for electrical work. #2) Are there 14 or 15 sites to be quoted? 15 sites #3) Can you provide model numbers and pictures/diagrams of all sites? Pictures for the sites that were not visited are posted under PLANS/ATTACHMENTS POSTED 10-18-12 THE FOLLOWING QUESTIONS AND ANSWERS/CLARIFICATION WERE DISCUSSED AT THE MANDATORY JOB WALK ON OCTOBER 2, 2012. 1. BOND REQUIREMENTS - A proposal security is not required for this project. However, contract bonds and faithful performance bonds are

required by the time the contracts are signed with the recommended awardee. 2. CASHIER S CHECK IN LIEU OF A BOND - This is acceptable. 3. DETAILS FROM THE FLEET MANAGER The City s FMS is an aging Gas Boy System that needs to be replaced. It s DOS-based and a power outage rendered it incapable of retaining any transaction data beyond 1 week. There are 15 sites currently (please see handouts of site list and maps). All the stations are diesel; all 500 gallons (except Co #2). All the sites are above-ground, except the Corp Yard s. 4. Does the City want to install TLS to all sites? No, we desire an electronic automated method of monitoring each site s inventory tank fuel levels, preferably in real time. 5. Veeder Root, TLS 350 at the Corp Yard only, no phone line connection. 6. Do the rest of the sites have Ethernet and Wi-Fi connectivity? They will have and will be obtained internally. However, please provide a separate cost, outside of your proposal to provide such connections. This is in case the City decides to outsource these services. Since the information on distances from island to building or the best route for such connections is not available, please provide the information in type of cable and cost per foot or other alternatives. 7. What is the purpose of the requirement on page 16, item S 1 quart increments? To provide for the possibility of expanding the sites capability to dispense oil, diesel emission fluid and or transmission fluid and capability to monitor the dispensing of such products into City vehicles. 8. What is the purpose of the UREA injection? UREA is commonly referred to as diesel emission fluid which many new diesel-powered vehicles/equipment are equipped with and require frequent refilling of the reservoir that supplies DES fluid for injection into the exhaust system of the vehicle/equipment. 9. Any details regarding page 16, item Q? To provide for a display screen at each site control console which informs operators of necessary information during the fueling process. 10 Please clarify the requirements on page 21, B. The diagrams of the wiring and insulation will be used for when the installed FMS requires repairs. If they will be taken cared of by subcontractors, please indicate and provide such information in the proposal.

11. Is there a need to provide software source code? Yes, required. 12. What types of on-going services and support will be needed? Responsiveness in a timely fashion, within 1-2 hours of call or telephone support. The details are defined in the RFP specifications, pages 23 and 25, 2.1.14, 2.1.16. Repair, x 10 years. 13. Please provide a breakdown of # vehicles that need to be fixed or outfitted with VIT monitors. The City may initially equip 250 vehicles with VIT devices per 2.1.02, but depending on pricing proposals submitted may have capability to do more that that number. If only 250 are initially purchased, 150 will be installed on Police Department vehicles, 60 on MUD vehicles and 40 on Public Works vehicles. Please see the list of vehicles under PLANS/ATTACHMENTS. 14. In the 4 main sites, what s the expectation of the FMS? Hybrid systems are acceptable; passive systems are also. If you have other solutions, please provide them. Anything that would allow the City s funds and provide the necessary system. If other solutions are possible with the costs, like providing VIT monitors please provide the information. 15. IT requirements: Note that the City is a CISCO shop. Please provide cost separate from your proposal, involving: service level, maximum warranty on hardware and software 16. Are PERMIT costs to be included in the proposal cost? How about tank monitoring and environmental health issues? Does the City pay or the contractor? This will be negotiable. Include these costs in your proposal. 17. Is there a dedicated circuit board? How long should the conduit be run from panel box to fuel island? See table at the end of this set of Q&As, #25 18. Aerial view of the sites? This information is available via Google Maps. 19. Who maintains the generator? Energy System, Central Valley, West Star Environmental 20. Corp Yard tanks: - with Veeder Root and wireless connection - the City will be the one providing the ethernet cable to the sites. However, please provide the costs separate from your proposal. - Fleet office has computer to Veeder Root. Wi-fi won t transmit that far - pumps will be replaced next year; 7 hoses, not 8

- DEF now? No, for future expansions. 21. MUD tanks: - 2000 gallon tanks, x2 - Gas Boy, with green gas key and manual entry of info - cable, with receiver in the building - will City allow for placement of a weather-proof box? YES - should alternate wiring and equipment be suggested? Yes, a total package would be rated better. 22. Station No. 2 tanks: - sites have no tank monitors - City is looking for remote capability of accessing level amounts in the tanks - Gas Boy tanks, 1000 unleaded, 2000 diesel - this is the only Station site with unleaded 23. PD, Main tanks: - 6000 gallons, Gas Boy, unleaded - above ground - conduit runs into building, at the lower level 24. Station No. 6 tanks: - 500 gallon diesel tanks, all Gas Boy - all above-ground 25. Summary details on sites: FLEET Fuel Sites - Details Site # Site Name Physical Address for Fuel Site Fuel Types Tank Size 90% Max Ethernet? Phone lines? Wi-Fi? Existing equipment 1 2 Corp Yard Main PD 1465 S. Lincoln St. Diesel Unleaded 12,000 12,000 10,800 10,800 NO YES NO Veeder Root 22 E. Market St. Unleaded 6,000 5,400 NO YES NO N/A 3 Co.2 110 W. Sonora St. Diesel Unleaded 2,000 1,000 1,800 900 NO YES NO N/A 4 MUD Admin 2500 Navy Dr. Diesel Unleaded 2,000 2,000 1,800 1,800 NO YES NO N/A 5 NPD CLOSED 6 Co.4 5525 Pacific Ave. Diesel 500 450 NO YES NO N/A

7 8 9 10 11 12 Co.11 Co.3 Co.9 Co.12 Co.7 Co.6 1211 E. Swain Rd. Diesel 500 450 NO YES NO N/A 1116 E. 1st St. Diesel 500 450 NO YES NO N/A 550 E. Harding Wy. Diesel 500 450 NO YES NO N/A 4010 E. Main St. Diesel 500 450 NO YES NO N/A 1767 W. Hammer Ln 13 Co.1 CLOSED Diesel 500 450 NO YES NO N/A 1501 Picardy Dr. Diesel 500 450 NO YES NO N/A 14 Co.14 3019 McNabb Diesel 500 450 NO YES NO N/A 16 Co.10 2903 W. March Lane Diesel 500 450 NO YES NO N/A 15 OP CLOSED 17 18 Co.13 Co.5 3606 Hendrix Dr Diesel 500 450 NO YES NO N/A 3499 Manthey Rd. Diesel 500 450 NO YES NO N/A SPECIAL NOTE: 90% Max = Maximum # of Gallons Allowed in Tank POSTED 10-9-12 BASED ON THE NUMBER OF AND TYPE OF QUESTIONS FROM THE MANDATORY JOB WALK, IT WILL BE NECESSARY TO DELAY THE POSTING OF THE NOTES AND ANSWERS FOR ONE WEEK OCTOBER 18. THEREFORE, THE SUBMISSION DATE FOR PROPOSALSWILL ALSO BE DELAYED ANOTHER WEEK TO OCTOBER 25, 2012: 1. Communication please send your communication via email. 2. Questions the last day to make inquiries is October 4, 2012. 3. Answers clarifications and answers will be posted by October 11, 18,2012. 4. Bids due promptly by 2:00 pm, Thursday, October 18, 25, 2012, City Clerk s Office. NOTES FROM THE MANDATORY JOB WALK WILL BE MADE AVAILABLE ON OCTOBER 18, IF NOT SOONER. POSTED 9-20-12

NOTE THAT THE MANDATORY JOB WALK IS ON TUESDAY, OCTOBER 2, 2012. THIS IS A CHANGE FROM THE ADVERTISED DATE. 1. Communication please send your communication via email. 2. Questions the last day to make inquiries is October 4, 2012. 3. Answers clarifications and answers will be posted by October 11, 2012. 4. Bids due promptly by 2:00 pm, Thursday, October 18, 2012, City Clerk s Office.