Item C20 C.20
t, BOARD OF COUNTY COMMISSIONERS
County of Monroe Mayor Sylvia Murphy,District 5
The Florida Keys � � �l'U � Mayor Pro Tern Danny Kolhage,District 1
�pw° Michelle Coldiron,District 2
Heather Carruthers,District 3
David Rice,District 4
County Commission Meeting
May 22, 2019
Agenda Item Number: C20
Agenda Item Summary #5492
BULK ITEM: Yes DEPARTMENT: Fleet Management
TIME APPROXIMATE: STAFF CONTACT: Roy Sanchez (305) 292-3572
N/A
AGENDA ITEM WORDING: Approval to purchase equipment and software from Guardian
Fueling Technologies for replacement of Fleet's existing fuel management system using Sourcewell
(formerly National Joint Power Alliance) Contract 4022217-SYS with Syn-tech Systems for Fleet
Management and related technology solutions in an amount of$81,183.08.
ITEM BACKGROUND: The attached quote is for proposed replacement of existing system
purchased and utilized by the County for approximately (30) thirty years. It is now outdated and will
soon be obsolete and the provider has advised they will no longer be able to provide replacement
parts and they will no longer support the system. Sourcewell (formerly National Joint Powers
Alliance"NJPA"))is a service cooperative created by the Minnesota legislature as a local unit of
government. Minn. Const. art. XII, sec. 3. Sourcewell contract 4022217-SYS with Syn-Tech
Systems was competitively bid by a Request For Proposal with an opening date of February 23,
2017 and is otherwise in compliance with the Monroe County Purchasing Policy regarding
cooperative purchasing.
PREVIOUS RELEVANT BOCC ACTION: Sometime after the Board approved and purchased
existing system, Keys Energy Services, City of Key West and Monroe County School Board
unofficially piggy-backed County purchase and all parties have worked together in the past sharing
fuel during emergency situations. Keys Energy, The City of Key West and the School Board are all
in the process of upgrading to same system in order to continue to work together and share fuel in
the time of need.
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Guardian Tech Quotes, Syn-tech Systems Info
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C.20
FINANCIAL IMPACT:
Effective Date: Upon approval
Expiration Date: TBD—Ongoing maintenance contract
Total Dollar Value of Contract: $81,183.08 plus annual maintenance of$8,700.00
Total Cost to County: $81,183.08 plus a share of the annual maintenance
Current Year Portion: $81,183.08
Budgeted: Fund Transfer
Source of Funds: 504-23502-560640
CPI: N/A
Indirect Costs: N/A
Estimated Ongoing Costs Not Included in above dollar amounts: $8,700.00 annually
Revenue Producing: N/A If yes, amount:
Grant: N/A
County Match: N/A
Insurance Required: N/A
Additional Details: School Board and Keys Energy have agreed to pay their annual fair share
of$8,700.00 for cloud-hosted software allowing each agency to continue sharing systems and
facilities.
Pursuant to Monroe County Purchasing Policy, Chapter 7 Exclusions C. Cooperative
purchasing purchases equal to $50,000.00 or more from vendors holding current "State" and
Government Services Administration herein after (GSA) contracts are exempt from the
competitive bidding process unless directed by the Purchasing Director or County
Administrator to do so.
REVIEWED BY:
Roy Sanchez Completed 04/26/2019 8:54 AM
Gabe Price Completed 04/26/2019 10:09 AM
Alan MacEachern Completed 04/26/2019 11:18 AM
Kevin Wilson Completed 04/26/2019 11:39 AM
Christine Limbert Completed 04/29/2019 10:20 AM
Budget and Finance Completed 04/29/2019 1:50 PM
Maria Slavik Completed 04/29/2019 3:02 PM
Kathy Peters Completed 04/29/2019 4:46 PM
Board of County Commissioners Pending 05/22/2019 9:00 AM
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TpuauAut Ilgunstaut n M Live Fuel Management Software ro 8,700M 8,700.00 >
I IDatabase Conversion $ 1,790,,0 D a
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I Export to Iplleet Management $ 2a 13!s, 0 2,:35M 91
...................Software user tragwngung;Qwa ebignanr) $ 49s,00 4911ri.00 91
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1................FMUve IlunstaVllat'aarn and hfifiaHrafinurng $ A,30tgetwtk 1,3�IQ�ettt7
I................A HA Installation arid,rrairOn (Tprst 10 units) u( 3,995,00 $ 3,995.00
G. Project Management $ 7,800,00 $ 7,800,00
,80po00
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final autrAaeov ag W Sefieff CDffi rel Officer awpli s:onstoMe o-a bonafide ccrbbad
be.veerr the sutyect Is all terms tsrcc/r.:'mxcar.As9-ion,within Phone neap riu.umP'ntne rp cn.°F..N11,ti-&682 �
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staaaca:9arae,,cararneer w rrtt ra,rw rt,eroe sAaemC den tAxa'ru .rrmx srosaat. w;ElppARMA N Ftggrvt.pV:NG TIECtt~gNOVl.uG;tCnEIES ACCEPTANCE
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pas. Monroe CO Unnty Neel t4aurwaaUdgaea ent Tampa,FL MRun'm 4ii gwaamru,AL
1200 Tw a naaaun Ave,,Ste, 21.M. Ft.Myers, Mao,,, fnthmikaa„GA
Key West, FL 33040 Maadna6,FL M:W ulrnlWaa,
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Odan¢netea,FL. RE.aallerogh,19C
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G eaw¢erM deeeae::m°mgmt`ilo w eat"work to be gawaa°M"clrilr edu �
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Supply a adtdbat:faarwaaE Prcuas'deesa �
Note:e:Quantities of each dolor Pra:k ee to be agaeedfed by cu turwd:er prior to placing the orc:gedr with the raeaarucrt�nc er.ur'er �
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FUE-L MANAGEMENT SYSTEMS 0
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TOIE ro"rAL PRICE IS AS FOLLOWS: 0
NOTE TOTAL L 16„R'RICEE MCLUDES EmEa1Y"EMAs°E'ir_"RA SALE","w/USE"R"PaRt
EQUIPMENT 2,733.72
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9anestr all(l)NEW l'aAltll.ive 4500"ad mares Console oleo with Pedestal and rendloaaaedf a:duarrponerrats
lled:dmanlndguor°e:A e„xl, llldngy electrical conndldall as aeadgdcarerdl for new*500 series 1='IVU aaralt
Run new c oraorrrearroaa ralldora wire llor`dodagylr existing conduit uit back to whe ie building h,lr steads` �
Install I'MUL 2 a ollware by with the assistance dsl rca tanners u"l 7 dldmlzwlrnod'rrol&l uenllslwodRe^e`S.a#ogrdorl d"eaurPn >
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Marathon, Ftm 33050 Job Name FTILE a,.iiwve Ne e n a'ysutammrra rinst,'M Sfte#2 at a4..8 5-F"tu82 �
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m'UNLESS SNC'.nr'de.'AILY NOT[.rt,6Pa'a,S PROPOSAL IS u/s 110 17OR.30 DAYS r'PaOM THE enea ra:ABGV IE e.
Ga',rame raal description of aanaork to be II pmraalrfoir'm'ma w'L
pfotrrptze to site �
Remove e.a;asdrrarp dteeeR'systaem and dispose y
9raeatardd)d)dWt',PI P✓t'tattdp.awce 4500 Series Console Ivrdtdr Pedestal and reeterde"eyed c oeurpoitennts
dte;co ntptpntrne eexre,at.artrp aerie drdc°<ap co nCdn.spt as required tang new 4500 s;rertee,aa d MU rtradt 91
Run new communication oawhe through existing errrrcdernt back to where er"e building is located
6'rasadaapd S'a"ytpt.aare,a offin aaree by wnaPtta the<a.ae'r,tcance°'crt a.nr.>tearnters'I N.deypaaattrrneennt&Fuel PwPaae'ateer Support Team
Pernw°ardee basic.,parraepraarnnrnnarnp//user training on site at ttr eP system earners installation is completed
Start tips nT Qv nmhn s ion Equipment rrne nt orw+dtta p=ere l Maasste:°r"
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Leave Jaab site clean of any and all debris rreeaaaptarrpp fr"crran prna'ntadtaatarrrn by d"ua,athara
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Repairs irs to existing a adeee"tr'aemaad Mies,conduit r breaker paa,raerd NO P drdcde deerd 4)
va&S Engineered Dwwr as/t:xpre':.a,ddd'tsr awry Permits are N07"trat'du de.:ed,it rercpeaaregcd additional e'rr rds will apply U)
ddt'dd rrtcuchile and module assembly e rmmbly kit hisataaddmatarram tdOT prna prardeaed by Guardian
Neytwrreork aae.a'.'ae,a.,Am.aacattrwr,are:prnstaattamt"aaarw and testing avt fAPpd system is required
Expsntntn,T krrt,Paares to be re.a.r.Eeerd,if new prt te>ar n asaece.needed aekda"taerarad costs wwradd apply CY
standard One):t)year facl'crr'y warranty included
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THE TOTAL AL t ICII: IS AS FO Lt OWS-
Ntalml TOTAL CN"'a'tICE]ENCLUDES a'�`aw'9E't'.Mdt1Y"a~D aEFwN.ES/USE TAX 4�
VEQttTVE'IMENT- 9,760.17
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1,0: Monroe F:"amuntys Meet Fdaaraaapdemrraee.rad Tampa, F'F. Bilir malraayhammw,AR.
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Geaneir,M de.se.rmymNlmamm of work to be Fme:rformmme d—
mobilize to s it(-;�
Remove existing fleet syslern and dispose �
Install/l/NEW F°AR.fLive 4500& ies f;.`eunsole:m wwff'fm fre.desf'aal and r'erprraseeed components 0
Fre^confrprecra^e xiFiUrrap electrical e:crraduit as required FFar°raewww*6500 sae*e'res F'aMU unit L
Run new remr�rmrrwunit:aad'faar�r wire through e�^xr.adlrrep a;on duct faa�ick fee w he:^rTe^building r n located
Install F`bdlll.lve Software by with the assistance ace^of customers')y"rdeapsar"fraaent F.d fuel maastea af'e.aprp o d 7"m?acra �
fnrovi ds hassle:premepraarrmrarrrappf user training On site at fleet sy+snlesrmm once Installation is completed
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lend arpa Fa Commission Equipment art'with f are l Fdassder
l.aea vr?job sfde clean of any and all debris resulting fraarrm installation by Guardian
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adb'ra:a Engineered CFwrap-"s/Expaerdffear' Permits are NO fras:lesedeaed, if reerpeah eed additional l costs uarfff apply
AIM module and module,a s se:rrmrblyF kit.installation fN01 lrmwleredeard by Guardian U)
Network acc-ess for software lrm,sdaallaaFfrars and leasaf'ix ref/"Pit) y!slesrra as reNeperlr°eMaed
Exl,saling psaa/saar;a,to be reused,of new pulsars ate needed a;ro¢drladfruaarrl costs will apply
Standard one/N/yreeaar faaedrarya warianty included �
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Syntech n hone e50,878,2558
1010 Fmir Flaim' i )fty, 16flalhassee, II V 32305
MYR FELMASTER.001V
Company Overview
Syntech Systems,Inc.,is a privately certified veteran owned manufacturing,engineering and software U)
company,based in Tallahassee,Florida.We are well known as the leading innovator and the pioneer of automated U)
fuel management solutions.We have developed comprehensive solutions for a wide variety of users from private
companies to public municipalities and branches of our federal goverriment We began working in this industry for 4-
the Department of Defense in 1970 and launched into the commercial space in 1989.Currently,we employ 0
approximately 200 personnel with the largest Fuel Management engineering team in the industry.Omar reputation
is soundly built on our Experience,our Technology,and our Customer Service.Some of the attributes under these U)
categories that make Syntech the trusted leader in our industry.
Our Experience. CL
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0 Our products are designed and manufactured in the USA.
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® FuelMaster is the preferred fuel management provider for twenty-nine(29)state DOTs,including FLDOT, >
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as well as a MURitude of other state agencies across the country. L-
0 The US Air Force utilizes FuelMaster at bases around the globe with more than 30,000 AIM units installed. CL
0 Thirty-fove years of service supporting the Department of Defense in fuel management. 0
0 FudMaster is the preferred fuel management equipment of US National Parks with units installed in 4-
dozens of National Parks including Denali,Yellowstone,and the Grand Canyon. S
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0 Successful installation and operation of equipment in extreme environment settings;including Barrow, E
Alaska,Antarctica,Greenland,and the Mojave Desert.
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0 Some of our larger non-government customers include The Boeing Company,Lockheed,Ford Motor
Company,Dean Foods,Mansfield Oil,Old Castle,West Texas Gas and McLean Trucking.
0 The Department of Homeland Security,which includes Customs and Border Protection,are long-term
customers that recently awarded Syntech a new major contract that included the installation over 16,000
AIM Titanium modules running on our FIVILive platform.
Ourlechnol2gL.
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0 Syntech prides itself on maintaining backwards compatibility across the generations of our products,
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0 As the initial vendor of Automated Fuel Service Station equipment to the US Air Force,developed to their
precise specifications and performance requirements,Syntech has maintained its position as the
preferred supplier. Today, the US DoD utilize the Yd generation design at all CONUS fueling facilities.
0 With measured Mean-Tmie-Between-Faflure(MTBF)of over 18,000 hours and Mean.-Time-To-Repair
(M1TR)of less than 20 minutes,our hardware provides the highest service levels in the industry.
0 Rigorously engineered system modularity greatly facilitates ease of repair and simplicity of upgrade.
0 All FudMaster fixed units communicate back to the FIVILive enterprise servers,with fixed sites reporting
transaction,alarm and alert data in real-time.
0 FuelMaster fixed fuel island controllers interface with industry standard Tank Monitor Units;reliably
collecting storage tank inventory,delivery,and alert information;relaying that information to FMLlve to
assist in accurately managing tank inventories.
Our Customer Service:
0 Personalized,around the clock,call-in service from a team of thirty highly trained support personnel.
0 Call support experience averages nine years of technical exposure on Syntech products.
0 Fifteen direct full-time field technicians,as well as a broad network of trained contractors and over 300
qualified distributors,
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• Our customer service staff has a direct link to application engineers and system designers.
• Of allcall-center activity, 2 of call issues are resolved the same day through phone support.
• Repair parts are immediately available for the estimated 15-year life of the system.
• Support can be offered through multiple communication mediums.
• Achieved a 95.2 customer satisfaction rating by dedicating the entire teams to our core belief of"Making
it Right the 11 Time". o)
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Commercial customers benefit from our DOD experience and product sasstainability requirements.For
example,FuelMaster was originally designed for global use by the Air Force and the specifications required that 4-
the systems be"user maintainable"for 25 years.This is accomplished by utilizing modular components and remote 0
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diagnosti support- anther foundational benefit is that all of our new technology can be deployed to existing 0
systems"backwards compatibility",therefore existing customers can benefit fromour newest developments. U)
Syntech Systems is ffanarncially strong,and continues to maintain among the highest maximum overall
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company ratings within the petroleum equipment industry.This includes a composite evaluation of AAAI(the
highest available)by twin&Bradstreet,with overall credit score,financial capability.swore"and supplier
performance,all rated at the highest possible levels.Additionally,price Waterhouse Coopers audit the company >
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annually,and annual reports are available upon requn .Syntech has never been involved in a lawsuit with any CL
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customer. CL
Continuous Qmn rovement Commitment itmernt
Our goal is to constantly pursue premium performance in an effort to brim exceptional value to our um
customers.We are committed to achieving success by putting our customer's success as the building block of our
success
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