Resolution 326-1989
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RESOLUTION NO.
326-1989
A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA, AUTHORIZING THE
MAYOR/CHAIRMAN OF THE BOARD TO EXECUTE AN
AGREEMENT BY AND BETWEEN THE MONROE COUNTY BOARD
OF COUNTY COMMISSIONERS AND TRAK ENGINEERING,
INC. REGARDING THE PURCHASE OF A FUEL MANAGEMENT
SYSTEM.
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE
COUNTY, FLORIDA, that the Mayor/Chairman of the Board is hereby
authorized to execute an agreement by and between the Monroe
County Board of County Commissioners and Track Engineering, Inc.,
regarding the purchase of a fuel management system, a copy of
same being attached hereto.
PASSED AND ADOPTED by the Board of County Commissioners of
Monroe County, Florida, at a regular meeting of said Board held
on the , .;J
day of J., If ..
, A.D. 1989.
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
//II~&P4
Mayor/Chairman
(Seal)
Attest: DANNY L. KOLHAGE, Clerk
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APMotlED A.r TO ~
AN9LEG4L SUFFICIENCY.
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FUEL MANAGEMENT SYSTEM CONTRACT
CONTRACT, made this day of
the Board of County Commissioners of Monroe
("Board")
, 1989 between
County, Florida
AND
TRAK Engineering, Inc., P. O. Box 20325, Tallahassee, FL 32316
("TRAK" )
RECITALS
A. The County wishes to automate its fuel distribution account-
ing system in order to
(1) provide for unattended dispensing of fuel,
(2) provide security against unauthorized access, and
(3) account for fuel used.
B. The County presently has three dispensers at its Key West
fuel site and an IBM System/36 Model D2K with 6 megabytes of CPU
memory located on Stock Island and linked by dedicated line to
modems in seven other locations, including Marathon and
Plantation Key. The Central Garages Department presently has an
IBM PS2/Model 50 with 1 M of memory and an IBM 5202 Quietwriter
printer.
C. At a regular meeting on 4 April 1989 the Board approved a
proposal by TRAK to install an automated fuel management system,
called the Fuel Sentry, which will accomplish the above goals 24
hours per day, seven days per week. The proposal was timely
received pursuant to a NOTICE OF CALLING FOR BIDS, duly published
on 3 February, 1989.
n. TRAK has had the opportunity to meet with County representa-
tives at a pre-bid conference, has reviewed the information
supplied by the County, has been advised of the County's needs,
and affirms that the system to be provided will meet such needs.
E. In consideration of the mutual covenants expressed herein it
is agreed that:
1. CONTRACT PERIOD
- This contract covers
a period of
, 19S9 (the
four months, beginning on
date of execution by TRAK) and ending on
1989, as per Section 3 herein.
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2. CONTRACT AMOUNT The total contract amount is
$31,475.00, to be paid in one installment upon completion of
installation and acceptance by the County.
3. ACCEPTANCE - Final acceptance will occur when the fuel
management system has been completely installed and is operating
according to specifications. The system shall be operational
within 120 days of work startup.
4. EQUIPMENT TO BE SUPPLIED - For the above contract
amount TRAK shall furnish and install and provide training in the
use and maintenance of the following equipment:
Location Quantity Description
Marathon 1 Trak Fuel Sentry, Model FSOl
2 Trak Fuel Hose Control
Key West 1 Trak Fuel Sentry, Model FS01
2 Trak Fuel Hose Control
Plantation Key 1 Trak Fuel Sentry, Model FSOl
2 Trak Fuel Hose Control
Subtotal...................$25,100
Additional Equipment:
500 memory keys @ $1.75 each
1 Trak Key Encoder
3 Oil Can Dispensers @ $1500 each
875
1,000
4,500
TOTAL. . . . . . . . . . . . . . . . . . . . . . $31 , 475
5. SOFTWARE - Software application shall be delivered,
installed, and functional within 90 days of award of contract and
shall be implemented and functioning to the County's satisfaction
prior to final acceptance of the system.
6. RISK OF LOSS - Risk of loss or damage shall be borne by
TRAK during transit, rigging, draying, and installation.
7. ENFORCEMENT OF WARRANTIES - TRAK shall enforce manufac-
turers' warranties, express or implied, if any, issued on or
applying to the software and shall authorize the County to obtain
all service furnished by the manufacturer in connection there-
with.
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8. SOFTWARE OWNERSHIP - TRAK affirms that it owns all of
the software to be supplied under this contract and is competent
to maintain it.
9. OUTSIDE CONTRACTORS - TRAK shall detail all installa-
tion charges and assume responsibility for work performed by any
outside contractors or technicians in order to make the system
operational.
10. SOFTWARE SPECIFICATIONS Software furnished and
installed by TRAK shall have the following characteristics:
8. GENERAL
1. ability to poll data at three fueling sites, two
of which are remote;
2. key reader terminals able to operate unattended 24
hours per day and require a two-key activation;
3. interactive data validation with rejection of
invalid data;
4. complete file-sharing capabilities while ensuring
file integrity;
5. ability to restrict access of equipment and
procedures to authorized personnel.
b. DATABASE
The database shall provide the following information:
1. site address
2. vehicle number
3. department
4. employee number
5. odometer reading
6. pump reading
c. FUEL MANAGEMENT FEATURES
1. initiate polling and support communication to each
key reader;
2. generate a report for each key reader showing
number of transactions polled, pump and tank
inventory, and time of polling; ....
3. sort transaction number by date, time, key number,
vehicle number, and personnel number;
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4. generate daily report of each department's fueling
record;
5. create, change, and delete information pertaining
to key and vehicle data;
6. verify key access number and fuel type selection
against fuel key access database;
7. enter odometer reading and employee identification
number to key access reader;
8. communicate with central controller over standard
dialup phone lines;
9. allow station operator to enter data on key
reader, such as fuel receipts, key lockouts, and
system parameters.
11. VOICE GRADE LINES Installation, if necessary, of
voice grade lines to be terminated at the fuel island shall be
the County's responsibility. If the County is unable to comply
with this requirement, there shall be an extra charge for TRAK to
bring the lines to the fuel island.
12. TERMINATION OF LINES - The County shall terminate at
its expense any lines required for the central controller within
five feet of the central controller.
13. ENVIRONMENT FOR CENTRAL CONTROLLER - The County shall
maintain at its expense a heated and air-conditioned environment
for the central controller. Failure to do so shall void the
warranty covering the central controller hardware.
14. PAYMENT - Payment shall be due on completion of instal-
lation and acceptance by the County.
15. MAINFRAME INTERFACE if a mainframe interface is
required, TRAK shall format the data to be transmitted in a
reasonable manner. The County shall provide at its expense any
special hardware or special lines that may be necessary for
transmitting the data.
16. DATA TRANSMISSION TRAK shall provide a Hayes
Smartmodem II or equivalent to transmit data to the host .2omput-
ere (Phone lines, special "black boxes", and direct line inter-
faces shall be provided by the County). Unless otherwise spec-
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ified TRAK provides no additional hardware. If an eight-inch
floppy, tape drive, or other hardware is required, it shall be
provided at the County's expense.
17. EQUIPMENT MAINTENANCE - TRAK shall supply service on
the County's equipment purchased from TRAK at the hourly rate of
$76.00 after the expiration of the initial warranty.
18. TRAINING TRAK shall provide training to County
personnel in the operation of the central controller and in the
use and maintenance of the Fuel Sentry. The training shall be
conducted by an engineer or technician who is thoroughly qual-
ified and shall include (a) approximately 30 minutes in the use,
operation, and maintenance of the Fuel Sentry conducted at the
fueling site and (b) approximately eight hours in the use of the
central controller, covering the following topics: introduc-
tion/setup, memory key activities, use of key encoder, inventory
control, system reports, end-of-period cleanout, system
functions, polling, and Sentry problems.
19. LIMITED WARRANTY - TRAK warrants to the County that its
products will be free of material defects and will perform as
specified for a period of one year. TRAK's responsibility, and
the exclusive remedy of the County, for a breach of any warranty,
is limited to correction or replacement by TRAK at its option.
TRAK shall have the right of final determination as to the
existence and cause of a defect and shall have the sole right to
decide whether the product should be repaired or replaced. This
warranty shall not apply to any product or any part thereof which
has been subject to:
a. accident, neglect, negligence, abuse, misuse,
theft, vandalism, fire, water, electrical failure,
or acts of God;
b. any improper maintenance, overhaul, installation,
storage, operation, or use;
c. any alteration, modification, or repair by anyone
other than TRAK or its authorized represent~tive.
This warranty is expressly in lieu of all other warranties,
express or implied. To the extent that this warranty cannot
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exclude or disclaim implied warranties, such warranties are
limited to the duration of this express warranty or to any other
shorter time permitted by law.
20. DISCLAIMER - TRAK expressly disclaims any liability
arising from the operation or inability to use its products and
shall not be liable for any consequential, incidental (including
lost profits), or collateral damages or injury to persons or
property. TRAK's obligations under this warranty are conditioned
on the County's maintenance of explicit records which accurately
reflect operating conditions. At its request TRAK shall be given
access to such records in order to substantiate warranty claims.
No action shall be brought for breach of any express or implied
warranty after one year from the expiration of this express
warranty's applicable period.
TRAK neither'assumes nor authorizes any person other than a
duly, authorized officer or representative to assume for TRAK and
other liability or extension or alteration of this warranty in
connection with the sale or any shipment of TRAK products.
Unless otherwise agreed in writing, and except as may be neces-
sary to comply with this warranty, TRAK reserves the right to
make changes in its products without any obligation to incorpo-
rate such changes in any product manufactured at an earlier date.
This warranty is limited to the terms stated herein. TRAK
disclaims all liability for incidental or consequential damages.
21. VEHICLE LIABILITY INSURANCE TRAK shall provide
vehicle liability insurance for bodily injury, property damage,
and required no-fault coverages in the amount of at least
$300,000 per occurrence.
22. CERTIFICATE OF INSURANCE - coverage for all exposures
shall be underwritten by an insurer rated at least "A" or higher
by the A.M.Best Company insurance rating organization. The Board
shall be provided with a certificate of insurance requiring
notification of at least 30 days for termination for any cause.
Coverage shall remain in effect for the full term of th~s con-
tract.
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(SEAL)
Attest:
h. Phone Lines: Voice-grade dialup lines, to be
installed and maintained by the County.
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
.,...
By
Mayor/Chairman
(SEAL)
Attest:
Clerk
TRAK ENGINEERING, INC.
By
Title
Title
AJMOV'D AI TO IOIW
AND L GAL SUFFICIENCY.
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BY
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