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BOOK .11 FAG- 73 <br />DESCRIPTION AND CONDITIONS <br />The optical card reader used at Fleet Management to fuel county <br />vehicles needs replacement. It is 15 years old and obsolete. <br />Since it recently failed, we are manually operating the fueling of <br />vehicles which takes added personnel time at the pumps and in the <br />office to bill using divisions and outside agencies. Fueling <br />occurs seven days a week, so an automated systems is needed. <br />Staff has received a quotation from our normal petroleum equipment <br />contractor, Southern Petroleum Systems (SPS), and the cost to <br />replace the system is $9,369.80 for parts and $3,365.00 for labor, <br />or a total of $12,734.80. Staff considers it to be very important <br />for SPS to furnish and install the system since SPS recently <br />installed the EPA required fuel system upgrade. This company would <br />be solely responsible for all equipment at the Fleet Management <br />site. No warranties would be voided. SPS has also stated that the <br />equipment can be transferred to the new joint County/School Board <br />fuel depot site next year. <br />ALTERNATIVES AND ANALYSIS <br />Since SPS has recently installed the upgraded fueling equipment at <br />fleet management which is currently under warranty, staff is of the <br />opinion that they are most familiar with existing equipment. The <br />following alternatives are presented: <br />Alternative No.1 <br />Issue a purchase order to Southern Petroleum Systems in <br />the amount of $12,734.80 to replace the card reader <br />system. Since manually operating the system seven days <br />a week/24 hours a day for emergency vehicles is not <br />practical, waive the normal bidding process and issue an <br />emergency P.O. Time is of the essence. <br />Alternative No. 2 <br />Proceed with preparation of bidding documents and <br />competitive bidding. This process will take 45 days <br />minimum. <br />RECOWMMATIONS AND FUNDING <br />Staff recommends Alternative No. 1. Funding to be from the one <br />cent local option sales tax program designated for the new Public <br />Works Department Complex ($2.6 million). <br />ATTACEMMUT <br />1) Memo from Mike Owens to Jim Davis dated 11/8/99 <br />2) Requisition <br />December 21, 1999 <br />58 <br />