HomeMy WebLinkAboutC-3207 - PSA to install an automated fuel systemPROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT, entered into this 28th day of April, 1998, by and between
CITY OF NEWPORT BEACH , a Municipal Corporation (hereinafter referred to as "City "),
and MILLIGAN & SONS, INC. whose address is P.O. Box 891076, Temecula, California,
92589 -1076, (hereinafter referred to as "Consultant'), is made with reference to the
following:
RECITALS
A. City is a municipal corporation duly organized and validly existing under the
laws of the State of California with the power to carry on its business as it is
now being conducted under the statutes of the State of California and the
Charter of City.
B. City is planning to implement an automated fueling system at all fueling
sites in City facilities ('Project').
C. City desires to engage Consultant to provide and install an automated
fueling system capable of computing the quantity of fuel placed in
equipment, and upload fuel and mileage data into the fleet management
computer system, upon the terms and conditions contained in this
Agreement.
D. The principal member of Consultant, is for purpose of this Project, Robert
W. Milligan, President.
E. City has solicited and received a proposal from Consultant, has reviewed
the previous experience and evaluated the expertise of Consultant, and
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desires to contract with Consultant under the terms of conditions provided in
this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
Parties as follows:
1. TERM
The term of this Agreement shall commence on the 28thday of April, 1998, and
shall terminate on the 28thday of August 19 98, unless terminated earlier as set forth
herein.
2. SERVICES TO BE PERFORMED
Consultant shall diligently perform all the duties set forth in the scope of services,
attached hereto as Exhibit "A" attached hereto and incorporated herein by reference.
3. COMPENSATION TO CONSULTANT
City shall pay Consultant for the services in accordance with the provisions of this
Section and the scheduled billing rates, attached hereto as Exhibit "A" and incorporated
herein by reference. No rate changes shall be made during the term of this Agreement
without prior written approval of City. Consultant's compensation for all work performed in
accordance with this Agreement shall not exceed the total contract price of Forty -Eight
Thousand, Two Hundred Forty -Seven Dollars ($48,247.00).
3.1 Consultant shall maintain accounting records of its billings which includes
the name of the employee, type of work performed, times and dates of all work which is
billed on an hourly basis and all approved incidental expenses including reproductions,
computer printing, postage and mileage.
3.2 Consultant shall submit monthly invoices to City payable by City within thirty
(30) days of receipt of invoice subject to the approval of City and based upon the
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following payment schedule: 25% at signing of contract, 25% upon commencement of
installation of the system, and the remainder following acceptance of the completed work.
3.3 Consultant shall not receive any compensation for extra work without prior
written authorization of City. Any authorized compensation shall be paid in accordance
with Exhibit "A ".
3.4 City shall reimburse Consultant only for those costs or expenses which
have been specifically approved in this Agreement, or specifically approved in advance
by City. Such cost shall be limited and shall include nothing more than the following costs
incurred by Consultant:
A. The actual costs of subconsultants for performance of any of the services
which Consultant agrees to render pursuant to this Agreement which have
been approved in advance by City and awarded in accordance with the
terms and conditions of this Agreement.
B. Actual costs and /or other costs and /or payments specifically authorized in
advance in writing and incurred by Consultant in the performance of this
Agreement.
3.5 Notwithstanding any other paragraph or provision of this Agreement,
beginning on the effective date of this Agreement, City may withhold payment of ten
percent (10 %) of each approved payment as approved retention until all services under
this Agreement have been substantially completed.
4. STANDARD OF CARE
4.1 All of the services shall be performed by Consultant or under Consultant's
supervision. Consultant represents that it possesses the professional and technical
personnel required to perform the services required by this Agreement, and that it will
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perform all services in a manner commensurate with the community professional
standards. All services shall be performed by qualified and experienced personnel who
are not employed by City nor have any contractual relationship with City. Consultant
represents and warrants to City that it has or shall obtain all licenses, permits,
qualifications and approvals required of its profession. Consultant further represents and
warrants that it shall keep in effect all such licenses, permits and other approvals during
the term of this Agreement.
4.2 Consultant shall not be responsible for delay, nor shall Consultant be
responsible for damages or be in default or deemed to be in default by reason of strikes,
lockouts, accidents, or acts of God, or the failure of City to furnish timely information or to
approve or disapprove Consultant's work promptly, or delay or faulty performance by City,
contractors, or governmental agencies, or any other delays beyond Consultant's control
or without Consultant's fault.
5. INDEPENDENT PARTIES
City retains Consultant on an independent contractor basis and Consultant is not
an employee of City. The manner and means of conducting the work are under the
control of Consultant, except to the extent they are limited by statute, rule or regulation
and the expressed terms of this Agreement. Nothing in this Agreement shall be deemed
to constitute Consultant or any of Consultant's employees or agents, to be the agents or
employees of City. Consultant shall have the responsibility for and control over the
details in means of performing the work provided that Consultant is in compliance with the
terms of this Agreement. Anything in this Agreement which may appear to give City the
right to direct Consultant as to the details of the performance of the services or to
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exercise a measure of control over Consultant shall mean that Consultant shall follow the
desires of City only with respect to the results of the services.
6. COOPERATION
Consultant agrees to work closely and cooperate fully with City's designated
Project Administrator, and any other agencies which may have jurisdiction or interest in
the work to be performed. City agrees to cooperate with the Consultant on the Project.
7. PROJECT MANAGER
Consultant shall assign the Project to a Project Manager, who shall coordinate all
phases of the Project. This Project Manager shall be available to City at all reasonable
times during the Project term. Consultant has designated Robert Milligan to be its Project
Manager.
8. TIME OF PERFORMANCE
Time is of the essence in the performance of the services under this Agreement
and the services shall be performed by Consultant in accordance with the schedule
specified in the proposal. The failure by Consultant to strictly adhere to the schedule,
may result in termination of this Agreement by City, and the assessment of damages
against Consultant for delay. Notwithstanding the foregoing, Consultant shall not be
responsible for delays which are due to causes beyond Consultant's reasonable control.
However, in the case of any such delay in the services to be provided for the Project,
each party hereby agrees to provide notice to the other party so that all delays can be
addressed.
8.1 Consultant shall submit all requests for extensions of time for performance
in writing to the Project Administrator not later than ten (10) calendar days after the start
of the condition which purportedly causes a delay, and not later than the date upon which
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performance is due. The Project Administrator shall review all such requests and may
grant reasonable time extensions for unforeseeable delays, which are beyond
Consultant's control.
8.2 For all time periods not specifically set forth herein, Consultant shall
respond in the most expedient and appropriate manner under the circumstances, by
either telephone, fax, hand delivery or mail,
9. CITY POLICY
Consultant will discuss and review all matters relating to policy and project
direction with the Project Administrator in advance of all critical decision points in order to
ensure that the Project proceeds in a manner consistent with City goals and policies.
10. CONFORMANCE TO APPLICABLE REQUIREMENT
All work prepared by Consultant shall conform to applicable city, county, state and
federal law, regulations and permit requirements and be subject to approval of the Project
Administrator and City.
11. PROGRESS
Consultant is responsible to keep the Project Administrator and /or his /her duly
authorized designee informed on a regular basis regarding the status and progress of the
work, activities performed and planned, and any meetings that have been scheduled or
are desired.
12. HOLD HARMLESS
Consultant shall indemnify, defend, save and hold harmless City, its City Council,
boards and commissions, officers and employees from and against any and all loss,
damages, liability, claims, allegations of liability, suits, costs and expenses for damages of
any nature whatsoever, including, but not limited to, bodily injury, death, personal injury,
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property damages, or any other claims arising from any and all acts or omissions of
Consultant, its employees, agents or subcontractors in the performance of services or
work conducted or performed pursuant to this Agreement. This indemnity shall apply
even in the event of negligence of City, or its employees, or other contractors, excepting
only the sole negligence or willful misconduct of City, its officers or employees, and shall
include attorneys' fees and all other costs incurred in defending any such claim. Nothing
in this indemnity shall be construed as authorizing, any award of attorneys' fees in any
action on or to enforce the terms of this Agreement.
13, INSURANCE
Without limiting consultant's indemnification of City, and prior to commencement of
work, Consultant shall obtain and provide and maintain at its own expense during the
term of this Agreement policy or policies of liability insurance of the type and amounts
described below and satisfactory to City. Certification of all required policies shall be
signed by a person authorized by that insurer to bind coverage on its behalf and must be
filed with City prior to exercising any right or performing any work pursuant to this
Agreement. Except workers compensation and errors and omissions, all insurance
policies shall add City, its elected officials, officers, agents, representatives and
employees as additional insured for all liability arising from Consultant's services as
described herein.
All insurance policies shall be issued by an insurance company currently
authorized by the Insurance Commissioner to transact business of insurance in the State
of California, with an assigned policyholders' Rating of A (or higher) and Financial Size
Category Class VII (or larger) in accordance with the latest edition of Best's Key Rating
Guide: unless otherwise approved by the City Risk Manager.
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A. Worker's compensation insurance covering all employees and principals of
Consultant, per the laws of the State of California.
B. Commercial general liability insurance covering third party liability risks,
including without limitation, contractual liability, in a minimum amount of $1
million combined single limit per occurrence for bodily injury, personal injury
and property damage. If commercial general liability insurance or other
form with a general aggregate is used, either the general aggregate shall
apply separately to this Project, or the general aggregate limit shall be twice
the occurrence limit.
C. Commercial auto liability and property insurance covering any owned and
rented vehicles of Consultant in a minimum amount of $1 million combined
single limit per accident for bodily injury and property damage.
Said policy or policies shall be endorsed to state that coverage shall not be
canceled by either party, except after thirty (30) days' prior notice has been given in
writing to City. Consultant shall give City prompt and timely notice of claim made or suit
instituted arising out of Consultant's operation hereunder. Consultant shall also procure
and maintain, at its own cost and expense, any additional kinds of insurance, which in its
own judgment may be necessary for its proper protection and prosecution of the work.
Consultant agrees that, in the event of loss due to any of the perils for which it has
agreed to provide comprehensive general and automotive liability insurance, Consultant
shall look solely to its insurance for recovery. Consultant hereby grants to City, on behalf
of any insurer providing comprehensive general and automotive liability insurance to
either Consultant or City with respect to the services of Consultant herein, a waiver of any
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right of subrogation which any such insurer of said Consultant may acquire against City
by virtue of the payment of any loss under such insurance.
14. PROHIBITION AGAINST TRANSFERS
Consultant shall not assign, sublease, hypothecate or transfer this Agreement or
any for the services to be performed under this Agreement, directly or indirectly, by
operation of law or otherwise without prior written consent of City. Any attempt to do so
without consent of City shall be null and void.
The sale, assignment, transfer or other disposition of any of the issued and
outstanding capital stock of Consultant, or of the interest of any general partner or joint
venturer or syndicate member or cotenant if Consultant is a partnership or joint- venture or
syndicate or cotenancy, which shall result in changing the control of Consultant, shall be
construed as an assignment of this Agreement. Control means fifty percent (50 %) or
more of the voting power, or twenty -five percent (25 %) or more of the assets of the
corporation, partnership or joint-venture.
15. OWNERSHIP OF DOCUMENTS
Each and every report, draft, work product, map, record and other document
reproduced, prepared or caused to be prepared by Consultant pursuant to or in
connection with this Agreement shall be the exclusive property of City.
Documents, including drawings and specifications, prepared by Consultant
pursuant to this Agreement are not intended or represented to be suitable for reuse by
City or others on any other project. Any use of completed documents for other projects
and any use of incomplete documents without specific written authorization from
Consultant will be at City's sole risk and without liability to Consultant. Further, any and
all liability arising out of changes made to Consultant's deliverables under this Agreement
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by City or persons other than Consultant is waived against Consultant and City assumes
full responsibility for such changes unless City has given Consultant prior notice and has
received from Consultant written consent for such changes.
Consultant shall, at such time and in such form as City may require, furnish reports
concerning the status of services required under this Agreement.
16. CONFIDENTIALITY
The information, which results from the services in this Agreement, is to be kept
confidential unless the release of information is authorized by City.
17. CITY'S RESPONSIBILITIES
In order to assist Consultant in the execution of his responsibilities under this
Agreement, City agrees to provide the following:
A. Access to, and upon request of Consultant, one copy of all existing record
information on file at City. Consultant shall be entitled to rely upon the
accuracy of data information provided by City or others without independent
review or evaluation. City will provide all such materials in a timely manner
so as not to cause delays in Consultant's work schedule.
B. Usable life of facilities criteria and information with regards to deficient
facilities.
18. ADMINISTRATION
This Agreement will be administered by the General Services Department. The
General Services Director shall be considered the Project Administrator and shall have
the authority act for City under this Agreement. The Project Administrator or his /her
authorized representative shall represent City in all matters pertaining to the services to
be rendered pursuant to this Agreement.
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19. RECORDS
Consultant shall keep records and invoices in connection with the work to be
performed under this Agreement. Consultant shall maintain complete and accurate
records with respect to the costs incurred under this Agreement. All such records shall be
clearly identifiable. Consultant shall allow a representative of City to examine, audit and
make transcripts or copies of such records during normal business hours. Consultant
shall allow inspection of all work, data, documents, proceedings and activities related to
the Agreement for a period of three (3) years from the date of final payment under this
Agreement.
20. WITHHOLDINGS
City may withhold payment of any disputed sums until satisfaction of the dispute
with respect to such payment. Such withholding shall not be deemed to constitute a
failure to pay according to the terms of this Agreement. Consultant shall not discontinue
work as a result of such withholding. Consultant shall have an immediate right to appeal
to the City Manager or his designee with respect to such disputed sums. Consultant shall
be entitled to receive interest on any withheld sums at the rate of seven percent (7 %) per
annum from the date of withholding of any amounts found to have been improperly
withheld.
21. ERRORS AND OMISSIONS
In the event of errors or omissions that are due to the negligence or professional
inexperience of Consultant which result in expense to City greater than would have
resulted if there were not errors or omissions in the work accomplished by Consultant, the
additional design, construction and /or a restoration expense shall be borne by Consultant.
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Nothing in this paragraph is intended to limit City's rights under any other sections of this
Agreement.
22. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other consultants in connection with the Project.
23. CONFLICTS OF INTEREST
A. The Consultant or its employees may be subject to the provisions of the
California Political Reform Act of 1974 (the "Act "), which (1) requires such
persons to disclose financial interest that may foreseeably be materially
affected by the work performed under this Agreement, and (2) prohibits
such persons from making, or participating in making decisions that will
foreseeably financially affect such interest.
B. If subject to the Act, Consultant shall conform to all requirements of the Act.
Failure to do so constitutes a material breach and is grounds for termination
of this Agreement by City. Consultant shall indemnify and hold harmless
City for any and all claims for damages resulting from Consultant's violation
of this Section.
24. SUBCONSULTANT AND ASSIGNMENT
A. Except as specifically authorized under this Agreement, the services
included in this Agreement shall not be assigned, transferred, contracted or
subcontracted without prior written approval of City.
25. NOTICES
All notices, demands, requests or approvals to be given under this Agreement
shall be given in writing and conclusively shall be deemed served when delivered
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personally or on the third business day after the deposit thereof in the United States mail,
postage prepaid, first class mail, addressed as hereinafter provided.
All notices, demands, requests or approvals from Consultant to City shall be
addressed to City at:
General Services Director
City of Newport Beach
3300 Newport Boulevard
P. O. Box 1768
Newport Beach, CA, 92658 -8915
(714) 644 -3055
(714) 650 -0747 (fax)
All notices, demands, requests or approvals from City to Consultant shall be
addressed to Consultant at:
Attention: Robert W. Milligan
Milligan & Sons, Inc.
P.O. Box 891076
Temecula, CA 92589 -1076
(909) 506 -2389
(909) 699 -1572
26. TERMINATION
In the event either part hereto fails or refuses to perform any of the provisions
hereof at the time and in the manner required hereunder, that party shall be deemed in
default in the performance of this Agreement. If such default is not cured within a period
of two (2) days, or if more than two (2) days are reasonably required to cure the default
and the defaulting party fails to give adequate assurance of due performance within two
(2) days after receipt of written notice of default, specifying the nature of such default and
the steps necessary to cure such default, the nondefaulting party may terminate the
Agreement forthwith by giving to the defaulting party written notice thereof.
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26.1 City shall have the option, at its sole discretion and without cause, of
terminating this Agreement by giving seven (7) days' prior written notice to Consultant as
provided herein. Upon termination of this Agreement, City shall pay to the Consultant that
portion of compensation specified in this Agreement that is earned and unpaid prior to the
effective date of termination.
27. COMPLIANCES
Consultant shall comply with all laws, state or federal and all ordinances, rules and
regulations enacted or issued by City.
28. WAIVER
A waiver by either party of any breach, of any term, covenant or condition
contained herein shall not be deemed to be a waiver of any subsequent breach of the
same or any other term, covenant or condition contained herein, whether of the same or a
different character.
29. INTEGRATED CONTRACT
This Agreement represents the full and complete understanding of every kind or
nature whatsoever between the Parties hereto, and all preliminary negotiations and
agreements of whatsoever kind or nature are merged herein. No verbal agreement or
implied covenant shall be held to vary the provisions herein. Any modification of this
Agreement will be effective only by written execution signed by both City and Consultant.
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IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed
on the day and year first written above.
APPROVED AS TO FORM:
By:
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Robin auson
Assistant City Attorney
for the City of Newport Beach
ATTEST:
By:
LaVonne Harkless
City Clerk
F: \cat \da \ag \profserv. doc
07 -14 -97
CITY OF NEWPORT BEACH
A Municipal Cor , ratign
f
By:
Thomas Edwards
Mayor
for the City of Newport Beach
CO LTAN
By:
`vv ,
Robert Milligan
President
for Milligan and Sons, Incorporated
0161
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Exhibit A
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Milligan and Sons, Incorporated Proposal
A
PROPOSAL
to the
CITY OF NEWPORT BEACH
for a
TRAK SENTRY V
AUTOMATED FUELING SYSTEM
z
MILLIGAN & Sons, Inc.
Temecula, California
December 3, 1997
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CONTENTS
Specific responses to the Newport RFP
Background & Approach
Methodology
Work Plan
Contract Organization and Staffing
Related Experience
Contract Schedule
Statement of Compliance
Other Information
Employment Provision
Insurance Coverage
Guarantees
Cost Data
Trak Technical Specifications
Schematic
Photos
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Background & Approach
MSI personnel have visited the Newport fueling sites on several
occasions. We believe we fully understand what needs to be done to
implement a fully operational automated fueling system. Our usual
approach is to first establish a good working relationship with the designated
individuals in the user organization, then gather vital planning information,
such as which sites should be completed first, etc. We also try to plan around
the fleet's slow and busy times, so as to minimize the impact on their
operations during installation and start -up.
Methodology
Our usual method of accomplishing a system installation and start up is
as follows:
1. Make a detailed inspection of all existing equipment and facilities.
2. Place orders with our suppliers for all required equipment.
3. Coordinate with the user to insure that any necessary facilities such
as telephone lines are ordered in a timely manner to avoid delaying
system start up.
4. Install and check all items of equipment prior to "cut- over ", so that
fueling is interrupted as little as possible.
5. Keep user personnel informed as each phase is completed.
Work Plan
1. Install Sentry V pedestals in optimum position on each island.
2. Install pump control modules in dispenser junction boxes.
3. Install pulser modules on dispenser registers..
4. Run Fiber Optic conductors as needed.
5. Connect comm. cable at local sites and Modems at remote sites.
6. Load software in City's Central Controller.
7. Run test on all elements of the system.
8. Set system on "By- pass" pending City's approval to cut over.
9. Conduct classes for City personnel as needed.
Please be aware that MSI always places safety as our top priority on every
project and in all phases of our work. Our people either use the right tool
and the correct procedure or the job comes to a halt until the deficiency is
corrected.
1.
Contract Organization and Staffing
MILLIGAN Er Sons, Inc.
TRAK Engineering
` john Blyth
I President
Penny Rentz I Hogar Tate
d Service Mana g er Chief En g ineer
LIASON Ron Taylor
Field Technician
Contract Director & Key Contact - Bob Milligan - (909) 506 -2389 - FAX 699 -1572
Field Operations Manager - Gary Mach "
Office Manager - Connie Mach "
Manufacturer - TRAK Engineering - (904) 878 -4585 - FAX (904) 656 -8265
President - John Blyth "
Chief Engineer - Hogar Tate "
Field Service Manager - Penny Rentz
West Coast Field Service Tech. - Ron Taylor - (805) 823 -9148
Vice President, Sales - Chuck Reinhardt (410) 635 -6522 - FAX (410) 635 -6728
West Coast Sales Manager - Pete Smith - (916) 346 -7662 - FAX (916) 346 -8451
Education & Experience
Bob Milligan - Aeronautical Engineer, Cal Poly, San Luis Obispo. 25 years
industrial systems sales and installation. Formerly National Sales Manager,
Engineered Systems, Inc., Tempe, Arizona.
Gary Mach - Former technician, TRW Corp. Qualified to engineer electro-
mechanical installations on flight and non - flight hardware. Has installed
numerous TRAK systems.
Connie Mach - 12 years experience office management. Small business owner.
John Blyth - Founder, TRAK Engineering in 1981.
Hogar Tate - Graduate Electrical Engineer
2.
Related Experience
1. City of Ontario, California - This contract was awarded to MSI in March,
1997. The scope of work was the installation of a TRAK fully automated fuel
management system on six islands and the oversight of the installation of 350
Vehicle Monitor Units on a portion of the City's fleet. This system dispenses
motor oil and hydraulic fluid as well as motor fuels.
Ontario has plans to expand the fuel management system to include a
new police department fuel island and certain fire stations in 1998. MSI
expects to be awarded this follow -on contract.
Contact: Jerry Hodgson Occupational Health & Safety Officer.
Tel. (909) 986 -1151, ext. 4327
2. City of Signal Hill, California. - MSI installed a single island fuel
management system at Signal Hill during the summer of 1997. This system is
quite straightforward but is interesting in that the TRAK system also controls
a motor- operated gate at the yard entrance.
Contact: Jose Solis -Fleet Services Supervisor
Tel. 310 - 989 -7256
3. Los Angeles Unified School District - MSI has installed TRAK fuel
management systems at two of LAUSD's seven sites. An eighth site is
scheduled for 1998.
Contact: Larry Turgeon
Tel. 213 - 743 -3649
4. Colton Joint Unified School District - The fueling facility at this school
bus fleet was automated with a TRAK fuel management system by MSI in
1996. The district plans to upgrade the system to fully automated operation
early in 1998.
Contact: Rick Feinstein, Maintenance Director
Tel. (909) 876 -4110
5. Automobile Club of Southern California, Costa Mesa - MSI was awarded
a major contract to completely replace the Auto Club's fuel facility , late in
1996. The scope of work included new underground tanks, a new island,
dispensers and a TRAK fuel management system.
Contact: James M. Hurst, Contract Administrator
Tel. (714) 437 -0065 �L
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6. San Diego Gas & Electric Co. - In the fall of 1997, MSI was selected to
supply and install a very large TRAK fuel management system for SDG &E at
seven fixed sites thru out San Diego County and on four mobile tanker
trucks. This is a fully automated system which will ultimately cover 1,900
vehicles. System start -up is planned for early 1998.
Contact, Chuck French - Project Coordinator
Tel. (619) 653 -3105
Contract Schedule
1. Placement of orders with suppliers - 1 week.
2. Manufacture and delivery of equipment to jobsite - 4 weeks.
3. Installation and start -up - 2 weeks.
Cost Data
(Please see page 6. of this proposal)
Statement of Compliance
This proposal is in strict compliance with the Request for Proposal except for
the following items:
1. RFP page 8., item J., second paragraph states the actual cost of all
materials passed on to the City shall be wholesale cost of the material. This
is not a requirement with which the offerer is familiar.
2. The ordering and installation of telephone lines at all sites must be the
responsibility of the City. This is customary.
These exceptions should have no impact on contract costs, scheduling or
other considerations.
Other Information
We have no other
information to
offer at this
time, except to comment that
this RFP is quite
thorough and
we believe it
will insure a successful and
timely completion
of this project
as a result of
it's comprehensiveness.
4.
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Employment Provision
MSI does not discriminate on any basis in the hiring of persons or
subcontractors. We believe this project will not require the hiring of persons
outside MSI nor any subcontractors.
Schematic
(Please see schematic following page 6. of this proposal.)
Insurance Coverage
The insurance coverage provision of the RFP is acceptable.
Guarantees
The Guarantees provision of the RFP is acceptable.
5.
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Cost Data
TOTAL COST FOR THE PURCHASE AND INSTALLATION
OF AN AUTOMATED FUELING SYSTEM: $ 48,247.00
PER MONTH (EST) COST FOR A LEASE PROGRAM -
TOTAL FUEL MANAGEMENT: $ 3,387.00`
TOTAL (EST.) COST FOR PURCHASE OF NEW DISPENSERS: $ 25,212.00
(Above prices include applicable taxes.)
Lease program includes unlimited on -site repair and maintenance of entire system for as
long as lease remains in effect. Program also includes the furnishing and installation of
any and all hardware and software upgrades as may be released by the manufacturer during
the term of the lease. (Upgrade to fully automated operation is at additional cost. See
below.) We suggest that the details of any lease/ maintenance agreement be negotiated
between MSI and the City of Newport Beach.
The Trak Sentry V Fuel Management System as offered in this proposal may
be upgraded to fully automated operation as described in Newport's RFP on
pages 19 & 20 under the heading FUTURE UPGRADES.
For budgetary purposes, the City may be interested in knowing that this
upgrade can be accomplished at any time in the future for approximately
$1,500 per Island Monitor Device plus $1,000 per hose plus $85.00 per vehicle.
There are no additional software charges associated with this upgrade. The
training of customer personnel in the installation of the Vehicle Monitor
units is at no extra cost.
This Price Quotation is valid thru June 3, 1998.
an Sons nc.
Ro ert W. Milligan - President
Box 891076 - Temecula, CA 92589 -1076
(909) 506 -2389 - FAX (909) 699 -1572
December 3, 1997
(this proposal is proprietary to Milligan & Sons, Inc. and is intended for use by the customer only.)
6.
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FUEL SENTRY V - TECHNICAL SPECIFICATIONS
PERFORMANCE:
Controlled Hoses Model 100 - 8
Operation Continuous, with simultaneous pumping from all hoses
Time -outs 1 to 99 seconds, selectable
Memory Storage Time 365 Days (Minimum without power)
Definition 1 /10 gallon or quart
Expected Life 18 years
MTBF 12,000 hours
MTTR 15 minutes
Users 65,000
ELECTRICAL
Supply Voltage 115 VAC
Supply Current 400 ma maximum, 100 nominal
Power Consumption 50 watts max., 10 watts nominal
Interconnect Direct wire
Signal Lines Fiber optic
•�I�ill�jf� 7
Processor
800535
Operating Frequency
11.05 MHZ
Internal RAM Memory
640k bytes
Internal ROM Memory
32k bytes
Communications Rate
30011200/2400 baud
Storage Mechanism
Lithium battery
Storage Space
4000 transactions
PHYSICAL AND ENVIRONMENTAL
Dimensions
41" X T' X T' (HWD)
Mounting
Self- sustaining
Operating Position
Vertical
Operating Temperature
-51 to 49 C
Storage Temperature
-55 to 70 C
Storage Relative Humidity
0 to 100 %
Operating Relative Humidity
0 to 95 % (non - condensing)
Cabinet & Chassis
1/8" aluminum with anodized finish
FUNCTIONAL ELEMENTS
Electronics
All solid state, single board
Display
40 character alphanumeric LCD with backlight
Keypad
16 position sealed membrane
Key Reader
TRAK key reader
Memory Key
Smart Key (EEProm semiconductor element in molded
plastic holder.)
Key Life
1,000,000 read /write cycles
Temperature Control
Thermostat controlled, internal heater
Fully Automated Operation
Software only modification
FS- 90/041294
SYSTEM DESCRIPTION
Trak Engineering manufactures a computerized Fuel Management System which can accomplish the goal of controlling, accounting,
and securing fueling services at fueling facilities on a 24 hours per day, 7 days a week basis. Trak offers both a mad/write key
activated system and a fully automated (no keys, no user input) system. The only additional equipment required for a fully
automated system (hands o>T) is the vehicle unit and the fuel hose pickup device, all other components of the system are the same.
The key and fully automated systems can work simultaneously, All vehicles do not require a vehicle unit to fuel, they can be issued a
read/wnte key.
A technical description of the Trak system and equipment follows, along with a description of the software and its features The
Trak system consists of the following components which will be explained in detail below.
Common srwem components:
Fuel Sentry (island controller including fuel hose interface)
Central Controller with Fuel Management Software
Fiber optic installation
Fully Automated corrrp near:
Vehicle Monitor Unit (VMU)
Nozzle Pickup (NP)
VMU Programmer
Reod4*ire Key romponenrs:
Memory Key
Key Encoder
The Fuel Sentry
The Fuel Sentn is an island mounted cabinet containing a microcomputer, pump control interfaces. power supply, communication
electronics, heaters• and various other elements used to provide a single control point for the fuel island. The Fuel Sentry uses no
separate •controller unit' at the fueling location — it contains sufficient memory and computer intelligence to carry out all island
functions.
Other aspects of the Fuel Sentry, while not necessarily unique, are critical to its function. Some samples are:
A Backlit. Liquid Crystal Disolav - There are many other display technologies available, but only LCD can be seen in
strong. direct sunlight. To insure it remains visible at night, we include a back - lighting panel. The display presents
messages in readable English.
High Contrast Membrane Keypad - The keypad on the Sentry will last for many years and can withstand abuse both from
the users and the environment. It has no moving parts, so it is unaffected by dirt or windblown sand. The Trak keypad is
not lighted
Heaters - Several heaters within the Sentry cabinet keep the electronics at the proper temperature for year-round operation.
Ouick- Disconnect Components - All of the main components, including the electronics board, the key reader• and the
barrier are held in place using quick-disconnect technology. These parts have been designed to be user changeable in
seconds — without tools or special training.
The Fuel Sentry:
Operates up to eight loses simultaneously.
Authorizes dispensers of the proper fuel type for each vehicle.
Has separate timings for Pump Turn Out and Pump Turn Off, both programmable from 1 to 98 seconds.
By: TRAK Engineering, Inc. Model 100 Description Page 2
9
• Accepts inventory entries for the recording of fuel deliveries, tank dippings, and hose mcter readings.
Transmission to the Central Controller is performed during polling.
• Can deliver special messages and automatic PM messages to individual vehicles — or it can lock out vehicles
from fueling privileges. (For keyed systems only.)
• Has a priority system which allows the operator to lock cut large groups of vehicles easily if rationing
becomes necessary.
• Communicates to the Central Controller for the polling of transactions, updating of operational values and
general diagnostics.
• Has internal checking functions for memory and communications testing.
The Fuel Sentry it absolutely invulnerable to power outages and can maintain its data for over 30 days without external power. All
storage is in battery hacked CMOS RAM that is relay isolated from the main system power.
The Fuel Sentry comes equipped with a built in surge protector which protects the Sentry from surges and spikes that occur on the
power line. Since the Sentry uses fiber optics as described above, no surge can affect the unit from any other means.
The Central Controller with Fuel Management Software
Although the Fuel Sentry can carry out the entire fueling procedure on the fuel island by itself, it dews not constitute an entire
system. A Central Controller is required to poll, store, and organize the data gathered by the Fuel Sentry. It also provides the
interface between the system operator and all of the Fuel Sentrys — as well as the communication path to other computers.
The Trak system can utilize any existing MS -DOS microcomputer for the system's Central Controller computer, For optimum
performance, Trak recommends the following configuration:
MS -DOS Microcomputer with 9O496sx microprocessor rated at 75MHz: SMb DRAM; 3.5. 1.44Mb floppy disk drives;
200Mb Hard disk; One parallel porthwo serial ports; 101 -key enhanced keyitoard; Real -time clock/calendar, 145 -watt
power supply, Color VGA Monitor, 160cps Dot Matrix Printer
The Trak Fuel Management Software (FMS) is menu driven and almost entirely automated. It directs the operator through the few
daily functions — with polling and reports available on a scheduled (unattended) basis. The FMS manages all of the database
functions or the system, including the storing of transaction, inventory, vehicle and personnel information. All data is maintained in
flat ASCII files which are accessible to other programs. All files --both data and control — can be easily edited through the program.
Custom reports can be designed for each user, with latitude in the order of sorting and the range of sites, dates, vehicles and other
variables. The Trak system does not require full time use of the microcomputer.
The Trak system comes stapdard with many preset reports. Users can create additional report parameters or use a third patty report
generator for ad hoc reporting A partial fining of reports is given.
Reports by location:
Transaction Ilstln¢s:
PREVIOUS DAY SENTRY REPORT
DATE/TIME
CURRENT PERIOD SENTRY REPORT
DEPARTMENT/VEIi1CLE
SENTRY USE SUMMARY REPORT
PERSONNEL/DATE/TIME
SENTRY REPORT IN VEHICLE ORDER
VEHiCLEIDATE/TIME-
Reports by vehicle:
VEHICLE FUEL USE REPORT
VEHICLE ACTIVITY REPORT
VEHICLE PERFORMANCE REPORT
SENTRY LIST
Auxiliary ListinM:
DEPARTMENT LIST
VEHICLE/PERSONNEL LIST
KEY INFORMATION LIST
Inventory reports:
INVENTORY REPORT
TANK USE REPORT
PUMP & METER REPORT
PUMP LISTITANK LIST
MPG REPORT
By: TRAK Engineering. Inc. Model 100 Orscriplim Page 3
n
Fiber Optic Installation
E
Unique to the Fuel Sentry is the ability to use fiber optics for control. The importance of the use of fiber optics can not be overstated.
The fueling island presents an extremely harsh environment to a computer. The use of large pumping motors, which are constantly
being turned on and off, along with the presence of power equipment in nearby shops, generates powerful electromagnetic pulses
which can diuupi the operation of a computer. lightning can also be a powerful disruptive fora in the outdoor environment.
Ordinary wires act as arneny to channel these strong signals directly into a computer device — resulting in erratic behavior and
equipment failure. Fiber optic cables, which transmit only light, protect the Fuel Sentry from these problems.
Fully Automated System Description
Fetch vehicle is equipped with a VMU(Vehicle Monitor Unit) and is automatically identified before fueling begins. The VMU is
capable of automatic transmission of odometer readings, vehicle ID, fuel type and limit, engine hours (optional), and system ID.
Of critical importance to fled operators are minimization of operator input, minimization of time required for such input, and
amuacy of input. Automatic identification is a method by which the vehicle will be able to identify itself to the fuel system when it
pulls up to the fueling island with no operator input. This is accomplished via the VMU which is a small on -board computer that
scores the above data and relays it to the Fuel Sentry while the vehicle is fueling.
In operation, the vehicle palls up to the dispenser. When the operator inserts the fuel nozzle into the fill pipe of the vehicle, the
VMU relays the vehicle's stored information to the Sentry. The Sentry validates the vehicle ID cumber and the fuel type of the
inserted hose. If the information is valid, the fuel hose is activated and the data is recorded.
Wben fueling is complete, the nozzle is removed from the vehicle which terminates the transaction. The Sentry disables the
dispenser, making it available for another vehicle. Because the Sentry is in place and can accept data via the keypad or key reader,
not all vehicles are required to be equipped to use the fully- automated procedure. Also, nonfunctional VMU's can be bypassed by
manually entering the data.
The Vehicle Monitor Unit (VMU)
The VMU is mounted on each vehicle and maintains information concerning that specific vehicle. It stores the vehicle ID, current
odometer reading, Cud type and limit, system ID, and engine hours (optional). If contains an EEPROM circuit which stores all the
data in non- volatile memory.
The VMU prohibits fueling while the vehicles ignition switch is on. Optionally, the VMU can ignore reverse mileage, deduct
reverse mileage from current mileage or add reverse mileage to current mileage.
Trak has both portable and stationary VMU programmers available.
The Nozzle Pickup (NP)
The NP is a device that attaches to the fuel nozzle and acts as an interface between the VMU and the dispenser. The NP is it wireless
device that eliminates the costly and troublesome wire that tuns down or through the hoses in other systems. When the nozzle is
placed into the vehicle, the NP senses the VMU data and transmits that data to the dispenser receiver. The dispenser in turn ands
the data to the Sentry which then authorizes the dispenser. The NP installs in only minutes, can be replaced in only a minute,
doesn't interfere with hose swivels, vmWt interfere with any hose breakaways and doesn't require the user to purchase expensive
special hoses.
Key Activated System Description
The Trak Key Activated System uses a mad/write memory key as its actuating device. 11 is a solid stale device embedded in a
durable plastic holder. The mad/write memory key can be placed on the same key chain as the ignition key for the vehicle — so it is
always available and cannot be left behind at the fueling site. The read/write memory key has been designed for a life of five to ten
years. Unlike a magnetic card, it does not require special handling, holders, jackets, pockets, or other protective accessories. The
Trak read/wriic memory key has a life of 1,000,000 mad/rtrite cycles.
By- TRAK Engineering. Inc Model 100 Description Page 4
0 0
Unlike a magnetic card, it cannot be damagod by bending, folding, scratching, or tearing. It will not melt or warp if left in the sun
and it will not crack or split if it gets cold. It also cannot be damaged or erased by magnetic fields or static electricity. it has been
our experience, and the experience of many users of magnetic cards, that the cards cannot hold up in the kind of tough daily use
typical in a fuel management system.
Some of the data that is associated with each memory key is:
• A unique 5 digit code ideutrfies each key in the system. Fach key can be individually enabled or disabled from the Central
Controller.
• A 10 digit alphanumeric field is used to identify the vehicle number.
• Each of the keys is separately assigned permissible fuels. (Up to g types)
• Each key can be assigned with a maArmun amount of fuel to be obtained in 24 hours from a site (up to 196 gallons). The
maximum may be sd to an unlimited amount.
• A unique 3 digit code is used to identify keys in the same system.
• Odometer reading at time of last fueling.
A key encoder driven by the Fuel Management Software is available. Only one key encoder per system is required.
General Information
Communications
Although it is often a neglected part of an automated fueling system, Trak realizes that communications will play a major rule in
determining the success or failure of the project. The following aspects of the Fuel Sentry design aid in the generation and
maintenance of the fuel information network.
Each Fuel Sentry is autonomous in operation. Our system is batch mode, not on -line. A disconnection has no immediate
effect on the local users.
Polling includes multiple retries of the fueling site if it should fail to poll on the first attempt. A report that is produced
during polling indicates if the modem was reached and which Fuel Sentry failed to poll successfully. The Fuel Sentry does
not craw polled data, even after it has been successfully retrieved. The data is maintained, and may be repolled, until the
space it occupies in memory is needed for new transactions. This repolling provides a backup to data which might be lost at
Use Central Controller. In addition, the Fuel Management Software is designed to weed out duplicate transactions during
polling. so repolling may be done at any time without fear of corrupting the files.
3. Trak has created numerous programs for interfacing the Central Controller to external mainframe computers. The PC is an
ideal platform for communications, siom so marry hardware and software options exist for it The Fuel Management
Software, written and maintained by Trait (in the C language) can be modified to fit the needs of our customers. The
willingness and flexibility to customize both the Fuel Sentry and the FMS programs is one of the stiengths of our company!.
Installation
Trak's system includes the installation of fiber optic control lines. These lines may be direct buried or placed in existing conduit,
Where existing conduit is not available the fiber optic lines can be diced buried. Trak does not perform installation of the VMU.
rainin
Training will be provided on each installed system and on the Fuel Management Software. The software program has been designed
to be very easy to use. Instruction cards will be provided to each user to familiarize them with the fueling procedure. If necessary.
additional training courses can be arranged for at minimal cost.
Sy. TRAK Engineering, Inc Model 100 Description Paac 5
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•
TO: Mayor and City Council
FROM: General Services Director
SUBJECT: Automated Fueling System
Recommendation:
6 (3!?)
City Council Agenda
Item No. 17
April 27, 1998
27
Ai P iitlYLU
Approve the attached agreement with Milligan and Sons Incorporated to install an
automated fuel system at three City facilities at a cost of $48,247.
Background:
Included in the FY 97 -98 Capital Improvement Project Budget was $65,000 for the
purchase and installation of an automated fuel system. Presently, when City
employees fuel their equipment, they write the unit number, mileage, and amount of
fuel onto a fuel ticket, which is later manually keyed into the fleet computer system.
Operating departments are then charged for the fuel used on a monthly basis.
Equipment Maintenance Division personnel enter approximately 125 fuel tickets into
the system on a daily basis.
Staff designed a fuel system which would require employees to enter only a unit
number, mileage, and hose number on the fuel island. Following this action, the
pump would be activated, and following it being shut off, the amount of fuel placed in
the equipment would be electronically stored. This information would be
automatically uploaded into the fleet computer system in batches on a daily basis.
The system would have keypads at all five fuel islands (City Hall, Police Department,
Fire Station No. 3, and two at the Corporation Yard).
Discussion:
The use of an automated fuel system was recommended by the consultant who
assessed City fleet operations earlier as a means of reducing the administrative
workload.
In November, 1997, Department staff developed an RFP for the fuel system, which
• was distributed to seven companies who manufacture such systems. The seven
companies had been identified through a RFQ process that involved surveying all
4 6
other municipal automated fuel systems in the County. On December 3, 1997, three •
contractor proposals were opened. The results were as follows:
Milligan and Sons, Inc. Trak Engineering Fuel Sentry $48,247
E.J. Ward, Inc. Same $57,374
Multiforce Systems Corp. Multiforce Systems Fuelforce /PC $79,025
Staff performed an extensive reference check of Milligan and Sons, Inc., as well as
the Trak system. Within the past year, Milligan and Sons replaced a fueling facility at
the Automobile Club of Southern California's (ACSC) Costa Mesa facility, including
new underground storage tanks and the installation of a Trak system. Department
staff toured the facility, met with ACSC staff, who gave Milligan and Sons an
excellent recommendation. Similar positive comments were given by the Cities of
Ontario and Signal Hill, and the Colton Unified School District,
Mr. Robert Milligan, President of Milligan and Sons, also met with the City MIS
Manager and Telecommunications Supervisor to explain the communications
requirements for connecting the fuel system to the City data network. Both have
endorsed the proposed system.
An agreement for the installation of the system is attached. It has been reviewed by
the Assistant City Attorney. Following approval, the contractor will purchase the
equipment and installation will commence within two weeks.
The remaining balance in the account will be utilized to replace rusted and obsolete
fuel dispensers under a separate contract.
In summary, staff is recommending the installation of an automated fuel system
which will save numerous manhours, provide accurate data, and ensure good
management of fuel resources.
Very respectfully,
David E. Niederhaus
DEN /mp
Attachments: 1) Professional Services Agreement with Milligan and Sons, Inc.
2) Milligan and Sons, Inc. Proposal
40
L]
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT, entered into this day of April, 1998, by and between
CITY OF NEWPORT BEACH , a Municipal Corporation (hereinafter referred to as "City "),
and MILLIGAN & SONS, INC. whose address is P.O. Box 891076, Temecula, California,
92589 -1076, (hereinafter referred to as "Consultant'), is made with reference to the
following:
RECITALS
A. City is a municipal corporation duly organized and validly existing under the
laws of the State of California with the power to carry on its business as it is
now being conducted under the statutes of the State of California and the
Charter of City.
B. City is planning to implement an automated fueling system at all fueling
sites in City facilities ('Project').
C. City desires to engage Consultant to provide and install an automated
fueling system capable of computing the quantity of fuel placed in
equipment, and upload fuel and mileage data into the fleet management
computer system, upon the terms and conditions contained in this
Agreement.
D. The principal member of Consultant, is for purpose of this Project, Robert
W. Milligan, President.
E. City has solicited and received a proposal from Consultant, has reviewed
the previous experience and evaluated the expertise of Consultant, and
11
desires to contract with Consultant under the terms of conditions provided in
this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
Parties as follows:
1. TERM
The term of this Agreement shall commence on the _ day of April, 1998, and
shall terminate on the _ day of , 19_, unless terminated earlier as set forth
herein.
2. SERVICES TO BE PERFORMED
Consultant shall diligently perform all the duties set forth in the scope of services,
attached hereto as Exhibit "A" attached hereto and incorporated herein by reference.
3. COMPENSATION TO CONSULTANT 0
City shall pay Consultant for the services in accordance with the provisions of this
Section and the scheduled billing rates, attached hereto as Exhibit "A" and incorporated
herein by reference. No rate changes shall be made during the term of this Agreement
without prior written approval of City. Consultant's compensation for all work performed in
accordance with this Agreement shall not exceed the total contract price of Forty -Eight
Thousand, Two Hundred Forty -Seven Dollars ($48,247.00).
3.1 Consultant shall maintain accounting records of its billings which includes
the name of the employee, type of work performed, times and dates of all work which is
billed on an hourly basis and all approved incidental expenses including reproductions,
computer printing, postage and mileage.
3.2 Consultant shall submit monthly invoices to City payable by City within thirty •
(30) days of receipt of invoice subject to the approval of City and based upon the
N
following payment schedule: 25% at signing of contract, 25% upon commencement of
installation of the system, and the remainder following acceptance of the completed work.
3.3 Consultant shall not receive any compensation for extra work without prior
written authorization of City. Any authorized compensation shall be paid in accordance
with Exhibit "A ".
3.4 City shall reimburse Consultant only for those costs or expenses which
have been specifically approved in this Agreement, or specifically approved in advance
by City. Such cost shall be limited and shall include nothing more than the following costs
incurred by Consultant:
A. The actual costs of subconsultants for performance of any of the services
which Consultant agrees to render pursuant to this Agreement which have
been approved in advance by City and awarded in accordance with the
terms and conditions of this Agreement.
B. Actual costs and /or other costs and /or payments specifically authorized in
advance in writing and incurred by Consultant in the performance of this
Agreement.
3.5 Notwithstanding any other paragraph or provision of this Agreement,
beginning on the effective date of this Agreement, City may withhold payment of ten
percent (10 %) of each approved payment as approved retention until all services under
this Agreement have been substantially completed.
4. STANDARD OF CARE
4.1 All of the services shall be performed by Consultant or under Consultant's
• supervision. Consultant represents that it possesses the professional and technical
personnel required to perform the services required by this Agreement, and that it will
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perform all services in a manner commensurate with the community professional
standards. All services shall be performed by qualified and experienced personnel who
are not employed by City nor have any contractual relationship with City. Consultant
represents and warrants to City that it has or shall obtain all licenses, permits,
qualifications and approvals required of its profession. Consultant further represents and
warrants that it shall keep in effect all such licenses, permits and other approvals during
the term of this Agreement.
4.2 Consultant shall not be responsible for delay, nor shall Consultant be
responsible for damages or be in default or deemed to be in default by reason of strikes,
lockouts, accidents, or acts of God, or the failure of City to furnish timely information or to
approve or disapprove Consultant's work promptly, or delay or faulty performance by City,
contractors, or governmental agencies, or any other delays beyond Consultant's control
or without Consultant's fault.
5. INDEPENDENT PARTIES
City retains Consultant on an independent contractor basis and Consultant is not
an employee of City. The manner and means of conducting the work are under the
control of Consultant, except to the extent they are limited by statute, rule or regulation
and the expressed terms of this Agreement. Nothing in this Agreement shall be deemed
to constitute Consultant or any of Consultant's employees or agents, to be the agents or
employees of City. Consultant shall have the responsibility for and control over the
details in means of performing the work provided that Consultant is in compliance with the
terms of this Agreement. Anything in this Agreement which may appear to give City the
right to direct Consultant as to the details of the performance of the services or to 0
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exercise a measure of control over Consultant shall mean that Consultant shall follow the
desires of City only with respect to the results of the services.
6. COOPERATION
Consultant agrees to work closely and cooperate fully with City's designated
Project Administrator, and any other agencies which may have jurisdiction or interest in
the work to be performed. City agrees to cooperate with the Consultant on the Project.
7. PROJECT MANAGER
Consultant shall assign the Project to a Project Manager, who shall coordinate all
phases of the Project. This Project Manager shall be available to City at all reasonable
times during the Project term. Consultant has designated Robert Milligan to be its Project
Manager.
. 8. TIME OF PERFORMANCE
Time is of the essence in the performance of the services under this Agreement
and the services shall be performed by Consultant in accordance with the schedule
specified in the proposal. The failure by Consultant to strictly adhere to the schedule,
may result in termination of this Agreement by City, and the assessment of damages
against Consultant for delay. Notwithstanding the foregoing, Consultant shall not be
responsible for delays which are due to causes beyond Consultant's reasonable control.
However, in the case of any such delay in the services to be provided for the Project,
each party hereby agrees to provide notice to'the other party so that all delays can be
addressed.
8.1 Consultant shall submit all requests for extensions of time for performance
• in writing to the Project Administrator not later than ten (10) calendar days after the start
of the condition which purportedly causes a delay, and not later than the date upon which
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performance is due.
The
Project Administrator shall review all such requests and may
grant reasonable
time
extensions for unforeseeable delays, which are beyond
Consultant's control.
8.2 For all time periods not specifically set forth herein, Consultant shall
respond in the most expedient and appropriate manner under the circumstances, by
either telephone, fax, hand delivery or mail.
9. CITY POLICY
Consultant will discuss and review all matters relating to policy and project
direction with the Project Administrator in advance of all critical decision points in order to
ensure that the Project proceeds in a manner consistent with City goals and policies.
10. CONFORMANCE TO APPLICABLE REQUIREMENT
All work prepared by Consultant shall conform to applicable city, county, state and •
federal law, regulations and permit requirements and be subject to approval of the Project
Administrator and City.
11. PROGRESS
Consultant is responsible to keep the Project Administrator and /or his /her duly
authorized designee informed on a regular basis regarding the status and progress of the
work, activities performed and planned, and any meetings that have been scheduled or
are desired.
12. HOLD HARMLESS
Consultant shall indemnify, defend, save and hold harmless City, its City Council,
boards and commissions, officers and employees from and against any and all loss,
damages, liability, claims, allegations of liability, suits, costs and expenses for damages of •
any nature whatsoever, including, but not limited to, bodily injury, death, personal injury,
6
work conducted or performed pursuant to this Agreement. This indemnity shall apply
even in the event of negligence of City, or its employees, or other contractors, excepting
only the sole negligence or willful misconduct of City, its officers or employees, and shall
include attorneys' fees and all other costs incurred in defending any such claim. Nothing
in this indemnity shall be construed as authorizing, any award of attorneys' fees in any
action on or to enforce the terms of this Agreement.
13. INSURANCE
Without limiting consultant's indemnification of City, and prior to commencement of
work, Consultant shall obtain and provide and maintain at its own expense during the
• term of this Agreement policy or policies of liability insurance of the type and amounts
described below and satisfactory to City. Certification of all required policies shall be
signed by a person authorized by that insurer to bind coverage on its behalf and must be
filed with City prior to exercising any right or performing any work pursuant to this
Agreement. Except workers compensation and errors and omissions, all insurance
policies shall add City, its elected officials, officers, agents, representatives and
employees as additional insured for all liability arising from Consultant's services as
described herein.
All insurance policies shall be issued by an insurance company currently
authorized by the Insurance Commissioner to transact business of insurance in the State
of California, with an assigned policyholders' Rating of A (or higher) and Financial Size
• Category Class VII (or larger) in accordance with the latest edition of Best's Key Rating
Guide: unless otherwise approved by the City Risk Manager.
property damages, or any
other claims arising from
any and all acts or omissions of
Consultant, its employees,
agents or subcontractors
in the performance of services or
work conducted or performed pursuant to this Agreement. This indemnity shall apply
even in the event of negligence of City, or its employees, or other contractors, excepting
only the sole negligence or willful misconduct of City, its officers or employees, and shall
include attorneys' fees and all other costs incurred in defending any such claim. Nothing
in this indemnity shall be construed as authorizing, any award of attorneys' fees in any
action on or to enforce the terms of this Agreement.
13. INSURANCE
Without limiting consultant's indemnification of City, and prior to commencement of
work, Consultant shall obtain and provide and maintain at its own expense during the
• term of this Agreement policy or policies of liability insurance of the type and amounts
described below and satisfactory to City. Certification of all required policies shall be
signed by a person authorized by that insurer to bind coverage on its behalf and must be
filed with City prior to exercising any right or performing any work pursuant to this
Agreement. Except workers compensation and errors and omissions, all insurance
policies shall add City, its elected officials, officers, agents, representatives and
employees as additional insured for all liability arising from Consultant's services as
described herein.
All insurance policies shall be issued by an insurance company currently
authorized by the Insurance Commissioner to transact business of insurance in the State
of California, with an assigned policyholders' Rating of A (or higher) and Financial Size
• Category Class VII (or larger) in accordance with the latest edition of Best's Key Rating
Guide: unless otherwise approved by the City Risk Manager.
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0
A. Worker's compensation insurance covering all employees and principals of is
Consultant, per the laws of the State of California.
B. Commercial general liability insurance covering third party liability risks,
including without limitation, contractual liability, in a minimum amount of $1
million combined single limit per occurrence for bodily injury, personal injury
and property damage. If commercial general liability insurance or other
form with a general aggregate is used, either the general aggregate shall
apply separately to this Project, or the general aggregate limit shall be twice
the occurrence limit.
C. Commercial auto liability and property insurance covering any owned and
rented vehicles of Consultant in a minimum amount of $1 million combined
single limit per accident for bodily injury and property damage. •
Said policy or policies shall be endorsed to state that coverage shall not be
canceled by either party, except after thirty (30) days' prior notice has been given in
writing to City. Consultant shall give City prompt and timely notice of claim made or suit
instituted arising out of Consultant's operation hereunder. Consultant shall also procure
and maintain, at its own cost and expense, any additional kinds of insurance, which in its
own judgment may be necessary for its proper protection and prosecution of the work.
Consultant agrees that, in the event of loss due to any of the perils for which it has
agreed to provide comprehensive general and automotive liability insurance, Consultant
shall look solely to its insurance for recovery. Consultant hereby grants to City, on behalf
of any insurer providing comprehensive general and automotive liability insurance to
either Consultant or City with respect to the services of Consultant herein, a waiver of any .
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right of subrogation which any such insurer of said Consultant may acquire against City
by virtue of the payment of any loss under such insurance.
14. PROHIBITION AGAINST TRANSFERS
Consultant shall not assign, sublease, hypothecate or transfer this Agreement or
any for the services to be performed under this Agreement, directly or indirectly, by
operation of law or otherwise without prior written consent of City. Any attempt to do so
without consent of City shall be null and void.
The sale, assignment, transfer or other disposition of any of the issued and
outstanding capital stock of Consultant, or of the interest of any general partner or joint
venturer or syndicate member or cotenant if Consultant is a partnership or joint-venture or
syndicate or cotenancy, which shall result in changing the control of Consultant, shall be
•
construed as
an assignment of this Agreement.
Control
means fifty percent (50 %) or
more of the
voting power, or twenty -five percent
(25 %)
or more of the assets of the
corporation, partnership orjoint- venture.
15. OWNERSHIP OF DOCUMENTS
Each and every report, draft, work product, map, record and other document
reproduced, prepared or caused to be prepared by Consultant pursuant to or in
connection with this Agreement shall be the exclusive property of City.
Documents, including drawings and specifications, prepared by Consultant
pursuant to this Agreement are not intended or represented to be suitable for reuse by
City or others on any other project. Any use of completed documents for other projects
and any use of incomplete documents without specific written authorization from
. Consultant will be at City's sole risk and without liability to Consultant. Further, any and
all liability arising out of changes made to Consultant's deliverables under this Agreement
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by City or persons other than Consultant is waived against Consultant and City assumes .
full responsibility for such changes unless City has given Consultant prior notice and has
received from Consultant written consent for such changes.
Consultant shall, at such time and in such form as City may require, furnish reports
concerning the status of services required under this Agreement.
16. CONFIDENTIALITY
The information, which results from the services in this Agreement, is to be kept
confidential unless the release of information is authorized by City.
17. CITY'S RESPONSIBILITIES
In order to assist Consultant in the execution of his responsibilities under this
Agreement, City agrees to provide the following:
A. Access to, and upon request of Consultant, one copy of all existing record .
information on file at City. Consultant shall be entitled to rely upon the
accuracy of data information provided by City or others without independent
review or evaluation. City will provide all such materials in a timely manner
so as not to cause delays in Consultant's work schedule.
B. Usable life of facilities criteria and information with regards to deficient
facilities.
18. ADMINISTRATION
This Agreement will be administered by the General Services Department. The
General Services Director shall be considered the Project Administrator and shall have
the authority act for City under this Agreement. The Project Administrator or his /her
authorized representative shall represent City in all matters pertaining to the services to •
be rendered pursuant to this Agreement.
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19. RECORDS
Consultant shall keep records and invoices in connection with the work to be
performed under this Agreement. Consultant shall maintain complete and accurate
records with respect to the costs incurred under this Agreement. All such records shall be
clearly identifiable. Consultant shall allow a representative of City to examine, audit and
make transcripts or copies of such records .during normal business hours. Consultant
shall allow inspection of all work, data, documents, proceedings and activities related to
the Agreement for a period of three (3) years from the date of final payment under this
Agreement.
20. WITHHOLDINGS
City may withhold payment of any disputed sums until satisfaction of the dispute
with respect to such payment. Such withholding shall not be deemed to constitute a
failure to pay according to the terms of this Agreement. Consultant shall not discontinue
work as a result of such withholding. Consultant shall have an immediate right to appeal
to the City Manager or his designee with respect to such disputed sums. Consultant shall
be entitled to receive interest on any withheld sums at the rate of seven percent (7 %) per
annum from the date of withholding of any amounts found to have been improperly
withheld.
21. ERRORS AND OMISSIONS
In the event of errors or omissions that are due to the negligence or professional
inexperience of Consultant which result in expense to City greater than would have
resulted if there were not errors or omissions in the work accomplished by Consultant, the
• additional design, construction and /or a restoration expense shall be borne by Consultant.
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Nothing in this paragraph is intended to limit City's rights under any other sections of this +
Agreement.
22. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other consultants in connection with the Project.
23. CONFLICTS OF INTEREST
A. The Consultant or its employees may be subject to the provisions of the
California Political Reform Act of 1974 (the "Act "), which (1) requires such
persons to disclose financial interest that may foreseeably be materially
affected by the work performed under this Agreement, and (2) prohibits
such persons from making, or participating in making decisions that will
foreseeably financially affect such interest. 0
B. If subject to the Act, Consultant shall conform to all requirements of the Act.
Failure to do so constitutes a material breach and is grounds for termination
of this Agreement by City. Consultant shall indemnify and hold harmless
City for any and all claims for damages resulting from Consultant's violation
of this Section.
24. SUBCONSULTANT AND ASSIGNMENT
A. Except as specifically authorized under this Agreement, the services
included in this Agreement shall not be assigned, transferred, contracted or
subcontracted without prior written approval of City.
25. NOTICES
All notices, demands, requests or approvals to be given under this Agreement
shall be given in writing and conclusively shall be deemed served when delivered
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personally or on the third business day after the deposit thereof in the United States mail,
postage prepaid, first class mail, addressed as hereinafter provided.
All notices, demands, requests or approvals from Consultant to City shall be
addressed to City at:
General Services Director
City of Newport Beach
3300 Newport Boulevard
P. O. Box 1768
Newport Beach, CA, 92658 -8915
(714) 644 -3055
(714) 650 -0747 (fax)
All notices, demands, requests or approvals from City to Consultant shall be
addressed to Consultant at:
Attention: Robert W. Milligan
Milligan & Sons, Inc.
P.O. Box 891076
Temecula, CA 92589 -1076
(909) 506 -2389
(909) 699 -1572
26. TERMINATION
In the event either part hereto fails or refuses to perform any of the provisions
hereof at the time and in the manner required hereunder, that party shall be deemed in
default in the performance of this Agreement. If such default is not cured within a period
of two (2) days, or if more than two (2) days are reasonably required to cure the default
and the defaulting party fails to give adequate assurance of due performance within two
(2) days after receipt of written notice of default, specifying the nature of such default and
the steps necessary to cure such default, the nondefaulting party may terminate the
0 Agreement forthwith by giving to the defaulting party written notice thereof.
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26.1 City shall have the option, at its sole discretion and without cause, of
terminating this Agreement by giving seven (7) days' prior written notice to Consultant as
provided herein. Upon termination of this Agreement, City shall pay to the Consultant that
portion of compensation specified in this Agreement that is earned and unpaid prior to the
effective date of termination.
27. COMPLIANCES
Consultant shall comply with all laws, state or federal and all ordinances, rules and
regulations enacted or issued by City.
28. WAIVER
A waiver by either party of any breach, of any term, covenant or condition
contained herein shall not be deemed to be a waiver of any subsequent breach of the
same or any other term, covenant or condition contained herein, whether of the same or a
different character.
29. INTEGRATED CONTRACT
This Agreement represents the full and complete understanding of every kind or
nature whatsoever between the Parties hereto, and all preliminary negotiations and
agreements of whatsoever kind or nature are merged herein. No verbal agreement or
implied covenant shall be held to vary the provisions herein. Any modification of this
Agreement will be effective only by written execution signed by both City and Consultant.
•
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IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed
on the day and year first written above.
APPROVED AS TO FORM:
By:
Robin Clauson
Assistant City Attorney
for the City of Newport Beach
ATTEST:
LaVonne Harkless
City Clerk
F Acat \da \ag \p rofserv. doc
07 -14 -97
CITY OF NEWPORT BEACH
A Municipal Corporation
By:
Thomas Edwards
Mayor
for the City of Newport Beach
CONSULTANT
0
Robert Milligan
President
for Milligan and Sons
Incorporated
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PROPOSAL
to the
CITY OF NEWPORT BEACH
for a
TRAK SENTRY V
AUTOMATED FUELING SYSTEM
is
by
MILLIGAN & Sons, Inc.
Temecula, California
December 3, 1997
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CONTENTS
Specific responses to the Newport RFP
Background & Approach
Methodology
Work Plan
Contract Organization and Staffing
Related Experience
Contract Schedule
Statement of Compliance
Other Information
Employment Provision
Insurance Coverage
Guarantees
Cost Data
Trak Technical Specifications
Schematic
Photos
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0 Background & Approach
MSI personnel have visited the Newport fueling sites on several
occasions. We believe we fully understand what needs to be done to
implement a fully operational automated fueling system. Our usual
approach is to first establish a good working relationship with the designated
individuals in the user organization, then gather vital planning information,
such as which sites should be completed first, etc. We also try to plan around
the fleet's slow and busy times, so as to minimize the impact on their
operations during installation and start -up.
Methodology
Our usual method of accomplishing a system installation and start up is
as follows:
1. Make a detailed inspection of all existing equipment and facilities.
2. Place orders with our suppliers for all required equipment.
3. Coordinate with the user to insure that any necessary facilities such
as telephone lines are ordered in a timely manner to avoid delaying
system start up.
4. Install and check all items of equipment prior to "cut- over ", so that
fueling is interrupted as little as possible.
5. Keep user personnel informed as each phase is completed.
Work Plan
1. Install Sentry V pedestals in optimum position on each island.
2. Install pump control modules in dispenser junction boxes.
3. Install pulser modules on dispenser registers..
4. Run Fiber Optic conductors as needed.
5. Connect comm. cable at local sites and Modems at remote sites.
6. Load software in City's Central Controller.
7. Run test on all elements of the system.
8. Set system on "By- pass" pending City's approval to cut over.
9. Conduct classes for City personnel as needed.
Please be aware that MSI always places safety as our top priority on every
project and in all phases of our work. Our people either use the right tool
and the correct procedure or the job comes to a halt until the deficiency is
• corrected.
1.
Contract Organization and Staffing •
MILLIGAN Er Sons, Inc. TRAK Engineering
Bob Milligan John Blyth
President Er Chief Engineer President
Connie Mach I Gary Mac Penny Rentz Hogar Tate
Office Manager lope rations Manager Field 5ervice Manager Chief Engineer
LIASON ,, Ron Taylor
Field Technician
Contract Director & Key Contact - Bob Milligan - (909) 506 -2389 - FAX 699 -1572
Field Operations Manager - Gary Mach "
Office Manager - Connie Mach "
Manufacturer - TRAK Engineering - (904) 878 -4585 - FAX (904) 656 -8265
President - John Blyth "
Chief Engineer - Hogar Tate "
Field Service Manager - Penny Rentz
West Coast Field Service Tech. - Ron Taylor - (805) 823 -9148
Vice President, Sales - Chuck Reinhardt - (410) 635 -6522 - FAX (410) 635 -6728
West Coast Sales Manager - Pete Smith - (916) 346 -7662 - FAX (916) 346 -8451
Education & Experience
Bob Milligan - Aeronautical Engineer, Cal Poly, San Luis Obispo. 25 years
industrial systems sales and installation. Formerly National Sales Manager,
Engineered Systems, Inc., Tempe, Arizona.
Gary Mach - Former technician, TRW Corp. Qualified to engineer electro-
mechanical installations on flight and non - flight hardware. Has installed
numerous TRAK systems.
Connie Mach - 12 years experience office management. Small business owner.
John Blyth - Founder, TRAK Engineering in 1981.
Hogar Tate - Graduate Electrical Engineer •
2.
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0 Related Experience
1. City of Ontario, California - This contract was awarded to MSI in March,
1997. The scope of work was the installation of a TRAK fully automated fuel
management system on six islands and the oversight of the installation of 350
Vehicle Monitor Units on a portion of the City's fleet. This system dispenses
motor oil and hydraulic fluid as well as motor fuels.
Ontario has plans to expand the fuel management system to include a
new police department fuel island and certain fire stations in 1998. MSI
expects to be awarded this follow -on contract.
Contact: Jerry Hodgson Occupational Health & Safety Officer.
Tel. (909) 986 -1151, ext. 4327
2. City of Signal Hill, California. - MSI installed a single island fuel
management system at Signal Hill during the summer of 1997. This system is
quite straightforward but is interesting in that the TRAK system also controls
a motor - operated gate at the yard entrance.
Contact: Jose Solis -Fleet Services Supervisor
Tel. 310 - 989 -7256
3. Los Angeles Unified School District - MSI has installed TRAK fuel
management systems at two of LAUSD's seven sites. An eighth site is
scheduled for 1998.
Contact: Larry Turgeon
Tel. 213 - 743 -3649
4. Colton Joint Unified School District - The fueling facility at this school
bus fleet was automated with a TRAK fuel management system by MSI in
1996. The district plans to upgrade the system to fully automated operation
early in 1998.
Contact: Rick Feinstein, Maintenance Director
Tel. (909) 876 -4110
5. Automobile Club of Southern California, Costa Mesa - MSI was awarded
a major contract to completely replace the Auto Club's fuel facility , late in
1996. The scope of work included new underground tanks, a new island,
dispensers and a TRAK fuel management system.
• Contact: James M. Hurst, Contract Administrator
Tel. (714) 437 -0065L
ct�S
3.
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6. San Diego Gas & Electric Co. - In the fall of 1997, MSI was selected to
supply and install a very large TRAK fuel management system for SDG &E at
seven fixed sites thru out San Diego County and on four mobile tanker
trucks. This is a fully automated system which will ultimately cover 1,900
vehicles. System start -up is planned for early 1998.
Contact, Chuck French - Project Coordinator
Tel. (619) 653 -3105
Contract Schedule
1. Placement of orders with suppliers - 1 week.
2. Manufacture and delivery of equipment to jobsite - 4 weeks.
3. Installation and start -up - 2 weeks.
Cost Data
(Please see page 6. of this proposal)
Statement of Compliance
This proposal is in strict compliance with the Request for Proposal extent for
the following items:
1. RFP page 8., item J., second paragraph states the actual cost of all
materials passed on to the City shall be wholesale cost of the material. This
is not a requirement with which the offerer is familiar.
2. The ordering and installation of telephone lines at all sites must be the
responsibility of the City. This is customary.
These exceptions should have no impact on contract costs, scheduling or
other considerations.
Other Information
We have no other
information to
offer at this
time, except to comment that
this RFP is quite
thorough and
we believe it
will insure a successful and
timely completion
of this project
as a result of
it's comprehensiveness.
•
4.
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E
Employment Provision
0
MSI does not discriminate on any basis in the hiring of persons or
subcontractors. We believe this project will not require the hiring of persons
outside MSI nor any subcontractors.
Schematic
(Please see schematic following page 6. of this proposal.)
Insurance Coverage
The insurance coverage provision of the RFP is acceptable.
Guarantees
The Guarantees provision of the RFP is acceptable.
5.
• •
Cost Data
TOTAL COST FOR THE PURCHASE AND INSTALLATION
OF AN AUTOMATED FUELING SYSTEM:
PER MONTH (EST) COST FOR A LEASE PROGRAM -
TOTAL FUEL MANAGEMENT:
TOTAL (EST.) COST FOR PURCHASE OF NEW DISPENSERS
(Above prices include applicable taxes.)
$ 48,247.00
$ 3,387.00"
$ 25,212.00
Lease program includes unlimited on -site repair and maintenance of entire system for as
long as lease remains in effect. Program also includes the furnishing and installation of
any and all hardware and software upgrades as may be released by the manufacturer during
the term of the lease. (Upgrade to fully automated operation is at additional cost. See
below.) We suggest that the details of any lease/ maintenance agreement be negotiated
between MSI and the City of Newport Beach.
The Trak Sentry V Fuel Management System as offered in this proposal may
be upgraded to fully automated operation as described in Newport's RFP on
pages 19 & 20 under the heading FUTURE UPGRADES.
For budgetary purposes, the City may be interested in knowing that this
upgrade can be accomplished at any time in the future for approximately
$1,500 per Island Monitor Device plus $1,000 per hose plus $85.00 per vehicle.
There are no additional software charges associated with this upgrade. The
training of customer personnel in the installation of the Vehicle Monitor
units is at no extra cost.
This Price Quotation is valid thru June 3, 1998.
W,,ailligan - President
Box 891076 - Temecula, CA 92589 -1076
(909) 506 -2389 - FAX (909) 699 -1572
December 3, 1997
(Fins proposal is proprietary to Milligan & Sons, Inc. and is intended for use by the customer only.)
6.
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• •
FUEL SENTRY V - TECHNICAL SPECIFICATIONS
• PERFORMANCE:
Controlled Hoses
Operation
Time -outs
Memory Storage Time
Definition
Expected Life
MTBF
MTTR
Users
ELECTRICAL
Supply Voltage
Supply Current
Power Consumption
Interconnect
Signal Lines
COMPUTER
Processor
Operating Frequency
Internal RAM Memory
Internal ROM Memory
Communications Rate
Storage Mechanism
Storage Space
PHYSICAL AND ENVIRONMENTAL
Dimensions
Mounting
Operating Position
Operating Temperature
Storage Temperature
Storage Relative Humidity
Operating Relative Humidity
Cabinet & Chassis
FUNCTIONAL ELEMENTS
Electronics
Display
Keypad
Key Reader
Memory Key
Key Life
Temperature Control
• Fully Automated Operation
Model 100 - 8
Continuous, with simultaneous pumping from all hoses
1 to 99 seconds, selectable
365 Days (Minimum without power)
1/10 gallon or quart
18 years
12,000 hours
15 minutes
65,000
115 VAC
400 ma maximum, 100 nominal
50 watts max., 10 watts nominal
Direct wire
Fiber optic
800535
11.05 MHZ
640k bytes
32k bytes
300/120012400 baud
Lithium battery
4000 transactions
41 "XT'XT' (HWD)
Self- sustaining
Vertical
-51 to 49 C
-55 to 70 C
0to100%
0 to 95 % (non- condensing)
1 /8" aluminum with anodized finish
All solid state, single board
40 character alphanumeric LCD with backlight
16 position sealed membrane
TRAK key reader
Smart Key (EEProm semiconductor element in molded
plastic holder.)
1,000,000 read /write cycles
Thermostat controlled, internal heater
Software only modification
FS- 90/041294
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SYSTEM DESCRFPTIO�'
Trak Engineering manufactures a computerized Fuel Management System which can accomplish the goal or controlling, accounting,
and securing fueling services at fueling facilities on a 24 hours per day, 7 days a week basis. Trak offers both a readlwrilc key
activated system and a fully automated (no keys, no user inpuO system. The only additional equipment required for a fully
automated system (hands off) is the vchiclt unit and the fuel hose pickup device, all other components of the system are the same.
The key and fully automated systems can work simultaneously. All vehicles do not require a vehicle unit to fuel, they ran be issued a
readtwnte key.
A technical description of the Trak system and equipment follows, along with a description of the software and its features The
Trak system consists of the following components which will be explained in detail below.
Common st'srem components:
Fuel Sentry (island controller including fuel hose interface)
Central Controller with Fuel Management Software
Filer optic installation
Fully Aufamared rnnrrwnentw
vehicle Monitor Unit (VMU)
NovJe Pickup (NP)
VMU Programmer
Read/Wrxte Kee romnonenrs:
Memory Key
Key Encoder
The Fuel Sentry .
The Fuel Sentry, is an island mounted cabinet containing a microcomputer, pump control interfaces, power supply, communication
electronics, heaters, and various other elements used to provide a single control point for the fuel island. The Fuel Sentry uses no
separate 'controller unit' al the fueling location — it contains sufficient memory and computer intelligence to carry out all island
functions.
Other aspects of the Fuel Sentry, while not necessarily unique, are critical to its function. Some samples arc:
A Backlit. Liquid Crvstal Display - There are many other display technologies available, but only LCD can be seen in
strong, direct sunlight. To insure it remains visibic at night, we include a back - lighting panel. The display presents
messages in readable English.
High Contrast Membrane Keypad - The keypad on the Sentry will last for many years and can withstand abuse both from
the users and the environment It has no moving parts, so it is unaffected by dirt or windblown sand. The Trak keypad is
not lighted
Htatcrs - Several heaters within the Sentry cabinet keep the electronics at the proper temperature for year -round operation.
Quick- Disconnect Components - All of the main components, including the electronics board, the key reader, and the
barrier are held in place ruing quick-disconnect technology. These parts have been designed to be user changeable in
acoonds — without toots or special training.
The Fuel Sentry:
Operates up to eight hoses simultaneously.
Authorizes dispensers of the proper fuel type for each vehicle.
Has separate timings for Pump Turn On and Pump Turn 06, both programmable from 1 to 98 seconds.
By: TRAK Engineering, Inc. Model 100 Description Pane 2 •
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• Accepts inventory entries for the recording of fuel deliveries, tank dippings, and base meter readings.
Transmission to the Central Controller is performed during polling.
• Can deliver special messages and automatic PM messages to individual vehicles — or it can lock out vehicles
from fueling privileges. (For keyed systems only.)
• Has a priority system which allows the operator to lock our large groups of vehicles easily if rationing
becomes necessary.
• Communicates to the Central Controller for the polling of transactions, updating of operational values and
general diagnostics.
• Has internal checking functions for memory and communications testing.
The Fuel Sentry• is absolutely imolnerable to power outages and can maintain its data for aver 30 days without external power. All
storage is in batten backed CMOS RAM that is relay isolated from the main system power.
The Fuel Sentry comes equipped with a built in surge protector which protects the Sentry from surges and spikes that occur on the
power line. Since the Sentry uses fiber optics as described above, no surge can affect the unit from any other means.
The Central Contmitcr with Fuel Management Software
Although the Fuel Sentry can carry out the entire fueling procedure on the fuel island by itself, it does not constitute an entire
system. A Central Controller is required to poll, store, and organize the data gathered by the Fuel Sentry. It also provides the
interface between the system operator and all of the Fuel Sentrys -- as well as the communication path to other computers.
The Trak system can utilize any existing MS -DOS microcomputer for the system's Central Controller computer. For optimum
performance, Trak recommends the following configuration:
MS -DOS Microcomputer with 80486sx microprocessor rated at 75MH7; 8Mb DRAM; 3.5' 1.44Mb floppy disk drives;
200Mb Hard disk; One parallel port/two serial ports; 101 -key enhanced keyboard; Rcal -time clock/calendar, 145 -was
power supply; Color VGA Monitor; 160cps Dot Matrix Printer
The Trak Fuel Management Software (FMS) is menu driven and almost entirety automated. It directs the operator through the few
daily functions — with polling and reports available on a scheduled ( unattended) basis. The FMS manages all of the database
functions of the system, including the storing of transaction, inventory, vehicle and personnel information. All data is maintained in
flat ASS tiles which are accessible to other programs. All files —both data and control —can be easily edited through the program.
Custom reports can be designed for each user, with latitude in the order of sorting and the range of sites, dales, vehicles and other
variables. The Trak system does not require full time use of the microcomputer.
The Trak system comes standard with many preset reports. Users can curate additional report parameters or use a third party report
generator for ad hoc reporting. A partial listing of reports is given.
Reports by location:
Transaction Ilstinga:
PREVIOUS DAY SENTRY REPORT
DATEMME
CURRENT PERIOD SENTRY REPORT
DEPARTMENT/VEHICLE
SENTRY USE SUMMARY REPORT
PERSONNEUDATEICIME
SENTRY REPORT IN VEHICLE ORDER
VEHICLE/DATEITIME
Reports by vehicle:
Auxiliary Listings:
VEHICLE FUEL USE REPORT
DEPARTMENT LIST
VEHICLE ACTIVITY REPORT
VEHICLE/PERSONNEL LIST
VEHICLE PERFORMANCE REPORT
KEY INFORMATION LIST
SENTRY LIST
Inventory reports:
INVENTORY REPORT
TANK USE REPORT
PUMP & METER REPORT
PUMP LIST/TANK LIST
MPG REPORT
Or TRAK Engineering, Inc. Model 100 Description Page 3
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Fiber Optic Installation •
Unique to the Fuel Sentry is the ability to use fiber optics for control. The importance of the use of fiber optics can not be overstated.
The fueling island presents an extrmnely harsh environment to a computer. The use of large pumping motors, which are oonstantiy
being turned on and of, along with the presence of power equipment in nearby shops, generates powerful electromagnetic pulses
which can disrupt the operation of a computer. lightning can also be a powerful disruptive fora in the outdoor environment.
Ordinary wires act as antennas to channel these strong signals directly into a computer device — resulting in erratic behavior and
equipment failure. Fiber optic cables, which transmit only Light, protect the Fuel Sentry from these problems.
Fully Automated System Description
Fach vehicle is equipped with a VMU(Vehlcle Monitor Unit) and is automatically identified before fueling begins. The VMU is
capable of automatic transmission of odometer readings, vehicle ID, fuel type and limit, engine hours (optional), and system M.
Of critical importance to flat operators are minimization of operator input, minimization of time required for such input, and
accuracy of input. Automatic identification is a method by which the vehicle Mill be able to identify itself to the fuel system when it
pulls up to the fueling island with no operator input. This is accomplished via the VW which is a small on -board computer that
stores the above data and relays it to the Fuel Sentry while the vehicle is fueling.
In operation, the vehicle pulls up to the dispenser. When the operator inserts the fuel nozzle into the fill pipe of the vehicle, the
VMU relays the vehicle's stored information to the Sentry. The Sentry validates the vehicle iD number and the fuel type of the
inserted hose. If the information is valid, the fuel hose is activated and the data is recorded.
When fueling is complete, the nozzle is removed from the vehicle which terminates the transaction The Sentry disables the
dispenser, making it available for another vehicle. Because the Sentry is in place and can accept data via the keypad or key reader,
not all vehicles are required to be equipped to use the fully- automated procedure. Also, nonfunctional VMU's can be bypassed by
manually entering the data.
The Vehicle Monitor Unit (VMU)
The VMU is mounted on each vehicle and maintains information concerning that specific vehicle. It stores the vehicle ID, current
odometer reading, fuel type and limit, system ID, and engine hours (op(ional). If contains an EEPROM circuit which stores all the
data in non- volatile memory.
The VMU prohibits fueling while the vehicles ignition switch is on. Optionally, the VMU can ignore reverse mileage, deduct
reverse mileage from current mileage or add reverse mileage to current mileage.
Trak has both portable and stationary VMU programmers available
The Nozzle Pickup (NP)
The NP is a device that attaches to the fuel nozzle and acts as an interface between the VMU and the dispenser. The NP is a wireless
device that eliminates the costly and troublesome wire that runs down or through the hoses in other systems. When the nozzle is
placed into the vehicle, the NP senses the VMU data and transmits that data to the dispenser receiver. The dispenser in turn sends
the data to the Sentry which then authorizes the dispenser. The NP installs in only minutes, can be replaced in only a minute,
doesn't interfere with hose swivels, won't interfere with any hose breakaways and doesn't require the user to purchase expensive
special bases.
Key Activated System Description
The Trak Key Activated System uses a read/write memory key as its actuating device. It is a solid state device embedded in a
durable plastic holder. The rcadfwrile memory key can be placed on the same key chain as the ignition key for the vehicle — so it is
always available and cannot be left behind at the fueling site. The read/writc memory key has been designed for a life of five to ten
wars. Unlike a magnetic card, it does not require special handling_ holders, jackets, pockets, or other protective accessories. The
Trak read/writc memory key has a life of 1,00O,O00 read/writc cycles.
Br. TRAK Engineering, Inc Model 100 Descriptlon Page 4 0
• •
Onlike a magnetic card. it cannot be damaged by bending, folding, scratching, or tearing. It will not [Welt or warp if left in the sun
and it will not crack or split if it gets cold. It also cannot be damaged or erased by magnetic fields or static electricity. It has been
our experience, and the experience of marry users of magnetic cards, that the cards cams hold up in the kind of tough daily use
typical in a fuel management system.
Some of the data that is associated with each memory key is:
• A unique 5 digit code identifies each key in the system. Each key can be individually enabled or disabled from the Central
Controller.
• A 10 digit alphanumeric field is used to identify the vehicle number.
• Each of the keys is separately assigned permissible fuels. (Up to 8 types)
Each key can be assigned with a maximum amount of fuel to be obtained in 24 hours from a site (up to 196 gallons). The
maximum may be so to an unlimited anoum.
• A unique 3 digit code is used to identify keys in the same system.
• Odometer reading at time of last fueling.
A key encoder driven by the Fuel Management Scdli4mre is available. Only one key encoder per system is required.
General Information
Communications
Although it is often a neglected pan of an automated fueling system, Trak realizes that communications will play a major role in
determining the success or failure of the project. The following aspects of the Fuel Sentry design aid in the generation and
maintenance of the fuel information network.
1. lath Fuel Sentry is autonomous in operation. Our system is hatch mode, not on -line. A disconnection has no immediate
effect on the local users.
2. Polling includes multiple retries of the fueling site if it should fail to poll on the first attempt. A report that is produced
during polling indicates if the modem was reached and which Fuel Sentry failed to poll successfully. The Fuel Sentry does
not crass polled data, even after it has been successfully retrieved. The data is maintained, and may be repelled, until the
space it occupies in memory is needed for new transactions. This repolling provides a backup to data which might be lost at
the Central Controller. In addition, the Fuel Management Software is designed to weed out duplicate transactions during
polling, so repelling may be done at any time without fear of corrupting the files.
3. Trak has created numerous programs for interfacing the Central Controller to external mainframe computers. The PC is an
ideal platform for communications, since so many hardware and software options exist for it. The Fuel Management
Software, written and maintained by Trak (in the C language) can be modified to fit the needs of our customers. The
willingness and flexibility to customiu 4Mh the Fuel Sentry and the FMS programs is one of the strengths of our company.
Installation
Trak's system includes the installation of fiber optic control lines. These lines may be direct buried or placed in existing conduit.
Where existing conduit is not available the fiber optic lines can be direct buried. Trak does not perform installation of the VMU.
rainin
Training will be provided on each installed system and on the Fuel Management Software. The software program has been designed
to be very easy to use. Instruction cards will be provided to each user to familiarize them with the fueling procedure. If necessary.
additional training courses can be arranged for at minimal cost.
eTRAK Engineering, Inc Model 100 Description page 5
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