HomeMy WebLinkAbout5.A.5. Fuel System (Gasboy) UpgradeTO:
FROM:
DATE:
SUBJECT:
CITY OF SHAKOPEE
MEMORANDUM
Mayor & City Council
Mark McNeill, City Administrator
Bruce Loney, Public Works Director
Michael Hullander, Public Works Superintendent
December 20, 2010
Fuel System (Gasboy) upgrade
INTRODUCTION:
Public Works is requesting to up -grade the Gasboy fuel system as identified in the 2011
Fleet Maintenance Budget. Staff Budgeted $35,000.00 for the up- grade.
BACKGROUND:
Public Works purchased and installed an automated (DOS D- Based) fuel management
system (Gasboy) in the mid 1980's. All fuel transactions are recorded with the vehicle
number, employee number and odometer. All transactions are sorted by Department and
Vehicle and reports are generated for Finance to invoice the respective Departments for
fuel purchases. This system records the odometer and or hour meter for mileage reports
and preventative maintenance cycles. This system also records every car or truck wash
and all propane transactions.
Gasboy will no longer service this old system beginning in 2011, the problems of lost
information and the costs associated with trying to retrieve the information has increased.
This old system will not work with the Cities future up -grade to Windows 7. Public
Works is requesting to up -grade this out -dated system with new controllers and software
that is a web based data system. My understanding is the new system will interface with
our current system and should eliminate problems we are currently experiencing.
Staff has received two quotes and is recommending to contract with Westside Equipment
at a cost of $35,780.00. The second quote was from Pump and Meter Service, Inc. for the
price of $36,005.07.
As an informational item, we will be meeting with various departments for their input
and interest for a future up- grade, which will be more user friendly for the operator and
eliminate the mistakes of putting in the wrong data before fueling. The up -grade costs
$5, 100.00 for the controller and $172.00 for each vehicle. The operator will simply have
to flash the mifare tag and enter their employee i.d. number and begin fueling.
57)
ALTERNATIVES:
1. Approve the request.
2. Deny the request.
3. Table for additional information.
RECOMMENDATION:
Staff recommends alternative number one.
ACTION REQUESTED:
Motion to authorize staff to contract with Westside Equipment for the Fuel System up-
grade at a cost of $35,780.00, with the funds to be expended from the Fleet General Fund
Budget.
Michael Hullander
Public Works Superintendent