Subject:
Title
Fleet Services Fuel Management System for County Owned Fuel Sites
End
Fiscal Impact:
$169,235.98 initial cost for all the equipment and installation
$11,880 yearly recurring costs for monthly data charges and the cloud-based software module (this is a minor savings over the current rate from Fluid Secure for annual data/module cost of $12,216.00).
Dept/Office:
Central Services/Fleet Services
Requested Action:
Recommendation
It is requested that the Board approve procurement of Gasboy Fuel Management System via piggyback use of the statewide Sourcewell (formerly NJPA) contract for implementation at the County owned fuel sites.
End
Summary Explanation and Background:
The County owns and maintains 9 separate fuel sites throughout the County. During an internal audit it was determined that County fuel sites needed enhanced security measures to prevent possible theft of County owned fuel. Fluid Secure, the County’s current fuel management system is a single point verification system that allows any person with a County fuel fob to start the fueling process and put fuel into any vehicle or container.
In researching various fuel management systems, Central Services has found multiple companies that offer a variety of fuel management systems that require multiple stages of verification. These companies were invited to present their fuel management systems to the Central Services Director and Fleet Manager. Upon seeing these presentations Fleet Services determined that implementation of a new fuel management system would not only address the audit findings but also provide a more accurate reporting system as well as improving the monitoring of fuel levels from any location at any time.
Gasboy, the system that Fleet Services is requesting approval to purchase will not only enhance the security of County owned fuel sites but will also enhance Fleet Service’s ability to remotely monitor fuel levels in real-time. While the County currently has this ability, the system is dated technology that can become unreliable during a natural disaster such as a hurricane, when knowing and maintaining fuel levels is of critical importance.
The new Gasboy Fuel Management System that County Fleet Services is requesting approval to purchase has a multi-point verification system that utilizes an individual’s County issued proximity ID card and a security cube/ring that is installed around the fueling receptacle on the vehicle. When an individual enters the fueling the site, the fuel pump will not become active until the fueling nozzle is in close proximity to the security chipped ring installed around the fuel receptacle and the individual has scanned their proximity card. This will provide Fleet Services with the following information for every transaction:
- Who pumped the fuel
- Date/Time/Location of transaction
- Vehicle/receptacle in which the fuel was pumped
The initial cost of implementing this new fuel management system includes Gasboy supplying all new fuel site equipment to the nine County owned fuel sites and removal of the existing equipment. Installation includes all new wiring and conduit as needed. Gasboy will hard wire in cellular modems at each location as well installation of software at all locations (to allow for the cloud based monitoring and remote access into the sites). Training on the new software for Fleet Services staff is included.
For County employees that do not have proximity ID Cards and other non-Board agencies that utilize County owned fuel sites through various agreements, those personnel will be issued a County proximity card from the Fleet Services office. These proximity cards will be different from the County issued ID proximity cards and will only allow access to the fuel sites not County facilities.
The security chipped fuel ring that will be installed on every vehicle that needs to access County owned fuel sites will be installed by County Fleet Services. The installation of this ring takes about 4 minutes per vehicle and if removed from the vehicle, the ring becomes inactive. Fleet services will schedule with each department a time for these to be installed on current County vehicles upon installation of the Gasboy Fuel Management System. For all County vehicles purchased in the future the security rings will be installed upon Fleet Services receiving the vehicle before it is turned over to the department.
Gasboy Fuel Management System also allows for fuel to be put into approved fuel containers (for staff to use in filling lawn maintenance equipment). While these red fuel receptacles would not have the security ring installed on them, the system allows for personnel (when set up in the fuel management system correctly) to be able to activate the pump with only their County issued proximity ID card. These personnel profiles, when set up, would then be limited to a certain gallon limit per day or per transaction; limits would be set based on input from supervisors and duties of the personnel. For example, a lawn maintenance staff member with Parks and Recreation could have their profile established to fill a 5-gallon container twice a day to run the lawn mower. Should special circumstances warrant the individual needing more fuel that day (or within the specified period of time), Fleet Services can make that change remotely with an approved request from the staff members supervisor, manager, or director.
The system also has the capability to be overridden by Fleet Management (either on site or remotely) should a situation arise where an individual is at a fuel site and cannot activate the system for whatever reason.
The system reports fuel levels and transactions in real time via the internet in a cloud-based system. Should the fuel site lose internet connectivity, the fuel management system would still function as designed, however, it would store all transactions internally and once the internet connection is restored, the transactions would be pushed through the system.
The existing contract is Contract #022217-GVR and is effective through May 31, 2021. The prices quoted (quote attached) from Gasboy for equipment and installation is actually less than the costs on the existing Sourcewell Contract that we are requesting permission to piggyback.
The pricing proposed to the County includes a 5% savings from the manufacturer of the equipment that was passed along to the County as well as a 50% reduction in the monthly cellular fee.
Clerk to the Board Instructions:
None