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Home My WebLink About184-23 RESOLUTION)f 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 184-23 File Number: 2023-949 SPATCO ENERGY SOLUTIONS, LLC (PURCHASE AGREEMENT): A RESOLUTION TO ACCEPT A QUOTE IN THE AMOUNT OF $35,340.90 PLUS APPLICABLE TAXES FROM SPATCO ENERGY SOLUTIONS FOR UPGRADED FUEL INVENTORY AND MANAGEMENT SOFTWARE, TO APPROVE A PROJECT CONTINGENCY 1N THE AMOUNT OF $3,534.09, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, the Fleet Division has used FuelMaster for fuel inventory and management since 2006 and recommends upgrading to move to a web -based system; and WHEREAS, pursuant to Ark. Code Ann. §19-11-203(14)(AA), formal competitive bidding is not necessary for technical support, renewals, additional copies, or license upgrades for proprietary software after the initial procurement. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby determines that because of Ark. Code Ann. § 19-11-203(14)(AA), upgrades for proprietary software after the initial procurement, the purchase of upgraded FuelMaster software does not require formal competitive bidding and, therefore, accepts the quote in the amount of $35,340.90 (plus any applicable taxes) from Spatco Energy Solutions to upgrade this software, and further approves a project contingency in the amount of $3,534.09 for any surcharges, delivery fees or additional labor charges. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. PASSED and APPROVED on September 5, 2023 Page 1 ``,�p�urrrrrry�� Attest: ��FtK / TRiV,�� :• GAT Y 0 6 FAYETTEVILI_f - ter• •` ara Paxton, ity CI Treasurer �y •• 9 �� ; .� .�%/1N��p'••tl y� CITY OF FAYETTEVILLE ARKANSAS MEETING OF SEPTEMBER 5, 2023 TO: Mayor Jordan and City Council THRU: Terry Gulley, Asst Public Works Director - Ops FROM: Ross Jackson, Jr., Fleet Operations Superintendent DATE: SUBJECT: SPATCO ENERGY SOLUTIONS RECOMMENDATION: CITY COUNCIL MEMO 2023-949 COUNCIL APPROVES A RESOLUTION TO UPGRADE FLEET DEPARTMENT'S FUEL INVENTORY AND MANAGEMENT SOFTWARE FOR A TOTAL PURCHASE PRICE OF $35,340.90 AND ANY SURCHARGES OR DELIVERY FEES OR LABOR CHARGES UP TO 10% OF THE ORIGINAL PURCHASE PRICE FROM SPATCO ENERGY SOLUTIONS AND TO APPROVE A BUDGET ADJUSTMENT. BACKGROUND: The fleet department has been using FuelMaster for fuel inventory and management since 2006 and would like to proceed with upgrading hardware and moving to web -based access. DISCUSSION: Upgrading to the latest web -based software will allow greater access to Fleet Management staff for Fuel inventory and help increase our cyber security efforts. The purchase of all hardware and installation will be performed by Spatco Energy Solutions of Fort Smith AR. BUDGET/STAFF IMPACT: This item was an original 2024 CIP request and will need to be moved up in the time frame at the IT departments' request. A budget adjustment is being presented for your approval. ATTACHMENTS: City of Fayetteville FM Live quote -Revised, 2023-949 SRF Fleet Fuel Upgrade, 2023-949 BA Fleet Fuel Upgrade Mailing address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 == City of Fayetteville, Arkansas y 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 - Legislation Text File #: 2023-949 SPATCO ENERGY SOLUTIONS A RESOLUTION TO ACCEPT A QUOTE IN THE AMOUNT OF $35,340.90 PLUS APPLICABLE TAXES FROM SPATCO ENERGY SOLUTIONS FOR UPGRADED FUEL INVENTORY AND MANAGEMENT SOFTWARE, TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $3,534.09, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, the Fleet Division has used FuelMaster for fuel inventory and management since 2006 and recommends upgrading to move to a web -based system; and WHEREAS, pursuant to Ark. Code Ann. § 19-11-203(14)(AA), formal competitive bidding is not necessary for technical support, renewals, additional copies, or license upgrades for proprietary software after the initial procurement. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby determines that because of Ark. Code Ann. § 19-11-203(14)(AA), upgrades for proprietary software after the initial procurement, the purchase of upgraded FuelMaster software does not require formal competitive bidding and, therefore, accepts the quote in the amount of $35,340.90 (plus any applicable taxes) from Spatco Energy Solutions to upgrade this software, and further approves a project contingency in the amount of $3,534.09 for any surcharges, delivery fees or additional labor charges. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. Page 1 ric� D-J"S E N E R G Y City of Fayetteville S O TC1 L U T I O N Delivery date: 7-25-2023 1560 S Happy Hollow Road Ross Jackson Fayetteville, AR 72701 479-444-3495/rjackson@fayetteville-ar.gov SPATCO SCOPE OF WORK -Install FM Lives and associated hardware as per Fuelmaster quotation. -Interface Fuelmaster with ATG. -Install Fuelmaster surge protection kit. -Install (3) Centerons into AST's. -Attempt to connect FMLive to Veeder Root at Uptown location. -Test fueling equipment and FMLIVE for proper functionality. NOTES: - Any work outside the Scope of Work laid out above will require a change order. S -Quote based on all exiting equipment being in working order. -Quote based on a 1-2-day installation; anything out of our control that extends the installation time will require a change order. Equipment and Services: 2-FMLIVE, UPGRADE, CELLULAR, PROKEE/PROX, AIM $13,759.20 1-ADV SURGE PROTECTION KIT 5-8 HOSES $864.90 2-TANK MONITOR INTERFACE $2,322.00 1-POWERVAR ADVANCED SURGE PROTECTION $690.30 1-FMLIVE SERVICES (ANNUALLY) $5,280.00 1-FMLIVE DATABASE SETUP, ACTIVATION, CONSTRUCTION AND MGMT $3,783.50 3-CENTERON AST TANK MONITORS @ $690.00 EA. $2070.00 1-1000 CENTERON CALL BLOCK $311.00 FREIGHT $260.00 LABOR TOTAL: $35,340.90 plus tax $6,000.00 **THANK YOU FOR THE OPPORTUNITY TO QUOTE** ACCEPTANCE AND EXPIRATION. This quotation, and Seller's offer described in it, will expire on the earlier of (1) 15 days after the date listed on quotation or (2) Seller's giving Buyer written notice that Seller has withdrawn this quotation, unless Buyer accepts this quotation, without any proposed changes, by executing this quotation in the space provided below and delivering it, and the Initial Payment (defined below) to Seller before that expiration. Buyer may not accept, and Seller will have no obligations under, this quotation after it expires. Price and Initial Payment. The price for this Quote may not include all freight charges, taxes or permits. A deposit of 25% is due and payable with and is a condition of Buyer's acceptance of this quotation. Please note the required deposit may change depending on credit approval. Should the required deposit change, Buyer has the right to cancel this order upon 1 business days' notice to Seller. Terms and Conditions of Sale. This quotation is governed solely by Seller's terms and conditions of sale which are attached to this quotation. Seller's offer described in this quotation is expressly made conditional on Buyer's acceptance of all terms in this quotation, including the terms and conditions. No term of any purchase order or other document shall become a part of the agreement between the parties or bind Seller. Accep jtleddL02-023 By Date: V 1 Custor Date: 7-25-2023 Salesr John Deere 207 hMSPRE 27248 0 249-4921r. Suit865-546-4 21 d Center 865-546I5402 37917 EE1 E N E R G Y S O L U T I O N S Ross Jackson Submitted By City of Fayetteville Staff Review Form 2023-949 Item ID 8/15/2023 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 7/27/2023 FLEET OPERATIONS (770) Submitted Date Division / Department Action Recommendation: COUNCIL APPROVES A RESOLUTION TO WAIVE COMPETITIVE BIDDING AND UPGRADE FLEET DEPARTMENTS FUEL INVENTORY AND MANAGEMENT SOFTWARE FOR A TOTAL PURCHASE PRICE OF $35,340.90 AND ANY SURCHARGES OR DELIVERY FEES OR LABOR CHARGES UP TO 10% OF THE ORIGINAL PURCHASE PRICE FROM SPATCO ENERGY SOLUTIONS AND TO APPROVE A BUDGET ADJUSTMENT. Budget Impact: 9700.770.1920-5801.00 Shop Account Number Fund 20007.1 Fleet Management System Upgrade Project Number Budgeted Item? Yes Does item have a direct cost? Yes Is a Budget Adjustment attached? Yes Purchase Order Number: Change Order Number: Original Contract Number: Comments: Item Cost includes 9.75% sales tax. Total Amended Budget Expenses (Actual+Encum) Available Budget Item Cost Budget Adjustment Remaining Budget Project Title $ 41,586.00 41,586.00 $ 38,786.64 $ 1,100.00 899.36 Previous Ordinance or Resolution # Approval Date: V20221130 City of Fayetteville, Arkansas - Budget Adjustment (Agenda) Budget Year Division Adjustment Number /Org2 FLEET OPERATIONS (770) 2023 Requestor: Ross Jackson Jr. BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: COUNCIL APPROVES A RESOLUTION TO WAIVE COMPETITIVE BIDDING AND UPGRADE FLEET DEPARTMENTS FUEL INVENTORY AND MANAGEMENT SOFTWARE FOR A TOTAL PURCHASE PRICE OF $35,340.90 AND ANY SURCHARGES OR DELIVERY FEES OR LABOR CHARGES UP TO 10% OF THE ORIGINAL PURCHASE PRICE FROM SPATCO ENERGY SOLUTIONS AND TO APPROVE A BUDGET ADJUSTMENT. COUNCIL DATE: 9/5/2023 ITEM ID#: 2023-949 April /Melton 6'1412023 70:22 AM Budget Division Date TYPE: D - (City Council) JOURNAL#: GLDATE: 9/5/2023 RESOLUTION/ORDINANCE CHKD/POSTED: TOTAL 1,100 1,100 v.202373 Increase / (Decrease) Project.Sub# Account Number Expense Revenue Project Sub.Detl AT Account Name 9700.770.1920-5801.00 1,100 - 20007 1 EX Fixed Assets 9700.770.1910-4999.99 - 1,100 RE Use Fund Balance - Current 7 of I