Provision of a Fuel Management System

Agency:	Gwinnett County
State:	Georgia
Type of Government:	State & Local
Category:	F - Natural Resources and Conservation Services
Posted:	Mar 6, 2024
Due:	Apr 4, 2024
Solicitation No:	BL044-24 INV
Publication URL:	To access bid details, please log in.

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February 23, 2024

INVITATION TO BID

BL044-24

The Gwinnett County Board of Commissioners is soliciting competitive sealed bids from qualified service

providers for the Provision of a Fuel Management System for the Department of Support Services.

Bids should be typed or submitted in ink and returned in a sealed container marked on the outside with the BL#

and Company Name. Bids will be received until 2:50 P.M. local time on Thursday, April 4, 2024 at the Gwinnett

County Financial Services - Purchasing Division – 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia 30046. Any

bid received after this date and time will not be accepted. Bids will be publicly opened and read at 3:00 P.M.

Apparent bid results will be available the following business day on our website www.gwinnettcounty.com.

Questions regarding bids should be directed to Alexis Holland, Purchasing Associate II, at

alexisholland@gwinnettcounty.com or by calling 770-822-8741, no later than Friday, March 22, 2024. Bids are

legal and binding upon the bidder when submitted. All bids should be submitted in duplicate.

Successful contractors will be required to meet insurance requirements. The Insurance Company should be

authorized to do business in Georgia by the Georgia Insurance Department and must have an A.M. Best rating

of A-5 or higher.

Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs or

activities. Any requests for reasonable accommodations required by individuals to fully participate in any open

meeting, program or activity of Gwinnett County Government should be directed to ADA Director, Gwinnett

County Justice and Administration Center, 770-822-8165.

The written bid documents supersede any verbal or written prior communications between the parties.

Award will be made to the contractors submitting the lowest responsive and responsible bid. Gwinnett County

reserves the right to reject any or all bids to waive technicalities and to make an award deemed in its best

interest. Bids may be split or awarded in entirety. Gwinnett County reserves the option to negotiate terms,

conditions and pricing with the lowest responsive, responsible bidder(s) at its discretion.

Award notification will be posted after award on the County website, www.gwinnettcounty.com and companies

submitting a bid will be notified via email.

We look forward to your bid and appreciate your interest in Gwinnett County.

Alexis Holland

Purchasing Associate II

The following pages should be returned with your bid:

Bid Schedule, Page 12

Service Provider Information, Page 13

References, Page 14

Contractor Affidavit & Agreement, Page 15

Ethics Affidavit, Page 16

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Gwinnett County Fleet Management

Fuel Management System

Statement of Work

A. Intent and Scope

B. Vendor Q ualifications

C. Specific Requirements

TABLE OF CONTENTS

A. Intent and Scope

It is the intent of these specifications, terms, and conditions to describe the automatic fuel management

system (FMS), for vehicles managed by Gwinnett County (hereafter the County). The system will control,

authorize and record refueling of fleet vehicles using computerized data collection to allow for automated

fuel management and shall interface with the County's existing Fleet Maintenance System. The County

intends to award to the most responsible bidder whose response conforms to the bid and meets the

County's requirements.

The County maintains a fleet of approximately 3,000 vehicles and pieces of equipment, which includes a

mix of sedans, SUVs, light trucks, heavy-duty vehicles, construction equipment and small gas operated

equipment. Vehicles belonging to local municipalities and the Board of Education also have access to the

fuel sites. Fuel use is currently tracked using AssetWorks fuel management software that connects to the

County's Fleet Focus software. The County's desired fuel management system will control, authorize, and

record the dispensing of petroleum products as a stand-alone system, capable of unattended operation, 7

days a week, 24 hours a day, to eleven (11) fueling sites, all of which include multiple pumps at each

location. The system should also allow recording of the dispensing from mobile fuel trucks and auxiliary

fuel tanks. This system will dispense petroleum products to County fleet vehicles and equipment. The

vendor's product must be compatible with the County's existing fuel site equipment such as dispensers, hoses,

and nozzles as well as electrical sources and supplies, junction boxes, cabling, and conduit, wherever possible.

Existing fuel management system wiring and/or fiber optic cable shall be replaced. Existing fuel dispensing

equipment deemed unsuitable for use with the vendor's fuel management system must be listed with proposed

replacement equipment offered as optional bid items. Reasons for replacement must be provided for each

optional bid item.

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The County intends for the installations to be performed on a site-by-site basis, with work on subsequent

sites not to begin until full project signoff has been completed on each prior site. After installation is

completed at two sites, the County will test the functionality and performance of the FMS system against

the specifications of this Bid. If the system does not perform as described in the Bid, the County will allow

the service provider an opportunity to correct. If the service provider is unable to meet the specifications of

the Bid, after given the opportunity to do so, the County may require that all installed hardware and

software be removed from County sites. Service provider will be compensated for labor, supplies, and

related costs.

Below is a listing of sites, with the number of hoses and products dispensed at each site:

Number and Types of Hoses

Site

Site Name

Unleaded Diesel DEF

2 Jimmy Carter (Westside Precinct)

6160 Crescent Blvd. Norcross, GA

6 Berkley Lake (Fire Station #19)

3275 N. Berkley Lake Rd. Duluth, GA

10 Oakland (Fire Station #20)

1801 Cruse Rd. Lawrenceville, GA

11 Southside (Fire Station #22)

2180 Stone Drive Lilburn, GA

12 Swanson

620 Swanson Dr. Lawrenceville, GA

13 Hamilton Mill

3608 Braselton Highway Dacula, GA

14 Buford (Fire Station #14)

1600 Buford Highway Buford, GA

15 Seaboard (DWR Central)

684 Winder Highway Lawrenceville, GA

16 Scenic Highway

703 Scenic Highway Lawrenceville, GA

17 Lawrenceville Highway (Fire Station #25)

3575 Lawrenceville Highway Lawrenceville, GA

18 Snellville Tag (Fire Station #12)

2825 Lenora Church Road Snellville, GA

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B. Vendor Qualifications

1. Vendor Minimum Qualifications

a. Service provider shall have been regularly and continuously engaged in the

business of providing fleet fuel management systems for at least five (5)

years.

b. Service Provider shall be an authorized manufacturer, dealer, or provider of

fleet fuel management systems.

c. Service Provider shall possess all permits, licenses, and professional

credentials necessary to supply product and perform services as specified

under this bid.

C. Specific R equirements

All products shall be in new and unused condition and shall be of the most current and up-to- date

model.

1. The Fuel Management Software must provide:

•

Autonomous security, control & accounting operations requiring user

input for mileage and employee identification for all vehicles

•

Ability to wirelessly communicate between fuel nozzle and vehicle (a wire

down the hose is not desired)

•

Ability to utilize wireless communication system between the fuel island

controller unit and an automotive information module on the vehicle

providing data transfer in both directions and permits the updating of

flash memory in the vehicle unit

a) System would collect information directly from the vehicle

computer, such as odometer, engine hours, error messages, idle

hours, PTO engage time, all via RF.

b) The vehicle information module would be easily installed by non-

technical personnel, normally within 30 minutes. Each vehicle

information module would be capable of being installed on any

type of vehicle and would have the capability of being moved from

one type of vehicle to another without re-programming

c) Updates to the vehicle module would be accomplished through the

fuel island controller unit via RF. The Vehicle would not have to

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be brought into a shop or maintenance facility or have a computer

connected to provide updates

d) System would allow for seamless data stream between on-board

vehicle controller unit, fuel island controller unit, and remote fleet

management software

•

The bid shall include a list of the Bidder's standardized reports generated by

the software, including example printouts of the most commonly used

reports.

•

The bid shall include a list of any customizable reports that are available to the

user with details of how to create the reports and any software application

needed.

•

System shall allow for automated scheduling of reports

•

System shall be accessible via web browser

•

System shall update transactions/messages from hardware in real-time

•

System shall have ability to set unit alerts

•

System shall allow for the programming of keys.

•

System shall have a minimum operating platform of:

- Windows 11 or equivalent or a cloud-based system.

- System cannot contain any components running Windows 10

Professional or previous. All Components must be Windows 11,

Windows to IoT Enterprise LTSC 2021 or higher, or Linux Red Hat

2. The Fuel Management System should be able to utilize:

a. Intrinsically safe non-powered wireless ID tag for fuel nozzles

b. Intrinsically safe automotive information modules, each mounted in the

vehicle/equipment and would:

1. Record and track the vehicle's mileage, hours, and additional

information via the vehicle's OBD II or using protocol J-1708 or J-1939

CAN (Controller Area Network) bus standards for large vehicles

2. Store vehicle specific information including but not limited to vehicle ID,

mileage, type of product authorized, quantity limit, and site signature,

and receive RF/ID Tag ID

3. Transmit the data to a fuel island controller via RF.

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Provision of a Fuel Management System

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