HomeMy WebLinkAboutFebruary 3, 2020oil
DICKERING
Executive Committee
Meeting Agenda
February 3, 2020
Council Chambers — 2:00 pm
Chair: Councillor McLean
1. Disclosure of Interest
2. Delegations
3. Matters for Consideration
3.1 Director, Community Services & Deputy CAO, Report CS 09-20
Vehicle Data Units and Fuel Rings Standardization
- Pickering Operations Centre
Recommendation:
1. That Council is notified of the quote submitted by P3 -Matic Inc. in
the amount of $97,341.00 (HST excluded) for the first phase of
increasing the functionality of the fuel system in accordance with
Section 9.04 (c) of the Purchasing Policy, wherein sole sourcing the
procurement of vehicle data units and fuel rings must be compatible
with the existing fuel system and to improve the continuity of
existing operations;
2. That the total gross project cost of $109,995.00 (HST included),
including the amount of the quotation, and other associated costs
be approved;
3. That the Director, Finance & Treasurer be authorized to finance the
net project cost of $99,054.00 as provided for in the approved 2019
Capital Budget;
4. That the P3 -Matic system be established as an approved City-wide
standard for all future vehicle data units and fuel ring control system
upgrades and installations; and,
5. That the appropriate officials of the City of Pickering be authorized
to take the necessary actions as indicated in this report.
4. Other Business
5. Adjournment
Page
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Committee Coordinator
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City 06
DICKERING
Report to
Executive Committee
Report Number: CS 09-20
Date: February 3, 2020
From: Marisa Carpino
Director, Community Services & Deputy CAO
Subject: Vehicle Data Units and Fuel Rings Standardization
- Pickering Operations Centre
- File: A-1440
Recommendation:
1. That Council is notified of the quote submitted by P3 -Matic Inc. in the amount of $97,341.00
(HST excluded) for the first phase of increasing the functionality of the fuel system in
accordance with Section 9.04 (c) of the Purchasing Policy, wherein sole sourcing the
procurement of vehicle data units and fuel rings must be compatible with the existing fuel
system and to improve the continuity of existing operations;
2. That the total gross project cost of $109,995.00 (HST included), including the amount of the
quotation, and other associated costs be approved;
3. That the Director, Finance & Treasurer be authorized to finance the net project cost of
$99,054.00 as provided for in the approved 2019 Capital Budget;
4. That the P3 -Matic system be established as an approved City-wide standard for all future
vehicle data units and fuel ring control system upgrades and installations; and,
5. That the appropriate officials of the City of Pickering be authorized to take the necessary
actions as indicated in this report.
Executive Summary: The fuel fill system used at the old Operations Centre was based on
obsolete technology which was insecure and overly relied on user input. Specifically, the control
over fuel supply and dispensing relied on authorized users inputting staff identity, vehicle identity,
mileage, and fuel type, and did little to check the accuracy of information or prevent loss of
inventory.
In late 2019, the fuel fill system at the new Operations Centre was installed by the general
contractor as part of the scope of work included in Tender T-8-2017 for the new facility. The new
fuel island is complete with diesel and gasoline tanks, diesel exhaust fluid (DEF) and four pumps
(which forms the hardware of the new fuel fill system). The fuel system consists of software
compatible with the fuel island, hardware installed as part of the construction work, sensor rings
installed over the fuel filler opening on each vehicle and wireless sending units.
The new fuel fill system requires the operator to swipe an ID card. The system itself recognizes
the vehicle to be filled, pulls the mileage automatically off the vehicle, and knows the fuel type and
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CS 09-20 February 3, 2020
Subject: Vehicle Data Units and Fuel Rings Page 2
capacity of the vehicle's tank. The system also integrates the vehicles computer and reports any
error codes, from the on -board diagnostic port to the Fleet Management System. In this way, the
new fuel fill system allows for mostly hands free control and detailed records for fuel use,
inventory and analytics regarding total cost of ownership of vehicles complete with vehicle error
code reporting for early maintenance intervention.
The 2019 Capital Budget carried funds for furniture, fixture and equipment (FF&E) costs that
included the addition of the software for fuel control and data recovery required to implement a
controlled fuel inventory and dispensing system that uses minimal user input. At a cost of
$97,341.00 (HST excluded), phase 1 of this project is for the supply and installation of Vehicle
Data Units and Fuel Rings on 115 vehicles most of which are vehicles operated directly by Public
Works. At a cost of approximately $60,000, phase 2 of this project will be for the installation of
Vehicle Data Units and Fuel Rings on City owned vehicles operated by other City departments
(approximately 103 vehicles). These installation will be completed when they are booked in for
routine maintenance service visits.
The purpose of this report is to notify Council of the quote submitted by P3 -Matic Inc. in
accordance with Section 9.04 (c) of the Purchasing Policy, wherein sole source procurement of
vehicle data units and fuel rings must be compatible with the existing fuel system and improve the
continuity of existing operations.
Financial Implications:
1.
Quotation Amount
P3 -Matic P2007825
HST (13%)
Total Gross Quotation Cost
$97,341.00
12,654.33
$109,995.33
2. Estimated Project Costing Summary
P3 -Matic P2007825
HST (13%)
Total Gross Project Costs
HST Rebate (11.24%)
Total Net Project Costs
97,341.00
12,654.00
$109,995.00
(10,941.00)
$99,054.00
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CS 09-20
Subject: Vehicle Data Units and Fuel Rings
February 3, 2020
Page 3
3. Approved Source of Funds
Description Account Code Source of Budget Unspent Required
Funds Funds
Operations 5315.1801.6173 Proceeds from $600,000.00 $300,000.00 $99,054.00
Centre FF&E- Sale of Land
Vehicle data
units and fuel
rings (Phase 1)
Total Funds $600,000.00 $300,000.00 $99,054.00
Project Cost under (over) approved funds by
$200,946.00
In accordance with clause 09.09 of the City's Purchasing Policy (PUR-010), a single source or
sole source purchase exceeding $125,000.00 is subject to Council approval. This first phase of
this purchase is below the applicable threshold, but phase 2, related costs and future expansion to
a future northern satellite facility will surpass it once established as a City standard.
Discussion: The new Operations Centre is located at 1955 Clements Road, east of
Squires Beach Road in Pickering. The approximately 8 ha (20 acres) site is dedicated to the
construction of the new Operations Centre with the gross floor area of the main building being
approximately 4,925m2 (53,000 ft2).
The new Operations Centre is sufficiently sized for planned growth in Pickering, including the new
communities of Duffin Heights, Seaton, and the City's downtown intensification. It also
accommodates the Public Works Section with capacity for planned growth and will be
supplemented by a future northern satellite facility to support the Pickering Innovation Corridor
and growth in Seaton.
The new Operations Centre consists of the following components:
• Administration area with 27 work stations
• Muster Rooms for Roads and Parks staff
• Training Room (60 seat capacity)
• Private Meeting Room (6 seat capacity)
• Conference Room (14 seat capacity)
• Fuel fill island
• Garage Bays for vehicle and equipment repair with 9 repair bays
• Separate reception area for Fleet
• Weld Shop, Machine Room, Parts Washer, and Cleaning Room
• Small Engine Repair Shop
• Tire Shop and Storage Room
• Central Stores and Tool Rental Shop
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CS 09-20 February 3, 2020
Subject: Vehicle Data Units and Fuel Rings Page 4
• Drive-through Wash Bay
• Storage Mezzanine (1,800 sq. ft.)
• Seasonal Storage Building (12,000 sq. ft.)
• 16 bay Vehicle Storage Building (16,500 sq. ft.)
• Sand and Salt Structure with sufficient capacity for an entire winter season
• Outdoor Materials Storage
• Large snow storage space adjacent to the storm water management pond
The new facility requires the addition of a fuel control and data recovery component system to fully
implement a controlled fuel inventory and dispensing system while also enhancing its security and
providing a simplified, user-friendly interface. The proposed system will only require the operator
to swipe an ID card. By installing the proposed fuel rings and vehicle data units (VDU) on City
vehicles, the system will automatically recognize the vehicle to be filled, know whether the user is
authorized to fill that particular vehicle, and know the fuel type and capacity of the vehicle's tank.
The new fuel system will also download current mileage data from the vehicle and integrate the
vehicle's computer to flag and report any error codes to the Fleet Management System. This will
enhance staff's ability to proactively identify and implement any necessary maintenance and
repairs while helping to extend the life of fleet assets.
The new fuel system consists of software compatible with the fuel island hardware installed as
part of the construction work included in T-8-2017, sensor rings installed over the fuel filler
opening on each vehicle, and wireless sending units. It allows for mostly hands free control, helps
maintain detailed records for fuel use, inventory, and analytics, and minimizes risks of human
error and potential for fraud and theft.
Phase 1 is for the supply and installation of Vehicle Data Units and Fuel Rings on 115 vehicles
most of which are vehicles operated directly by Public Works. Phase 2 will be for the installation of
Vehicle Data Units and Fuel Rings on City owned vehicles operated by other City Departments
(approximately 103 vehicles). These installations will be completed during the scheduled
maintenance of vehicles. The anticipated cost for the phase 2 installation of Vehicle Data Units
and Fuel Rings will be in the order of $60,000.00.
The purpose of this report is to notify Council of the quote submitted by P3 -Matic Inc. in the
amount of $97,341.00 (HST excluded) in accordance with Section 9.04 (c) of the Purchasing
Policy, wherein sole source procurement of Vehicle Data Units and Fuel Rings must be
compatible with the existing fuel system and improve the continuity of existing operations.
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CS 09-20 February 3, 2020
Subject: Vehicle Data Units and Fuel Rings Page 5
Prepared By:
Original Signed By:
Brian Duffield
Division Head, Operations
Original Signed By:
Marisa Carpino, M.A.
Director, Community Services
& Deputy CAO
MC:bd
Approved/Endorsed By:
Original Signed By:
Ray Rodrigues, CPPB
Manager, Supply & Services
Original Signed By:
Stan Karwowski, MBA, CPA, CMA
Director, Finance & Treasurer
Recommended for the consideration
of Pickering City Council
Original Signed By:
Tony Prevedel, P.Eng.
Chief Administrative Officer
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