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File #: 22-0459    Version: 1 Name: Purchase Of (580) Aim 2.4 Titanium Dash Odometer Units From Syntech Systems
Type: Purchase Status: Passed
File created: 5/25/2022 In control: City Commission
On agenda: 6/15/2022 Final action: 6/15/2022
Title: MOTION TO APPROVE THE PURCHASE OF 580 AIM TITANIUM DASH ODOMETER UNITS FROM SYNTECH SYSTEMS IN THE AMOUNT NOT TO EXCEED $173,710, UTILIZING PRICING ESTABLISHED BY SOURCEWELL CONTRACT # 092920-SYS, PURSUANT TO SECTION 35.18(C)(6) OF THE CITY’S CODE OF ORDINANCES.
Sponsors: Purchasing
Attachments: 1. 1. Quote Utilizing Sourcewell Pricing, 2. 2. Sourcewell Final Signed Contract 12-4-2020 through 12-7-2024
Title

MOTION TO APPROVE THE PURCHASE OF 580 AIM TITANIUM DASH ODOMETER UNITS FROM SYNTECH SYSTEMS IN THE AMOUNT NOT TO EXCEED $173,710, UTILIZING PRICING ESTABLISHED BY SOURCEWELL CONTRACT # 092920-SYS, PURSUANT TO SECTION 35.18(C)(6) OF THE CITY’S CODE OF ORDINANCES.

Summary Explanation and Background

PROCUREMENT PROCESS TAKEN:

- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”

- Section 35.18 of the City's Code of Ordinances is regarding "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."

- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"

- Section 35.18 (C)(6) states that “Cooperative purchasing plans are exempt from this section.”

- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."

- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission Approval."

- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."

SUMMARY EXPLANATION AND BACKGROUND:

1.  The City is currently using a combination of Prokees and AIM installations with the Fuelmaster System.  Prokees are high-tech composite keys that the drivers and equipment operators use to obtain fuel from the Fuelmaster system.  Embedded in each Prokee is a solid state memory chip which stores various information and prevents unauthorized access.  When utilizing Prokees, the drivers and equipment operators are required to input certain information, including their odometer reading, into the Fuelmaster system in order to dispense fuel.

2.  AIM is a passive system that eliminates inaccurate driver-entered data from the fueling and data collection process by utilizing RFID (Rad...

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