Sole Source for Guardian Fueling Technologies - Fuel Master controlled system

The City requires a contractor that has experience servicing and troubleshooting all components of the integrated fueling system, including:

• Atlas Gasboy fuel dispensers and associated dispenser electronics.
• FuelMaster fuel management hardware, software, communication networks, and transaction control.
• Veeder-Root Automatic Tank Gauge (ATG), leak detection, inventory monitoring, probes, sensors, and related compliance equipment.

The contractor must be capable of diagnosing and repairing hardware, software, communication, and interface issues across the entire fueling system rather than servicing only individual components.

The contractor should also be qualified to perform software updates, calibration, system diagnostics, emergency repairs, and configuration changes necessary to maintain continuous operation of the integrated fueling system while ensuring compliance with all applicable environmental and regulatory requirements. 

Background

The City's Public Works fueling facility operates an integrated fuel management system consisting of Atlas Gasboy fuel dispensers, a FuelMaster fuel management and access control system, and a Veeder-Root automatic tank gauge (ATG) and leak detection system.

These systems operate together as a single fueling infrastructure and cannot be effectively maintained as independent components.

The Atlas Gasboy dispensers are responsible for dispensing fuel to fleet vehicles. These pumps communicate with the FuelMaster fuel management system, which authorizes fueling transactions, identifies vehicles and operators, records fuel usage, and maintains transaction data for inventory and reporting purposes. The FuelMaster system controls access to the dispensers and serves as the central management platform for the fueling operation.

The Veeder-Root Automatic Tank Gauge (ATG) system continuously monitors underground storage tanks by measuring fuel inventory levels, detecting leaks, monitoring water levels, and providing environmental compliance reporting. The Veeder-Root system supplies critical tank inventory information that supports accurate fuel reconciliation and ensures compliance with federal and state environmental regulations.

Because these three systems are interconnected, a malfunction in one system can directly affect the operation of the others. For example, communication failures between the FuelMaster controller and Atlas Gasboy dispensers can prevent fuel authorization or dispensing, while inaccurate tank inventory data from the Veeder-Root system can affect fuel reconciliation, inventory management, and regulatory compliance.

Project Details

• Department: Public Works
• Department Head: Peter Bieniek (Public Works Director)

Submission Requirements

• Please confirm the below: (required) —

  Suppliers that believe they are capable of providing the same type of product/service should notify the listed Purchasing Agent by email only no later than the due date and time.

• Please upload information that supports you a have similar product available. (required)
• Name of Supplier/Vendor: (required)
• Product or Service requested (required)
• Is there a requisition entered for this request? (required)
• What is the requisition number? (required)
• Attach documentation (under attachment tab) certifying the supplier is the only source for the products or services in question and/or holds the production, copyrights, trademark, and/or patent to the item, and check the following applicable statements: (required)
• This purchase is clearly and legitimately limited to a single source because of the product or service (required) —

  1) Is available from only one source and no alternates (sole source) 

  2) Has unique characteristics essential to the intended use, which no other product would be acceptable to the city and is only available from this supplier.

  By selecting "Yes" below you are verifying that both statements above are true.

• What steps were taken to verify that these features are not available elsewhere? (required) —

  Other brands/manufacturers were examined (please list names and phone numbers, and explain why they are not suitable for use by the City—attach additional pages at the bottom as necessary):

• Other suppliers were contacted (please list names and phone numbers, and explain why those contacted would not meet the needs of the City—attach additional pages at the bottom as necessary): (required)
• State why this is the only source for the required product or service (required)
• Please attach (under attachments tab): —

  1) a letter from the manufacturer stating [the supplier mentioned above] is the only source for this product/service.

  2) any specification that will help the supplier determine whether they have a product that will fill the City's need.