SUBJECT
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Approve piggyback agreement with Syn-Tech Systems, Inc. to upgrade the current Syn-Tech Fuel Master Software utilized at County fuel sites. ($162,191.72 one-time expense, $13,412.88 annual recurring expense)
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DESCRIPTION
The Fleet Management Division currently utilizes the Syn-Tech Fuel Master software to operate and maintain fuel levels at the County’s 12 fuel sites located around the County. The current system has been in place since 2015 and Fleet Management is requesting to upgrade the software to Syn-Tech’s cloud solution resulting in real time capturing and reporting of data. Our current system monitors fuel levels and division usage yet reporting is limited to nightly downloads and the response time for data analytics can take up to a day or two. This upgrade will outfit all fuel sites with upgraded cellular software, allowing for real time reporting and analytics. This will result in more efficient fuel allocation charges as well as increased pro-active fuel delivery responses.
The Fleet Management Division requested assistance from Procurement to piggyback an agreement from the cooperative Sourcewell with Syn-Tech Systems to perform the upgrade. The agreement allows for software installation, to include cellular connectivity, in the amount of $162,191.72 and annual maintenance services in the amount of $13,412.88.
The term of the agreement is through December 7, 2026.
RECOMMENDATION
Request Board approve the piggyback agreement with Syn-Tech Systems, Inc. to upgrade the County’s Syn-Tech Fuel Master Software.
FISCAL IMPACT
Funds are available within the Fleet Management operating fund.
CONTACT INFORMATION
Ken Brush
Procurement Contracts Manager
kenbrush@polk-county.net
863-534-6727