Fuel Management Installation
CHANGE ORDER
LOCATION: 315 East Elm Street
PROJECT: Installation of new fuel management system
CONTRACTOR: P.B. Hoidale Co., Inc.
THIS AGREEMENT, made and entered into this 4th
day of January
, 2007
, by
and between the CITY OF SALINA, KANSAS, Owner, and the above named Contractor, modifies the existing
contract dated
October 31, 2006
, under the above subject, project and project number in the
following particulars to wit:
DESCRIPTION
Additional expense amounting to +$3,000.00 for removal and installation of underground conduit and
wiring found to be in a state of disrepair. This section of conduit and wiring was not known to be in such
condition when the project bids were let. (See attached memo from Fleet Superintendent.)
Total: $3,000.00
3. The contract time for completion by reason of this change this work has been completed.
4. All other terms and conditions of the contract to remain unchanged.
THE CITY OF SALINA, KANSAS
REQUESTING DEPARTMENT
BY:
,-, ~
./ ,
/~ MANA ER --
BY:
~E~ -'/~~7
INTERIM DIRECTOR OF PUBLIC WORKS
AtteSt) l/)'
Nm-tu~ t~
CITY CLERK
DEC, 27. 2006 11: 24AM
PB HO!DALE
NO. 991
P. 1
..:
I
~
P.B. HOIDALE CO., INC.
~ ~ 3737W. Hany. WichiTa,l<S 67213-1413
'" ~ v Mail: P.O. Box 12104. Wichita, KS 67277.2104
FAX
To; -~Io pe.,c., ~
.Q"rDII'ICN
G~ f:--~ of ~.J,},^q
eCMPANV
78S-:;!o9- S'7S'-1
. FMNUMIIl!1l
Date: /;;2 - ~ 7-0 &
7?/"e::rc/ ere. e..d
HAW!!
From:
E B. BOlDALE CO.. INC.
~
(316) 942-0653
FAX NUMIER
(316) 942-1361
PHOtlE MJ~
N~b.. 0' pagea indl.lding this CCMtr llhoet: ;2...
"""' of ......IIlr:_ Normal_Urgent
R.plT- _YCll$ _No
If you do not.receive all the pages, or if you have questions, please call (31S} 942--1361,
Comments. eXt,..~<-. O~ ne.1 ~/-e-- QUClre.
.':l
Petroleum, Industrial and Lubrication Equipment
.
DEC. 27. 2006 11: 24AM
PB HO!DALE
QUOTATION Ie CONTRACT
NO.991 p, 2
No. Salina 12190EH
'f..
,
~ PeT1fOLEIJM.INDIISTRII#LAND
LU8RlCATION EOUIPMENT
SInce 1946 ,
P.B. HOIDAlE CO.,INC.
~& ~ I1LJ..
Proposal Submitted to:
Page 1 of 1
QUOTA.TION ISSUED BY OFFICE INDICATED BeLOW:
o WICHITA OFFICE 0 KANSASCITYUETROOFFICE 0 GARDENCllYOFFfCE
3?$7W. HARR'l" P.O. SOX 1~'lW 11 121 W. 87n1lE"lIACE . !ro. 8OX~ 7'7S MID STAlli ORIVE' P.O. BOX 13124
WlCHITA.I<AN&A$ 6727'7 OVelllAND PAIII(. KANSAS 8lI2lW GARDiN env.1W\l1AS ~
31H42,'M' 813oG1.1500 C2Ooa7S-74G1
lllClO) 382~784 (lOt\) 831~'722 t8l101811l1-7C1
FAX: 3'lHiI42~ "AX; '1.......104 FAX: SZO,27S-48S5
City of Salina
418 E. Ash
Salina, Kansas
DateDec. 19, 2006
Bob Peck
Phone: p~ 195 - 30Q ~ 5~~
Job Location; $'1
Attn:
QUA'JTITY DESCRIPTlO~J ! JIJlT PRICE I M,IOUcH
I
We are pleased to submit the following quotation for your approval.
Proposal for extras above on contract #72006-1, your po# 06-0000076:
Work for replacing conduit & wire between dispensers & card readers
Electrical Labor
Electrical Part & Fittings
Concrete & labor (by Hoidal~).
2,216.00
467.00
317.00
u========
3,000.00
Above price does not include applicable sales tax and freight.
Buyer grants Seller a security interest in all goods and other property acquired under this contract.
3.000.00
We propose to lurnish mater18l and/or labor as listed above for the sum of S . plus any applicable taxes. PrIces ara subject to
change without prior notice and are subject to price in effect at time of delivery. Any alteration or deviation rrom abl>Ye specifications invohiing extra COSt will
become an extra charge over and above this estimata. All agreements contingent upon strikes, accidents. or delays beyond our control. Any work involving
extra Cl'lal'ges wi. not be performed until an agreement Is reached regarding \tie extRl charges. Thill proposal is void daya from above date.
Sig"alU1'8
Brian Basgall, Branch Manager
CUSTOMER ACCEPTANCE
The abOVe prices. 8I)ecifrcatione and conditions are aatisfaC10ry and are hereby aceepted. You are authorized to provide the equipment and/or to do the work as
specifIed. Customer acknowledges and 8gr'l1eS to payment twms of Nel10 Days from date of invoice. paymenla mlde later than 10 days wtlllncur ,...
payment charges 011-1J2'% per month (1 SO.. per annum).
Rock, _ter 0/1 oltler ~ore_n underground obatructiona tG be at lIdditional customer expense.
TIle Buver wiD be reGlponGlible for filling all unCl~und Gtorage tanks with product for balla5t ImmedIately upon setting tanks In the tank elCCavationl.
l1HIlImns and I:ondlt/ons sui 0111 on the reVltfSIt side of this proposa' are a pan of thb GOntract and have the .am. 10ree Glnd effeGt llli if &at on its fa-.
Date Accepted
CUSlOmer~
By;
~J~nMFA ~~N AND AFTl.JRN
ORIGINAL INVOICE
~ Petroleum, Industrial and
Lubrication Equipment
. .. Since 1946
P.B. HOIDAlE CO., INC.
~ ~ ~ \Ift~~.\ iPi~i~
v 'Ill' v WI I ,/ "'''''''''''.'''',6'
INVOICE
Fa::CCIVI=O 1.1011' "'.
-- '- I'!' U ~ if J 2006
PAGE 1
1072458
Remittance Address: WICHITA OFFICE
RO. Box 121 Or ---.. 3737 W. Harry
PO. Box 12104
Wichita, KS 67277 Wichita, KS 67277
(316) 942-1361
Fax: (316) 942-0653
wichita@hoidale.com
KANSAS CITY OFFICE
11121 W. 87th Terrace
PO. Box 40395
Overland Park, KS 66204
(913) 438-1500
Fax: (913) 438-1504
kc@hoidale.com
GARDEN CITY
OFFICE
775 Mid State Drive
PO. Box 1324
Garden City, KS 67846
(620) 275-7403
Fax: (620) 275-4655
gc@hoidale.com
HUMBOLDT
Sales & ServiCl
Humboldt, KS 66'
(913) 438-150C
I
CITY OF SALINA
POBOX 736
SALINA
KS 67401-0000
I
CITY OF SALINA
418 EAST ASH
SALINA
KS 67401
CO / CUST NO
ORDER NO
ORDER DATE
CUST PO NO
SHIP VIA
FOB
1/0000582200
72458/00
08/16/06
06-0000078
Service to Install
Destination
INVOICE DATE
TERRITORY
SALESMAN
1 0/31/2006
12
Daniel Johnson
TERMS
CC#
Net 15 Days
REF#
EXP
ITEM NO. DESCRIPTION I U M ORDERED SHIPPED UNIT PRICE TOTAL
JOB BILLING: REMOVED EXISTING GASBOY SYSTEM AND INSTALLED
NEW FUELMASTER SYSTEM AS PER QUOTATION. BILLED AS PER
QUOTED.
15,991.67
,~. .
Seller has sold and agreed to deliver, and the Buyer has purchased and agreed to accept,
the items listed above, and also agrees to grant Seller a security interest in said items until
Seller is paid in full for the amounts and at the prices set forth above and on the terms and
conditions herein recited, including those printed on the back of this contract, all of which
are incorporated herein by this reference. This document confirms the terms of this sales
transaction and shall become a binding contract as provided by law. Interest will be
charged at the rate of 1.1/2% per month (18% per year) after 30 days on the unpaid
balance of the "Total Due" with a minimum interest charge of $2.50 per month.
SUBTOTAL:
15,991.67
TAX:
~
~
TOTAL:
-
.
DEPARTMENT OF PUBLIC WORKS
City of
~
Salina
TELEPHONE . (785) 309-5725
FAX . (785) 309-5713
TDD . (785) 309-5747
E-MAIL . shawn.olearv@salina.org
mike. fraser@salina.org
martha. tasker@salina.org
Shawn O'Leary, PE., Director of Public Works
Michael Fraser, General Services Director
MarlhaThs~r,UWmesD~cror
300 West Ash . P.O. Box 736
Salina, Kansas 67402-0736
WEBSITE . www.salina-ks.gov
TO
FROM
SUBJECT
DATE
Mike Fraser, Director of Public Works (interirl).} ['
Bob Peck, Fleet Superintendent tilJtf &C---J
Fuel Management Program Costs
December 27,2006
The contractor (P.B. Hoidale Co.) who installed the FuelMaster fuel management program this fall contacted
me two weeks ago to inform me that they just received a bill from the electrical subcontractor for the extra work
involved in replacing the corroded conduit and bad wiring. The expense for this extra work was more than they
had expected and too much for them to absorb. They are asking for our consideration and assistance in taking
care of this issue. I asked them to send a copy of the bill to us before we would agree to pay this added
expense. My intent was to get the information here and turned in before Mr. O'Leary left, but as you can see by
the date on the fax cover sheet that I did not get it until this morning. The following explanation may help to
clarify the position we are now facing and attached is copies of the original bid and fax of the additional
expenses.
Before we received approval to go out for bids on replacing the old Gasboy fuel management system, we had
P.B. Hoidale Co. look over the fuel site to determine what had to be done to bring the site up to good working
condition. From the problems we had been having with Gasboy, we knew there were some issues with rusted
underground conduit and more than likely some bad wiring related to the corrosion and collapse of the conduit.
Both parties (Hoidale and Central Garage staff) came to an agreement on what was necessary to bring the site
up to par, based on what we could see without tearing into the underground wiring. This information was used
in putting together specifications for bid.
What we found was the conduit at the pumps were corroded beyond use and we feared the wiring would have
worn areas as a result of wearing on the sharp edges of the rusted pipes. Without digging up the driveway, we
had no way of knowing to what extent the pipes between the pumps and the breaker boxes would be damaged.
During installation, the electrician found the wires would not pull, we knew then the pipes had collapsed and
would require replacement.
After finding and replacing all of the bad wiring and corroded conduit, we are now in good position to continue
on for another 15 to 20 years. At this time we elected not to replace the two dispenSing pumps as they have
not shown signs of failure.
With all of this being said, the question now is do we pay for this unexpected expense or do we hold them to
the original bid price? Due to conditions unknown and beyond our control, Central Garage staff recommends
paying the additional $3,000.00 to complete this project.
Our Mission is to Build and Maintain a Clean, Safe Community
-
Fraser, Mike
From:
Sent:
To:
Cc:
Subject:
Fraser, Mike
Thursday, December 28, 20064:42 PM
O'Leary, Shawn
Peck, Bob
Extra Expense on the New City Fueling System
Shawn,
I'm sending you a hard copy of a memo plus other information from Bob on some extra expenses incurred by the
contractor that installed the new fueling system. Our staff believe the a section of conduit running from the power source
attached to the HHW building to the fueling island would be in good condition and would not require replacement. This
was not the case. When the contractor was conducting the installation they found that the conduit between the building
and the island had clasped and the old wire could not be removed. Therefore, this section required excavation of the
surface concrete, replacement of conduit and wire, and installation of new concrete. The contractor is requesting $3,000
in additional money to help cover their costs for this extra work. Bob has told me that neither company that bid the
project included this work in their bid because we informed them that this section of conduit should be in good
conduction. He also told me that the $3,000 is a portion of what they had to pay (total cost about $3,800). I would
recommend that we pay the extra money to cover unexpected work done by our contractor. Would Jason be able to
approve this administratively?
Mike
Michael Fraser
General Services Director
Department of Public Works
City of Salina
412 E. Ash Street
Salina, Kansas 67401
(785) 309-5750
(785) 826-7373 Fax
mike. fraser@salina.org
"Our Mission is to Build and Maintain a Clean, Safe Community"
-
Novi 8 Of) C /:~::;." r, D ' . r,
~,~ ljn-. oInt ....~,:Jnsl..!ltirrq, !r1C
06/28/2006 14:33 ~AA IO~~ugal~a
850,.22<1-'1413
p5
FlJEL MANACE7\rIENT SYSTEM
TECHNICAL SPECIFICA"DONS CHECK SHEET
Bidders shall complete each and every section and retum this technical specification check sheet back to the
City along with tl1eir VI Proposal Form.
f F1lE~~AN~~E~~T ~YSTEM G~NERAl- --I~:: r:der~s p~o,:] ~hicb ,; i
,SPECIFICATIONS: ,__________________ __~pec5 l:~ othertr.an SJ'eclfied }
~E~___ ~~a;::;~';;~:,DO~the~~-~IN-, __
t-~FIW ARE Windows 2003 domain
i REQUIREMENTS: Windows XP SP2 Operating System.
I' SqJserver 2000 form.at for databases.
Must have daily backup capability.
I Must have 24 hour support system
Must be compatible with the present City
software programs.
Must be compatible with Dossier fleet
management program.
Minimum 1,000 plus capacity for vehicles
_________~ . and equipment ~d USCTE:.-_.__.__
REPORTING:
I
~IN I
-V--r-- ---------,
The reporting feature of the program shall
include; user ID #, vehicle odometer or hour
reading, vehicle number, number of gallons
pumped, fuel type, date and time of trans-
action, pump #, and product code.
The program shall provide complete tank
monitoring to include daily fuellevds, leak I
__~__ ~=f;i;:;::::r::~;,I~leve] :'""-~.
HARDWARE One (1) keypad with pedestal, modem, i
I REQUIREMENTS; surge protection. I
l One (1) b'ansaction printer with surge ;
protection. l'
__________._._~___ ~; override in ~e e~ent~f so_ftware _ .8JN
IN
.._____J
-
NOli t8 06 D7:35a On-Point Consulting, Inc
Q6/Z3/20Q6 14;~4 ~^. '~3~V~~(vO
850-224-1413
p6
f
f FUEL MANAGEME..~T SYSTEM GENERAL
~; SPECIFICATIONS: (rntinned) _____
HARD I Vendor sl1aJI be responsible fur replacing
CONSTRUCTION: I the existing conduit and wiring from the
breaker boxes to the pump island 81>
f needed
r; Veo. dor shall be responsible for installing
the uew control system, COillle.ct to the
I' pumps, install aU modems, and connee. Ho
the primary PC.
~. Vendor is responsi~le for ob~aining all
! necessary construction perrmt'l.
WARRA1\"'TY: I Minimum one (I} year?arts and services
I warrantee. The I:tidder is respoI1Slo1e for
f~tl1e ~anufucturer's warranty work &
service.
~.._---_.._-~_._----- ~.
LITERATURE I Vendor shall supply two (2) sets of
& TRAINING: operational manuals.
Vendor shall provide training as needed
upon completion of final system
ins tallation.
Bidder
Meets
SDecs
,
I Bidder?s proposal which is
i __ otber t1>~~ecifi~_
I i
I
t
c~
-',
----~
I I
..~--+-- ----------~
--f!m-
I
All construction and system installation I
shall be inspected upon completion to the I'
satisfaction of City Inspeo:;tors, Computer
Technology. and the Fleet Superintendent I .
~Q staffof5:entral Ga.!'.a~..:.:_.__________JIN
INSPECTfON:
~-----_._----_..-
I DELIVERY:
i
t
F..O.B. City of Salina
Central Gardge
418 Bast Ash Street
Salina, KS 61401
I
I /. !
__~X7rN _ I
B. A complete set of specifications of the program bid, descriptive literature, date ofdel~ and
warranty infonnation (indnding copies ofL<1e actu.aI warranties and disclaimers 1.0 be issued) shall be
included with the bid submittal. AU deviations or variances from tbe above specifications shall be
expressly identific<1 and explained- Failure to pro~ide this information may result in a bid no~
consi.dered.
V. TRAD~INEQUWME~t
No trarle in equipment.
Present Fuel Management System is a Gasboy 1000 combined with TLS3SG Veeder-Reot.
Page 2
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I '\
Nov 18 06 07:35a Or.-Poif\t Consultinn I
ft ~. nc
06/,8/2006 14:a4 ~AA ID~~V~~'~o
850-224-1413
p7
VI. PROPOSAL FORM
BID FOR FUEL MANAGEMENT SYSTEM.
THE tJNDBRSIGNBD BIDDER,. OJVni~ aDd exiBtiDg under tbe laws of the State of I<cvt~s .
doing business as (a Corporation) (a partnership) (an Individual). hereby submits the following bid quotations tor
the equipment and trade-in eqaipment in ar:cordanee with the terms and specifications oftbe Bid Request. and all
referenc:ed doc.u~ specified therein. Bidden shall submit with Ibis proposal fonD the b.!dulieal specUieatioD
cheek. sJaeets, which arc included in thi~ packet-
Ven~'s Bid
B8se Bid OD a FaeI MaDagemeat Sy!teIR
s
TOTAL BID PRICE (Including delIVery)
~7
$ IS; '19/ -
flus
F rY\ U ~5'OO Year: 0 to
Maoufacturer: ~ 1 e J fY\.O--<;' + e- r
Model:
Wammtee Period: O(\-e..- yeur FroM. /,l,s/r;Jlahgj.,
Detiverydate: 0/'5 L!:)at5 rro,v'- orcfe/'
FOB City of Salina, Cenb'al Garage, 418 E. Ash Street. Salina. KS
NAME OF BIDDER.:
Company Name: p, G. J-b/dJe. ~-C) ~A/c.
Address: :J 7 :J 7 W H-6J'r<t W LC J.-,l-cl.. J::- 5.
Authorized Representative (Print)_fS ~J {~7 C f'e ~
Title (Print) ;;:: avl ~ <;
Signature: ~~~~~ ~ Date: 7 -;l--.C'J -o~
Page 3
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~
P.B. HOIDAlE CO., INC.
~ ~ ~ \)n~\ ~PEjE ~
T 'lnf' v ~ u ~,...."",, ~
PETROLEUM, INDUSTRIAL AND
LUBRICATION EQUIPMENT
Since 1946
QUOTATION & CONTRACT
No. Salina 72006-1
Proposal Submitted to:
riCHIT' OFFICe
3737W. HARRY' P.O. BOX 12104
WICHITA, KANSAS 67277
316-942-1361
(SOD) 362-0784
FAX: 316.942-0653
Page 1 of2
City of Salina
418 E. Ash
Salina, Kansas
QUOTATION ISSUED BY OFFICE INDICATED BELOW:
o KANSAS CITY METRO OFFICE 0 GARDEN CITY OFFICE
11121 w. 87TH TERRACE. P.O. BOX 40395 775 MID STATE DRIVE. P.O. BOX 1324
OVERLAND PARK, KANSAS 66204 GARDEN CI1"Y, KANSAS 67846
913-438-1500 620-275-7403
(BOO) 831-4722 (SOD) 980-7403
FAX: 913-438-1504 FAX: 620.275-4655
Date: July 20, 2006
Phone:
Job Location:
Attn:
We are pleased to submit the following quotation for your approval.
See attached sheets, page 1
Equiment Total
Installation Total
8,093.60
7,898.07
11=========
15,991.67
Above price does not include applicable sales tax and freight.
Buyer grants Seller a security interest in all goods and other property acquired under this contract.
15,991.67
We propose to furnish material and/or labor as listed above for the sum of $ , plus any applicable taxes. Prices are subject to
change without prior notice and are subject to price in effect at time of delivery. Any alteration or deviation from above specifications involving extra cost will
become an extra charge over and above this estimate. All agreements contingent upon strikes, accidents, or delays beyo our control. Any work involving
extra charges will not be performed until an agreement is reached regarding the~rges. Thi propo~al is void CJ days from above date.
Signature ~ ---'~ ~, ~ ~ I ~-{/
Brad Creed, Sale e resentative
CUSTOMER ACCEPTANCE
The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized to provide the equipment and/or to do the work as
specified. Customer acknowledges and agrees to payment terms of Net 10 Days from date of invoice. Payments made later than 10 days will incur late
payment charges of 1-1/2% per month (18% per annum).
Rock, water or other unforeseen underground obstructions to be at additional customer expense.
The Buyer will be responsible for filling all underground storage tanks with product for ballast immediately upon setting tanks in the tank excavations.
The terms and conditions set out on the reverse side of this proposal are a part of this contract and have the same force and effect as if set on its face.
Date Accepted
Customer:
By:
CUSTnMI=R ~1r.N ANn OCT' nnl
.
.. '\.. "...
P.B. Hoidale Co., Inc.
[Date]
City of Salina
418 East Ash
Salina, Kansas
Equipment List
Q!l Description
1 FuelMaster 2500 plus keyless, cCf"dless
operation, 2 hose
2 Hose Controller
1 Modem for PC
1 Tank monitor interface
1 Transaction printer
1 FuelMaster plus windows software
1 Extra manuals
1 Freight on System
Sco~e of Work
1 Remove existing Gasboy 1000 system and replace with FuelMaster unit.
2 Saw, break and excavate trench to install new conduits from breaker panel
to new FuelMaster unit.
3 Pour back concrete.
4 Tie FuelMaster back into existing dual dispensers.
5 Start up, test and train personnel on system.
Page 1
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