FMS SPEC EE_QA-893 MBTA MW 5_19.pdf

MASSACHUSETTS

BAY

TRANSPORTATION

AUTHORITY

TECHNICAL SPECIFICATION

EE&QA-XXX

MBTA Fuel Management System Specification

ISSUED:

8 May 2019

REVISIONS:

1.3

EQUIPMENT ENGINEERING AND QUALITY ASSURANCE

Equipment Engineering and Quality Assurance Technical Specification

Specification:

EE&QA-893

SUBJECT: MBTA Fuel Management System Specification

Page: 2 of 15

Date: 8 May 2019

Revised:

Revision: 1.3

Table of Contents

1.0 INTRODUCTION

2.0 MBTA BUS FLEET

3.0 MBTA PHYSICAL LOCATIONS

4.0 NON-REVENUE VEHICLES

5.0 PARATRANSIT VEHICLES

6.0 GENERAL SYSTEM REQUIREMENTS

7.0 AUTOMATED SHOP COMMUNICATIONS

8.0 FLUID CONTROL REQUIREMENTS

9.0 HARDWARE REQUIREMENTS

10.0 TRAINING

11.0 DOCUMENTS

12.0 MAINTENANCE AND SERVICE

13.0 WARRANTY

Page: 3 of 15

1. INTRODUCTION

The Massachusetts Bay Transportation Authority (“MBTA”) provides fixed route bus and Para-transit van service to the City of Boston and the Greater Boston Area and is looking to purchase a

Fuel Management System (“FMS”) for its fleet of revenue buses and non-revenue vehicles. This system must be capable of managing, securely controlling and reporting the disposition in real time of all commodities used by the MBTA. For buses, this includes at a minimum engine oil, transmission fluid, antifreeze, diesel exhaust fluid (“DEF”), windshield wash solution, as well as compressed natural gas (“CNG”), gasoline and diesel fuel. For non-revenue vehicles, only fuel is managed.

This system must be robust in design as well as have the flexibility to expand in the future if required by the MTBA. The MBTA requires the purchase of this FMS to be a turnkey project, that upon completion and acceptance will control and monitor all on-hand commodity inventories, commodity deliveries as well as the dispensing of other fluids from bulk storage tanks to revenue vehicles.

The MBTA expects the successful bidder to install or subcontract and manage the installation of all networking hardware, software, wiring, including network wiring where required, pipes, valves, solenoids, dispensers and any other items necessary for the successful implementation of this project in buildings, at outside fueling locations and on all vehicle platforms.

The successful bidder will install all hardware and software on bus and nonrevenue vehicles as well as provide a full setup of the current fleet in the software system.

Daily fueling of the MBTA fleets is critical to the core mission of the MBTA. Immediate response to fuel system issues is required. Interruptions to fueling activities that could cause service to be missed or delayed are unacceptable. Therefore the successful bidder must work with, supply and otherwise support a local commercial group acceptable to the MBTA that will maintain the hardware and software well into the future.

Turnkey for the purpose of this proposal means that the MBTA will not have direct hands on involvement in handling, installing and setup of any materials, supplies, hardware or software but the MBTA will be the sole decision maker in global or system matters.

The FMS must capture all salient vehicle, location and commodity information so as to provide the ability to develop reports that will improve maintenance decisions and provide total security, accountability and verification for commodity usage, storage and disposition.

This system at a minimum must capture vehicle identification information, engine hours, total idle time, idle time since last fueling, miles traveled since last fueling, time, date, location, quantities and types of fluid and positively identify the employee responsible for dispensing commodities. In

Page: 4 of 15 addition this system must assure that only the correct commodities can be dispensed for the vehicle being serviced.

System setup to control fluid dispensing must be vehicle specific, in part to account for different types of transmission fluid and engine oil used by different vehicles. General or by sub-fleet system setup can be employed however the MBTA must have the ability to assign commodities and set security parameters by vehicle when specific vehicles are uniquely configured separately from their associated sub-fleet.

The FMS system must have the capability to capture other maintenance data from various on board vehicle systems, components or parts and store that data in a format acceptable to the MBTA. The

FMS System must be capable of capturing all required data during the fueling event without hindering or delaying the fueling process.

The Fuel Management System must report this data to the MBTA’s Maintenance Control Repository

System (MCRS2) in real time or near real time.

2. MBTA BUS FLEET

Currently the MBTA has a bus Fleet of 991 vehicles consisting of CNG, diesel and diesel electric hybrids.

As a normal course of workflow, regardless of the propulsion method used all vehicles travel through the fuel lanes on a daily basis to be serviced and routed to maintenance activities or operations as determined by management.

Fueling and Fluid Servicing for buses and non-revenue vehicles occurs every day with annual dispensed bulk fluids of approximately 5,875,000 gallons of Ultra Low Sulfur Diesel, 127,000 gallons of #1/#2 Diesel, 595,000 Gallons of Compressed Natural Gas (the MBTA is billed for CNG in Cubic Feet per Minute, but we track by gallons), 480,000 gallons of Unleaded gasoline, 64,000 gallons of engine oil, 7300 gallons of automatic transmission fluid (ATF) and 55,000 gallons of diesel exhaust fluid (DEF).

All MBTA Buses are currently equipped with the Samsara System for tracking vehicle location, mileage and engine codes. The MBTA is adding this Samsara System to the Non-Revenue Vehicles.

This system is the preferred system for maintenance used by the MBTA. If Fuel Management

System Provider requires their own system to provide information for proper operation of their system they need to provide to the MBTA specifics on their system, vehicle connection requirements, what information is passed, and how it integrates to their system. It is the responsibility of the Fuel Management Provider to ensure their proposed system does not interfere

Page: 5 of 15 with the Samsara System.

In the future fully electric buses will become a part of the MBTA fleets. Therefore the FMS purchased must have the ability to support the maintenance function for electric buses through data collection and fluid dispensing such as coolant and battery fluid. As part of the proposal the Fuel

Management System Provider must include what capabilities exist in their current System to support

Electric Buses or what is plan for future releases of their system to support Electric Buses.

3. MBTA PHYSICAL LOCATIONS

The MBTA maintains the bus fleets at nine facilities located throughout the Greater Boston area.

These facilities are comprised of fueling as well as maintenance areas within their footprint.

Commodity monitoring and dispensing is required in both fueling and maintenance areas at all locations.

Each location will have one or more fuel lanes that dispense all fluids needed for the vehicle type(s) serviced at that location. Certain locations have diesel or gasoline dispensing systems for use by non-revenue vehicles. Information by location for the fueling areas including bulk fluids is provided in

Exhibit 1.

Every maintenance work area (pit or lift) has a full complement of hose reels enabling the dispensing of commodities other than diesel fuel at every work location. The FMS system purchased must monitor and control all fluids dispensed in the shop areas preferably by work location.

The maintenance work area is divided into bays where the bus will be located. The FMS Provider must describe how their system monitors the dispensing of bulk fluids in the work bay areas and how it associates the dispensing of these bulk fluids to the individual bus being worked on.

Every maintenance facility contains in ground and above ground bulk commodity tanks.

Information about fluid storage by location is provided in Exhibit 2.

Currently the Fuel and Fluid Dispensing Systems for all MBTA locations are maintained by

Northeast Petroleum under a contract with the MBTA.

Page: 6 of 15

Location # of Fuel Stations/

Dispensers

# of Fluid Dispensers at each Fuel station

Total # of Fluid dispenser at each

Fuel location

Notes

Charlestown Bus Garage - Diesel 4 6 24

Lynn Bus Garage - Diesel 2 5 10

Fellsway Bus Garage - Diesel 1 4 4

Cabot Bus Garage - Diesel 2 6 12

Cabot Bus Garage - CNG 4 7 28 Additional 2 standalone Diesel dispensers

Arborway Bus Garage - CNG 2 6 12

Albany Bus Garage - Diesel 2 4 8

Quincy Bus Garage - Diesel 1 4 4

Southampton Bus Garage - Diesel 2 6 12 There are 2 fueling lanes, each lane has 1 CNG, 1 Diesel & 6 fluid dispensers Southampton Bus Garage - CNG 2 0 0

Non-Revenue Fueling

Arlington Avenue-Truck Shop-Diesel 4 NA 2 double Diesel dispensers

Arlington Avenue-Truck Shop-Gasoline 4 NA 2 double Gasoline dispensers

Cabot Bus Garage - Gasoline 1 NA 1 Single Gasoline dispenser

Cabot Auto Garage - Gasoline 1 NA 1 Single Gasoline dispenser

Quincy Bus Garage - Gasoline 2 NA 1 Double Gasoline dispenser

34 114

Exhibit 1: Fuel Dispensers and Hose Reels at each location

Page: 7 of 15

Exhibit 2: Fluid Reels by Location

4. NON-REVENUE VEHICLES

The MBTA maintains a fleet of 1229 non-revenue vehicles that are used to support management, maintenance and operating functions. These vehicles are both diesel and gasoline powered and represent a diverse collection of makes, models and year of manufacturer. These vehicles are maintained at five MBTA facilities; Arlington Avenue Truck Shop – Diesel, Arlington Avenue

Truck Shop – Gasoline, Cabot Bus Garage – Gasoline, Cabot Auto Garage – Gasoline, and Quincy

Bus Garage – Gasoline. These non-revenue vehicles may be fueled as needed at any MBTA location that dispenses the proper commodities, and from time to time may be fueled at commercial locations.

5. PARATRANSIT VEHICLES OPTION

In addition to buses and non-revenue vehicles, the MBTA operates approximately 800 paratransit vehicles (vans, SUVs, and sedans) that may be part of this project depending on vendor capabilities, timing, and costs. For these vehicles, fuel is purchased at retail outlets by the paratransit partner and only fuel need be managed by the FMS.

Approximately 1.9 million gallons of gasoline is consumed each year by these vehicles. Currently they are not outfitted with a tracking system; however, the MBTA is willing to consider implementing Samsara for these vehicles.

Fluid Reels - Shop

Location Fluid reel

Albany Bus Garage 13

Arborway Bus Garage 19

Arlington Avenue Truck Shop 15

Cabot Auto Garage 4

Cabot Bus Garage 65

Charlestown Bus Garage 34

Fellsway Bus Garage 18

Lynn Bus Garage 19

North Cambridge Bus Garage 3

Southampton Bus Garage 31

Quincy Bus Garage 12

Total Fluid Reels 233

Page: 8 of 15

6. GENERAL SYSTEM REQUIREMENTS

6.1 The Fuel Management System shall control, report and account for all commodities dispensed though the FMS system. For buses, these are fuel (either CNG or diesel) and non-fuel

(transmission fluid, oil, DEF, antifreeze, and windshield wash solution). For non-revenue vehicles, this is only fuel (either gasoline or diesel).

6.2 The FMS shall offer robust capabilities for master data and system administration to align with

MBTA systems and processes, including the ability to:

Define vehicle-specific identification information including vehicle type, MBTA ID number(s), VIN, etc.

Associate vehicles with other, similar vehicles so that all can have the same commodity requirements

Deviate from vehicle assignments to all association of specific, unique commodities to specific vehicles

Define commodities so that a specific fluid (e.g. engine oil) may be have multiple variants that either may or may not be interchangeable stablish algorithms for commodity consumption that can be evaluated in real time to trigger notifications and/or alerts (e.g. excessive fuel consumption for miles traveled)

The ability to set maximum consumption amounts of commodities for each vehicle or vehicle type

6.3 The FMS shall have the ability to integrate with other solutions to extract or send relevant data.

This will include the systems and information listed:

From bus monitoring systems: miles traveled since last fueling, total vehicle mileage, engine hours since last fueling, total engine hours, date, time, and quantities of previously dispensed commodities. The MBTA currently uses Samsara for this information and <<say more here about where the data are available and whether Transit Master is an option for this information?>>

From the MBTA’s maintenance management system (MCRS2 – say Trapeze?), Service Request information so that fuel lane employees are provided appropriate instruction.

To the MBTA’s maintenance management system (MCRS2 – say Trapeze?), relevant data regarding commodity consumption.

From the MBTA’s Veeder-Root system, fluid levels in storage tanks. Or will we allow the new vendor to provide this? Do we want to validate/audit consumption?

6.4 The FMS shall provide the ability to validate transactions in real time including the ability to:

Validate that employees dispensing commodities are authorized to do so, ideally for specific commodity/vehicle combinations and amounts

Page: 9 of 15

Prevent the addition of commodities to an unregistered or inactive vehicle

Prevent the addition of the wrong commodity to a vehicle

Analyze commodity consumption compared to established tolerances and provide direction to employees based upon the exception

6.5 The FMS shall provide real time notifications and alerts including:

Dashboard capability to indicate all vehicles (by location) that have completed fueling and all vehicles pending fueling

Notifications to management of vehicles that did not receive the expected amount of fuel (short fuel)

Notifications to management of vehicles that have consumed more fuel than expected

Alerts for low levels of commodity tanks

6.6 The FMS shall offer reporting capability including:

Delivered reports and ad hoc reporting capability with the ability to run at predetermined intervals and generate in selected locations or deliver to designated email addresses automatically

Daily reporting with transaction information by employee summarizing the number of and type vehicles fueled by individual employee as well as the commodities added.

Dashboard capability to show real time status of fuel attendants, vehicles fueled or pending fueling, and fluids filled

Weekly (or variable interval) reports with commodity usage and mileage computations to monitor potential over dosing of fluids

The ability to track when vehicles are washed at the maintenance facility

7. AUTOMATED SHOP COMMUNICATIONS

The MBTA has a requirement for automated shop communications from the maintenance shops to the fuel island operations. A very important and intensive requirement for any transit environment is the daily fueling, cleaning and maintenance routing of vehicles. It is important that communications between the shops and fueling operations is timely and precise.

Currently this information is communicated through the use of a paper sheet located in every fuel lane that is reviewed by fuel lane employees before moving the vehicle.

The desired outcome is a functionality that enables maintenance management to communicate directly to the fuel island operation the need for specific vehicles to be routed from the fuel lane to

Page: 10 of 15 various staging areas before any specific vehicle leaves the fuel lane. This system will require the use of a software tool with tables that can be loaded by a maintenance manager or fuel lane supervisor. Ideally, the software will recognize the vehicle in the fuel lane, display its vehicle number and desired parking location once fueling is complete. The display will be visible to the fueling employees from the driver seat of the vehicle.

The system will allow default instructions so that only vehicles that require shop attention or otherwise are exceptions must be loaded into the system on a daily basis.

Tables and instructions will vary based on the specific physical location and fueling lane, and the

MBTA expects to utilize up to ten separate categories of location types, with further detail possible.

Ideally these locations can be user defined and user maintained to allow categories similar to the list below:

Shop

Parking lot

Lane 1, 2, 3 etc.

Parking space 1, 2, 3 etc.

Hold

Shifting or transfer

Detail or interior clean

PM staging

VIP Hold

Body Shop

Main Repair Facility

Charter

8. FLUID CONTROL REQUIREMENTS

8.1 The FMS shall provide a method of managing and tracking employee access to fuel dispensing systems and vehicles:

Buses serviced at fuel lanes must be serviced only by employees designated to do such work and must only receive assigned commodities.

Buses repaired in maintenance areas must be serviced only by authorized employees and must receive only the specific commodities assigned to the vehicle.

Non-revenue vehicles fueled at stand-alone fuel locations must be fueled only by authorized employees. Ideally the FMS would also enable tracking of fuel obtained outside of the MBTA system.

8.2 The FMS shall provide a method to ensure that the vehicle being fueled is correct.

The FMS will recognize the vehicle and its commodity requirements

Page: 11 of 15

The FMS will recognize when the vehicle has been removed from the fuel lane or maintenance area and disable further commodity delivery

8.3 The FMS shall track delivery by commodity type and by vehicle:

Gasoline and diesel fuel dispensed to each individual vehicle will be measured and tracked in tenths of a gallon

CNG will be measured and tracked in gallon equivalent format.

Other commodities (oil, transmission fluid, DEF, etc.) will be tracked in tenths of a quart

8.4 The FMS shall offer appropriate resiliency.

Fueling operations, vehicle and employee controls, and data collection must continue whether or not there are connectivity or other issues preventing access to remote components and/or systems.

If connectivity is lost, the FMS must have the ability to capture and store commodity dispensing data for later processing

The FMS must have the ability to transmit its status and any faults.

8.5 The FMS shall provide a capability for manual override and operation when power has been lost.

9. HARDWARE REQUIREMENTS

9.1 The facility equipment shall be suitable for the environment and application. Hardware shall be:

Enclosed and weatherproof, including temperatures from -10 to 110F and operable in all typical weather conditions (rain, snow, sleet, ice, and heat). Wiring, installation materials, and all component parts shall also be appropriate for the environment.

Allow employees to interact with the system, whether through buttons, a touch screen, or another method

Tamper proof, with the ability to identify the individual who opened a unit for maintenance or switched a component to a manual or override setting. FMS components should be able to send messages or alerts when switched to a manual mode.

Capable of operating in a manual mode only when secured, appropriate access has been demonstrated

“Plug and Play” design to allow for easy repair and component replacement

Capable of self-diagnostics and status monitoring, including the ability to transmit

Page: 12 of 15 status to designated individuals or maintenance providers along with diagnostic codes to assist in evaluation and repair

Able to operate without disrupting other MBTA operations, including but not limited to vehicle operation, security cameras, automatic gates, and any other

MBTA building or vehicle systems

9.2 The maintenance bay equipment shall be suitable for the environment and application.

Hardware shall:

Be capable of controlling the dispensing of fluids with the same degree of accuracy as equipment in the fuel lanes

Utilize the same security protocols and capabilities as hardware in the fuel lanes

Operate with the hose reel systems in place in the maintenance bays

Allow MBTA employees to interact with the system whether through keypads, touch screens, or other user interfaces

9.3 The vehicle hardware, if any, shall be suitable for the environment and application. Hardware shall:

Be installed in a manner that does not impact normal operations and vehicle availability

Not disrupt the operation of any vehicle, security cameras, on board computer system or systems installed on the vehicle

10. TRAINING

The Contractor shall provide training for all personnel who will operate and maintain the system once accepted, including “Train the Trainer” where appropriate.

Training shall be provided at each location and include, at a minimum, the following:

Operation and management of the hardware, control consoles and software

Management of the Fuel Management Software including adding/deleting employees and vehicles, establishing employee security, re-assigning vehicles to garages or locations, and master data structure

Troubleshooting and repair of hardware installed on the fuel dispensers and vehicles, including modules and component parts as applicable

If specialized tooling is required to test vehicle hardware for functionality (troubleshooting and repair), the vendor is to supply three testing tools per garage (one per shift).

If specialized tooling or software is required to test the building system hardware for functionality

(troubleshooting and repair), the vendor is to supply one tool or laptop with the proper software

Page: 13 of 15 installed for each fueling location.

11. DOCUMENTS

The Contractor shall provide at a minimum 2 hard copies and electronic copies of the following documents:

Manufacturer Preventive Maintenance Manuals

Operations Manuals

Electronic Diagram and Schematic Sheets for the System at each Garage

Parts List with Part Numbers

Programming Instructions

Training documentation

12. MAINTENANCE AND SERVICE

The MBTA expects a two (2) year maintenance service agreement with options for at least three (2) additional years. Services should include, at a minimum, the following components:

On-site technician support and service for all software, including the Fuel Management

Software and any software/firmware related to vehicle identification or commodity dispensing

On-site technician support and service for hardware, including trouble shooting hardware issues

Complete version upgrades, patches, and system maintenance

Technician response within one (1) hour of service calls and on-site availability within four

(4) hours

Local spare parts availability

The Provider needs to define their maintenance and service plan and the associated yearly cost

Page: 14 of 15

13. WARRANTY

The FMS supplier will warrant all hardware and installation, including wiring and software for parts and labor for a minimum period of two (2) years commencing after acceptance testing is completed and the

MBTA project manager signs off on acceptance and project completion. The FMS supplier will also offer three (3) warranty option years, for a total of five (5) years.

The FMS supplier will assume sole responsibility for the performance of all equipment, materials and labor provided by any subcontractors.

The FMS supplier needs to define the warranty plan and coverage plus the cost for three (3) option years.

Page: 15 of 15

13.0. APPROVALS:

Prepared By: ________________________________________________ Date:_____________

Michael F. Walsh

Deputy Director of Engineering

Reviewed By: ________________________________________________ Date:_____________

Jim Silva

Superintendent – Bus Operations

Kevin Petite

Superintendent – Bus Operations

Derek Hart

Deputy Chief Mechanical Officer – Bus Operations

Howard Pransky

Chief Mechanical Officer – Bus Operations