Cloud-Based Fuel Management System

Overview:

The existing LAN-based Fuel Management System installed at Brookhaven National Laboratory Upton, New York (BNL) is obsolete and no longer supported by the manufacturer. The computer used in that system is also outdated and experienceing compatibility issues with the BNL network.  

Scope of Work:

Brookhaven Science Associates, LLC (BSA) is seeking proposals from qualified vendors to supply and install a new cloud-based fuel management system for a single fueling site at BNL. This project may involve integrating with the existing Wayne Select Fuel Dispenser, or providing and installing a new, compatible fuel dispenser, if required.  All proposed hardware, software, and communication components of the new fuel management system must comply with applicable U.S. Department of Energy (DOE) cybersecurity directives and the Brookhaven National Laboratory (BNL) Information Technology Division (ITD) security requirements. This includes, but is not limited to, adherence to federal data protection standards, secure cellular communication protocols, and system compatibility with BNL’s existing IT infrastructure. Vendors will be required to work with BNL’s ITD to ensure proper configuration, integration, and documentation of all network connected components.

Proposals must include all necessary hardware, software, labor, and training to deliver a fully functional and tested fuel management system that meets the following requirements:

1. System Requirements

The proposed fuel management system shall include, but may not be limited to the following components:

• One (1) hose control pedestal-mounted or dispenser-mounted terminal with proximity key fob, RF device, or card reader

• Fuel management software package with setup and configuration.

• Software hosting on a US-based internet server with cellular communication for single-site terminal

o First year of hosting fees (monthly), charged in advance.

o Four (4) One-Year Renewal Options.

• Cellular communication capability integrated into pedestal/hose controller.

• Up to Two-Hundred (200) proximity devices (e.g., key fobs, cards, or equivalent)

• Necessary upgrade kit for compatibility with existing Wayne Select dispenser, or cost and specifications for new compatible dispenser (if required).

• Integrated control system to interface with existing bulk loader mechanical meter register.

• Deactivation and safe removal of existing Wayne iX Fleet fuel management system 2.

2. Installation Scope

Vendor shall perform the following installation and integration tasks:

• Install all necessary power conduits aboveground between the existing Wayne Select dispenser and new pedestal (if required).

• Install all necessary power conduits aboveground between the existing bulk loader and new pedestal/dispenser.

• Pull all necessary wiring between pedestal and both the existing dispenser and bulk loader.

• Make all required final connections between new fuel management system and existing systems.

• Start up and commission the new fuel management system.

• Perform functional testing to confirm proper operation.

• Provide onsite personnel training for system use and administratio

3. Training Requirements

Contractor personnel performing work at the BNL site are required to complete various, site-specific training as may be deemed necessary prior to performing any such work. 

Vendors may document equivalent training in their proposal. However, acceptance of equivalent training is at the sole discretion of BSA.

4. Proposal Requirements

Vendors must provide the following in their proposal:

• Detailed breakdown of material, equipment, and labor costs

• Lead time for delivery and installation.

• Timeline for project completion

• Warranty and support information 

• Training plan for BNL personnel on use and maintenance of system

• Specification sheets for proposed equipment

• Options and pricing for:

o Retrofitting the existing dispenser

o Replacing the dispenser if required

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Interested vendors are encouraged to respond with the following:

1.  Company Profile

• Company name, address, DUNS/UEI Number(s), Point of Contact (name, telephone number and email address)
• Business Size (e.g. small, large 8(a) HUBZone, SDVOSB, etc.)

2. Technical Capability

• Experience with Cloud-Based Fuel Dispensing/Monitoring Equipment and Systems.
• Description of Technical/Support Organization.
• Past performance references (project name, location, year, agency or client(s))

3. Relevent Licenses, Training and Certifcations

• State Operating License(s)
• Professional Training Licenses and Certifications
• OSHA Training Certificates 

4.  Availability

• Estimated Delivery Lead Time (ARO) (Installation/Integration, Testing, Training, Support)
• Limitations (technical, geographical, capacity, etc.), if any.

5. Estimated Pricing (Optional)

• Firm Fixed Price
• Hourly/Daily Labor Rates by Labor Classification

Please submit your response via email to vcostanzo@bnl.gov no later than 9/12/2025 with "RFI No.469502 Response - Cloud-Based Fuel Mgt. System" in the subject line. Response should be submitted in PDF or in Word format.