Following an open tendering process Buckinghamshire FRS implemented the Merridale FuelFX management and reporting software solution that was provided by MIS Fuel Monitoring of Wolverhampton. MIS Fuel Monitoring makes, installs and supports the Merridale range of fuel management systems, which are designed to control the usage of commercial diesel supplies.

In addition to the implementation of the software, Buckinghamshire’s programme includes the installation and maintenance of Merridale Auditor FX control units at nine depot fuelling points including the headquarters in Aylesbury.

Each of the Merridale Auditor units is linked to the central administration computer. Currently four are wired directly into the BFRS corporate network via data ports, and the remainder use landline telephone modems that will be replaced in due course to achieve a totally independent communications infrastructure.

BRFS Group Manager for Property Gordon Wylie explained that the need to ensure round-the-clock availability was paramount. “We operate a fleet of 57 fire appliances from 22 strategically placed stations. The availability of depot fuelling is an important aspect of our operational planning. Mobility is crucial. In addition to the traditional appliances, we have 120 cars and general-purpose vehicles. Key personnel are also given access to depot fuelling facilities and we also supply some third party public sector organisations.”

For BRFS, it was critical to have something reliable and robust. “We wanted a system that would be supported properly and not compromised by future demands to pay for upgrades.” In March 2007 a working group was formed to manage the procurement. The group was led by Gordon Wylie and included the fuel administrator and a project co-ordinator from central management plus representatives from all the other departments who manage operations, finance and workshops.  “We involved all of the critical users to get their input into making the decision on the right partner,” said Wylie.

The main objective was to source a cost-effective, off-the-shelf solution that would be backed by assured support throughout its operational life. After final evaluation of the bids by the working group, Merridale was selected for its ease-of-use and reporting software functionality. That Merridale is a system already in service with several other UK emergency services was also a key deciding factor.

Another fundamental requirement for the system is the security and management of the diesel storage facilities.

Merridale controls the access to the fuel’s dispensing system 24 hours a day, on a self-serve basis. Security is ensured by using a smart key allocated to each vehicle. As an extra measure, the vehicle odometer reading must be entered onto the keypad to authenticate the transaction. Fuel drawn is then recorded with the vehicle mileage and the transaction posted for downloading to the central computer.

An important benefit of the system is the facility to capture and transfer live vehicle mileages directly into the BFRS current fleet management software. This in turn allows efficiency in programming vehicle servicing even to the point of direct communication with vehicle users about booking for a service.

From a finance perspective, BFRS can show greater transparency on internal cost accounting and external re-charges, to the point that each transaction can be coded out to all budget holders – making them fully accountable – rather than the operations group having to carry the full burden on fuel costs.

The Merridale system also allows greater control of the procurement of fuel stocks. The tanks can be fitted with electronic contents gauges that can be monitored centrally. Decisions on procurement of stocks can be made on the basis of accurate fuel status reports.

Significant savings have also been made in administration workload. BFRS personnel are issued with fuel cards enabling them to obtain fuel from retail forecourts, if necessary. Previously these transactions were added manually to the records. BP and Total provide this data as an automated download, so it can now be imported directly into the Merridale fuel management database.

Summarising the overall impact of the implementation, Wylie stated, “The Merridale fuelling system imposes a more methodical approach to the fuelling of vehicles, and so far, fortunately, nobody has been locked out for not following the correct procedure. We now have a reliable system that will not expose BFRS to the risk that after two or three years, we would find ourselves with a totally unsupported system.”

BFRS has also put into effect a service level agreement to cover the support of the equipment. It sets out agreed parameters that Merridale will work to in the event of a problem occurring with the equipment during the working week. This arrangement is based on a five-year programme with annual maintenance fees applicable from the second year through to year five. The scheme covers full preventative maintenance on a partnership basis that serves the interests of MIS Fuel Monitoring and BFRS.

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