Fleet Fuel Cardlock or equal

Agency: City of Lompoc
State: California
Type of Government: State & Local
Posted Date: Sep 20, 2018
Due Date: Oct 9, 2018
Solicitation No: 2894
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
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Fleet Fuel Cardlock or equal
  • Department: Management Services
  • Category: Purchasing
  • RFP Number: 2894
  • Start Date: 09/19/2018 2:31 PM
  • Close Date: 10/09/2018 1:00 PM
The City of Lompoc wishes to enter into an agreement for card lock and some delivered fuels for vehicles and/or heavy equipment or generators. The responsive, responsible, and best price products for the City of Lompoc would be our award goal. We will consider other methods such as a corporate fleet card method. However we must be convinced it will be the best price for the City 2894Cardlock fuel_

Attachment Preview

RFP No. 2893 - Card Lock Fuel
Notice is hereby given that sealed Proposals will be received per the attached specifications, at
the office of the Purchasing and Materials Manager, 1300 West Laurel Avenue, Lompoc,
California, until 2:00 p.m. on Tuesday October 9, 2018 (final date for acceptance).
Proposals will not be publicly opened and read. If further information is needed, contact Ray
Ambler at (805) 875-8003.
Please immediately complete the Proposer Contact Information Sheet and fax to 805-735-7628
to be added to the list to receive all clarifications and addendums.
The only authorized City contact will be the Purchasing Officer listed below or through
Purchasing Office Staff, from the original issue date until the contract is awarded. Interested
bidders or their representatives are not allowed to communicate with City staff regarding this
solicitation. If any bidder is found to be in violation of this provision, the City reserves the right
to reject their bid.
A Late proposal will be returned to the bidder/proposer unopened. All proposals must bear
original signatures and figures.
Ray Ambler
Purchasing Manager
CITY OF LOMPOC, PURCHASING DIVISION
1300 W. Laurel Ave. 4A, Lompoc, CA 93436, Phone: 805-875-8000, Fax: 805-735-7628
RFP No. 2893
Card Lock Fuel
Registered Proposer Information Sheet”
Page 2
Please immediately complete and fax this page to (805) 735-7628 to be added to the list to
receive all clarifications and addendums or create an Acrobat PDF document and email to
purchasing@ci.lompoc.ca.us
Company Name
Name of Proposer
Telephone Number
Facsimile Number
Signature of Authorized Representative
Name & Title (please print)
Date
Web Page Address
CITY OF LOMPOC, PURCHASING DIVISION
1300 W. Laurel Ave., Lompoc, CA 93436, Phone: 805-875-8000, Fax: 805-735-7628
RFP No. 2893
Card Lock Fuel
Page 3
SCOPE OF WORK
The City of Lompoc wishes to enter into an agreement for card lock and some delivered fuels
for vehicles and/or equipment. The responsive, responsible, and best price products for the
City of Lompoc would be our award goal. We will consider other methods such as a corporate
fleet card method. However we must be convinced it will be the best price for the City.
CARD SYSTEM REQUIREMENTS
Proposed systems must include a card assigned to each vehicle. This requires that a driver
have a unique P.I.N. number. We must be convinced that we can collect information to track
vehicle MPG, fuel cost per mile etc. The Oil Price Information Service (OPIS), or approved
equal market reporting service (specify in your bid), shall be used to determine the cost of fuel.
The bid is to reflect the amount to be charged above or below the current weekly average rack
OPIS price. Do not include environmental fees or taxes within your markup. Proposer must
provide the relevant weekly OPIS price information sheets with each billing. The City net prince
will use the OPIS rack prices published on Fridays (once called Fax-A-Rack dated Monday),
for purchases during the following week, through Sunday. For example, purchases made
Wednesday will go by the rack prices published the previous Friday.
CARD LOCK SYSTEM
Sufficient card lock cards shall be issued at no charge. Replacements shall be at no charge.
The City will need approx. 200 cards Additional cards and/or replacements may be needed
during the contract period and shall be provided at no charge. The City will be liable for
products purchased with each card furnished in its name under this system. This liability will
cease at the time a card is reported lost or stolen to the Proposer/Proposer.
PROPOSER MUST PROVIDE CARDS WITH CITY PROVIDED PIN NUMBER.
The card lock reporting system shall provide the following information in the order specified:
ASCII Text Character 3 1/2" diskette (or other approved media), a statement, and OPIS prices
for that particular billing period. Proposer may be required to furnish an example report and
OPIS price information sheet prior to the City accepting the agreement or agreements.
CITY OF LOMPOC, PURCHASING DIVISION
1300 W. Laurel Ave., Lompoc, CA 93436, Phone: 805-875-8000, Fax: 805-735-7628
RFP No. 2893
Card Lock Fuel
Page 4
Record Layout:
Complete and return
Position
Length
Description
____________________________________________________________________
1- 6
7-12
13-19
20-25
26-35
36-41
42-46
47-53
54-57
58-63
64-69
70-72
73-77
78-81
82-82
6
Customer Number
6
Transaction Date (YYMMDD)
7
Card Number
6
Odometer Reading (999999)
10
Product Purchased
6
Quantity Purchased (9999.99)
5
Price Per Gallon in Dollars (99.999)
7
Transaction Amount (99999.99)
4
Transaction Time (HHMM)
6
Invoice Number
6
Transaction Site Number
3
Blank
5
Fleet Number (Reference)
4
Transaction Number
1
Transaction Type (D=Debit C=Credit)
The amount for the "Price per Gallon" field should be the net price the City is to be charged, including applicable
taxes.
The above information will be provided to the City twice a month. From the 1st of the month through the 15th,
information to be received by the 20th of the month; and the 15th through the end of the month, information to be
received by the 5th of the following month.
Can you provide a twice monthly .CSV file for each transaction? The file must include: Vehicle
number with leading zero’s and be 4- and 5-digit vehicle numbers, odometer reading, fuel
type, fuel amount, transaction cost, and transaction location
( ) yes ( ) NO
____________________________________________________________________________
____________________________________________________________________________
________________________________________________
Could you be able to decline transaction based on last fueling odometer if the input mileage is
equal or less than the previous transaction?
( ) yes ( ) NO
____________________________________________________________________________
____________________________________________________________________________
________________________________________________
RECONCILIATION:
It is imperative that product quantities and pricing “match” on the bi-monthly transaction summaries provided in
paper copy for City Finance/Accounts Payable and the electronic version provided to City Fleet Management for
input into our Computerized Fleet Analysis (CFA) system. There shall be a reconciliation and verification match
CITY OF LOMPOC, PURCHASING DIVISION
1300 W. Laurel Ave., Lompoc, CA 93436, Phone: 805-875-8000, Fax: 805-735-7628
RFP No. 2893
before being delivered to City divisions.
Card Lock Fuel
TERM:
Page 5
The term shall be for up to five years perhaps initially in shorter increments. The agreement
may be extended for three additional years by agreement in writing at the same terms and
conditions.
MULTIPLE AWARD –
The City reserves the right to award to more than one proposer. The Proposer's card lock
dispensing location may dictate which facility is used depending on the location of fueling
operation on any given day.
CANCELLATION
Either party has the right to cancel the contract at any time upon thirty (30) days written
notice.
ASSIGNMENT OF CONTRACT
No assignment by the successful bidder of any portion of the executed fuel agreement or
agreements shall be recognized
CONTACTS
Bid Proposal and General Conditions Information:
Ray Ambler, Purchasing & Materials Manager, 805-875-8003 r_ambler@ci.lompoc.ca.us
DEVIATIONS
If there are any deviations from the specifications set forth herein, the bidder shall note the deviations in his bid.
Failure to note a deviation from the specifications may be grounds for rejection by the City of that particular bid.
Where deviations are noted, the City reserves the right to accept a bid containing such deviations provided that,
in the sole opinion of the City, the deviation or deviations so noted do not affect the overall capability of the item
bid to perform the function for which it is to be acquired and such deviations result in a lesser total cost to the
City for the subject item.
TAXES
This bid will be evaluated without taxes. Prices quoted in the bid shall exclude all applicable Sales or Use Taxes,
Superfund Tax, Federal Excise Taxes (FET), Oil Spill, and State of California Motor Vehicle Fuel Taxes. The City is
subject to State and local sales tax but is exempt from payment of Federal Excise Tax.
ESCALATION DE-ESCALATION
The proposal Transportation and Markup (T&M) quoted by the Contractor will be subject to escalation
or de-escalation. If there has occurred a change in the average per-gallon price of listed FUEL as
published in the _________________________ from the per-gallon price published on the day of the
CITY OF LOMPOC, PURCHASING DIVISION
1300 W. Laurel Ave., Lompoc, CA 93436, Phone: 805-875-8000, Fax: 805-735-7628

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