RFP-26-008 Fuel

City of Lewiston
Request for Proposals
RFP-26-008 Fuel
Release Date:
March 10, 2026
PROPOSAL DUE DATE:
April 2, 2026
by 2:00 p.m. PT

REQUEST FOR PROPOSALS
RFP-26-008 FUEL
The City of Lewiston, Idaho, is requesting proposals for the supply and delivery of fuel for City vehicles and
equipment. RFP packets may be obtained from the City's website at www.cityoflewiston.org, under "How do
I," then "View...Bid/RFP/RFQ Opportunities."
No Pre-Proposal Conference will be held. All questions relating to this RFP must be addressed in writing to the
City of Lewiston Purchasing Division by e-mail to purchasing@cityoflewiston.org. The Purchasing Division must
receive all questions no later than March 23, 2026, by 12:00 noon PT. Written response to questions shall be
provided through an addendum which will be posted on the City's website. Proposers may not contact other City of
Lewiston officials or employees regarding this RFP.
Five (5) copies of the Proposal must be delivered or mailed in a sealed envelope to the City of Lewiston Purchasing
Division, 1134 F Street, Lewiston, Idaho 83501 by 2:00 p.m., PT, April 2, 2026. The outside of the sealed delivery
envelope must be clearly marked "RFP-26-008 Fuel." All proposals will be date and time stamped as they arrive
in the Purchasing Division. The Purchasing Division will publicly open the sealed Proposals on April 2, 2026,
at 2:00 p.m. at City Hall, 1134 F Street, Lewiston, Idaho. The name of each proposer submitting a proposal
will be read into the public record. The Lewiston City Council reserves the right to accept or reject any or all
proposals.
The City of Lewiston, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4
and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21,
Nondiscrimination in Federally-assisted programs of the Department of Transportation issued pursuant to such Act, hereby
notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement,
disadvantaged business enterprises as defined at 49 CFR Part 26 will be afforded full opportunity to submit bids in
response to this invitation and will not be discriminated against on the grounds of race, color, national origin, or sex in
consideration for an award. In addition, the City of Lewiston prohibits discrimination based on ancestry, religion, creed,
age, marital or familial status, physical or mental disability, sexual orientation, and gender identity/expression.
Publish: March 10 & 17, 2026
RFP-26-008 Fuel i

Table of Contents
Topic Page
1 Purpose and Background ....................................................................................................... 1
2 Instructions to Proposer ......................................................................................................... 1
3 Vendor Qualifications and Requirements ............................................................................ 7
4 Scope of Work ......................................................................................................................... 7
5 Proposal Content ................................................................................................................... 11
6 Selection Process and Evaluation Criteria ......................................................................... 12
7 Appendices ............................................................................................................................. 14
Exhibit A Sample Contract ....................................................................................................... 15
Exhibit B Proposal Form .......................................................................................................... 32
RFP-26-008 Fuel ii

SECTION I
Purpose and Background
1.0 Purpose
The purpose of this RFP is to procure fuel for the City of Lewiston's motor vehicles and
equipment. The RFP includes providing fuel at Lewis-Clark Valley retail pumps via a card
system and delivering fuel to generators, off-road equipment, and emergency vehicles on
extended calls and temporary emergency operations centers during extended emergency events.
1.1 Background
The City of Lewiston is looking for a Vendor to provide refueling services 24 hours a day,
year-round. The City's vehicles and equipment run on unleaded fuel and diesel fuel #2. City
drivers are not assigned to a specific vehicle, so the refueling system must allow drivers to fuel
various vehicles. The City will need about 550 vehicle and miscellaneous cards, as well as
driver PINs for cards. The City anticipates approximately 800 transactions per month.
In addition to refueling services, the City needs fuel delivered to various locations. The
Lewiston Transfer Station, located at 1031 Wild Dove Ln., currently requires weekly delivery
of #2 dyed diesel fuel. Fourteen (14) generators located at various sites within City limits and
heavy equipment at job sites are fueled on an as-needed basis. Most generators run on diesel,
but a few use gasoline. On rare occasions, the City may need fuel delivered to emergency
vehicles on extended calls and temporary emergency operations centers during extended
emergency events.
The City has contracted with a Vendor (currently Sunshine Disposal) to haul materials from our
Transfer Station to the Asotin County Landfill. The usual trucks used for this contract are
owned by the hauling contractor and are dedicated for use for the hauling contract. The City
pays for the diesel fuel directly to the fuel Vendor. The selected Vendor may or may not be
required to provide fuel for this contract, depending on the availability and location(s) of
fueling stations to accommodate the fueling needs of the hauling company. Vehicles and
drivers would require fuel cards and PINs (or cards). Fuel would be at contract pricing but
would not be tax exempt like the rest of the City's fuel. Invoicing would be separate from other
fuel purchases of the City.
SECTION II
Instructions to Proposer
2.0 General
1. The Proposer shall define the capability of their organization to supply the services
requested. The response must be specific and complete in every detail, prepared in a
simple and straightforward manner.
2. The Proposer is advised to read this RFP in its entirety. Failure to read and/or understand
any portion of the RFP shall not be cause for waiver of any portion of this RFP.
RFP-26-008 Fuel 1

3. Any variation or deviation from the specifications must be clearly stated in writing and
submitted as part of the RFP.
4. The City of Lewiston may request the Proposer to whom it intends to award the
Contract to submit information necessary to satisfy the City that the proposer is
adequately prepared to fulfill the Contract.
5. The City of Lewiston may award a contract, based on proposals received, without further
discussion of such proposals. Accordingly, each proposal should state the most favorable
terms that a Proposer can submit.
6. The City of Lewiston reserves the right to accept or reject any or all Proposals or portions
thereof received as a result of this RFP.
7. The City of Lewiston reserves the right to delete any portion of any response to this RFP.
8. The City of Lewiston reserves the right to waive informalities and minor irregularities in
Proposals received as a result of this RFP.
9. Whenever in this RFP any particular materials, process, and/or equipment is indicated or
specified by patent, proprietary, or brand name, or by name of manufacturer, such
wording shall be deemed to be used for the purpose of facilitating description of the
material, process, and/or equipment desired and shall be deemed to be followed by the
words "or equal." Proof satisfactory to the City must be provided by proposer to show
that the alternative product is, in fact, equal to the product required in the specification.
Prior approval is recommended.
10. By submitting this proposal, the proposer agrees that this proposal is made without any
understanding, agreement, or connection with any other person, firm, or corporation
submitting a proposal for the same purpose and that its proposal is in all respects fair and
without collusion or fraud. The proposer also agrees that this proposal is made without
any intentionally fraudulent acts committed in an effort to be the successful proposer.
11. The City of Lewiston, in accordance with Title VI of the Civil Rights Act of 1964, 78
Stat. 252, 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations,
Department of Transportation, Subtitle A, Office of the Secretary, Part 21,
Nondiscrimination in Federally-assisted programs of the Department of Transportation
issued pursuant to such Act, hereby notifies all Vendors that it will affirmatively ensure
that in any contract entered into pursuant to this advertisement, disadvantaged business
enterprises, as defined at 49 CFR Part 26, will be afforded full opportunity to submit
bids in response to this invitation and will not be discriminated against on the grounds
of race, color, national origin, or sex in consideration for an award. In addition, the City
of Lewiston prohibits discrimination based on ancestry, religion, creed, age, marital or
familial status, physical or mental disability, sexual orientation, and gender
identity/expression.
2.1 Preparations and Format of Proposal
RFP-26-008 Fuel 2

1. Proposals must be enclosed in a sealed, opaque envelope and must be clearly marked on
the outside packaging with the name and address of the Proposer and the words "RFP-
26-008 Fuel."
2. The Proposal must be submitted in writing; no oral, telephone, facsimile, or late
Proposals will be considered. Do not rely upon the U.S. Postal Service or express mail
carriers to deliver mail promptly. The City of Lewiston is not always an overnight
delivery destination, even though the carrier may promise overnight delivery. It is the
sole responsibility of the proposer to submit a Proposal to the correct destination prior
to the date specified. Late Proposals will not be accepted.
3. Proposals are required to be typewritten or clearly handwritten in ink.
4. The Proposer should use a simple format: standard letter-sized paper (8 12" x 11") that
contains all necessary information for the Proposal, stapled in the upper left corner. Do not
use three-ring binders.
5. The City of Lewiston is exempt from federal excise tax. Therefore, these taxes are not to
be added to the fuel services. The City of Lewiston will provide the successful proposer
with applicable Tax Exemption Certificates upon request.
6. Idaho has adopted a preference for Idaho domiciled suppliers when they are competing
with out-of-state suppliers that receive a preference in their state of domicile (Idaho
Code 67-2349). If an out-of-state proposer receives a preference in its home state, the
proposer's cost will be increased by that percentage for evaluation purposes.
7. RFP forms must be fully filled out. A Proposal may be deemed non-responsive if it is
incomplete, unsigned, or contains omissions, erasures or alterations not initialed.
2.2 Objections to Specifications or Proposal Procedures
Objections to specifications or proposal procedures must be received by the Purchasing Division
no later than five (5) days prior to proposal due date. Objections to specifications or procedures
for which a proposer did not first ask for clarification and/or changes during the
clarification/question period will be without merit and will be denied.
Envelopes containing objections shall be marked and mailed as follows:
Specification/Procedure Objection
RFP-26-008 Fuel
City of Lewiston
Purchasing Division
1134 F Street
PO Box 617
Lewiston, ID 83501
2.4 Inquiries or Interpretation/Addenda
RFP-26-008 Fuel 3

All questions and/or requests for clarification must be submitted by email to
purchasing@cityoflewiston.org. Questions must be received no later than 12:00 noon, PT, on
March 23, 2026, to ensure adequate time for a proper response.
The City's Purchasing Division will maintain all of the official copies of correspondence and
will respond to all inquiries through addenda. If the Proposer is in doubt as to the meaning of
any part of this RFP, a written request for an interpretation should be submitted to the
Purchasing Division. The City will not be responsible for supplying any explanations or
interpretations unless a request to do so is submitted in writing as described in this RFP.
Any Addenda will also be posted on the City's website. All addenda posted on the City's
website prior to date of RFP opening date shall be considered part of the documents for this
RFP as though they had been issued at the same time and shall be incorporated herewith.
Proposers are required to acknowledge all issued addenda on the Proposal Form (Exhibit B).
2.5 Signing Requirements for Submitted Proposals
Proposals that are not signed by individuals making them shall have attached thereto a power of
attorney evidencing authority to sign the RFP in the name of the person for whom it is signed.
Proposals that are signed for a Partnership shall be signed by all of the Partners or by an
attorney-in-fact. If signed by an attorney-in-fact, there shall be attached to the Proposal a
power of attorney evidencing authority to sign the Proposal executed by the Partners.
Proposals that are signed for a Corporation shall have the correct corporate name thereof and
the signature of the President or other authorized officer of the corporation, manually written
below the corporate name following the word "By." If such a Proposal is manually signed by
an official other than the President of the Corporation, a document evidencing the authority of
such official to sign the Proposal shall be attached to it. A Corporate-signed Proposal should
also bear the attesting signature of the Secretary of the Corporation.
Proposals that are signed for a Limited Liability Company shall have the correct company
name thereof and the signature of the authorized Manager or Member manually written below
the company name following the word "By" and be accompanied by a document evidencing
the authority of such person to sign.
2.6 Submittal Date of Response
Five (5) signed copies shall be submitted to and received by the City of Lewiston Purchasing
Division no later than 2:00 p.m. PT on April 2, 2026. Proposals shall be submitted to:
City of Lewiston
Purchasing Division
1134 F Street
Lewiston, ID 83501
Proposals are to be sealed and addressed to "City of Lewiston Purchasing Division," and the
envelope shall be clearly marked "RFP-26-008 Fuel," along with the Proposer's name and
address.
RFP-26-008 Fuel 4

2.7 Execution of Contract
The successful Proposer shall sign the contract in the form provided by the City of Lewiston
(Exhibit A of this RFP document) with only those changes necessary to conform to the corporate
form of the successful Proposer. Any questions concerning the contract documents must be
presented in writing to the City of Lewiston Purchasing Division before the deadline for questions
on March 23, 2026, by 12:00 noon PT. Any changes to the contract document will be submitted
as an addendum to the RFP prior to submittal date for Proposals.
2.8 Withdrawal of Proposal
Proposals may be withdrawn, altered, and/or resubmitted at any time prior to the submittal date.
After the submittal date, a proposal may not be withdrawn unless award is delayed for a period
exceeding forty-five (45) calendar days.
2.9 Alternate Proposals
Alternate proposals will be accepted. Proposers must submit a proposal based on the
specifications; however, proposers are also encouraged to provide a value-engineered proposal
that will achieve the intended results of the RFP at reduced cost for the City. Be sure to mark the
alternate proposal as an "Alternate Proposal."
2.10 Awarding
The contract shall be awarded by the Lewiston City Council at a public meeting on or about
April 27, 2026, with execution of contract about one week later, following the protest period.
Proposer hereby agrees to commence work under this proposal upon full execution of the
contract.
2.11 Protest of Award
Any proposer who is adversely affected or aggrieved by the award of the contract to another
proposer shall have seven (7) calendar days after the award to submit to the City a written protest
of the award. The written protest shall specify the grounds upon which the protest is based and the
express reason or reasons that the award decision is in error. The City shall not entertain a protest
submitted after the time period established herein. Thereafter, staying performance of any
procurement until after addressing the contentions raised by the objecting proposer, the City
Council shall review its decision and determine whether to affirm its prior award, modify the
award, or choose to issue a new Request for Proposals, setting forth its reason or reasons therefore.
After completion of the review process, the City may proceed as it deems to be in the public
interest.
Proposers must submit written protests of the award to:
City of Lewiston
Purchasing Division
Award Protest
RFP-26-008 Fuel
1134 F Street
PO Box 617
Lewiston, ID 83501
2.12 Terms and Conditions of Award
RFP-26-008 Fuel 5

The terms and conditions for contract award imposed herein shall govern in all cases, and
conflicting terms and conditions submitted by proposer may constitute sufficient grounds for
rejection of the Proposal.
2.13 Contractual Obligation
The contents of the response of the successful proposer shall be considered contractual
obligations. Failure to meet those obligations may result in voidance of the contract.
2.14 Non-Exclusive Contract
The City of Lewiston reserves the right to purchase fuel from Vendors other than the successful
proposer for out-of-town travel and in instances where the successful proposer is not able to
provide needed fuel. In addition, the City of Lewiston reserves the right to purchase up to $25,000
annually of fuel from Vendors other than the successful proposer if it deems buying outside the
contract is in the City's best interest.
2.15 As-Needed Basis
All products and services shall be on an as needed basis, except where otherwise expressly
indicated. The estimated annual usages, locations, prior quantities used, and other information
provided are the City's best estimate of product and services to be used by the City in the
coming year, based upon prior need, for determining proposal responsiveness and to give the
most current, useful information regarding historical uses to proposers. Award does not
guarantee a minimum or maximum quantity to be purchased.
2.16 Disputes
In case of any doubt or differences of opinions as to the items or services to be furnished
hereunder, or the interpretation of the provisions of the RFP, the decision of the City of
Lewiston shall be final and binding upon all parties.
2.17 Proposer Incurred Costs
The proposer will be responsible for all costs incurred in preparing or responding to this RFP. The
proposer agrees to bear all risks of loss, injury, or destruction of goods ordered as a result of
eventual contract that occur prior to acceptance by the City of Lewiston, and such loss, injury, or
destruction shall not release the proposer from any obligation hereunder.
2.18 Ownership of Proposals
All materials and documents submitted in response to this RFP become the property of the City of
Lewiston and will not be returned.
2.19 Proprietary Information
Proposals submitted to the City of Lewiston in response to this RFP are subject to the Idaho Public
Records Act. If the proposer wishes to have any information withheld from the public, such
information must fall within the definition of "trade secrets" contained within local and state
public record statutes. See Idaho Code 74-107(1).
All proprietary information the proposer wishes the City of Lewiston to withhold must be
submitted in a sealed package, separate from the remainder of the Proposal. The separate
package must be clearly marked "Proprietary Information" on the outside of the package. Each
page inside the package must also be clearly marked as proprietary. Should the City of Lewiston
RFP-26-008 Fuel 6

be challenged in court by a third party for a decision to withhold or redact information identified as
proprietary by proposer, proposer agrees to indemnify, defend, and hold harmless the City of
Lewiston for any judgments, attorney fees, and/or court costs associated with asserting the
documents contain proprietary information. Proposer agrees and acknowledges that the Proposal
is a disclosable public record. The City of Lewiston reserves the right to make an independent
discretionary decision whether or not the documents marked as proprietary contain trade secrets
and to disclose the contents thereof pursuant to the Idaho Public Records Act. All documents not
marked as proprietary are subject to release in compliance with the Idaho Public Records Act.
SECTION III
Vendor Qualifications and Requirements
3.0 Vendor Qualifications
1. Vendor, prior to award, shall be licensed to do business in the State of Idaho.
2. Vendor, if awarded, must have or obtain a current City of Lewiston business license.
3. Vendor must have and maintain, at a minimum, the insurance requirements attached to
the Sample Contract (Exhibit A).
4. Vendor must have a minimum of five (5) years successful experience owning,
operating, and scheduling an account of the same general size as required by the City of
Lewiston. Vendor may be asked to provide basic corporate profit/loss statements for
the past three (3) years to demonstrate its business stability.
3.1 Vendor Requirements
1. Vendor shall provide refueling throughout the Lewis-Clark Valley via a card system.
2. Vendor shall deliver fuel to City of Lewiston generators, off-road equipment, and
emergency vehicles and temporary emergency operations centers during extended
emergency events as needed.
3. Vendor shall supply the City with a current SAFETY DATA SHEET (SDS) for products
delivered.
SECTION IV
Scope of Work
4.0 Fuel Specifications
1. The City of Lewiston is seeking proposals for supply of fuel for the City's fleet of
vehicles and equipment. Predominate fuels used are Unleaded Gasoline, Clear Diesel
#2, and Dyed Diesel #2. Proposers shall provide, as their price proposal, a margin per
gallon, exclusive of all taxes and fees imposed by governmental entities. The margin
price must include freight; blending fees; overhead; setting up and dispensing cards for
RFP-26-008 Fuel 7