REQUEST FOR PROPOSALS FLEET FUEL AND VEHICLE MAINTENANCE PURCHASING AND AUTOMATED MANAGEMENT SYSTEM CITY OF NORTH LITTLE ROCK RFP NO:

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1 REQUEST FOR PROPOSALS FLEET FUEL AND VEHICLE MAINTENANCE PURCHASING AND AUTOMATED MANAGEMENT SYSTEM CITY OF NORTH LITTLE ROCK RFP NO: Overview and Statement of Purpose City of North Little Rock, hereinafter referred to as the City is soliciting formal bid proposals from qualified vendors, hereinafter referred to as Proposer, for a fleet management credit card purchasing and reporting system, hereinafter referred to as system, which provides for the supply of fuel at both retail locations and City owned on-site location, consigned inventory billing through the card system, fuel and fleet management reporting, and optional automotive products and vehicle maintenance services including fleet maintenance reporting. Contract Term The Contract is for a period of one year. Contract may be renewed in writing by mutual agreement of the parties not less than thirty (30) days before its expiration. The Contract may be renewed for up to four additional one year periods. Successful completion of negotiations surrounding the terms of the extension, will be a pre-requisite for the exercise of any option year. Contract date to be determined. Proposal Deadline Proposals shall be submitted no later than the proposal deadline, which is 10:00 a.m. Friday, April 11, 2008 Proposers shall respond to the written RFP and any exhibits, attachments, or amendments to the RFP as might be required. A Proposer s failure to submit a proposal as required by the deadline shall cause the proposal to be disqualified. Late proposals shall not be accepted nor shall additional time be granted to any potential Proposer. Proposals may not be delivered orally, by facsimile transmission, or by other telecommunication or electronic means. Appropriation of Funds All funds for payments by the City under this agreement are subject to appropriation of funds by the City of North Little Rock. In the event that funds are not appropriated by the City of North Little Rock for the goods or services provided under this contract, the City will terminate the Contract with thirty (30) days prior written notice. RFPFLEETFUELVEHICLEMAINTENANCESYSTEMA2008.doc Page 1

2 I. Mandatory Proposal Requirements and Scope of Services TECHNICAL AND SITE PROPOSAL MANDATORY RESPONSE ITEMS 1. Proposer Qualifications and Experience The Proposer must provide the following: a) A brief descriptive statement indicating the Proposer s credentials to deliver the services sought under this RFP including how long the Proposer has been performing the services required by this RFP. Provide years in business and a brief corporate history. b) Provide 3 References using the form provided (See Attachment 4). 2. Fuel Products. The Proposer through its card system shall provide supply of the following products, which shall be made available for purchase at retail locations and designated city owned locations in the United States using a fleet credit card: a) Regular unleaded gasoline (87-88 Octane) b) Unleaded Plus gasoline (89-90 Octane) c) Premium Unleaded gasoline (91 Octane or higher) d) Diesel Fuel (Active Standard ASTM D975-07b Standard Specification for Diesel Fuel Oils, Grade No. 2-D S15, ultra low sulfur diesel). e) Alternative/Renewable fuels including biodiesel blends (B5, B10, B15, or B20) or Ethanol (E85 or E10) as might be requested and/or made available for sale at available retail locations or desired City owned refueling locations. 3. Automated, Consigned Fuel Services. The City shall purchase on a consignment basis, regular unleaded gasoline and diesel fuel at existing City owned automated re-fueling locations as listed in the table below. Estimated volumes are purely estimates based on past historical information however there are no guarantees of future volumes. The Contractor will place regular unleaded gasoline and Ultra Low Sulfur Diesel (ULSD) fuel, or upon request in the future perhaps a biodiesel blend with the appropriate biodiesel mixture (B5, B10 or B20) as may be requested by the City, in the fuel storage facilities at existing City owned automated re-fueling sites. The Contractor will be reimbursed as fuel is issued to City vehicles and after required usage reports and invoices are submitted to the City for payment. The transactions for fuel purchases at the on-site refueling locations listed below shall be integrated into the normal reporting the Contractor provides for transactions by the same vehicles or cards that may be used at off-site retail locations. The City owned refueling locations are listed below including tank sizes and number of dispenser hoses by fuel grade. The Contractor shall be responsible for installing and maintaining electronic devices, also known as fuel control terminals (FCT s) to record necessary transaction data at these locations. RFPFLEETFUELVEHICLEMAINTENANCESYSTEMA2008.doc Page 2

3 List of City Owned Properties to Receive Consigned Fuel Inventory Services Name of Property Address City/State/Zip City of North Little Rock 1205 Sycamore North Little Rock, Fuel Island Arkansas City of North Little Rock Parks Maintenance 400 Military Drive North Little Rock, Arkansas Tank Sizes by Fuel Grade 10,000 Unleaded 10,000 Diesel 2,000 Unleaded 1,000 Diesel # of Hoses by Fuel Grade Estimated Annual by Fuel Grade Four (4) 200,000 Unleaded 135,000 Diesel One (1) Unleaded One (1) Diesel CITY Owned ATG Equipment In Place {List type of ATG equipment} 4. Adequate Supply. The Proposer shall provide explanations regarding its ability to meet the expectations for adequate fuel supply to the City. The bidder should provide details as to what refiner/supplier relations it has available that will enable Bidder to have access to sufficient supply, even during times of supply disruptions and escalating prices. Bidder must also address its ability to provide alternative fuels (E85 and Biodiesel) in the City of North Little Rock areas. 5. Statement of Tank Ownership and Responsibilities. The City hereby acknowledges that it is the owner and/or operator of all underground and/or aboveground storage tank(s), connected underground/aboveground piping, ancillary equipment and containment systems on existing City facilities designated as on-site fueling operations hereunder (the "UST/AST System"). The contractor has no control of, or responsibility for, the operation of the UST/AST System. As owner/operator of the UST/AST System, the City is responsible for compliance, and shall comply, with current and future federal, state and local laws and regulations applicable to the UST/AST System, as well as all other pertinent environmental laws and regulations. Without limiting the generality of the foregoing, the City shall be responsible for compliance with the following requirements with respect to the UST/AST System: registration; payment of all registration, monitoring, maintenance and other fees; reporting; record keeping; replacements; release detection, reporting, investigation, containment, response and corrective actions; assurance of financial responsibility; closure; and compensation of claims for bodily injury, death, exemplary damages, property damage and natural resources damages caused by or arising from, in whole or in part, a release from any UST/AST System. The Contractor shall have no responsibility, obligation or liability with respect to the ownership or operation of any UST/AST System or compliance with federal, state, or local laws and regulations applicable to an owner or operator of the UST/AST System. 6. Utilities, Equipment and Other Costs by the City. The City will provide the following at the on-site refueling locations to be automated by Contractor: (a) A dedicated 110 or 220 volt A/C electrical line with required circuits (a minimum of one circuit for the terminal, one for each dispenser and one for RFPFLEETFUELVEHICLEMAINTENANCESYSTEMA2008.doc Page 3

4 (b) (c) (d) each tank monitor. Adequate electrical wiring and conduit shall terminate at the desired fuel control terminal location for installation and hook-up of a typical fuel control terminal device. One voice-grade dedicated telephone line brought to the fuel control terminal equipment at each Property including installation and monthly fees. Electronic Pulsars installed on all petroleum dispensing equipment suitable for the use contemplated herein enabling the contractor s fuel control terminal to track product flow through the City s dispenser meters. The City will be responsible for maintenance of the Pulsars and/or meters in its fuel dispensing equipment including meter calibrations as may be determined necessary from time to time. City owned Automatic Tank Gauging (ATG) equipment that is currently installed, owned and maintained by the City if shown by site under paragraph 3. The City shall be responsible for maintenance of the ATG equipment including ATG Probes, communication ports on the devices and all required communication lines to the ATG equipment. The Contractor shall be allowed to dial into the City s ATG devices to capture tank inventory readings. {NOTE: This should be verified and we think the City should have this equipment in place, including communication capability via dial up connection. If Com ports are not installed on the ATG s, or not operable then the ability to upgrade the equipment to allow this should be addressed including responsibility for the cost of com/port upgrades.} 7. Equipment and Other Costs by Contractor. The Contractor will provide during the term of the Contract the Equipment as listed below for the City owned refueling locations listed under paragraph 3. Contractor will remove the Equipment from the Property following the termination of this Agreement. (a) Fuel Control Terminal (FCT) equipment for each designated City owned refueling site listed under paragraph 3. (b) Installation and Start-up costs for mounting the fuel control terminal on the fuel island at the City owned re-fueling site(s) listed under paragraph Sufficient Fuel Inventory and Monitoring by Contractor. Contractor shall use reasonable efforts to provide fuel inventory at sufficient levels for anticipated City use. {NOTE: If the City has more specific minimum expected on-hand inventory levels it requires, then it should be addressed here. Some ATG equipment being used for UST leak monitoring requires minimum on-hand inventory to complete a PASSED leak test, this should be noted if it is required by the contractor to provide consistent levels to allow frequent PASSED testing}. The City authorizes Contractor to periodically review fuel tank levels via automated tank monitoring equipment owned by the City, or via stick readings provided by the City for the purpose of keeping fuel in the tanks (not for environmental compliance). Contractor s review of inventory shall be for the purpose of scheduling fuel delivery only. Proposer should explain in its proposal if or when the City shall be required and expected to provide stick/inventory readings to Contractor and how frequently this must occur. RFPFLEETFUELVEHICLEMAINTENANCESYSTEMA2008.doc Page 4

5 Defective Fuel, Security, Theft from Tanks. Fuel delivered by Contractor shall be delivered free of contaminants. The City shall maintain the security of such fuel and shall ensure that contaminants are not introduced into such fuel after delivery. The City shall bear any costs associated with replacement of contaminated fuel contaminated at the property, damages caused by contaminated fuel and/or fuel losses through theft. Claims for defective fuel or any other fuel delivery-related claim shall be made within forty-eight (48) hours {Enter acceptable number of hours, we recommend no more that 72 hours} after delivery hereunder. Once the fuel has been delivered to the City s property, the sole responsibility for it shall rest with the City. 9. Loss/Destruction of Fuel. The Proposer should thoroughly describe in its RFP response whom shall be responsible for inventory losses, or injury/destruction of fuel placed in the tanks at the City owned sites under paragraph 3. Additionally, the Proposer should describe how losses of fuel inventory found by inventory reconciliations by Contractor shall be handled. Included in this response section should be explanations about responsibilities for meter calibration and electronic pulsar malfunctions. The City reserves the right to require witnessing of all fuel deliveries and will work with the Contractor make sure a City employee is available to witness deliveries including before and after stick readings from the tanks (if witnessing deliveries is deemed necessary by the City). 10. Permission to file UCC Financing Statements. The City shall allow a first priority security interest to Contractor in all fuel inventory stored in the City s storage tank(s) and for all fuel delivered to the City s fuel storage tanks hereunder. The City hereby allows Contractor to file any and all UCC Financing Statements and any other documents required to evidence or perfect same. The City also hereby allows Contractor to file a UCC Financing Statement evidencing or perfecting its ownership of all equipment owned by contractor or installed hereunder by contractor. 11. Maintenance of Equipment and Calibration. Contractor shall be responsible for maintaining (other than Equipment calibration) the Equipment as required in good working order. However, if any Equipment fails to be in good working order as a result of any vandalism or misuse of the Equipment or the result of acts of God (such as lightening strikes, tornadoes and similar occurrences), then City shall be solely responsible for the cost of any necessary repairs. The City shall be responsible for insuring the Equipment against such occurrences. The City will be responsible for maintaining the calibration of all fuel dispensing or pumping equipment including meter and pulsar calibration. If Contractor determines it is necessary to provide calibration services, the City will be responsible for all additional charges and fees associated therewith. The City shall be responsible for maintenance of all other City owned equipment and shall ensure such equipment remains in good working order such as to not prevent On-Site Access Card Transactions. The Contractor shall provide all contact information for reporting equipment related problems or fuel delivery questions or problems. 12. Leak Detection Monitoring Responsibility. The City agrees and acknowledges that Contractor's performance of tank monitoring services is solely for the purpose of keeping fuel in the tanks. The performance of such services does not relieve City of any obligations under State or Federal law relating to the UST/AST System s release detection requirements including, but not limited to: its obligation RFPFLEETFUELVEHICLEMAINTENANCESYSTEMA2008.doc Page 5

6 to monitor UST/AST for releases and tank rightness; its obligation to report suspected UST/AST System releases to appropriate agencies; its obligation to maintain appropriate release detection records; and its obligations under relevant provisions of the State Fire Code. It is further acknowledged that Contractor is not responsible for monitoring, detecting, analyzing or reporting of tank leaks or other tank tightness information to the City or any other person or regulatory agency. 13. Other Automotive Products/Maintenance Services The Proposer through its same fleet credit card system used for providing fuel products shall provide the City the ability to purchase the following goods and/or services at retail vehicle maintenance locations across the entire United States. a) Motor Oil for gasoline engines (API Service SG) and diesel engines (API Service CE) b) Car Washes c) Oil Changes d) Other Automotive parts and services necessary for the safe operation of vehicles including but not limited to: batteries, fuel filters, sparkplugs, fuel additives, all automotive hoses, all automotive belts, auto bulbs, distributor caps, ignition cables, auto fuses, head lamps and automotive fluids. 14. Reporting A. Proposer shall provide the City with weekly motor fuel and maintenance reports which shall contain the following information: a. Vehicle description. b. Driver name. c. Date and time of fueling. d. Location of fueling. e. Odometer reading. f. Miles per Gallon per vehicle. g., current price per gal., taxes per Gal., and extended price. h. Total consumption for the billing period (gallons & dollars). i. Total Miles and Average MPG for the period. j. Exceptions Transactions Flagged (with Exceptions Legend). B. Reports shall be organized by vehicle and by department, with departmental totals following each department s vehicles. Non-fuel purchases shall be subtotaled separately by vehicle. Report shall include a summary of all transactions for the account broken down by Fuel Type and Other (non-fuel totals). C. Proposer shall provide exception reports that identify all transactions which differ from the card specifics set by the City (example: wrong fuel type, incorrect odometer, weekend fueling, gallon limit exceeded, etc.). Exception transactions should be available in electronic format somehow. D. Proposer shall provide, at the City s discretion, a monthly summary report which recaps all the weekly reports billed during the month. E. If requested and deemed necessary by the City, Proposer shall provide electronic reporting capability of transaction information which should include most all pertinent transaction information listed in paragraph 15.A above. Proposer shall RFPFLEETFUELVEHICLEMAINTENANCESYSTEMA2008.doc Page 6

7 be able to provide this information not less than weekly and Proposer should explain how it intends to meet this requirement. F. Proposer shall provide an electronic report delivery method for delivering copies of reports and invoices or making them available for viewing by designated City representatives via the Internet. 15. Fleet Fueling Card System (Authorization Components) and Purchase Limits (Pre-Authorization Controls) The Proposer shall provide a one-card, mag-stripe credit card system, with the card providing a description of the vehicle. Each driver shall be assigned a personal identification number (PIN) which will be for their exclusive use. The cards will be vehicle specific and will provide the City with the ability to customize specific limits it desires. Available limits or purchase controls must include: a) Fuel Type Restriction b) Tank Limit (gallons) c) Daily Gallon Limit d) Maximum Transactions per day e) Weekly gallon limit f) Weekly Fleet Supplies Limit (example: oil, washer fluid) g) Weekly Maintenance services limit (ex: Tires, Batteries, Accessories) Any limitations of Proposer for controlling the desired limits shown above at Payat-Pump locations should be provided in Proposer s response. Required items the City must provide to utilize the controls of the system must be specified. 16. Locations The Proposer shall provide the City with a list of retail fueling locations within the Pulaski County area, including several options with 24 hour availability for City safety and emergency vehicles. The Proposer shall provide the City with a comprehensive location guide or listing showing the available locations within the borders of the United States. The listing should show station name, station address, city name, the hours of operation, the availability of diesel fuel, the availability of large truck access, phone number at the location, pay-at-pump availability and the assigned fuel site criteria ranking from the table below. Refueling sites on the site proposal location listing shall be assigned points (ranking) based upon the following fuel site definition criteria and the applicable grade assigned to each site (a) through (f) should be shown on the site proposal listing. Proposer should also provide a separate listing of all locations available to the City across the entire State of Arkansas. Ranking of individual sites for the above criteria for the State listing is not required for the State listing. Proposer shall provide a method for the City to receive updated location listings regularly as deemed necessary by the City. 17. Card and Driver ID (PIN) Services Proposer shall provide and explain procedures for traditional phone ordering methods for the City to order fuel cards and Driver IDs (Pins) for utilizing the system. Proposer must provide an acceptable method for the City to deactivate RFPFLEETFUELVEHICLEMAINTENANCESYSTEMA2008.doc Page 7

8 fleet credit cards and Driver IDs instantly. Bidder must provide on-line access via the internet to the City so it can manage the City account(s) and order, replace, or lock/unlock cards and Driver IDs. 18. On-Line Account Management and Reporting. The City requires on-line account management capability and access to reports and transaction information on-line via the Internet. Proposer shall describe to the City its abilities regarding Internet based on-line access and features that the City can use with the Proposer s fleet card system on-line. Explain levels of access that might be available to City personnel. 19. Training and Follow-up Upon request, the Proposer shall be available to provide the City with on-site training for users of the system or to provide follow-up consultation visits and training of designated City representative(s) as requested by the City. 20. Tax Exempt Billing The Proposer shall exempt the City from federal motor fuel excise taxes in its billing of all fuel transaction sold to the City. This is a mandatory requirement of Proposer and responsibility for this task must be that of the Proposer (bidder). Proposer must clearly explain its capability to provide tax exempt billing. If allowed by current state regulations, the Proposer shall also exempt the City from all State and Local motor fuel excise taxes or applicable motor fuel sales taxes. If Proposer is not legally allowed to exempt State excise or sales taxes at the pump or at billing, then Proposer shall provide an explanation of the reporting and methods recommended to the City for receiving refunds for taxes. Ease of use of the tax reporting and/or the ability to provide tax exempt billing are very important considerations of the technical response to this RFP. Proposer shall provide procedures or explanations on how it can provide Sales Tax Exempt billing to the City for maintenance, repair or other non-fuel purchases. Any fees for Tax Exempt billing services must be placed on the bid pricing proposal form (Attachment 1) under Other Administrative Fees. 21. Billing and Payment Terms The Proposer shall invoice the City monthly. Invoices shall not be due any sooner than 30 days from invoice date. Any required late payment fees or finance charges should be clearly described in Proposer s Cost Proposal response to paragraph 25 titled Fees. 22. Other Important Terms, Conditions, or Responsibilities for Use of Cards The Proposer shall provide any other terms, conditions or responsibilities of the City for use of the fleet credit cards, the fleet card system and/or reporting. Any other items requiring explanation should be provided. RFPFLEETFUELVEHICLEMAINTENANCESYSTEMA2008.doc Page 8

9 PRICING PROPOSAL MANDATORY RESPONSE ITEMS 23. Required Pricing Format OFF-SITE RETAIL/COMMERCIAL STATION PRICING The Proposer shall be required to supply fuel based on the accepting fleet creditcard retail merchants estimated laid-in cost per gallon by fuel type plus the contract bid margins provided on the required pricing proposal response form (See Attachment 1). The estimated laid-in cost shall include the applicable wholesale fuel costs for the station each week (applicable brand and product) as published by the Oil Price Information Service (OPIS) and provided in the OPIS Newsletter prices for Thursday of each week (herein the OPIS Newsletter Prices ); plus applicable common carrier freight rate from the merchants wholesale fuel supply terminal to the retail location; plus any applicable taxes not allowed to be exempted at the pump by federal, state or local government; plus Contractors bid markup disclosed on Attachment 1. The OPIS Newsletter Prices will become effective at 12:01am on the preceding Monday and be used through the following Sunday at 12:00pm. On the required pricing response form Attachment 1, Proposer must provide the estimated average common carrier freight rates that are currently applicable in Pulaski County. Upon request from the City Proposer shall provide the applicable common carrier freight rates for gas and diesel at the retail locations in the City. Additionally the Proposer shall bid a price for its margin per gallon to be charged over and above the retail merchant s laid in cost per gallon. ON-SITE CONSIGNED INVENTORY PRICING Fuel supplied on consignment to the City owned re-fueling sites listed under paragraph 3 shall be based on the Oil Price Information Service (OPIS) Gross Average Rack Price as published in the OPIS Newsletter for the close of business on Thursday of each week (hereafter OPIS Newsletter Prices ); plus applicable common carrier freight rates disclosed on Attachment 1 from the wholesale fuel supply terminal to the City s refueling site; plus any applicable taxes not allowed to be exempted at the pump by federal, state or local government; plus Contractors bid markup disclosed on Attachment 1. The Rack City for determining applicable OPIS RACK AVERAGE Price shall be City of North Little Rock. The Newsletter Prices will become effective at 12:01 am CST on the preceding Monday and be used through the following Sunday at 12:00 pm CST. GENERAL Bidding for all grades of gasoline and diesel fuel will be done on a margin per gallon basis as provided on Attachment 1. Proposer shall provide a pricing proposal on the form provided as Attachment 1 to this RFP. NOTE: Proposer shall only provide its proposed pricing on the Pricing Proposal Forms provided as Attachment 1 and failure to comply with this requirement will be grounds for the Proposer s response being disqualified. Pricing responses utilizing any format other than those instructions provided on Attachment 1 shall be considered non-responsive. RFPFLEETFUELVEHICLEMAINTENANCESYSTEMA2008.doc Page 9

10 Other / Administrative Fees Any administrative fees for reporting, cards, account administration fees, etc. must be documented and clearly described in Proposer s Cost Proposal (Attachment 1 Form). Any administrative fees that will be charged must be accurately calculated with explanations in the pricing proposal and total amounts MUST be included in the Total Proposed Cost for Evaluating the Pricing/Cost Proposals. A general discussion or explanation of proposed fees and how they might be applied should be provided in the Cost Proposal, which should include an explanation of any late fees or finance charges and when they might be applied by Proposer in the event of late payment. Note: late fees and interest charges are not to be included on Pricing Proposal Attachment 1 since the City does not expect to make payments late. II. General Instructions to Proposers Unless otherwise amended, the following general instructions will apply. 1. Required Proposal Contents. Technical / Site Proposal The Proposer must provide a Technical / Site Proposal that shall include a response to all paragraphs as specified in Section I Mandatory Proposal Requirements and Scope of Services under the Section titled TECHNICAL AND SITE PROPOSAL MANDATORY RESPONSE ITEMS. The Proposer must address the Mandatory Proposal Requirements items and provide, in sequence, the information and documentation as required (referenced with the associated item number references). The Proposer may provide copies of its available reporting or any other exhibits useful for explaining its fueling system or ability to perform the specified requirements of the planned contract. Documentation of Proposer qualifications and experience should be contained within this section. Provide the completed reference form (Attachment 2). Pricing Proposal Provide a completed Pricing Proposal Form (Attachment 1). Write or type in your bid margin and the calculated extended dollars as provided on the form. This section shall contain Proposer s written response (if any) to the Pricing requirements of the RFP. Forms provided in this RFP must be used for providing response to pricing. The Pricing Proposal shall record only the proposed pricing as required, and shall not record any other rates, amounts, or information. It shall not record any text that could be construed as a qualification of the pricing amounts proposed. If the Proposer fails to comply with the OPIS Cost-plus Pricing format as required, the City shall determine the proposal to be non-responsive and reject it. The RFP Coordinator will review Proposer s compliance to all general mandatory requirements, including but not limited to the following: Proposal received on or before the Proposal Deadline. Proposal complete, includes both a Technical/Site Proposal and Pricing Proposal. Proposer did NOT submit alternate proposals. Proposer did NOT submit multiple proposals in a different form. Technical, Pricing or Site Proposals do NOT contain any restrictions of the rights of the City or other material qualifications of the proposal. RFPFLEETFUELVEHICLEMAINTENANCESYSTEMA2008.doc Page 10

11 2. Proposal Submittal. Proposers shall respond to the RFP with two distinct sections as defined under Required Proposal Contents. One (1) original and one (1) copy of the Technical/Site Proposal shall be submitted. One (1) original Pricing Proposal shall be submitted (no copies required). 3. Submittal Address All proposals must be submitted to the RFP Coordinator of the City at: Department of Commerce and Government Affairs City Administration Building 120 Main, North Little Rock, Arkansas Proposal Evaluation Categories and Weights The categories that shall be considered in the evaluation of proposals are Qualifications, Experience, Technical Approach, and Pricing. Each category shall be weighted as follows, and one hundred (100) points is the maximum total number of points which may be awarded to a proposal: Proposer Qualifications and Experience: Technical Approach: Site Location Proposal Pricing Proposal: 10 (maximum points possible) 20 (maximum points possible) 30 (maximum points possible) 40 (maximum points possible) 5. Proposal Evaluation Process The evaluation process is designed to award the procurement not necessarily to the Proposer of least cost, but rather to the Proposer with the best combination of attributes based upon the evaluation criteria. The RFP coordinator shall manage the proposal evaluation process and maintain proposal evaluation records. A Proposal Evaluation Team made up of three (3) or more City employees shall be responsible for evaluating proposals. Sealed proposals shall be opened and evaluated separately in the same order provided in paragraph 5 above with unbiased scoring assigned to Proposer Qualifications and Experience, Technical Approach and Site Location Proposals prior to scoring the Pricing Proposals. All Proposals shall be reviewed by the RFP coordinator to determine compliance with basic proposal requirements as specified in this RFP. If the RFP Coordinator determines that a proposal may be missing one or more such requirements, the Proposal Evaluation Team shall review the proposal to determine: a) if it meets requirements for further evaluation; b) if the City shall request clarification(s); or c) if the City shall determine the proposal non-responsive and reject it. RFPFLEETFUELVEHICLEMAINTENANCESYSTEMA2008.doc Page 11

12 ATTACHMENT 1 Pricing Proposal Submittal and Evaluation Form Proposer Name RFP Coordinator Review Date The RFP Coordinator shall use the following form to calculate the Proposer s total proposed cost for purposes of evaluation. NOTE: The Proposer shall be required to supply fuel based on the Required Pricing Format explained in the Mandatory Pricing Proposal Specifications (paragraph 24). Bidding for all grades of gasoline and diesel fuel will be done on a margin per gallon basis as provided below. Base price of fuel is determined by OPIS wholesale fuel costs described in the RFP therefore not in the calculations below. OFF-SITE RETAIL FUEL BID MARGINS (Remain constant through contract term) Fuel Type Bid Markup Per Gallon Estimated Quantity Extended Price Regular Unleaded (Retail Locations) $ 50,000 $ Unleaded Plus (Retail Locations) $ 5,000 $ Premium Unleaded (Retail Locations) $ 50,000 $ Diesel Fuel (Retail Locations) $ 50,000 $ OFF-SITE RETAIL AVERAGE FREIGHT RATE QUOTATION Current Retail Transactions Freight Rates Average Rates Per Gallon Estimated Quantity (Gasoline) All Gasoline Average Freight Rate in City $ 105,000 $ (Diesel Fuel) All Diesel Average Freight Rate in City $ 50,000 $ Extended Price ON-SITE FUEL BID MARGINS (Remain constant through contract term) Total Per Site Name Bid Markup Per Gallon Freight Per Gallon Gal (Markup and freight) Estimated Quantity Site 1 North Little Rock Fuel 75,000 Island Unleaded Site 1 North Little Rock Fuel 25,000 Island Diesel Site 2 North Little Rock Parks 75,000 Maintenance Unleaded Site 2 North Little Rock Parks 25,000 Maintenance Diesel Extended Price RFPFLEETFUELVEHICLEMAINTENANCESYSTEMA2008.doc Page 12

13 Attachment 1 (Continued) OTHER PROPOSED CHARGES (Remain constant through contract term) Extended Price Report Fee Charges (Estimated annual charges) $ Card Fee Charges (Estimated annual charges) If a per card fee will apply use 500 cards for determining the annual $ charge. Other Administrative Fees if any (Estimated annual charges) Describe: $ Total Proposed Cost for Pricing Evaluation Purposes Total of all Extended Prices and Other Proposed Charges $ Notes: 1) Quantities are estimates based on the City recent usage figures. 2) In gasoline and diesel fuel calculations shown above, the margins and rates per gallon should be multiplied by the estimated quantities to arrive at the extended amounts. 3) Any fees that will be charged the City MUST be included in the Total Proposed Cost. If a per card charge will be applied, use the number of cards shown above for calculating the annual fee amount. RFPFLEETFUELVEHICLEMAINTENANCESYSTEMA2008.doc Page 13

14 ATTACHMENT 2 REFERENCES Each bidder shall provide a minimum of three (3) verifiable references in which the bidder has sold and maintained this or a similar product. Name Address Phone Contact Services provided Name Address Phone Contact Services provided Name Address Phone Contact Services provided RFPFLEETFUELVEHICLEMAINTENANCESYSTEMA2008.doc Page 14

15 Any questions regarding the RFP should be directed to Frank Griffin, Vehicle Maintenance, or NOTE: FAILURE TO FILL OUT AND SIGN THE REQUEST FOR PROPOSAL WILL RESULT IN REJECTION OF PROPOSAL. EXECUTION OF RFP Upon signing this RFP, the proposer certifies that they have read and agree to the requirements set forth in this proposal, including specifications, conditions and pertinent information regarding the articles being bid on, and agree to furnish these articles at the prices stated. NAME OF FIRM: DATE: PHONE NUMBER: AR TAX PERMIT NO BUSINESS ADDRESS: SIGNATURE OF AUTHORIZED PERSON & TITLE: UNSIGNED PROPOSALS WILL BE REJECTED RFPFLEETFUELVEHICLEMAINTENANCESYSTEMA2008.doc Page 15