RFP Item #26-185 Fuel Card Services

RFP Due: Thursday, November 12, 2026 @ 11:00 a.m.

Request for Proposal

RFP #26-185

October 20, 2026

For the provision of

FUEL CARD SERVICES

For

Augusta, Georgia on behalf of the Central Services

Department - Fleet Management

RFP Due Date: Thursday, November 12, 2026, at 11:00 a.m.

One Original and One Electronic Version of RFP on a USB Drive shall be submitted

Andy Penick, CPSM, GCPM

Procurement Director

535 Telfair Street, Suite 605

Augusta, Georgia 30901

Request for Proposal

Sealed proposal will be received at this office until Thursday, November 12, 2026 @ 11:00 a.m. RFP openings are open to the public in the Procurement Department located at 535

Telfair Street, Suite 605, Augusta, GA 30901 and virtually via Teams: Meeting ID: 259 801 544

563 700 Passcode: E4sA7hS7

RFP #26-185 Fuel Card Services for Augusta-Richmond County (herein “Augusta”, “CITY”), Augusta Central Services Department - Fleet Management

No proposals will be accepted by email. All submittals must be received during our normal office hours from 8:30 a.m. to 5:00 p.m., Monday through Friday. No proposals may be withdrawn for a period of ninety (90) days after proposals have been opened, pending the execution of contract with the successful vendor.

RFP documents, and all Addenda, may be viewed on the Augusta, Georgia website under the Procurement Department ARCbid menu (https://www.augustaga.gov/681/ARCBid), Euna OpenBids (https://network.demandstar.com) and Georgia Procurement Registry website located at (https://ssl.doas.state.ga.us/gpr/index). Bidders must mark the RFP number on the outside of the submittal envelope. Addenda will also be posted on the above listed website.

All request for clarifications or interpretations must for this proposal must be submitted in writing by electronic email to procbidandcontract@augustaga.gov to the Procurement

Department on or before the close of business Friday, October 30, 2026 @ 5:00 P.M.

Questions, request for clarifications or interpretations regarding this proposal must be submitted to the Procurement Department:

Augusta Procurement Department

Attn: Ms. Nancy Williams

535 Telfair Street - Room 605

Augusta, Georgia 30901

Phone: 706-821-2422

Email: procbidandcontract@augustaga.gov

Bidders are cautioned that acquisition of the proposal documents through any source other than the office of the Procurement Department is not advisable. Acquisition of proposal documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.

No proposals will be accepted by email; all proposals must be received by mail or hand delivered.

Publish:

Augusta Chronicle October 13, 22, 29, 2026 https://www.augustaga.gov/681/ARCBid https://www.augustaga.gov/681/ARCBid https://network.demandstar.com/ https://ssl.doas.state.ga.us/gpr/index mailto:procbidandcontract@augustaga.gov

RFP OPENINGS:

All RFP openings are open to the public, either in person in the Procurement Department located at 535 Telfair Steet, Suite 605, Augusta, GA 30901, or teleconferencing. Bidders may attend but are not required to do so. Augusta uses the Microsoft Teams application for those wanting to attend virtually. The application is free to use. The Bid Opening is Thursday, November 12, 2026 @ 11:00 a.m.

Follow these instructions to attend virtually via TEAMS:

1. Go to: https://teams.microsoft.com/meet/259801544563700?p=7Z8126dk0wF14cK60Y

2. Enter Meeting ID: 259 801 544 563 700

3. Passcode: E4sA7hS7

SECTION 1

INSTRUCTIONS TO SUBMIT A PROPOSAL

1.1 Purpose: The purpose of this document is to provide general and specific information for use by Bidders in submitting a proposal to FUEL CARD SERVICES.

1.2 How to view the Augusta Code: All proposals are governed and awarded in accordance with the applicable federal and state regulations and the Augusta, Georgia Code. To view the Code visit Augusta’s website at www.augustaga.gov or http://www.augustaga.gov/index.aspx?NID=685 Guidelines & Procedures.

1.3 Compliance with laws: The Bidder shall obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by federal, state or Augusta, Georgia statute, ordinances and rules during the performance of any contract between the Bidder and Augusta, Georgia. Any such requirement specifically set forth in any contract document between the Bidder and Augusta, Georgia shall be supplementary to this section and not in substitution thereof.

1.4 Bids For All Or Part: Unless otherwise specified, County reserves The Right To make an award(s) for all Items, or categories, or specific line items, to one or more bidders.

Bidder may restrict their bid to consideration in the aggregate by so stating but must name a unit price on each item submitted upon.

1.5 All protests shall be made in writing to:

Attn: Andy Penick, Procurement Director

535 Telfair Street, Suite 605

Augusta, GA 30901

Email: procbidandcontract@augustaga.gov

1.6 Augusta, Georgia License Requirement: If applicable, For further information contact the License and Inspection Department at 706 312-5050. Include the following, if applicable.

A. General CONSULTANT’s’ License Number in accordance with O.C.G.A. §43-41

B. Utility CONSULTANT’ License Number in accordance with O.C.G.A. §43-14

C. Any other license that may be required in this document

1.7 Terms of Contract: One year with option to extend it for an additional four years.

1.8 For the purpose of this RFP, “Bidder”, “Consultant”, “CONSULTANT’”, “Company”, “Firm”, “Agency”, “Contractor”, or “Offeror”, shall all mean one-and-the same, with no distinction between them.

1.9 All submittals must be received during our normal office hours from 8:30 a.m. to 5:00 p.m., Monday through Friday.

1.10 All Bidders responding are cautioned to read this RFP carefully for understanding and request clarification from Augusta, Georgia on any questions pertaining to this RFP.

The Contractor should examine all documents and requirements of the services requested to become fully informed. Failure to examine these areas will not relieve the successful Contractor of its obligation to furnish all products and services necessary to carry out the provisions of the contract. After RFPs have been submitted, the vendor shall not assert that there was a misunderstanding concerning the quantities of work or of the nature of the work to be done.

1.11 All questions must be submitted in writing by email to

procbidandcontract@augustaga.gov to the office of the Procurement Department file://///augunity01/ProcurementCommon/2026%20Bid%20Information/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/2015%20Bid%20Information/15-172A%20Temporary%20Staffing%20Services/www.augustaga.gov http://www.augustaga.gov/index.aspx?NID=685%20%20Guidelines%20&%20Procedures by Friday, October 30, 2026 @ 5:00 p.m. Issues and responses addressed in any other manner will not be considered valid or binding in consideration of proposals or any subsequent contract negotiations.

1.12 Augusta will respond to any Contractor’s questions received in compliance with the above schedule. All relevant and significant questions that have been submitted in writing prior to the deadline will be compiled, and answers will be posted by addendum and emailed to Contractor. Failure to provide all of the requested information may cause the proposal to be rejected as non-responsive.

1.13 Interested and qualified firm(s) and/or party(ies) are requested to make a response to accomplish the Scope of Services described herein. The response is to be signed by a duly authorized official of the firm and must be submitted in the time, manner, and form prescribed. For a proposal to be considered it must remain valid for at least

90 days after RFPs have been opened, pending the execution of contract with the successful vendor.

1.14 If an award of contract is awarded as a result of this solicitation, the contract will be made on the basis of the response which best satisfies the intent of this RFP and other factors considered in the best interest of the CITY. Negotiations may be undertaken with the firm whose proposal shows them to be the most qualified, responsible, and capable of performing the work. In addition to cost, the CITY will consider professional qualifications and related experience to determine which proposal would be in the CITY’s best interest of the CITY if a contract were made.

1.15 The CITY reserves the right to consider proposals or modifications thereof received at any time before the award is made, if such action is in the interest of the CITY.

1.16 The CITY reserves the right to reject any or all proposals received as the result of this

RFP. The CITY also maintains the right to negotiate with any firm, as necessary, to serve the best interests of the CITY.

The CITY will not be liable for any costs incurred by any firm prior to the execution of a contract and approval by the Board of Commissioners. Costs incurred in responding to the request for qualifications are the Contractor's alone and Augusta does not accept liability for any such costs.

1.17 Services must be provided by experienced personnel. Any SUB-

CONSULTANTs/CONSULTANT’s the proponent will be using to perform any part of the requested service shall be evaluated on the same criteria.

1.18 It is the responsibility of the Contractors to examine the entire RFP, seek clarification in writing, and review their qualifications for accuracy before submitting a response.

Once the deadline has passed, all submittals will be final. The CITY reserves the right to ask for additional information from all parties that have submitted qualifications.

1.19 No proposal may be withdrawn for a period of ninety (90) days after proposal have been opened, pending the execution of contract with the successful bidder.

Selection shall not be based solely upon the fee proposal; however, the fee and maximum overhead proposals shall be a factor in the final selection. The CITY reserves the right, in its sole discretion, to reject any or all proposals, re-solicit proposals

(including a change in the method of project delivery), or terminate the project.

1.20 The CITY is not obligated to request clarifications or additional information but may do so at their discretion. The CITY reserves the right to extend the deadline for submittals.

1.21 Upon receipt of a proposal by the CITY, the proposal shall become the property of the CITY without compensation to the Contractor, for disposition or usage by the CITY at its discretion. The details of the proposal documents will remain confidential until final award. See Trade Secret Affidavit.

1.22 Augusta’s Terms & Conditions shall govern.

1.23 Responses should be submitted in the format outlined in this section. Augusta reserves the right to eliminate from further consideration any response that is deemed substantially or materially unresponsive to the requests for information contained in this section.

1.24 Proponents shall furnish their business street address. Any communications directed either to the address so given and deposited in the U.S. Postal Service by Certified

Mail, shall constitute a legal service thereof upon the Proponent.

1.25 Each proposal will be evaluated utilizing the evaluation criteria listed herein

HOW TO PREPARE A PROPOSAL FOR SUBMITTAL

Proposals must be submitted in two (2) separately sealed envelopes. Augusta requires responses in both hard copy and on a USB drive. Instructions follow:

HARD COPY RESPONSE:

1. One envelope must contain Bidder’s proposal and all mandatory documents listed herein. Bidders must clearly mark the outside of one (1) envelope: “RFP #26-185 FUEL

CARD SERVICES TECHNICAL QUALIFICATIONS”. Include one (1) unbound original hard copy response.

2. The second envelope must contain the Bidder’s complete COST PROPOSAL provided in hard copy. Clearly mark the outside of this envelope “RFP #26-185 COST PROPOSAL FEE

SCHEDULE”. Failure to include a COST PROPOSAL FEE SCHEDULE will render the bid unresponsive and be disqualified. The fee proposal is to also be included in excel format on the USB drive.

3. Bidders are not to include both the Technical Qualifications proposal and the Cost

Proposal in the same envelope, or the bid will be found unresponsive and disqualified.

DIGITAL RESPONSE ON USB DRIVE:

1. Additionally, Bidders are required to include one digital version of their Technical

Qualifications and also their Cost Proposal Fee Schedule in two separate files on one (1)

USB drive.

2. Label one file “RFP #26-185 FUEL CARD SERVICES TECHNICAL QUALIFICATIONS” and include the Bidder’s proposal response and all mandatory documents listed herein.

3. Label the second file “RFP #26-185 COST PROPOSAL FEE SCHEDULE” and include the fee schedule in this file.

4. Proposals should be prepared simply and economically, providing a straightforward, concise description of offeror’s capabilities to satisfy the requirements of the RFP.

5. If Bidders desire to proposal includes any additional material in addition to the specific information requested in the RFP, it should be included as an appendix to the proposal.

NOTICE TO ALL BIDDERS

Exhibit A – Bidders Information, is a consolidated document consisting of:

1. Copy of Business License

2. W-9 Form

3. Acknowledgement of Addenda (if any)

4. Statement of Non-Discrimination

5. Non-Collusion Affidavit of Prime Bidder/Offeror

6. Conflict of Interest Statement

Exhibit B - CONSULTANT’ Affidavit for E-Verify

Bidder’s must provide their E-Verify affidavit along with their bid on the attached form. E-Verify User ID

Number must be provided

Exhibit C - Systematic Alien Verification for Entitlements Program

Business License Requirement: Bidder must be licensed in the Governmental entity (state or local) for where they do the majority of their business. The company’s business license number must be provided. If your Governmental entity does not require a business license, your company will be required to obtain an Augusta, GA business license if awarded a contract. For further information contact the License and Inspection Department phone number (706) 312-5050.

The successful bidders will submit the following forms to the Procurement Department no later than five (5) days after receiving the “Letter of Recommendation” (Bidder’s letter will denote the date forms are to be received)

1. Georgia Security and Immigration Sub-CONSULTANT’ Affidavit

2. Non-Collusion Affidavit of Sub-CONSULTANT’

3. E-Verify MOU (Memorandum of Understanding)

Exhibit A

Bidder Information Sheet

Augusta, Georgia

Attn: Procurement Director

535 Telfair Street, Suite 605

Augusta, Georgia 30901

Company Name: ___________________________________________________________________________

Street Address: _____________________________________________________________________________

City, State, Zip Code: _______________________________________________________________________

Phone: _______________________________________ Email: _______________________________________

Name the source where you learned about this RFP (Website, Newspaper or other posting site)?

Instructions:

1. Attach a copy of your Business License

2. Attach your Federal W-9 Form.

3. Provide a copy of your General, or other CONSULTANT’ License, for the following (If applicable), Utility CONSULTANT’s License # ________________________________________________

General CONSULTANT’ License # _______________________________________________

Additional Specialty License # ______________________________________________

4. Acknowledgement of Addenda: (#1) ____ (#2) ____ (#3) ____ (#4) ____ (#5) ____ (#6) ____ (#7) ____ (#8) ___

All Addenda is posted on the Augusta, GA ARCBid website. Check the appropriate box(es)to acknowledge receipt of addenda., Statement of Non-Discrimination

1. The undersigned understands that it is the policy of Augusta, Georgia to promote full and equal business opportunity for all persons doing business with Augusta, Georgia. The undersigned covenants that we have not discriminated against on the basis of race, religion, gender, national origin, or ethnicity, with regard to prime contracting, subcontracting, or partnering opportunities.

2. The undersigned covenants and agrees to make good faith efforts to ensure maximum practicable participation of local small businesses on the proposal or contract awarded by Augusta, Georgia. The undersigned further covenants that we have completed truthfully and fully the required forms regarding good faith efforts and local small business sub-CONSULTANT’/supplier utilization.

3. The undersigned further covenants and agrees not to engage in discriminatory conduct of any type against local small businesses, in conformity with Augusta, Georgia’s Local Small Business Opportunity Program. Set forth below is the signature of an officer of the proposer/contracting entity with the authority to bind the entity.

4. The undersigned acknowledge and warrant that this Company has been made aware of understands and agrees to take affirmative action to provide such companies with the maximum practicable opportunity to do business with this Company;

5. That this promise of non-discrimination as made and set forth herein shall be continuing in nature and shall remain in full force and effect without interruption;

6. That the promises of non-discrimination as made and set forth herein shall be and are hereby deemed to be made as part of and incorporated by reference into any contract or portion thereof which this Company may hereafter obtain and;

7. That the failure of this Company to satisfactorily discharge any of the promises of nondiscrimination as made and set forth herein shall constitute a material breach of contract entitling Augusta, Georgia to declare the contract in default and to exercise any and all applicable rights remedies including but not limited to cancellation of the contract, termination of the contract, suspension and debarment from future contracting opportunities, and withholding and or forfeiture of compensation due and owing on a contract.

Non-Collusion of Prime Bidder

1. By submission of a bid, the bidder certifies, under penalty of perjury, that to the best of their knowledge and belief:

A. The prices in the proposal have been arrived independently without collusion, consultation, communications, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidders or with any competitor.

B. Unless otherwise required by law, the prices which have been quoted in the proposal have not been knowingly disclosed by the bidders prior to opening, directly or indirectly, to any other bidders or to any competitor.

C. No attempt has been made, or will be made, by the bidders to induce any other person, partnership, or corporation to submit or not to submit a proposal for the purpose of restricting competition. Collusions and fraud in proposal preparation shall be reported to the State of Georgia Attorney General and the United States Justice

Department.

2. The County may consider attempts to influence or entreat any elected official of the County as Collusion and may render your proposal to be denied.

Conflict of Interest

By submission of a bid, the responding firm certifies, under penalty of perjury, that to the best of its knowledge and belief:

1. No circumstances exist which cause a Conflict of Interest in performing the services required by this Bid, and

2. That no employee of the County, nor any member thereof, not any public agency or official affected by this BID, has any pecuniary interest in the business of the responding firm or his sub-consultant(s) has any interest that would conflict in any manner or degree with the performance related to this BID. By submission of a bid, the bidders certifies under penalty of perjury, that to the best of its knowledge and belief:

A. The prices in the bid have arrived independently without collusion, consultation, communications, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidders or with any competitor.

B. Unless otherwise required by law, the prices which have been quoted in the bid have not knowingly been disclosed by the bidders prior to opening, directly or indirectly, to any other bidder or competitor.

C. No attempt has been made, or will be made, by the bidder to induce any other person, partnership, or cooperation to submit or not to submit a bid for the purpose of restricting competition. For any breach or violation of this provision, the County shall have the right to terminate any related contract or agreement without liability and at its discretion to deduct from the price, or otherwise recover, the full amount of such fee, commission, percentage, gift, payment, or consideration.

Acknowledgement:

The undersigned further agrees to submit a notarized copy of Exhibit A, and any required documentation noted as part of the Augusta, Georgia Board of Commissions specifications which govern this process. In addition, the undersigned agrees to submit all required forms for any SUB-CONSULTANT’(s) as requested and or required. I further understand that my submittal will be deemed non-compliant if any part of this process is violated.

Signatory Name in Print Company Name

Signatory’s Title Signature of Authorized Officer or Agent

Date: ___________________________________

Notarization:

SUBSCRIBED AND SWORN BEFORE

ME ON THIS ______ DAY OF _____________, 2026.

__________________________________ My Commission Expires: ______________

NOTARY PUBLIC (Seal or Stamp)

Exhibit B

CONSULTANT’ Affidavit under O.C.G.A. § 13-10-91(b)(l)

The undersigned CONSULTANT’ ("CONSULTANT’") executes this Affidavit to comply with O.C.G.A §

13-10-91 related to any contract to which CONSULTANT’ is a party that is subject to O.C.G.A. § 13-

10-91 and hereby verifies its compliance with O.C.G.A. § 13-10-91, attesting as follows:

a) The CONSULTANT’ has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program;

b) The CONSULTANT’ will continue to use the federal work authorization program throughout the contract period, including any renewal or extension thereof;

c) The CONSULTANT’ will notify the public employer in the event the CONSULTANT’ ceases to utilize the federal work authorization program during the contract period, including renewals or extensions thereof;

d) The CONSULTANT’ understands that ceasing to utilize the federal work authorization program constitutes a material breach of Contract;

e) The CONSULTANT’ will contract for the performance of services in satisfaction of such contract only with SUB-CONSULTANT’s who present an affidavit to the CONSULTANT’ with the information required by O.C.G.A. § 13-10-91(a), (b), and (c);

f) The CONSULTANT’ acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the provisions of O.C.G.A. § 13-10- 91 for the project listed below to which CONSULTANT’ is a party after the date hereof without further action or consent by CONSULTANT’; and

g) CONSULTANT’ acknowledges its responsibility to submit copies of any affidavits, drivers' licenses, and identification cards required pursuant to O.C.G.A. § 13-10-91 to the public employer within five business days of receipt.

Federal Work Authorization User Identification Number Date of Authorization

Name of CONSULTANT’ Signature of Authorized Officer

Signatory’s Name in Print Date

Signatory’s Title

SUBSCRIBED AND SWORN BEFORE

ME ON THIS ______ DAY OF _____________, 2026.

My Commission Expires: __________________________

NOTARY PUBLIC (Seal or Stamp)

Exhibit C

Systematic Alien Verification for Entitlements (SAVE) Program

Affidavit Verifying Status for Augusta, Georgia Benefit Application By executing this affidavit under oath, as an applicant for an Augusta, Georgia Business License or

Occupation Tax Certificate, Alcohol License, Taxi Permit, Contract, or other public benefit as reference in O.C.G.A. Section 50-36-1, I am stating the following with respect to my bid for an Augusta, Georgia contract for

RFP #26-185 FUEL CARD SERVICES

[RFP Project Number and Project Name]

Print name of person applying on behalf of individual, business, corporation, partnership, or other private entity

[Print/Type: Name of business, corporation, partnership, or other private entity]

1. _________ I am a citizen of the United States.

2. _________ I am a legal permanent resident 18 years of age or older.

3. _________ I am an otherwise qualified alien (8 § USC 1641) or nonimmigrant under the Federal Immigration and Nationality Act (8 USC 1101 et seq.) 18 years of age or older and lawfully present in the United States.*

In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of Code Section 16-10-20 of the Official Code of Georgia.

Signature of Applicant

Printed Name

*Alien Registration Number for Non-Citizens

NOTARY COMMISSIONING

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE ___________ DAY OF ______________, 2026

Notary Public

My Commission Expires: _______________________________ NOTARY SEAL OR STAMP

TRADE SECRET STATUS AFFIDAVIT

Augusta, Georgia

All documents, data, letters and generated information received by Augusta, Georgia constitutes a “public record” and is subject to disclosure under the Georgia Open Records Act ("GORA"). O.C.G.A. § 50-18-70 et seq. However, pursuant to

O.C.G.A. § 50-18-72(a)(34), "[an] entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10 [O.C.G.A. § 10-1-760 et seq.].

O.C.G.A. § 10-1-761(4) defines “Trade secret" as “…information, without regard to form, including, but not limited to, technical or nontechnical data, a formula, a pattern, a compilation, a program, a device, a method, a technique, a drawing, a process, financial data, financial plans, product plans, or a list of actual or potential customers or suppliers which is not commonly known by or available to the public and which information:

A. Derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use; and

B. Is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.”

Therefore, the records listed below and attached hereto, that were submitted with

_______________________response to Augusta, Georgia Request for Proposal, Request for Quote, or Request for

Qualified Contractor ______________are marked confidential pursuant to O.C.G.A. § 10-1-761(4):

• (List specific information that the supplier wishes to withhold and how that information constitutes a trade secret)

• Additional trade secret information requested to be withheld

• Your company is requested to send a redacted copy of your submittal.

Under penalty of perjury, acknowledging that O.C.G.A. §16-10-71 provides a penalty of a fine of up to $1,000 and potential imprisonment of one to five years, I attest that the specific information in the records listed above constitutes trade secrets pursuant to O.C.G.A. § 10-1-761(4), and request that Augusta, Georgia not disclose this protected information under the

Georgia Open Records Act ("GORA").

Signature:

[Signatory Name in Print] [Signatory’s Title] [Company Name]

_______________________________ Date: ______________________________________

[Signatory’s Title]

NOTARY COMMISSIONING

Subscribed and sworn before me on this _______ day of ____________________________, 20_______

Notary Public

My Commission Expires: ___________________________________ NOTARY SEAL

RETURN FORM ONLY IF APPLICABLE.

Minority and Women Owned Business Enterprise Program Ordinance Requirements

Notice To All Bidders (PLEASE READ CAREFULLY)

Shall apply to ALL Bids regardless of the dollar amount

In accordance with the Commission Action on 7/25/24 and the adoption of Ordinance No. 7945 Chapter 10C of the

AUGUSTA, GA, CODE, CONSULTANT’s agree to collect and maintain all records necessary to Augusta, Georgia to evaluate the effectiveness of its Minority and Women Owned Business Enterprise Program and to make such records available to

Augusta, Georgia upon request. The requirements of the Minority and Women Owned Business Enterprise Program can be found at www.augustaga.gov. In accordance with AUGUSTA, GA. CODE, CONSULTANT’s shall report to Augusta, Georgia the total dollars paid to each SUB-CONSULTANT’, bidders, or other business on each contract, and shall provide such payment affidavits, regarding payment to SUB-CONSULTANT’s, if any as required by Augusta, Georgia. Such utilization reports shall be in the format specified by the Director of Compliance and shall be submitted at such times as required by

Augusta, Georgia. Required forms can be found at www.augustaga.gov. If you need assistance completing a form or filing information, please contact the M/WBE Program office at (706) 821-2406. Failure to provide such reports withing the time period specified by Augusta, Georgia shall entitle Augusta, Georgia to exercise any of the remedies set forth, including, but not limited to, withholding payment from the CONSULTANT’ and/or collecting liquidated damages.

SHALL APPLY TO PROJECTS IN EXCESS OF $300,000

Minority and Women Owned Business Enterprise Program (Continued)

Sec. 1-10-138. Race and Gender-Conscious Efforts

Contract-by-Contract SUB-CONSULTANT’ Goals The City, through the Goal Setting Committee (GSC), will set specific, separate percentage-based MBE and WBE subcontracting goals on a contract-by contract basis for Prime contracts in

Construction, Architecture & Engineering, Professional Services, and Other Services valued in excess of $300,000. The City shall establish such goals based upon the type of contract, the type of subcontracting work that will be required, and the availability of M/WBE firms to perform the work for that specific contract.

The GSC shall not establish subcontracting goals on contracts where (a) there are no subcontracting opportunities identified for the contract; or (b) there are not at least three (3) MBE and/or WBE firms that are available and capable to perform a

CUF for the overall subcontracting opportunities on the contract.

Good Faith Efforts (GFE) Requirements and Guidance

1. Achievement of subcontracting goals or documentation of Good Faith Efforts applies to every Contract for which such goals are established. The Bidder shall submit a compliance plan detailing its achievement of the goals or its Good

Faith Efforts to meet the goals. The compliance plan shall be due at the time set out in the solicitation documents.

2. When a Bidder cannot achieve the goals, its compliance plan shall document its GFE to achieve the goals. The

Director of Compliance will determine whether the Bidder has made such GFE.

Bid Documents

All bid documents shall require bidders or proponents to submit with their bid the following written documents, statements, or forms, which shall be made available by the Procurement Department.

• Proposed Letter of Intent MBE/WBE.

• Proposed MBE/WBE Utilization Plan.

• Documentation of Good Faith Efforts Form (in the event the bidder will not meet the MBE and WBE goals).

Failure to submit the above documentation shall result in the bid being declared non-responsive.

Sec. 1-10-154.Exceptions

In accordance with § 1-10-8, on federally funded projects or contracts, the M/WBE Program shall only be utilized when authorized by the applicable federal (and/or Georgia) laws, regulations, and conditions relating to that project or contract.

To the extent that there are any conflicts between any such laws, regulations, or conditions and the provisions of the M/WBE

Program, the federal (and/or Georgia) guidance shall control.

NOTE: All forms should be submitted in a separate, sealed envelope, labeled M/WBE Forms, Company’s Name & Bid number

For questions and or additional information, please contact:

Minority-Owned and Women-Owned Business Enterprise Program

535 Telfair Street, Suite 530

Augusta, Georgia 30901

(706) 821-2406 mwbe@augustaga.gov

Website: https://www.augustaga.gov/83/Disadvantaged-Business-Enterprise http://www.augustaga.gov/ http://www.augustaga.gov/ mailto:mwbe@augustaga.gov https://www.augustaga.gov/83/Disadvantaged-Business-Enterprise

TABLE OF CONTENTS

2.0 General Information

2.1 Introduction

2.2 Background

2.3 Intent

2.4 Expectations

2.5 Notice to Proposers Regarding the Public Records

Act

2.6 The Government Option to Reject Any or All

Proposals

2.7 Prohibited Vendors

2.8 Formal Approval of the Agreement

2.9 Vendor’s Relationship to the Augusta Commission

2.9.1 Vendor as Independent Vendor

2.10 Contract Term

2.11 Termination

2.12 Severability

2.13 Manner of Performance

2.14 Contract Documents

3.0 Scope of Services

3.1 General

3.2 Fuel Pricing and Discount

3.3 Fraud prevention and security

3.4 Real-time alerts

3.5 Administrative management system

3.6 Mobile application

3.7 Reporting and analytics

3.8 Data and system integration

3.9 Data security and privacy

3.10 Card management and accountability

3.11 Implementation and transition

3.12 Training

3.13 Customer service

3.14 Fees and pricing

3.15 Performance requirements

3.16 Proposer qualifications

3.17 Proposal response requirements

3.18 Conclusion

Fee Proposal

SECTION 2

GENERAL INFORMATION

2.1 Introduction: This request for proposal sets forth Augusta Georgia’s requirements for the provision of fleet fuel services for a period of 1 year with four one-year renewal options, if mutually agreed upon by both parties. Augusta, Georgia is soliciting competitive proposals from qualified fuel service providers to establish and administer a comprehensive Fuel Services Card Program for the City’s fleet and authorized equipment. To ensure the requirements are met, each Contractor must present a proposal that incorporates all terms and conditions set forth in this request.

Any exceptions to this proposal must be clearly noted in the proposal. Contractors may elect to offer alternatives that would be beneficial to Augusta, Ga. Any alternative must be submitted and identified separately, and the service and cost implications clearly delineated from those submitted in this proposal. Augusta, Ga expects the final agreement to be similar to and include all the work elements of the

Scope of Services within this Request for Proposal (RFP). Oral presentations may be required by a senior management official of the Vendor who has the ability to fully answer all questions regarding their proposal within thirty days.

2.2 Background: The fleet consists of all vehicles and equipment associated with a municipal government that uses gasoline and diesel. Augusta, Georgia’s fleet includes public safety vehicles, fire safety vehicles, public services/work type vehicles, recreation, administrative and all manners of service type vehicles and equipment (including small engine).

Currently, Augusta, Ga utilizes Georgia Statewide Contract to provide fuel cards and

Augusta, Ga plans to replace this fuel card program. Last year’s gallons are included on the table below.

2.3 Intent: Augusta Georgia’s objective is to establish a fuel card program that maximizes fuel purchasing savings while providing strong controls, security, fraud prevention, transaction monitoring, reporting, accountability, and administrative efficiency. The successful Contractor shall demonstrate the ability to provide a reliable, scalable, user-friendly system that enables the Augusta, Ga to maintain

Month Gas Gallons Diesel Gallons Electric kwh

Jan 61,417.41 17,438.06 218.19

Feb 68,154.94 17,431.80 232.01

Mar 67,465.19 19,643.66 278.71

Apr 81,288.25 21,609.53 309.17

May 76,058.97 21,854.57 257.27

Jun 71,389.86 19,416.39 393.85

Jul 81,929.90 21,394.25 525.86

Aug 79,327.61 19,231.38 319.99

Sep 78,184.27 20,803.55 317.24

Oct 82,579.94 20,972.32 208.01

Nov 68,132.38 17,465.95 287.36

Dec 73,343.20 18,563.48 226.18

Total 889,271.92 235,824.94 3,573.84 centralized oversight of fuel purchases while allowing authorized departments and operators to efficiently obtain fuel.

2.4 Expectations: The primary objectives of this RFP are to:

1. Obtain competitive fuel pricing and discounts.

2. Provide a fuel card for each authorized vehicle, equipment unit, or approved fueling account.

3. Support a minimum of 1,600 cards with the ability to scale upward.

4. Reduce unauthorized and fraudulent fuel purchases, identify fuel anomalies, misuse and waste.

5. Establish transaction-level controls and authorization requirements.

6. Provide real-time or near-real-time transaction monitoring and alerts.

7. Improve accountability for fuel purchases by vehicle, equipment, department, and operator.

8. Provide comprehensive management reporting and analytics.

9. Provide an online administrative portal for Fleet Management.

11. Provide a reliable nationwide and/or regional fueling network.

12. Provide integration capabilities with FASTER and Samsara (identify whether integration exists or requires approval, all costs associated with integration, implementation and recurring fees).

13. Provide strong customer service and dedicated account management.

2.5 Notice to Proposers Regarding the Public Records Act: Upon receipt of a proposal by Augusta, the proposal shall become the property of Augusta without compensation to the Contractor, for disposition or usage by Augusta at its discretion.

The details of the proposal documents will remain confidential until final award. See

Trade Secret Affidavit.

2.6 The Government Option to Reject Any or All Proposals: The Government may reject, at its sole discretion, any or all proposals submitted in response to this RFP. The

Government shall not be liable for any costs incurred in connection with the preparation and submittal or any proposal. The Government reserves the right to waive immaterial formalities in a submitted proposal.

2.7 Prohibited Vendors: By submitting a proposal, the vender certifies that they are not listed in the prohibited vendors list, as authorized by Executive Order # 13224, 23

September 2001 (“Blocking Property and Prohibiting Transactions with Persons Who

Commit, Threaten to Commit, or Support Terrorism”, published by the United States

Department of the Treasury, Office of Foreign Assets Control [OFAC]), [http://www.treas.gov/offices/enforcement/ofac/sdn/] At any time during the term of the agreement, the vendor becomes listed on the Terrorism List; the vendor should immediately notify Augusta, Ga. Augusta, Ga shall have the absolute right to terminate this agreement without recourse in the event the vendor becomes listed on the Terrorism List.

2.8 Formal Approval of the Agreement: Acceptance or recommendation of a proposal does not constitute formation of a contract or agreement. A contract or agreement can only be created by formal approval by the Augusta Commission and execution according to law.

2.9 Vendor’s Relationship to the Augusta Commission: Vendor as Independent Vendor:

it is expressly agreed and understood that the Vendor is, in all respects, an

Independent Vendor as to the work and that the Vendor is in no respect an agent, servant or employee of this Government.

2.10 CONTRACT TERM: The duration of a commitment of the contract/agreement will be from January 01, 2027, (or upon the time, the Augusta Commission approves the winning bidder and a contract signed) to December 31, 2027. Further, this contract/agreement may be renewed, expanded, and extended by mutual agreement in annual increments for four additional one year terms, provided that:

a. the funds for subject contract are available and

b. an operating budget is approved by the Government and

c. the Vendor has established a satisfactory record of performance.

Augusta, Georgia will give the Vendor written notice of its intent to extend at least thirty (30) days before the Agreement is scheduled to expire.

2.11 TERMINATION: This contract may be terminated by the Augusta Commission without cause upon providing the Vendor with at least thirty (30) days prior written notice.

Should either party fail to perform any of its obligations under this contract for a period of thirty (30) days after receipt of written notice of such failure, the non-defaulting party will have the right to terminate the contract immediately upon delivery of written notice to the defaulting party of its election to do so. The foregoing rights of termination are in addition to any other rights and remedies that such party may have.

2.12 Severability: If any term or position of this contract is found to be illegal and unenforceable, such terms shall be deemed stricken and the remainder of the contract shall remain in full force and effect.

2.13 Manner of Performance: The Vendor agrees to perform the duties and obligations under this contract in a professional manner and in accordance with all applicable local, Federal and State laws, rules and regulations.

2.14 Contract Documents: The documents that will form the Contract include the

“Request for Proposal”, all exhibits thereto, the winning Respondent’s “proposal”, and the subsequent “Contract Agreement”.

SECTION 3

SCOPE OF SERVICES

3.1 General: The successful Contractor shall provide all services necessary to implement and administer the City’s fuel card program, including but not limited to:

A. Fuel Cards: The Contractor shall:

● Provide fuel cards for 1,600+ authorized vehicles/equipment units.

● Provide additional cards upon request.

• Provide replacement cards for lost, stolen, damaged, or compromised cards.

● Allow cards to be immediately suspended, terminated, or reactivated.

● Provide cards that can be assigned to a specific vehicle, equipment unit, department, or authorized user.

• Provide card identification that does not unnecessarily expose sensitive information.

● Provide customizable card restrictions.

• Provide emergency fuel replacement services in the event of a natural disaster or fuel shortage.

• Provide a process for reporting lost or stolen cards 24 hours per day, seven days per week.

B. Fuel Network: The Contractor shall identify:

● Number of participating fueling locations.

● Geographic coverage (searchable fueling location database).

● Locations within the City of Augusta/Richmond County area.

● Statewide coverage.

● Nationwide coverage.

● Major fuel brands participating in the network.

● Independent fueling locations participating in the network.

• Commercial fueling locations are available for larger vehicles and equipment.

● Availability of diesel, gasoline, DEF, and other authorized fuel products.

3.2 Fuel Pricing And Discount: Contractors shall clearly describe all pricing mechanisms and discounts available to Augusta, Ga.

A. The proposal shall identify:

● Retail price discount.

● Posted-price discount.

● Cost-plus pricing, if applicable.

● Fixed cents-per-gallon discount.

● Location-specific discounts.

● Brand-specific discounts.

● Volume-based discounts.

● Rebates.

● Incentives.

● Prompt-payment discounts, if applicable.

● Any other savings opportunities.

B. Contractors shall provide historical or projected examples demonstrating the potential annual savings for a fleet purchasing approximately 890,000 gallons of gasoline and 240,000 gallons of diesel annually. Augusta, Georgia reserves the right to evaluate fuel pricing based on net delivery cost, rather than solely on advertised discount percentages.

3.3 Fraud Prevention and Security: Augusta, Georgia anticipates managing more than

1,600 fuel cards, security and fraud prevention shall be a critical component of the evaluation. The Contractor shall provide a robust security system capable of preventing, identifying, flagging, and responding to unauthorized fuel transactions.

At a minimum, the system should provide the ability to establish:

• Transaction Control

• Maximum gallons per transaction based on asset fuel capacity.

• Maximum dollar amount per transaction.

• Maximum number of transactions per day.

• Maximum number and/or multiple transactions within a designated period.

• Fuel-type restrictions.

• Grade restrictions.

• Location restrictions.

• Geographic restrictions.

• Day-of-week restrictions.

• Time-of-day restrictions.

• Department-specific restrictions.

• Vehicle-specific restrictions.

• Operator-specific restrictions, where applicable.

• Odometer-entry requirements.

• PIN requirements.

• Vehicle identification requirements (asset number).

• Fuel purchases outside authorized operating hours.

• Fuel purchases for unauthorized fuel types.

• Repeated declined transactions.

• Attempts to circumvent transaction limits.

• Duplicate transactions.

• Unusual purchasing patterns.

• Potential card sharing.

• Potential card cloning or compromised-card activity.

• Transactions inconsistent with vehicle/equipment specifications.

3.4 Real-time Alerts: The system should provide real-time or near-real-time alerts through email, text message, dashboard notifications, or other configurable methods. Alerts should include, at minimum:

• Suspected fraudulent transaction.

• Card used outside authorized parameters.

• Excessive gallons.

• Excessive dollar amount.

• Multiple transactions within a specified period.

• Card used outside geographic restrictions.

• Card used outside approved operating hours.

• Incorrect fuel type.

• Repeated declined transactions.

• Lost/stolen card activity.

• Potential duplicate transactions.

3.5 Administrative Management System: The Contractor shall provide a secure web-based management platform accessible to authorized personnel. The system shall allow Fleet Management to:

• Issue cards.

• Activate cards.

• Deactivate cards.

• Suspend cards.

• Replace cards.

• Assign cards.

• Change card restrictions.

• Establish purchasing limits.

• Establish fuel-type restrictions.

• View transactions.

• Search transactions.

• Export transaction data.

• Run reports.

• Review alerts.

• Investigate suspicious transactions.

• Manage authorized users.

• Establish administrative permissions.

• Maintain audit logs.

3.6 Mobile Application: if available, the Contractor shall provide a mobile application that allows authorized personnel to:

• Locate participating fueling stations.

• View fueling locations.

• Obtain directions.

• Review card information.

• Report lost/stolen cards.

• Receive security alerts.

• Review transactions.

• Perform other approved administrative functions.

3.7 Reporting and Analytics: Reports shall be exportable to common formats, including

Excel and CSV. Augusta, Georgia should also have access to dashboards providing visual summaries of fuel consumption, expenditures, trends, exceptions, and potential savings. The Contractor shall provide comprehensive reporting capabilities.

Reports should be available by:

• Asset number.

• Fuel card.

• Department and/division

• Location.

• Fuel type.

• Fueling station.

• Date and time.

• Operator.

• Gallons by quantity and cost

• Discount.

• Net cost.

• Transaction count.

A. At a minimum, the system should provide:

1. Automated daily fuel transaction report.

2. Automated Monthly fuel usage report.

3. Automated Department fuel usage report.

4. Fuel cost report.

5. Fuel price analysis.

6. Gallons purchased by fuel type.

7. Transactions by location.

8. Vehicle/equipment fuel consumption.

9. Average price per gallon.

10. Discount/rebate report.

11. Exception report.

12. Declined transaction report.

13. Fraud/security alert report.

14. Card activity report.

15. Inactive card report.

16. Fuel efficiency report.

17. Budget expenditure report.

18. Year-over-year fuel expenditure comparison.

19. Real time reporting

3.8 Data and System Integration: The Contractor shall describe available integration capabilities with FASTER WEB and Samsara. The Contractor shall identify whether integration is available through:

• API.

• Secure file transfer.

• Automated data feeds.

• Web services.

3.9 Data Security and Privacy: The Contractor shall identify all costs associated with implementation and ongoing integration. The Contractor shall maintain appropriate administrative, technical, and physical safeguards to protect Augusta, Georgia’s data.

A. The proposal shall describe:

• Data encryption.

• User authentication.

• Multi-factor authentication.

• Password requirements.

• Role-based access controls.

• Audit logs.

• Data retention.

• Backup procedures.

• Disaster recovery.

• Business continuity.

• Security monitoring.

• Incident response procedures.

• Breach notification procedures.

• Employee access controls.

3.10 Card Management and Accountability: The Contractor shall immediately notify the

Augusta, Georgia Central Services – Fleet Management Division of any confirmed or suspected security breach involving City information. The system should allow

Augusta, Georgia Central Services - Fleet Management Division to identify cards that have not been used for a specified period. Augusta, Georgia requires the ability to maintain an accurate inventory of all fuel cards. The system shall provide:

• Card status.

• Assigned vehicle/equipment.

• Assigned department.

• Card issue date.

• Card expiration date.

• Last transaction.

• Current status.

• Transaction history.

• Replacement history.

• User/operator information, where applicable.

3.11 Implementation and Transition: The Contractor shall provide a dedicated implementation representative and account manager. The Contractor shall identify the anticipated implementation timeline. The selected Contractor shall provide a detailed implementation plan. The implementation shall include:

1. Kickoff meeting.

2. Account setup.

3. Card inventory setup.

4. Vehicle/equipment data upload.

5. Department setup.

6. User setup.

7. Security configuration.

8. Transaction-limit configuration.

9. Network/location validation.

10. System testing.

11. Data integration testing.

12. Training.

13. Card distribution.

14. Go-live support.

15. Post-implementation review.

3.12 Training: Training materials shall be…