7-RFP260099 Specifications.pdf

Louisville Jefferson County Metro Government

Fleet Services

Fleet Fuel Management Program

REQUEST FOR PROPOSAL

RFP260099

MILESTONE DATES

Bid Opens: October 17, 2025 Questions Due: October 31, 2025 at 3:00pmEST Submissions Due: November 24, 2025 at 3:00pmEST

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REQUEST FOR PROPOSAL

TABLE OF CONTENTS

1. Instructions to Proposers

2. Specifications

3. Evaluation Criteria

4. General Provisions

5. Hold Harmless Agreement and Indemnification Clause and Insurance Requirements

6. Human Relations Commission Required Documentation

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SECTION 1

INSTRUCTIONS TO PROPOSERS

1.1. Introduction

The Louisville/Jefferson County Metro Government (“Metro Government”) is now accepting Proposals for Fleet Fuel Management Program.

The process of accepting Proposals and choosing the successful proposer shall be by sealed Requests for Proposals (“RFP’s”) using the competitive negotiation process under KRS 45A.370. The Metro Government, if it chooses to award a contract based on this Proposal, shall do so on the basis of the Proposal which is most advantageous to it based upon the Evaluation Criteria set forth herein.

(KRS 45A.370(5)).

The Metro Government finds that a purchase through competitive negotiation is necessary because specifications cannot be made sufficiently specific to permit an award on the basis of either the lowest bid price or the lowest evaluated bid price.

The Metro Government shall conduct written or oral discussions with all responsible proposers who submit Proposals determined in writing to be reasonably susceptible of being selected for award, except as otherwise provided by law. Where the Metro Government can clearly demonstrate and document from the existence of adequate competition or accurate prior cost experience with the particular supply, service or construction item, the Metro Government may make an award on the basis of the original submitted Proposals.

1.2. Considerations Prior to Submitting a Proposal

1.2.1. Revenue Commission

If you are a Metro Government vendor or you are doing business in Metro Louisville, you should already be registered with the Revenue Commission and have all of your required taxes paid. If you become the successful Proposer, you must be properly registered with the Revenue Commission and have all of your required taxes paid prior to the award of a contract.

You must provide your Revenue Commission Number on the Proposer Information and Proposal Signature Document, unless you do not yet have one.

Contact the Louisville Metro Revenue Commission at (502) 574-4860 for information related to obtaining an account number or verifying current compliance.

1.2.2. Human Relations Commission

There are two affirmative action requirements which apply to Metro Government Contracts: a) Affirmative Action in Employment and b) Affirmative Action in the subcontracting of Minority, Female and Handicapped-owned businesses.

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1.2.2.1. Affirmative Action in Employment

1.2.2.1.1. The Louisville Metro Human Relations Commission (“HRC”) is required determine whether contractors’ employment policies assure employment opportunities are available to all citizens without regard to race, color, religion, national origin, marital status, handicap, sex, sexual orientation or gender identity, or age.

1.2.2.1.2. To make this determination, the HRC will make an inquiry of the successful Proposer pursuant to Louisville Metro Ordinances Section 37.27.

1.2.2.1.3. If you are contacted by Purchasing Division staff notifying of award, and you have not already been “HRC Prequalified”, you will need to contact the HRC at 502-574-3631 for information and assistance on procedures to follow in becoming approved and qualified.

1.2.2.1.4. Proposer acknowledges that the resulting Agreement from this RFP is subject to Louisville/Jefferson County Metro Government Ordinances §37.25-§37.36 and failure to comply with the terms of those Ordinances will be cause for suspension, termination or cancellation of a contract executed hereunder, or rejection of Proposer’s Proposal.

1.2.2.2. Affirmative Action in Subcontracting

1.2.2.2.1. Generally, either a Proposer will use subcontractors or it will do all the work itself.

1.2.2.2.2. If Not Using Subcontractors, you must complete and sign Form GFE-1, which is included with this Proposal in the HRC’s “Good Faith Efforts Requirements” document, to indicate work will be self-performed.

1.2.2.2.3. Failure to include a completed Form GFE-1 with your proposal will cause the proposal to be rejected and deemed nonresponsive.

1.2.2.2.4. If Using Subcontractors, you must follow the instructions and complete the forms in the “Good Faith Efforts Requirements” document included with this Proposal. This includes but is not limited to making the required good faith effort, as that term is defined in the document.

1.2.3. LMCO Louisville Metro Codified Ordinance Policy Certifications LMCO 112.30

1.2.3.1. Per LMCO 112.30(D):

1.2.3.1.1. Vendors who apply for business with Louisville Metro must follow the practice that initial vendor employment applications not contain a "box" or a question of inquiry on the initial application regarding an applicant's prior criminal history and applicants shall not be required to check or otherwise fill in a "box" or respond to an inquiry regarding an applicant's prior criminal history on the vendor's initial employment application, unless as otherwise provided by or required by state and federal law.

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1.2.3.1.2. Failure to adhere to this requirement shall cause your submission not to be considered for award. Louisville Metro shall retain at all times the authority to deny, rescind, revoke, terminate or not renew a contract with a vendor for failing to comply with the standards established by LMCO 112.30.

1.2.4. Requirements Regarding Sexual Assault and Sexual Harassment in the workplace, per

LMCO 39.220-224:

1.2.4.1. Per LMCO 39.222: An Organization executing a contract valued at $50K or more (“Covered Entities" shall not execute any settlement agreement concerning workplace sexual assault, sexual harassment, failure to prevent same or which concern claims of retaliation against a person reporting such matters if such an agreement prevents or restricts the disclosure of factual information related to such claims filed in a civil action or a complaint filed in an administrative action.

1.2.4.2. Reporting Requirements. Per LMCO 39.221: Each covered entity shall annually report to Louisville Metro internal complaints of workplace sexual harassment and sexual assault by employees who reside or work in Louisville/Jefferson County. The report shall be submitted to the Office of Equity.

1.2.4.3. Nondisclosure Agreements. Per LMCO 39.223: No covered entity shall, in exchange for a raise or bonus, or as a condition of employment or continued employment, require an employee to sign any agreement that prohibits the disclosure of information about unlawful acts in the workplace. “Information about unlawful acts in the workplace" includes, but is not limited to, information pertaining to harassment or discrimination or any other conduct that the employee has reasonable cause to believe is unlawful.

1.3. Preferences

1.3.1. Minimum Wage Preference

1.3.1.1. Per Louisville Metro Ordinance Chapter §37.56, preferences shall be given to businesses, which provide their employees a minimum wage equal to or exceeding the minimum wage set forth in §37.55 ("minimum wage business") which is currently $10.10/hour. This minimum wage rate is the rate set by Louisville Metro Council for all full-time Louisville Metro employees.

1.3.1.2. If a business provides its employees at least $10.10/hour, regardless of location or position, the offer price in the Proposal shall be reduced by 5% for the purpose of determining which offer is most advantageous to Metro Government.

1.3.1.3. If this Proposal is for services, and the business intends to use subcontractors to perform all or part of the work required under the contract, the business shall not subcontract more than 20% of the work to non-minimum wage businesses unless such services are not available from minimum wage businesses.

1.3.1.4. If a business receives the Minimum Wage Preference and is awarded a contract under this Proposal, then it must post a sign of the $10.10 minimum wage rate in a conspicuous place and manner so as to inform employees and the public of your minimum wage policy.

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1.3.1.5. If you certify your business as a minimum wage business, are subsequently awarded a contract, and the Metro Government discovers you do not pay your employees at least $10.10 per hour, your business will be liable to the Metro Government for 30% of the amount of the contract awarded.

1.3.1.6. You must complete the Minimum Wage Preference Certification on the Proposer Information and Signature Page included in this Proposal.

1.3.2. Local Vendor Preference

The Metro Government gives Proposals submitted by local vendors a preference.

1.3.2.1. To qualify as a local vendor, a company must:

1.3.2.1.1. Be established in the Louisville Metropolitan Statistical Area (“MSA”), as defined by the United States Census Bureau for twelve (12) consecutive months.

1.3.2.1.2. Possess a current Louisville Revenue Commission account number.

1.3.2.1.3. Have its headquarters located in the Louisville MSA or have a branch office currently located in the Louisville MSA for at least twelve (12) consecutive months prior to the broadcast date of this Request for Proposal.

1.3.2.1.4. Determine whether the City or County within the Louisville MSA in which your business is located has the required reciprocal ordinance which recognizes business located within the Louisville MSA as local businesses for the purpose of a procurement preference. If that City or County does have such an ordinance, you must include a copy of that document in your response to this

RFP.

1.3.2.1.5. Utilize local businesses to furnish at least 75% of the services under a contract awarded hereunder unless such services are not available locally.

1.3.2.2. If the Metro Government determines your business is a local business, based on the standards described here, then your business shall receive a 5% reduction of the total amount you propose or 5 points added to your evaluated Proposal total, depending on the type of proposal evaluation process the Metro Government has decided to use.

1.3.2.3. If the Metro Government concludes your business is a local business for the purposes of this Proposal, and that determination is based on false information, the Proposer shall be subject to a fine equal to 25% of the price quoted in this Proposal.

1.3.2.4. Any petition challenging the designation or award of local vendor preference shall follow the procedures set forth in LMCO §37.03.

1.3.3. Kentucky Statutory Preferences

The Commonwealth of Kentucky requires the Metro Government to apply certain purchasing preferences as set forth in Kentucky Revised Statutes (“KRS”) Sections 45A.470, 45A.490, 492 and 494.

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1. Kentucky Correctional Industries: Products made by the Department of Corrections, Division of Prison Industries, shall receive a preference equal to twenty (20) percent of the maximum points awarded to a bidder in a solicitation. (KRS 45A.470, 200 KAR 5:410)

2. Qualified bidder status: Kentucky Industries for the Blind, Incorporated, any nonprofit corporation that furthers the purposes of KRS Chapter 163, or a qualified nonprofit agency for individuals with severe disabilities as described in KRS 45A.465(3) shall receive a preference equal to fifteen (15) percent of the maximum points awarded to a bidder in a solicitation.

a. A bidder claiming qualified bidder status shall submit along with its response to a solicitation a notarized affidavit which affirms that it meets the requirements to be considered a qualified bidder. The required affidavit form can be obtained by going to Metro Louisville Metro Government’s Purchase webpage:

https://louisvilleky.gov/government/management-budget/procurement.

3. Reciprocal Preference (KRS 45A.490-494)

a. KRS 45A.490 Definitions for KRS 45A.490 to 45A.494.

1. "Contract" means any agreement of a public agency, including grants and orders, for the purchase or disposal of supplies, services, construction, or any other item; and

2. "Public agency" has the same meaning as in KRS 61.805.

b. KRS 45A.492 Legislative declarations. The General Assembly declares:

1. A public purpose of the Commonwealth is served by providing preference to

Kentucky residents in contracts by public agencies; and

2. Providing preference to Kentucky residents equalizes the competition with other states that provide preference to their residents.

c. KRS 45A.494 Reciprocal preference to be given by public agencies to resident bidders -- List of states -- Administrative regulations.

1. Prior to a contract being awarded to the lowest responsible and responsive bidder on a contract by a public agency, a resident bidder of the Commonwealth shall be given a preference against a nonresident bidder registered in any state that gives or requires a preference to bidders from that state. The preference shall be equal to the preference given or required by the state of the nonresident bidder.

2. A resident bidder is an individual, partnership, association, corporation, or other business entity that, on the date the contract is first advertised or announced as available for bidding:

https://louisvilleky.gov/government/management-budget/p

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a. Is authorized to transact business in the Commonwealth; and

b. Has for one (1) year prior to and through the date of the advertisement, filed Kentucky corporate income taxes, made payments to the Kentucky unemployment insurance fund established in KRS 341.490, and maintained a Kentucky workers' compensation policy in effect.

3. A nonresident bidder is an individual, partnership, association, corporation, or other business entity that does not meet the requirements of subsection

(2) of this section.

4. If a procurement determination results in a tie between a resident bidder and a nonresident bidder, preference shall be given to the resident bidder.

5. This section shall apply to all contracts funded or controlled in whole or in part by a public agency.

6. The Finance and Administration Cabinet shall maintain a list of states that give to or require a preference for their own resident bidders, including details of the preference given to such bidders, to be used by public agencies in determining resident bidder preferences. The cabinet shall also promulgate administrative regulations in accordance with KRS Chapter 13A establishing the procedure by which the preferences required by this section shall be given.

7. The preference for resident bidders shall not be given if the preference conflicts with federal law.

8. Any public agency soliciting or advertising for bids for contracts shall make KRS 45A.490 to 45A.494 part of the solicitation or advertisement for bids.

A notarized affidavit form for Bidders, Offerors, and Contractors Claiming Resident Bidder Status can be obtained by going to Metro Louisville Metro Government’s Purchase webpage:

https://louisvilleky.gov/government/management-budget/procurement if a proposer wishes to include in their proposal. Unless there are proposal from vendors from states that have a designated percentage or point procurement preference in that state, this preference will not apply.

1.4 Proposal Submittal Requirements

1.4.1 All Proposals must be signed by a duly authorized officer, agent or employee of the Bidder

(See the “Request for Proposal Signature Page” document). Bidder promises that the individual signing the Proposal document for the Bidder has the authority to bind the Bidder.

1.4.2 Sealed Proposals will be accepted until 3:00 p.m. EST on November 24, 2025.

Louisville Metro Government uses a web-based portal for accepting and evaluating proposals digitally (https://louisvilleky.bonfirehub.com/portal). Documents may be uploaded at any https://louisvilleky.gov/government/management-budget/p

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time during the open period. We strongly recommend that you allow sufficient time to complete uploading, submit and finalize your submission before the closing deadline.

If you have any technical questions related to your submission, please contact Bonfire at Support@GoBonfire.com.

You can also visit their help forum at https://bonfirehub.zendesk.com/hc.

1.4.3 Proposals cannot be submitted through the portal after 3:00 p.m. EST on November, 2025.

1.4.4 Any inquiries about this RFP shall be addressed in writing on the Bonfire portal.

1.4.5 Changes, Clarifications, Errors, Addenda:

1.4.5.1 Should a prospective Proposer find a discrepancy in or omissions from the specifications or be unclear as to what the specifications mean, the Proposer shall notify Metro Purchasing through the Bonfire portal. The Buyer will provide written clarification to all prospective Proposers. Proposer agrees that the Metro Government will not be responsible for any oral instructions.

1.4.5.2 Clarification of Submittal: The Metro Government may obtain clarification or additional information from a Bidder.

1.4.5.3 Changes/Alterations: Proposer may change or withdraw its Proposal at any time prior to Proposal closing date and time.

1.4.5.4 The Proposer must respond as required in this Proposal; failure to make any required response or provide required information may cause rejection of the Proposal as nonresponsive.

1.4.5.5 Once this Proposal has been signed by Proposer and officially submitted to the Purchasing Department of the Metro Government, Proposer will not be allowed to alter or withdraw its Proposal except with the written permission of the Director of Purchasing.

1.4.5.6 Addenda: The Metro Government may issue an addendum, or addenda, changing some aspect of the Proposal. All addenda, if any, shall be considered in making the Proposal, and such addenda shall be made a part of this Proposal. Before submitting a Proposal, it is incumbent upon each Proposer to be informed as to whether any addenda have been issued, and the failure to cover in the Proposal any such addenda may result in disqualification of that Proposal.

1.4.6 The Metro Government shall not permit a Proposer to withdraw its Proposal for sixty (60) days after Proposals are opened, unless the Metro Government makes a specific exception in writing. Further, Proposal prices shall be firm for a minimum of six (6) months after the Proposal closing date.

1.4.7 Metro Government shall not be responsible for any cost incurred by the Proposer in the preparation of its Proposal.

1.4.8 If the award is divided among or between vendors, written notification will be given to each vendor of the specific items covered on their respective contracts.

1.5 Buyer Information

Name: Daniel Dadi Email: Daniel.dadi@louisvilleky.gov Phone: 502-574-6396 mailto:Support@GoBonfire.com https://bonfirehub.zendesk.com/hc

SECTION 2

SPECIFICATIONS

Fleet Fuel Management Program

Louisville Jefferson County Metro Government currently operates a fleet of approximately 3,500 vehicles.

This fleet includes police vehicles, general transportation sedans, light trucks and vans, ambulances, and medium/heavy duty trucks and aviation equipment. Metro Government’s estimated usage per year is approximately two (2) million gallons of gasoline and approximately 800,000 gallons of diesel fuel.

In order to provide an efficient and reliable source for refueling Metro Vehicles, Metro Government is soliciting proposals from qualified vendors which are experienced in providing fleet credit card services for the purchase of fuel.

Provide the following information to demonstrate your ability to provide the services requested.

1. SYSTEM / ACCOUNT SERVICE

Evaluates the ability of the vendor’s computerized systems to meet LMG’s needs in the following areas:

Ease of use, Accuracy, Fraud detection, Logic Checking, Data Reporting Capabilities, and Card Issuance Capabilities

Flexibility of computer’s operating system(s) regarding client server mode of operation, local change/modification capabilities, ease of transition, local report writing capabilities, etc. to include but not limited to:

A. SERVICE HOURS AND CUSTOMER SERVICE:

Twenty-four (24) hour service is essential. Proposals should include the hours of operation for each location. The successful vendor shall maintain a relationship with fueling stations for the term of this contract. Any customer service complaints received by LMG, as a result of poor service at any fuel site, must be resolved by the vendor or an alternate fueling location must be provided.

B. FRAUD CONTROL:

Describe control procedures that can be set on the fuel card. LMG requires the card to be restricted to fuel, DEF products only including access to car washes.

Please describe the types of fraud detection tools that can be used to avoid unauthorized fuel purchases.

C. CARDS:

Vendor must explain in detail the card program offered. Specify availability and associated costs to provide:

- one (1) card for each vehicle.

- ability to provide cards with an exclusive Louisville Metro Government logo, design element or sticker, as well as cards without such a design.

- ability to provide a minimum of 99,999 pins, configurable by LMG

- ability to provide one card bank with subcategories for all accounts

- ability to configure 4–6-digit PIN numbers

- ability to “lock out” fuel types based on vehicle type

- ability to restrict the purchases of merchandise and non-fuel products

- ability to set fuel limits and gallons restrictions on vehicle

- ability to provide aviation fuel

- ability to access EV charging locations with the fuel card

- ability for the fuel card to work outside of the Louisville Metro area.

- ability to establish administrator’s access to the account and have twenty-four (24) hour unfettered access to the employee/vehicle database

- ability to deactivate, suspend and terminate fuel cards.

- Replacement cards will be issued at no cost to LMG.

- Ability to access car wash transactions at various locations.

- ability for the Contract Officer, Administrator, and/or other designee to have access to the database to include access to all “billing units”

- any limiting factors, such as minimum or maximum number of cards per "billing unit", ability to modify or update specific data fields associated with the card database file.

Describe the process to control the issuing, activation, and deactivation of cards, and assigning of pin numbers in the system.

Discuss the policy regarding lost or stolen cards. LMG will not be liable for lost or stolen cards.

D. SOFTWARE ARCHITECTURE:

Describe primary operating system(s) and software used to provide the required service. Describe level of compatibility with major PC based software for electronic transfer and downloading of data and information.

Describe type(s), location(s), and age of hardware used to create the operating network.

Metro Fleet Services will seek to have direct access to the successful vendor's database to allow real-time driver or vehicle updates, deletions, or replacement. In addition, report writing capability is highly desired.

Connection may occur via the Internet or modem-connected proprietary software. LMG has an interface to the Fuel Management System that will require software integration and a daily interface file. This will need specific fields, length of fields, etc. Describe your capability to provide this type of system interface.

Describe access and any time limitations (allowances) on such access.

LMG requires access to the vendor’s database to perform the following:

Ability to activate, deactivate and reactivate fuel cards Ability to set limits on fuel cards (gallons etc.)

Ability to assign and deactivate pin numbers Ability to run the following reports for at least 90 days:

Employee transactions Fuel card transactions Site transactions Transactions for a specific date Active fuel cards Deactivated fuel cards Exception Reports Denial Reports

Vehicle search by:

Vehicle number (assigned by Fleet) Vehicle tag number Department Fuel card number Fuel Site number Vehicle description

Employee search by:

Driver Name Employee Number Pin Number Department

E. REPORTS

LMG requires samples of the following reports:

Fuel type and gallons used, stored for a 1year period, in Excel format Transactions by the 17digit card number, also showing by name, fuel type, quantity of fuel and date of transaction.

Transactions by pin number, employee name, tag number and card number

Likewise, the vendor will provide, at the conclusion of the contract, all vehicle, driver, and transaction data.

All data will be formatted to LMG’s satisfaction to allow necessary data migration to a replacement vendor or system. The historic data, properly formatted and recorded, must be transferred 90 days prior to the end of the contract. Subsequent changes to the data base during the 90 days close out period must be properly transmitted by the last day of the contract.

The following reports are required:

• Report by PIN #’s

• Report by fuel card

• Pump activity reports by PIN #’s daily.

• Transaction report including fuel cost less the discount and taxes, PPG, fuel type, location, date and time, driver, and driver department.

• Monthly list of available sites and site changes, available on the internet for all users to access.

• Daily transaction report in Excel format

• Audit reports (exception) i.e., isolate a vehicle that has used a determined % over the average.

• Cumulative reports greater than a billing cycle.

• Fuel by driver name and department

• Fuel by location

• Fuel by vehicle unit number

A monthly report must be submitted to LMG in a excel spreadsheet showing fuel transaction data, including cost, date of purchase, quantity, unit of measure (gallons or each), unit price, total fuel cost, discounts, items purchased (unleaded, diesel, DEF, car wash, etc.), the location of the merchant and the amount of Federal excise taxes that are to be exempted.

2. INFRASTRUCTURE (SITES) 20 POINTS

Considers quantity and quality of available sites, level of customer and administrative support, quality of site processing control to include but not limited to:

a. SITES AND LOCATIONS The number and location of the vendor’s dispensing stations will be a critical factor in awarding a contract.

i.Using a map, indicate the locations of fuel dispensing sites, to include the types of fuel (gasoline, diesel, biodiesel, ethanol) available at each location, the number of POS pumps available and the hours of operation.

ii. List sites capable of providing priority service and describe the type of priority services provided. The LMG is looking for which sites would remain operational and afford us the right to take precedence in obtaining services during a shortage or an emergency.

- List locations capable of providing access to EV charging stations that can be accessed using the fuel card.

b. EMERGENCY/DISASTER CAPABILITIES

At minimum, one site centrally located (with adequate capacity for large trucks) must be able to remain operational by means of back-up generators or alternative power supply to provide product in the event of power outages or natural disasters. A description of the sites and/or any mobile emergency systems should be provided.

The successful vendor must notify LMG of scheduled outages with a date and time to eliminate conflicts during weather emergencies. Describe your company’s contingency plans/backup procedures for computer downtime of two hours or more (i.e. continued service, data preservation/reconstruction, etc.).

Bidders should provide any solutions they have in place for emergency situations for LMG’s consideration, in their proposal.

3. PRICE PER GALLON 20 POINTS

Fuel costs, as well as overall contract cost and all incremental cost for transition (beginning and end of contract, cost of replacement cards, etc.) to include but not limited to:

a. FUEL PRICE:

The proposal must include the retail cost minus the discount per gallon for all fuel types – diesel, aviation, biodiesel, unleaded, E-85E-15, DEF and any other fuels dispensed at the fuel location.

The proposal must include the taxes LMG will be discounted per gallon of fuel.

NOTE: VENDOR MUST PROVIDE INFORMATION REGARDING ANY PRICE DIFFERENTIAL

(DISCOUNTS) FOR ELECTRONIC PAYMENT.

LMG reserves the right to award based on the proposed pricing structure that best meets the needs of the LMG

b. TRAINING

Describe the type of training to be provided during the transition from the existing contract to the proposal, as well as the frequency and duration of said training, training materials provided, location of training sessions and all associated costs. LMG wi l l require training in advance of interface set up. Describe availability, materials provided, location and associated costs for providing advance training.

Describe any other training available during the contract period, material provided or available, location of training sessions, and all associated costs.

c. BILLING

LMG currently pays from "hard copy" billing within 30 days of receipt. LMG can access on-line billing and download as an adobe document that they can save as excel, and desires to continue to have this available in the new contract. LMG would entertain a proposal from vendors to supply billing in a form of electronic media to further speed the payment process.

Invoices must include, but not be limited to:

a. Account Number

b. Fuel Type

c. Fuel Gallons

d. Total Price for Fuel Purchases

e. Service Purchases

f. Non-fuel purchases

g. Fees/Credits Replacement or new fuel cards will be issued at no cost to LMG. Priority delivery of replacement or new fuel cards must be included as a part of this contract.

The vendor must include any additional delivery fees for new or replacement fuel cards.

4. IMPLEMENTATION PLAN 30 POINTS

Vendors implementation plan for the commencement of the Contract including your plan for handling the initial volume, timeline for when your Vendor would be ready to begin services, potential challenges that may arise if implementing services in an accelerated timeline, etc. to include but not limited to:

a. CONTRACT TRANSITION

LMG requires a 30-day transition period. Cards shall be provided to LMG at a minimum of 30 days in advance of go-live date. The vendor must be able to distribute fuel cards to vehicles, by US mail, in time for go-live. The vendor shall accept CSV file from LMG and be able to map all new cards and accounts within 30 days in advance of go-live date. Vendor must describe the steps and specific cost required to affect an efficient transition from the current contract to the proposal. Describe steps to be taken, detail the formats acceptable for receiving existing database, identify which party is responsible for completing identified tasks and include a proposed timeline for accomplishing identified tasks.

5. INTEGRATION ABILITY 30 POINTS

Vendors ability to integrate with Chevin or comparable Fleet Management Software. Please describe your ability to interface with our current software.

a. FLEET SERVICES

Fleet Services currently uses Chevin as their vehicle database.

ADDITIONAL REQUIRED INFORMATION

Brief company history, including accreditation status, if applicable.

List of current contracts with any Government entity. Provide information about services being supplied.

Three (3) references of similar size and scope you are currently supplying services to. Include a contact, fleet size, phone number and how long the operation has been in place and type of fuels dispensed.

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SECTION 3

EVALUATION CRITERIA

3.1. Evaluation Process

After receipt of proposals the Metro Government shall evaluate all responses based on the criteria below. During that evaluation, the Metro Government shall rank all responses, again based on the criteria described below. Once the RFP Responses are ranked, the Metro Government shall determine in writing which responses are reasonably susceptible of being awarded the work. The Metro Government shall thereafter conduct negotiations with each of those “reasonably susceptible” Proposers, unless the Metro Government concludes that an award may be made without negotiations, as allowed by KRS 45A.370 (3).

The Metro Government will conduct a multi-stage process for selecting proposals that are determined to be reasonably susceptible to award.

Pre-Stage

There are two affirmative action requirements which apply to Metro Government contracts: a) Affirmative Action in Employment and b) Affirmative Action in the subcontracting of Minority, Female and Handicapped-owned businesses. The Louisville Human Relations Commission (HRC) is responsible for compliance of these requirements. Failure to submit the HRC “Good Faith Effort” requirements identified in this RFP document will cause the proposal to be deemed non-responsive.

Stage 1

The RFP evaluation committee shall score all proposals based upon the evaluation criteria detailed herein as well as any preferences authorized in Louisville Metro County Ordinance identified in this RFP. Upon completion of the scoring, the committee shall recommend short-listing the proposals that are reasonably susceptible of being awarded.

Stage 2

Vendors whose proposals have been identified as reasonably susceptible to award may be invited to discuss their proposal with the RFP evaluation committee. The date, time and location of the meetings will be negotiated.

The committee may carry out contract negotiations for the purpose of obtaining best and final offers, terms, and conduct detailed reference checks on the short listed vendors. The Metro Government reserves the right to contact respondents with requests for clarification.

Award

There exists the possibility that an award may be made on the basis of initial offers if it can be clearly demonstrated and documented from the existence of adequate competition or accurate

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prior cost experience that acceptance of an initial offer without discussion (Stage 2) would result in fair and reasonable prices (KRS 45A.370(3)(c)).

Award will be made to the responsible offeror whose proposal is determined in writing to be the most advantageous to Louisville Metro Government based upon the evaluation factors set forth in this RFP.

3.2. Evaluation Criteria

The Proposals received pursuant to this Request for Proposals will be evaluated on the following selection criteria:

• Integration Ability 30 points

• Implementation Plan 30 points

• Pirce Per Gallon 20 points

• Infrastructure/Sites 20 points

TOTAL 100 POINTS

3.3. Proposals will be reviewed by a committee consisting of representatives from:

• Office of Management and Budget – Procurement

• Louisville Metro Government Fleet Services

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SECTION 4

GENERAL PROVISIONS

4.1 Proposal Acceptance

Metro Government may award Proposals in its best interest, reject proposals or any part of them, award contracts in whole or part, waive what it concludes in its discretion are minor problems with proposals, including but not limited to formalities or technicalities. The Metro Government may consider any alternative proposals which meet its needs.

4.2 Payment Terms: Net 30 days.

4.3 Pricing

4.3.1 Proposal prices shall be firm for at least six (6) months after the Proposal closing date.

4.3.2 Project-Specific Contracts: Pricing for specific Metro Government projects shall not change for the duration of the contract.

4.3.3 Non-Project Specific Contracts, Including Price Contracts:

4.3.3.1 For non-project-specific contracts, including Price Contracts, Proposer agrees that prices shall not change for the first year of that contract.

4.3.3.2 If a contract is renewed, all price increase requests after the first year must be submitted in writing to the Purchasing Division, 611 West Jefferson Street, Mezzanine Level, Louisville, KY 40202. Upon notification by the vendor of documented market increases, Proposer agrees that the Metro Government may either accept the price change or terminate the contract. Increases shall not be effective until the Metro Government’s approval of them is received by the Proposer in writing.

4.3.4 Prices quoted shall be exclusive of the State and Federal Excise Tax, since the Metro Government is exempt from them.

4.3.5 Time discounts or cash discounts shall not be considered in Proposal evaluation.

4.3.6 Prices for any Proposal item shall not be contingent upon the purchase of any other

Proposal item.

4.3.7 If `approximate yearly usage' is supplied, it is only to aid vendors in preparation of

Proposals and under no circumstances binds the Metro Government to purchase those amounts.

4.3.8 Proposer should show unit prices and extended prices (unit prices multiplied by the number of units proposed to be purchased).

4.4 Special Conditions for Price Contracts:

4.4.1 A “Price Contract” is an agreement for the purchase of goods and possibly services which the Metro Government may utilize to fill its needs throughout the term of the contract. It is not a contract for a specific project, though purchases may be made for particular projects as the need arises. A Price Contract does not obligate the Metro Government to purchase any amount of the Proposal goods or services.

4.4.2 The Metro Government may renew contracts for a period of one (1) year and from year to year thereafter, upon the same terms and conditions as the original contract, if such

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renewal or extension is agreed to by the contractor. Total contract period cannot exceed five (5) years. Written notice of Metro Government's intention to renew will be sent prior to the expiration date.

4.4.3 Any government entity in Kentucky shall have the option of making purchases under a Price Contract executed under this Proposal.

4.4.4 If a price contract is awarded hereunder, the Proposer agrees the Metro Government may nonetheless issue a separate Proposal for the products or services which are the subject of this Proposal.

4.5 Special Conditions Applicable to Contracts for the Purchase of Goods (including Price Contracts, if those contracts are for the purchase of goods)

4.5.1 Proposer must submit all factory literature and supporting documentation with each submitted copy of its RFP.

4.5.2 Proposer shall provide prices for goods as FOB Delivered. Metro shall not pay for shipping, handling or any other associated charges for shipping.

4.5.3 All goods purchased are subject to inspection at the point of delivery by the Metro Government.

4.5.4 Proposer agrees to pay all costs for the return of rejected goods.

4.6 Worker Safety

4.6.1 The Proposer agrees to comply with all statutes, rules, and regulations governing safe and healthful working conditions, including the Occupational Health and Safety Act of 1970, 29 U.S.C. 650 et.seq., as amended, and KRS Chapter 338. The Proposer will provide training documentation for all standards applicable to the job. Necessary trainings would include, but are not limited to, remediation, abatement, powered industrial truck equipment brought on site by bidder, SDS for all chemicals brought to site by bidder, confined space, fall protection, or any other trainings required by an afore mentioned standard under the scope of work being proposed. The Proposer agrees to provide, for all their employees working on properties where Metro employees reside, documentation of current (annual) asbestos awareness training, per OSHA’s 1926.1101(k)(9)(vi) regulation. The Proposer also agrees to notify the Metro Government in writing immediately upon detection of any unsafe and/or unhealthful working conditions on Metro Government property. Proposer agrees to indemnify, defend and hold the Metro Government harmless from all penalties, fines or other expenses arising out of the alleged violation of said laws.

4.7 Records Retention

4.7.1 Proposer shall maintain during the course of the work, and retain not less than five years from the date of final payment on the contract, complete and accurate records of all of Proposer’s costs which are chargeable to the Metro Government under this Agreement;

and the Metro Government shall have the right, at any reasonable time, to inspect and audit those records by authorized representatives of its own or of any public accounting firm selected by it. The records to be thus maintained and retained by Proposer shall include (without limitation): (a) payroll records accounting for total time distribution of

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Proposer’s employees working full or part time on the work (to permit tracing to payrolls and related tax returns), as well as canceled payroll checks, or signed receipts for payroll payments in cash; (b) invoices for purchases receiving and issuing documents, and all the other unit inventory records for Proposer’s stores stock or capital items; and (c) paid invoices and canceled checks for materials purchased and for subcontractors’ and any other third parties’ charges.

4.8 Multiple Awards

4.8.1 As allowed by the Metro Government Finance Manual (Purchasing Policies, Section III, A, 3), multiple contracts may be issued and those contracts, if any, shall be ranked as primary, secondary, etc. A secondary or lower ranking contract may be used if the primary contractor is unable to perform. However, the primary contractor shall be given the first opportunity to provide the services required. Contracts shall be utilized in the order stated in the award.

4.9 Protest Policy

4.9.1 Bidders/Proposers who wish to protest must do so in writing. The subject of the protest shall be limited to fraud, corruption, or illegal acts undermining the objectivity and integrity of the procurement process.

4.9.2 The protest must be received in accordance with the timing and documentation requirements for the type of protest. A protest regarding solicitation must be received no later than five (5) days before the due date for submittals. Any protest regarding the intent to award of the contract must be received no later than three (3) days after posted intent to award.

4.9.3 The protest must include: name, address, telephone, and e-mail address of the protesting party and the person representing them; a complete statement of the legal grounds for the protest specifically identifying law, rule, regulation or procedure alleged to have been violated; relevant support documentation; a statement regarding the course of action the protesting party desires.

4.9.4 Written protests should be submitted either by mail or hand delivered between 8:00 a.m.

and 5:00 p.m. to the Office of Management & Budget; Department of Purchasing; 611 W.

Jefferson Street; Louisville, KY 40202; OR, by email to: ombpurchasing@louisvilleky.gov

4.9.5 If the protest does not meet the time or content requirements it will not be considered.

4.9.6 For more information on this policy visit:

https://louisvilleky.gov/government/management-budget/procurement.

4.10 Open Records

4.10.1 All materials submitted in response to the solicitation document will become the property of the Metro Government. One copy of a submitted Proposal will be retained for official files and will become public record. In general, under the Kentucky Open Records Act (Kentucky Revised Statutes, sections 61.870 – 61.884), public records of the Metro Government are subject to disclosure to a requesting party. Any material that a vendor considers as confidential but does not meet the disclosure exemption requirements of the Open Records Act (“ORA”), should not be included in the vendor’s Proposal, as it may be made available to the public. If a vendor’s Proposal contains materials noted or marked mailto:ombpurchasing@louisvilleky.gov https://louisvilleky.gov/government/management-budget/procurement

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as confidential and/or proprietary that, in Metro’s sole opinion, meet the disclosure exemption requirements of the ORA, then that information will not be disclosed in response to a written request for public documents. If Metro does not consider such material to be exempt from disclosure under the ORA, the material may be made available to the public, regardless of the notation or marking. If a vendor is unsure if its confidential and/or proprietary material meets the disclosure exemption requirements of the ORA, then it should not include such information in its Proposal because such information may be disclosed to the public.

4.11 Bribery Clause

4.11.1 By his/her signature on the Proposal, Proposer certifies that none of its employees, any affiliate or Subcontractor, have bribed or attempted to bribe an officer or employee of the Metro Government.

4.12 Entire Agreement

4.12.1 A contract executed under this Proposal shall include this RFP and the Proposer’s response thereto (“Response”) and that contract shall constitute the entire agreement and understanding of the parties with respect to the subject matter set forth herein and that contract supersedes any and all prior and contemporaneous oral or written agreements or understandings between the parties relative thereto. No representation, promise, inducement, or statement of intention has been made by the parties which will not be embodied in that contract. The contract cannot be amended, modified, or supplemented in any respect except by a subsequent written agreement duly executed by all of the parties hereto.

4.13 Termination for Cause

4.13.1 Metro Government may terminate a contract because a contractor fails to perform its contractual duties.

4.13.2 If a contractor is determined to be in default, Metro Government shall notify the contractor in writing and may either 1) terminate the contract immediately or 2) set a date by which the contractor shall cure the identified deficiencies. Metro Government may proceed with termination if the contractor fails to cure the deficiencies within the specified time.

4.13.3 A default in performance by a contractor for which a contract may be terminated shall include, but not be limited to:

4.13.3.1 Failure to make delivery within the time specified or according to a delivery schedule fixed by the contract;

4.13.3.2 Late payment or nonpayment of bills for labor, materials, supplies, or equipment furnished in connection with a contract for construction services as evidenced by mechanics' liens filed pursuant to the provisions of KRS Chapter 376, or letters of indebtedness received from creditors by the purchasing agency;

4.13.3.3 Failure to diligently advance the work under a contract for construction services;

4.13.3.4 The filing of a bankruptcy petition by or against the contractor; or

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4.13.3.5 Actions that endanger the health, safety or welfare of Metro Government or its citizens.

4.13.4 In the event that, during the terms of this Contract, funds are not appropriated for the payment of the Metro Government’s obligations hereunder, the Metro Government’s rights and obligations herein shall terminate on the last day for which an appropriation has been made.

4.14 At Will Termination

4.14.1 Notwithstanding the above provisions, the Metro Government may terminate this contract at will in accordance with the law upon providing thirty (30) days written notice of that intent. Payment for services or goods received prior to termination shall be made by the Metro Government provided those goods or services were provided in a manner acceptable to the Metro Government. Payment for those goods and services shall not be unreasonably withheld.

4.15 Force Majeure

4.15.1 Neither Proposer nor the Metro Government shall be liable in damages or have the right to terminate a contract executed hereunder for any delay or default in performing that contract if such delay or default is caused by conditions beyond either party’s control including, but not limited to Acts of God, Government restrictions (including the denial or cancellation of any export or other necessary license), wars, insurrections and/or any other cause beyond the reasonable control of the party whose performance is affected.

4.16 Assignment of Contract

4.16.1 The Proposer shall not assign or subcontract any portion of the Contract without the express written consent of Metro Government. Any purported assignment or subcontract without the written consent of the Metro Government shall be void.

Proposer agrees that the Metro Government shall consent to any request for assignment or subcontract in its sole discretion. If ownership of Proposer changes, Proposer or its successor firm shall notify Metro Purchasing in writing within 30 days of the Proposer’s receiving notice that its ownership is changing, including but not limited to purchase or other transfer.

4.17 No Waiver

4.17.1 No failure or delay by Metro Government in exercising any right, remedy, power or privilege hereunder, nor any single or partial exercise thereof, nor the exercise of any other right, remedy, power or privilege shall operate as a waiver hereof or thereof. No failure or delay by Metro Government in exercising any right, remedy, power or privilege under or in respect of this Contract shall affect the rights, remedies, powers or privileges of Metro Government hereunder or shall operate as a waiver thereof.

4.18 Authority to do Business

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4.18.1 The Proposer must be a duly organized and authorized to do business under the laws of Kentucky. Proposer must be in good standing with all government agencies and have full legal capacity to provide the services specified under this Contract. The Proposer must have all necessary right and lawful authority to enter into this Contract for the full term hereof and that proper corporate or other action has been duly taken authorizing the Proposer to enter into this Contract. The Proposer will provide Metro Government with a copy of a corporate resolution authorizing this action and a letter from an attorney confirming that the Proposer is authorized to do business in the State of Kentucky, if requested.

4.19 Governing Law

4.19.1 The Contract shall be governed by and construed in accordance with the laws of the State of Kentucky. In the event of any proceedings regarding the Contract, the Parties agree that venue shall be the state courts of Kentucky or the U.S.