AddNo1-274-ES-FO-FY27-FuelDeliveryandServices.pdf

v.09.24.25

City of Raleigh

Request for Proposals #: 274- ES-FO-FY27-FuelDeliveryandServices

Title: Master Services Agreement for Fuel Delivery and Related Services

Proposal Due Date and Time: October 15, 2026, no later than 3:00pm EST

ADDENDUM NO. 1

Issue Date: October 7, 2026

Issuing Department: Engineering Services Direct all inquiries concerning this RFP to:

David Thomas Facilities Planning Supervisor Email: David.Thomas@raleighnc.gov

City of Raleigh Addendum No. 1 to RFP 274-ES-FO-FY27-FuelDeliveryandServices

Issue Date: October 7, 2026

To: All Proposers

This Addendum, containing the following additions, clarifications, and/or changes, is issued prior to receipt of proposal packages and does hereby become part of the original RFP documents and supersedes the original RFP documents in case of conflict.

Receipt of this addendum must be acknowledged by signing in the area indicated below. Please make the follow additions, clarifications, and/or changes to the RFP as listed below and sign and return this addendum with your proposal package.

Questions and Clarifications

1. Section 1.6 reserves the City's right to award the contract in whole or in part. Will the City accept and evaluate proposals that cover only Scope items 1–4 (fuel sampling and testing, fuel polishing, fuel treatment, and water and sediment removal), without item 5 (fuel delivery and tank refilling)? If so, how will the cost criterion be scored when proposals cover different portions of the scope?

All bids should include all aspects of this contract. You do not have to bid on all locations.

2. Does the City anticipate awarding item 5 (fuel delivery) and items 1-4 (fuel quality services) to separate Contractors?

No

3. How often does the City expect fuel sampling to be performed on the Appendix V Tanks during the contract term (for example, once at the start of the contract, annually, or semiannually?

Annually

4. After sampling results are received, does the City anticipate authorizing polishing, treatment, and water removal for all affected tanks at once, or tank by tank/in batches over time as purchase orders are issued?

After sampling results are received, a separate PO will need to be issued to authorize polishing treatment and water removal.

5. Is there a required response time for polishing, treatment, or water removal after a purchase order is issued? The only turnaround time stated in Section 4 (item 8, two business days) appears to apply to fuel deliveries.

Once a PO is dispatched, we would want any polishing or cleaning service to be completed within 15 days of PO dispatch.

6. What will the contract term be, and does the City anticipate renewal options?

This contract will be for a period of five (5) years or until the PO’s total $300,000, whichever occurs first.

7. What quantity basis should proposers assume when calculating the not-to-exceed amount on Appendix I (for example, one sample round of all tanks plus polishing of all tanks)? Is the Appendix I amount intended to cover one year or the full contract items?

Please base your pricing on 10,000 gallons of fuel per year and sampling of all tanks once per year. Appendix I is intended to cover 5 years. Please see new Appendix I that is attached to this addendum.

8. Section 4 asks for polishing and water removal pricing “in Appendix V”, but Appendix V is the tank inventory. May proposers provide per-tank pricing as an attachment to Appendix VI instead?

Please provide per gallon pricing.

9. Section 4, item 2 requires pricing to identify mobilization charges, but Appendix VI has no mobilization line. Should mobilization be listed as a separate line on the cost itemization, or included in the unit process?

This should be included in the unit process.

10. Should polishing be priced on each tanks full rated capacity or on the gallons actually in the tank at the time of service.

Polishing should be priced by gallons in the fuel tank at the time of service.

11. Can the City provide the approximate current fuel level, fuel age, or last fill date, and the date of any prior sampling or polishing for the Appendix V tanks?

Assume all tanks are at 90% capacity and all tanks have older fuel in them.

12. Are there access restrictions, required escorts, background checks, or limited work hours at any sites, particularly the police facilities, the Municipal Building, 911/data center, and the Critical Public Safety Facility?

An escort will be required for all sites and

13. Does the City require specific ASTM test methods or a specific fuel standard (for example, ASTM D975 or NFPA 110) for the laboratory analysis?

Facilities would like for the NFPA 110 analysis for compliance.

Revised Sheets

Please use the newly revised Appendix I when submitting a proposal.

David Thomas Facilities Planning Supervisor

SIGN BELOW AND RETURN THIS ADDENDUM WITH YOUR PROPOSAL.

Proposer Name & Company: _____________________________ Date: __________

Signature: ____________________________ Title: ___________________________

APPENDIX I

PROPOSAL COST FORM

The awarded proposer shall perform the services to be performed as set forth in this RFP and more particularly described in Section 4 for a not to exceed total amount of:

*Average of 10,000 gallons of fuel per year and fuel sampling of all tanks once per year

5-Year Total $ ___________________________________________________________________.

Attach proposal cost itemization (Appendix VI) to this Appendix I Proposal Cost Form.

Proposer/Company Name: ____________________________________________________

Authorized Signature _______________________________Date__________________

Signed by: _____________________________________________________________

[Type or Print Name]

Title of Signer: __________________________________________________________