Pre-Bid meeting questions~2.pdf
PDF 115 KB Posted
- Attached to
- Fuel Card Program
- Solicitation number
- S-R09145-00012764
- Issued by
- Deschutes County, Oregon
About this file
This document is a pre-bid meeting minutes for a Fuel Card Program issued by an Oregon district on February 19th, 2025. The district is seeking a comprehensive fuel card program and fuel delivery services for multiple departments, with the primary focus on managing fuel purchases for vehicles and equipment at their maintenance facility. The current infrastructure includes two underground tanks (unleaded and diesel) and a 500-gallon propane tank, with an annual propane usage of approximately 500 gallons. The contract allows for subcontracting, and vendors are encouraged to propose fuel card solutions with specific purchasing restrictions, including limitations on fuel types, days, times, and transaction amounts.
The district will evaluate proposals using a tiered pricing method, with point allocations ranging from 20 points for the lowest bid to 10 points for bids beyond 10% of the lowest bid. Pricing will be scored based on additional fees such as per-card charges, service fees per gallon, and delivery charges, rather than fluctuating fuel prices. Security is a critical consideration, with the district seeking robust measures like card locking/deactivation, theft reporting capabilities, and driver/vehicle authorization controls. The evaluation committee will consist of five district staff members from various departments, and while the district is open to exploring options like renewable diesel, it is not a mandatory requirement for the current solicitation.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP - DISTRICT FUEL CARDS.pdf | ||
| 00012765 ESB RFCQ ODOT Troutdale MS Lenel Card Reader~1.pdf | ||
| Virtual Link for pre-bid meeting.docx | DOCX document |
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Text version
Fuel Card pre-bid meeting held February 19th, 2025
Q: Will multiple departments be using the fuel cards?
A: Yes, multiple departments will be using the cards. Ideally each department reporting will be broken out by each department.
Q: Will there need to be specific restrictions for the fuel cards?
A: Yes, purchasing restrictions are desired. Restrictions include the types of fuel allowed to be purchased days, times, and amounts. The district is open to any other restrictions recommended as best practices.
Q: How does the district currently operate?
A: Currently the district has two underground tanks on site at the maintenance facility, one for unleaded and one for diesel. For fueling, staff use an asset ID to fuel the equipment and an employee code for fueling the trucks.
Q: Can the district define the pricing scoring?
A: The district will use a tiered pricing method.
Lowest bid = 20 points
Within 5% of lowest bid = 18 points
Within 10% of lowest bid = 15 points
Beyond 10% of lowest bid = 10 points
Q: Can you please clarify the requirements of all 4 types of fuel?
A: The main requirements for this contract is a fuel card program and fuel delivery to our maintenance facility. The other types of fuel (propane and heating oil) are desired, but not mandatory.
Q: Can you please expand on the propane tank and how much propane will be needed?
A: There is one 500 gallon propane tank located at the maintenance facility. The usage is approximately
500 gallons per year, so that one tank will only need to be filled one time annually.
Q: Are you ok with sub-contracting?
A: Yes, the district allows subcontracting for any portion of the services. However, the primary contractor remains responsible for managing the subcontractor and handling all billing.
Q: Would the district consider renewable diesel?
A: The district is interested in learning more about renewable diesel, and would consider testing the fuel type if we learn it will work for us, however that is not a requirement at this time.
Q: Is security a concern for the district?
A: Yes, security is very important to the district, especially with seasonal staff and turnover. Please include security measures in your overall solution. Examples of security measures include card locking/deactivation, reporting to help identify theft, and driver/vehicle authorization controls.
Q: Can you define the evaluation committee members? How will you vet community members?
A: The RFP states that the evaluation committee MAY include district staff, government partners, or community members. For this RFP, the evaluation committee will be made up of 5 district staff members from various departments within the district including the maintenance division, recreation and administration.
Q: Will oil be included in this RFP?
A: The district is not going to include oil options in this RFP. The pricing sheet (Attachment C) will remain the same.
Q: Can you please clarify the pricing language on PG11 of the RFP?
A: The district understands that the price of fuel will fluctuate throughout the life of the contract. What the district will score on is the additional fees the vendor will charge, whether it is a per card charge, service fee per gallon, delivery charge etc.
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