RFP 274-7235-113 Addendum Questions.pdf

v.09.24.25

City of Raleigh

Request for Proposals #: 274- 7235-113

Title: City of Raleigh Fuel Delivery and Related Services

Proposal Due Date and Time: 9/25/2026 3:30pm

ADDENDUM NO. 1

Issue Date: 9/10/2026

Issuing Department:

Direct all inquiries concerning this RFP to:

George Francis Senior Fleet Analyst George.Francis@raleighnc.gov)

City of Raleigh Addendum 1 to RFP 274-7235-113

Issue Date: 9/8/2026

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.

The new proposal due date is 9/25/2026 at 3:30 pm

1. Could you please confirm whether the City will accept a proposal from a prime contractor that partners with a direct fuel supplier or subcontractor to perform the fuel delivery and related services?

a. Yes, this allowed as long as all invoices come from the vendor under contract.

The prime vendor accepts all liabilities and can meet the scope of work as laid out in this RFP.

2. Additionally, must the prime contractor itself be a licensed fuel distributor, or may it serve as an authorized reseller or contract manager while the qualified supplier performs the deliveries?

a. As long as the prime contractor can meet or exceed all requirements laid forth in this RFP.

1. Delivery Locations: Could the City provide a list of delivery site addresses (or, if addresses cannot be shared, a site count and general locations/regions) to be served under this contract?

Estimated Volumes: Can the City provide estimated annual gallons by product (gasoline, diesel, DEF, etc.) to assist with pricing?

2025 estimates:

a. Unleaded-1.3 million gallons

b. Off-road-132k gallons

c. On-road-800k gallons

Central Operations Facility - 2540 Westinghouse Blvd , Raleigh NC 27604 Fuel Type Tank Capacity Above/Below Ground

Tank 1 E10 Unleaded 12,000 Above Tank 2 B20 Biodiesel 12,000 Above Tank 3 E10 Unleaded 12,000 Above Tank 4 On-road Diesel 6,000 Above Tank 5 Off-road Diesel 6,000 Above Tank 6 DEF 1,070 Above

North East Remote Operation Facility - 7702 Burwell St, Raleigh NC 27615 Fuel Type Tank Capacity Above/Below Ground

Tank 1 B20 Biodiesel 8,000 Above Tank 2 Off-road Diesel 4,000 Above Tank 3 E10 Unleaded 8,000 Above Tank 4 E10 Unleaded 4,000 Above Tank 5 DEF 1,070 Above

Heavy Equipment Shop FMO-4120 New Bern Ave, Raleigh NC 27602 Fuel Type Tank Capacity Above/Below Ground

Tank 1 Off-road Diesel 12,000 Below Tank 2 On-road Diesel 6,000 Below Tank 3 E10 Unleaded 10,000 Below

Public Utilities Field Ops RW - 3304 Lake Woodard Drive, Raleigh NC, 27604 Fuel Type Tank Capacity Above/Below Ground

Tank 1 E10 Unleaded 12,000 Below Tank 2 E10 Unleaded 12,000 Below Tank 3 On-road Diesel 12,000 Below

Wilders Grove SWS- 610 Beacon Lake Dr Raleigh NC 27510 Fuel Type Tank Capacity Above/Below Ground

Tank 1 B20 Biodiesel 20,072 Above Tank 2 DEF 1,070 Above

Marsh Creek PRCR - 4225 Daly Road, Raleigh NC 27604 Fuel Type Tank Capacity Above/Below Ground

Tank 1 On-road Diesel 2,005 Below Tank 2 E10 Unleaded 1,061 Below Tank 3 Off-road Diesel 1,061 Below

Neuse River NRRF RW - 8500 Battle Bridge Road, Raleigh NC 27610 Fuel Type Tank Capacity Above/Below Ground

Tank 1 On-road Diesel 10,120 Below

Dorthea Dix Park - 1211 Goode Street, Raleigh NC 27603 Fuel Type Tank Capacity Above/Below Groud

Tank 1 E10 Unleaded 8000 Above Tank 2 On-road Diesel 12000 Above

d. DEF-30k gallons

2. Pricing Methodology: Should proposed pricing be structured against a published index

(e.g., OPIS, Platts, NYMEX) plus a differential, or as a flat/fixed price on the Proposal Cost Form?

a. OPIS- Raleigh/Apex NC Gross Contract average plus differential.

3. Taxes and Fees: Should applicable taxes and/or fees be included within the submitted bid price, or itemized/invoiced separately?

a. Itemized on invoice

4. Tax Exemption: Is the City of Raleigh (and/or any participating entities) tax-exempt for fuel excise or sales tax purposes? If so, can documentation be provided?

a. COR is FET exempt but pays all local taxes such as city, county, and state taxes.

5. Contract Term: Can the City confirm the anticipated initial contract term and any renewal structure intended for this award?

a. 3 years plus 2-1-year extensions for a total of 5 years

1. Is it possible for potential vendors to bid on the fuel supply and delivery only?

• No, the selected vendor will need to provide fuel delivery and additional services, whether subcontracted or not.

2. What are the estimated annual volumes for gas a diesel?

• See above for estimated usage.

3. Are there fuel storage on site or does this solicitation need a vendor to provide and install them?

• Most sites are already established with storage but there may be opportunities to add sites in the future.

1. Can I get the bid tabulations from the last bid?

1. There were no previous bids for this RFP in the last 12 months.

2. Can I get a copy of 2 recent invoices (with their corresponding BOL's) from your current supplier for each product?

1. Pricing is available on the NC State contract and is readily available. Pricing: Not to exceed differentials on all products listed corresponding to their local OPIS Index City (Raleigh/Apex) Daily or Weekly OPIS Gross Contract Average price per gallon (US). All taxes will be passed though as a line item. All transportation costs and delivery fees, as incurred, will be passed through at cost.

2. See invoices attached to this addendum.

3. Who is the incumbent supplier?

1. Currently utilizing the state contract for zone 8.

4. Do you have to bid on both transport and tankwagon to be considered responsive?

1. Yes, both sizes of trucks are needed due to site constraints.

5. Have you done any extensions/renewals with your current supplier since the bid tabulations from the last bid? If so, was there any changes made to the bid margin for any product and if so for how much?

1. No, we’re currently utilizing the state contract.

6. Do you subscribe to OPIS or do you require vendor to submit OPIS reports?

1. No, if this is not in the RFP then it is required.

7. What are the DBE Requirements?

1. There are no DBE requirements for this RFP

8. What are the local Preferences?

1. There are no preferences given to localities

9. What are the normal delivery days and hours, and what lead time is expected for standard deliveries?

1. Lead time of no more than 2 business days. Deliveries are typically M-F 7:00-3:30.

10. Does the City anticipate awarding to one supplier or multiple fuel suppliers?

1. Yes, the goal is to have at least two well-qualified vendors under contract.

11. Can you provide the estimated annual gallons by product?

1. See above.

12. Can you provide a list of all fuel delivery locations, including addresses, tank sizes, whether each tank is aboveground or underground, and the product stored at each location? If the tanks are above ground, do they require a truck equipped with a pump?

1. See Above

13. Please clarify the reference requirement. Section 2.1.2 requests at least five references, while

Appendix II/III indicates a minimum of three. How many references are required?

1. Minimum of three

14. What is the anticipated performance start date, initial contract term, and available renewal options?

1. 60-90 days from vendor selection, initial term of 3 years, with 2 one-year renewal options.

15. What pricing index should vendors use for each product? If OPIS is required, please specify the

OPIS market/terminal, publication, product description, gross or net price, pricing date/timing, and whether the vendor should quote a fixed differential to the index?

1. Check Sourcewell contract for pricing (OPIS NTE amount based on locality, weekly)

16. Can you provide the specific fuel products and specifications the City expects to purchase under this contract, including gasoline grades/octane, ethanol content, clear or dyed diesel, ULSD requirements, DEF specifications, and any alternative fuels or additives that should be priced?

1. All regular grade unleaded (87 octane), off/on road diesel, renewable fuels, and DEF.

Fuel must meet ASTM standards for each fuel type as outlined in 5.3 specs.

1.3 Scope & Equipment

1. Section 4 lists above/below-ground fuel and fluid storage (500–20,000 gallons), fleet management technologies, EV supply equipment, and fleet management services alongside the core fuel delivery scope. Does the City have specific equipment it needs installed under this contract (e.g., a defined number of tanks, dispensers, or monitoring units at specific sites), or is this section describing the categories of equipment/services a proposer may optionally offer as part of a broader capabilities list?

Going forward the city is planning to own its tanks rather than lease them from a specific provider. This eliminates the situation where a contract expires and old tanks need to be removed while new tanks then have to be installed.

2. If specific installations are planned, can the City share quantities, target locations, and whether these would replace or supplement existing fuel storage/dispensing infrastructure already at City facilities?

There are no planned updates at this time. We like to have this contact to allow for future expansion of fueling infrastructure.

3. For “Fleet Management Technologies with Related Software Solutions” and “Fleet Management Services,” can the City describe the functional requirements (e.g., telematics, fuel/inventory tracking, reporting integration with existing systems) it's expecting a proposer to address?

Yes, the city would like to see what options exist related to fuel/inventory tracking and this system would need to integrate with our existing E.J. Ward fuel management system.

4. For “Electric Vehicle Supply Equipment and Related Services,” can the City specify the anticipated charger type/level (Level 2 vs. DC fast charging), estimated quantity, and target sites?

Both DCFC and Level 2 chargers would be in the mix. Quantities and specific locations are currently TBD.

1.4 Volume, Locations & Current Operations

5. Can the City provide estimated annual fuel volume (gallons of gas/diesel) and delivery frequency expectations, to help proposers develop an accurate cost proposal?

See above for volume

1.5 Subcontracting / Teaming

6. Section 4 states that if a proposer relies on distributors, dealers, resellers, or subcontractors to provide equipment, products, or services, the proposal must describe how those will be delivered. We intend to partner with another firm for the software and EV supply equipment components while Red Star Oil provides the core fuel delivery and storage services directly. Is this teaming/subcontracting structure acceptable under the RFP, and are there specific disclosure requirements (e.g., a teaming agreement, subcontractor's own insurance/financial documentation) beyond what's described in Section 4?

Yes, this teaming/subcontracting structure is acceptable under the RFP. Yes, the additional information referenced above on your partner(s) would be required and possibly more once the specific documentation was reviewed.

1.6 Contract Structure

7. Will the City be making a single award or multiple awards under this RFP?

That remains to be seen based on the responses that are received.

8. Appendix IV includes three alternative contract-term structures (one-time service, fixed term without renewals, and initial term with renewal options). Which structure does the City anticipate using for this contract, and what initial term/renewal period is contemplated?

This will be a five-year contract.

9. Does an existing Sourcewell cooperative contract come into play for this procurement (e.g., is the City using this RFP process independently, or would award/pricing be tied to or benchmarked against a Sourcewell contract)?

The city is using this RFP process independently.

1. Can I get the addresses for the delivery locations along with their tank sizes and annual usage for each product?

See Above

2. Which locations have above ground tanks that will require a truck equipped with a pump?

3. Which locations can receive a delivery via Transport truck, and which ones require Tankwagon delivery?

The City of Raleigh Yard Waste Center has three 500-gallon diesel tanks, the Neuse River Resource Recovery Facility (NRRRF) has a tank that will also require Tankwagon delivery.

4. When is the anticipated performance start date for this contract?

12/1/2026

5. Can you tell me how much of your total annual gallons are delivered by Transport truck and how much by Tankwagon truck for gas and diesel?

I don’t have that specific information. The vast majority of deliveries come from Transport trucks.

6. Can you tell me the 10 most used products for the category oils, greases and lubricants?

Unleaded, DEF, Diesel, Renewable Propane

1. Who is your current vendor?

James River Petroleum

2. What are your payment terms? (i.e. Net 30 day?)

Net 30

3. Please provide a current gas and (or) diesel invoice See Attached

4. Please provide tabulations from your most current fuel bid No current fuel bid

5. Please provide a current gas and (or) diesel Bill of Lading See attached

6. Please provide site delivery information (i.e. physical address, delivery hours/days of week)

7. Please provide tank size for each location

8. Please provide tank type for each location (i.e. above or below ground storage) See Above

9. Please provide estimated annual usage for each location For 2025:

Central Ops Facility-760k gals SWS Wilders Grove-360k gals Northeast Remote Ops Facility-258k gals Heavy Equipment (New Bern Ave)-122k gals Pub. Utilities (Lake Woodard Dr)-78k gals Marsh Creek (PRCR)-45k gals NRRRF-47k gals

10. What is the anticipated award date?

TBD

11. What is the anticipated Contract start date?

See Above

12. What is the anticipated Contract term length?

Three years with two option years

13. Is there a local preference for this bid?

No

14. Will Federal Environmental Recovery Fee, Federal LUST, and miscellaneous county taxes/fees be included in price differential or shown as a separate line item on invoice?

Please separate all taxes and fees as separate lines

15. What types of gasoline do you currently use?

Unleaded (E10)

16. What types of diesel do you currently use?

On Road / Off Road and DEF

17. How would you like to be priced? Cost +, OPIS based?

Weekly OPIS Raleigh/Apex, Gross Contract Average Estimated weighted average freight by product and truck type Pump Fee (if applicable): $Cost Split Fee (if applicable): $Cost Min Freight (if applicable): $Cost Demurrage at Customer Site (if applicable): $Cost

18. If OPIS pricing do you want Contract, EOD, or Calendar, Average or Low?

Gross Contract Average

19. Do you want to be priced off a specific OPIS city?

Raleigh/Apex

20. Do you want to be billed off Net or Gross Gallons?

Gross

21. Do you need additive?

DEF, any other additives can be priced per gallon/mixing

22. If yet, should additive be included in the price or line itemed on invoices?

Yes

23. Do you want pricing for Renewable Diesel?

Yes

24. Do you pay with credit cards or ACH/check payments?

ACH/check payments

25. Are there any e-procurement fees that would apply to this solicitation?

No

26. What kind of electric vehicle supply equipment will you need?

Level 2 and DCFC chargers and related equipment

27. Your Cost Proposal Form is vague; how do you intend to evaluate bids if each vendor submits a different style of pricing?

Pricing information has been laid out in above questions

George Francis Senior Fleet Analyst

SIGN BELOW AND RETURN THIS ADDENDUM WITH YOUR PROPOSAL.

Proposer Name & Company: _____________________________ Date: __________

Signature: ____________________________ Title: ___________________________