RFQ# 436547 - Fleet Fuel Card Management.pdf

PWA Fleet Fuel Card and Fuel Management Services 405.00 – RFQ# 436547

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OFFICE OF THE CITY ADMINISTRATOR

Betsy Lake, Interim City Administrator

REQUEST FOR QUOTATIONS (RFQ)

For

PWA FLEET FUEL CARD AND FUEL MANAGMENT SERVICES

405.00

RFQ # 436547

Questions Due: Friday, November 13, 2026, by 2:00 PM by email to the Procurement Buyer.

It is the Contractor’s responsibility to ensure that the email has been received. Any addendum that materially changes the RFQ solicitation shall be issued no less than 72 hours before the proposal deadline unless the deadline is extended by said addendum.

Bid Proposals Due: Wednesday, November 18, 2026, by 2:00 PM. Bid Proposals not transmitted or received by the Office of the City Clerk by the deadline will be returned unopened.

iSupplier will not allow late submittals and therefore please allow time to log in, create a response, and upload your Proposal. Email submittals will not be accepted. Questions regarding online submittal through iSupplier must be directed to isupplier@oaklandca.gov to the attention of Purchasing Administrator.

mailto:isupplier@oaklandca.gov

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RFQ Specifications:

The City of Oakland Public Works Department, Equipment Services Division, provides comprehensive fleet management, maintenance, repair, fueling, and operational support for the City's diverse fleet of vehicles and equipment. Equipment Services supports City departments that provide essential municipal and public safety services and is responsible for maintaining the availability, reliability, accountability, and cost-effective operation of the City's fleet assets.

Contract Length / Option Years:

a) Base period of 2 years

Estimated Contract Value: $250,000

BID SPECIFICATIONS / SCOPE OF SERVICES

1. PURPOSE

The City of Oakland (“City”), Oakland Public Works Department, Equipment Services Division, is seeking qualified firms to provide a comprehensive fleet fuel card and fuel management program for City-owned and operated vehicles and equipment.

The intent of this solicitation is to establish a citywide fuel card program that provides the City with broad access to retail fueling locations; centralized account administration; vehicle level transaction controls; detailed electronic transaction data; fraud prevention and exception monitoring;

consolidated electronic invoicing; and reporting capabilities compatible with the City’s fleet management processes.

The resulting agreement is intended to supplement City-owned fueling infrastructure and provide fueling capability for vehicles operating away from City fueling sites, during emergencies, during temporary outages of City fueling facilities, and in other circumstances authorized by the City.

The City is seeking a solution comparable in functionality to major nationwide fleet fuel card programs. References to particular functionality are intended to establish minimum performance requirements and shall not be interpreted as requiring a specific manufacturer, processor, card network, or provider.

2. BACKGROUND

Oakland Public Works Equipment Services manages and supports a diverse municipal fleet consisting of passenger vehicles, light-duty trucks, medium- and heavy-duty trucks, emergency response vehicles, construction equipment, street maintenance equipment, specialty equipment, and other City-owned mobile assets.

The City requires a secure and administratively efficient method for purchasing authorized fuel and related products when City fueling facilities are unavailable or impractical.

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The City’s objectives include:

• Increasing fueling availability for City operations.

• Improving accountability for retail fuel purchases.

• Capturing accurate vehicle, mileage, fuel quantity, fuel type, location, date, time, and transaction-cost information.

• Reducing unauthorized purchases and fuel-card fraud.

• Providing centralized and decentralized administrative controls.

• Improving reconciliation of fuel transactions.

• Integrating retail fuel transaction information with the City’s fleet management information system.

• Providing emergency and business-continuity fueling capability.

• Maximizing rebates, discounts, and other financial benefits available to the City.

• Providing accurate information for fuel-consumption, cost, sustainability, and operational reporting.

3. CONTRACT SCOPE

The Contractor shall provide all systems, services, cards, account management, implementation assistance, technical support, transaction processing, reporting, data transmission, and related services necessary to operate a comprehensive fleet fuel card program.

Services shall include, at minimum:

1. Fleet fuel cards.

2. Driver identification/PIN management.

3. Vehicle-specific account controls.

4. Fuel purchasing controls.

5. Nationwide merchant acceptance.

6. Online account administration.

7. Real-time or near-real-time transaction visibility.

8. Fraud detection and transaction alerts.

9. Electronic invoicing.

10. Electronic transaction-data transmission.

11. Fleet-management-system data compatibility.

12. Reporting and analytics.

13. Card replacement and account maintenance.

14. Customer and emergency support.

15. Tax reporting and tax-exemption administration, when applicable.

16. Implementation and training.

17. Emergency/business-continuity services.

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4. CARD REQUIREMENTS

The Contractor shall provide physical and, where available, secure digital fleet fuel cards.

Cards shall preferably be assigned to a specific City vehicle or equipment asset rather than an individual employee.

At minimum, the system shall support identification of:

• City vehicle/equipment asset number;

• card number;

• PIN;

• department or organizational unit;

• vehicle class or fuel type; and

• account/cost center.

The City shall have the ability to activate, suspend, terminate, replace, and modify cards through an online administrative system.

The Contractor shall describe all fees associated with:

• Initial cards;

• replacement cards;

• lost or stolen cards;

• expedited delivery;

• account establishment;

• account maintenance; and

• card termination.

Preference may be given to solutions that provide these services without additional card or administrative fees.

6. ODOMETER / HOUR-METER CAPTURE

The system shall require entry of an odometer reading, hour-meter reading, or other City-defined meter value at the point of sale when technically supported by the merchant network.

The system should identify potentially invalid meter entries including:

• Mileage lower than the previous transaction;

• excessive mileage increases;

• repeated identical mileage;

• implausible miles between fueling events; and

• other user-defined exceptions.

The Contractor shall describe its capability to validate mileage and generate exception reports.

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7. FUEL TYPES

The system shall support purchases of fuels required by the City’s fleet, including, as applicable:

• Regular unleaded gasoline;

• mid-grade gasoline;

• premium gasoline when specifically authorized;

• diesel;

• renewable diesel;

• biodiesel;

• E85;

• compressed natural gas (CNG);

• renewable natural gas (RNG);

• propane/autogas;

• DEF;

• electric vehicle charging; and

• other alternative fuels that may become necessary during the contract term.

The Contractor shall identify which fuel types can be restricted at the individual vehicle/card level.

8. PRODUCT RESTRICTIONS

The City shall have the ability to restrict cards to authorized products.

Unless otherwise authorized by the City, cards shall be configured as fuel-only.

The system shall be capable of preventing or restricting purchases including:

• Food and beverages;

• tobacco products;

• alcohol;

• lottery products;

• gift cards;

• cash advances;

• personal merchandise;

• car washes;

• convenience-store merchandise;

• vehicle parts;

• maintenance services; and

• other non-fuel purchases.

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The City may establish separate card profiles authorizing additional products or services for designated vehicles or departments.

9. TRANSACTION CONTROLS

The City shall have the ability to establish configurable purchasing controls, including:

• Maximum dollar amount per transaction;

• maximum gallons per transaction;

• number of transactions per day;

• daily spending limit;

• weekly spending limit;

• monthly spending limit;

• fuel type;

• merchant category;

• geographic restrictions;

• day-of-week restrictions;

• time-of-day restrictions;

• vehicle-specific restrictions; and

• driver-specific restrictions.

Administrative personnel shall be capable of changing limits without requiring issuance of a replacement card whenever technically feasible.

10. FRAUD PREVENTION AND EXCEPTION MANAGEMENT

The Contractor shall provide an automated fraud-prevention and exception-management system.

The system should identify potentially suspicious transactions, including:

• Multiple transactions within an unreasonable period;

• transactions exceeding vehicle fuel-tank capacity;

• incorrect fuel type;

• excessive gallons;

• transactions occurring outside authorized times;

• purchases outside authorized geographic areas;

• repeated declined transactions;

• unusual transaction frequency;

• transactions inconsistent with historical usage;

• suspected card cloning or compromise;

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• fuel purchases while the associated vehicle is otherwise identified as unavailable, when supported through system integration; and

• other configurable transaction exceptions.

The City shall be capable of receiving automated alerts by email, text message, dashboard notification, or another City-approved method.

The Contractor shall describe any enhanced fraud-detection technologies available.

11. MERCHANT NETWORK

The Contractor shall provide a broad retail fueling network suitable for municipal operations.

Bidders shall provide:

• Number of participating fueling locations nationwide;

• number of participating locations within California;

• number of participating locations within Alameda County;

• number of participating locations within Oakland;

• network coverage within the greater San Francisco Bay Area; and

• a searchable electronic fueling-location directory.

The City prefers a network that is not restricted to a single petroleum brand.

The Contractor shall identify any major fuel brands or merchant networks where its card is not accepted.

12. 24-HOUR FUEL AVAILABILITY

The Contractor shall identify fueling locations available 24 hours per day, seven days per week.

Because City operations include emergency response, public safety, public works, and other continuous operations, the availability of 24-hour fueling shall be an important evaluation consideration.

13. ONLINE FLEET MANAGEMENT PORTAL

The Contractor shall provide a secure web-based administrative portal.

Authorized City personnel shall be able to:

• View transactions;

• search transactions;

• dispute transactions;

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• activate/deactivate cards;

• modify purchasing controls;

• manage drivers;

• manage vehicles;

• establish organizational hierarchies;

• download transaction data;

• generate reports;

• review declined transactions;

• establish alerts;

• review invoices;

• monitor account activity; and

• export data.

The system shall support multiple City administrators with role-based security permissions.

14. ASSETWORKS / FMIS DATA COMPATIBILITY

The City utilizes a Fleet Management Information System (FMIS) for fleet assets, maintenance, fuel, and cost management.

The Contractor shall provide electronic transaction data in a format capable of being imported into AssetWorks or another City-designated fleet management system.

At minimum, transaction data shall contain where available:

• City asset/unit number;

• card number;

• transaction date;

• transaction time;

• merchant name;

• merchant address/location;

• merchant identification number;

• fuel product/type;

• gallons or applicable fuel quantity;

• price per gallon/unit;

• gross transaction amount;

• taxes;

• discounts;

• rebates;

• net transaction amount;

• odometer/hour-meter reading;

• authorization number;

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• transaction status; and

• other standard fleet transaction fields.

Acceptable transfer methods may include:

• Secure File Transfer Protocol (SFTP);

• API;

• scheduled electronic data feed;

• CSV;

• fixed-width file;

• XML;

• JSON; or

• another City-approved format.

The successful Contractor shall work with City staff and the City’s FMIS provider, as necessary, during implementation and testing.

The Contractor shall identify any one-time or recurring integration fees separately.

15. REPORTING

The system shall provide standard and customizable reports including, at minimum:

• Fuel purchases by vehicle;

• fuel purchases by department;

• gallons purchased;

• fuel cost;

• cost per gallon;

• transactions by merchant;

• transactions by fueling location;

• transactions by fuel type;

• mileage;

• miles per gallon;

• exception transactions;

• declined transactions;

• unauthorized purchase attempts;

• card activity;

• inactive cards;

• tax information;

• discounts;

• rebates;

• alternative-fuel consumption; and

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• monthly, quarterly, and annual expenditure summaries.

Reports shall be exportable into commonly used formats including Microsoft Excel and CSV.

16. ELECTRONIC INVOICING

The Contractor shall provide consolidated electronic invoices.

Invoices shall provide sufficient details for City staff to reconcile charges by:

• Vehicle;

• department;

• organizational unit;

• cost center;

• transaction;

• merchant;

• fuel type; and

• billing period.

The Contractor shall describe available billing cycles and electronic payment methods.

17. TAXES AND TAX EXEMPTIONS

The Contractor shall identify all federal, state, and local taxes included in transactions and invoices.

The system shall separately identify applicable taxes whenever transaction data permits.

The Contractor shall support applicable governmental tax-exemption procedures and provide documentation necessary for the City to claim available exemptions, credits, or refunds.

18. DISCOUNTS AND REBATES

Bidders shall disclose all available:

• Per-gallon discounts;

• merchant discounts;

• volume discounts;

• monthly rebates;

• quarterly rebates;

• annual rebates;

• prompt-payment discounts; and

• other financial incentives.

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Rebate calculations shall clearly identify applicable purchase volumes and thresholds.

Bidders shall state whether rebates are based upon:

• Gallons purchased;

• total dollar expenditure;

• transaction volume; or

• another methodology.

Rebates shall not limit the City’s ability to obtain the lowest available retail fuel price.

19. EMERGENCY AND BUSINESS CONTINUITY

The Contractor shall provide a Business Continuity and Emergency Fueling Plan.

The plan shall address:

• Natural disasters;

• earthquakes;

• wildfires;

• power outages;

• telecommunications outages;

• fuel shortages;

• cybersecurity incidents;

• merchant-network outages;

• card-processing outages; and

• other events affecting normal fueling operations.

The Contractor shall describe procedures available to maintain fueling access during emergency conditions.

The Contractor shall also describe its ability to temporarily modify card limits or controls for designated emergency-response vehicles.

20. CUSTOMER SERVICE

The Contractor shall provide customer support 24 hours per day, seven days per week for urgent card and fueling issues.

The Contractor shall provide a designated account representative for routine City account management.

Support shall include:

• Lost/stolen card reporting;

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• card activation;

• declined transaction assistance;

• fraud reporting;

• disputed transactions;

• billing questions;

• technical assistance; and

• emergency fueling assistance.

21. IMPLEMENTATION

The successful Contractor shall provide an implementation plan.

Implementation shall include, as applicable:

1. Project kickoff.

2. Account configuration.

3. Organizational hierarchy configuration.

4. Vehicle data import.

5. Card production.

6. PIN/driver-ID configuration.

7. purchasing-control configuration.

8. FMIS/data-feed configuration.

9. testing.

10. administrator training.

11. end-user instructions.

12. card distribution support.

13. go-live support.

14. post-implementation review.

Bidders shall provide their anticipated implementation schedule.

22. TRAINING

The Contractor shall provide training for City administrators.

Training shall address:

• Account administration;

• card management;

• transaction controls;

• reporting;

• fraud monitoring;

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• dispute management;

• billing;

• data exports; and

• emergency procedures.

Electronic training materials and user guides shall be provided at no additional cost.

23. CYBERSECURITY AND DATA PROTECTION

The Contractor shall maintain commercially reasonable security controls appropriate for financial transaction processing.

Bidders shall describe:

• Encryption practices;

• access controls;

• multifactor authentication;

• role-based permissions;

• cybersecurity incident response;

• data backup;

• disaster recovery;

• data retention;

• breach-notification procedures; and

• applicable payment-card security certifications.

The Contractor shall promptly notify the City of confirmed security incidents affecting City information or accounts in accordance with contractual and legal requirements.

24. SERVICE LEVEL REQUIREMENTS

The Contractor shall provide performance standards addressing:

• System availability;

• transaction authorization;

• customer-service response;

• lost/stolen card cancellation;

• replacement-card delivery;

• data-feed availability;

• invoice accuracy;

• fraud investigation; and

• dispute resolution.

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Bidders shall identify their standard service-level commitments.

25. OPTIONAL EV CHARGING CAPABILITY

The City is transitioning portions of its fleet to zero-emission vehicles.

Bidders should describe any capability to provide:

• Public EV charging access;

• integrated fuel and EV payment cards;

• charging-network roaming;

• vehicle-level EV charging controls;

• charging transaction reporting;

• kWh consumption;

• charging location;

• charging duration;

• cost per kWh;

• session cost; and

• consolidated fuel and charging reporting.

EV charging capability may be evaluated as a desirable feature and need not be mandatory unless otherwise stated by the City.

26. SUSTAINABILITY REPORTING

The Contractor should provide reporting sufficient to assist the City in measuring:

• Gasoline consumption;

• diesel consumption;

• renewable diesel consumption;

• CNG/RNG consumption;

• alternative-fuel consumption;

• EV charging consumption;

• greenhouse-gas-related fuel data; and

• changes in fuel consumption over time.

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27. CONTRACTOR QUALIFICATIONS

Bidders shall demonstrate experience providing fleet fuel card services to governmental or large fleet customers.

The proposal shall include:

• Years in business;

• years providing fleet fuel card services;

• number of fleet customers;

• number of governmental fleet customers;

• transaction-processing capabilities;

• merchant-network information;

• customer-service structure;

• implementation experience;

• cybersecurity capabilities; and

• at least three comparable customer references, preferably public agencies.

28. PRICING

Bidders shall complete the City’s pricing schedule.

All potential fees shall be disclosed.

The City shall not be responsible for charges that are not identified in the proposal and incorporated into the resulting agreement.

Pricing shall identify:

Pricing Component Bidder Response Account setup fee $_____

Monthly account fee $_____

Card issuance fee $_____

Replacement card fee $_____

Expedited card fee $_____

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Pricing Component Bidder Response Transaction fee $_____

Network fee $_____

Reporting fee $_____

Online portal fee $_____

Data-feed fee $_____

API/integration fee $_____

Implementation fee $_____

Training fee $_____

Other recurring fees $_____

Other one-time fees $_____

Fuel discount _____¢/gal

Rebate – gasoline _____¢/gal or _____%

Rebate – diesel _____¢/gal or _____%

Other rebate __________

Prompt-payment discount __________

29. TECHNICAL RESPONSE MATRIX

Bidders shall identify each requirement as:

C – Comply P – Partially Comply N – Does Not Comply O – Optional/Additional Cost

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The City may require bidders to demonstrate system functionality during proposal evaluation.

Key capabilities to be evaluated shall include:

• Nationwide acceptance;

• Bay Area fueling coverage;

• 24/7 fueling availability;

• vehicle-specific cards;

• unique driver PINs;

• odometer capture;

• fuel-type controls;

• transaction-dollar controls;

• gallon limits;

• transaction-frequency controls;

• product restrictions;

• real-time transaction visibility;

• fraud alerts;

• exception reporting;

• electronic invoices;

• AssetWorks-compatible transaction data;

• automated data feeds;

• configurable reports;

• tax reporting;

• rebates/discounts;

• online card administration;

• 24/7 customer support;

• emergency fueling;

• EV charging capability; and

• cybersecurity controls.

30. PROPOSED EVALUATION CRITERIA

The City may evaluate proposals using the following structure:

Evaluation Category Points Technical Solution and Fuel Card Capabilities 25 Merchant Network and Fueling Availability 15 Security, Controls and Fraud Prevention 15 Reporting, Data and FMIS Integration 15 Pricing, Fees, Discounts and Rebates 15 Implementation, Support and Account Management 10

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Evaluation Category Points Emergency/Business Continuity Capabilities 5

TOTAL 100

The City reserves the right to modify the evaluation methodology in the final solicitation.

31. IMPORTANT PROCUREMENT REQUIREMENT – TRANSACTION

DATA OWNERSHIP

All City fleet transaction information generated under the contract shall remain available to the City in a commercially reasonable, non-proprietary electronic format.

Upon contract expiration or termination, the Contractor shall provide the City with a complete electronic export of City transaction history and other City-owned account information.

The Contractor shall not restrict the City’s ability to transfer its fleet transaction information to another fuel-card provider, financial system, fleet management system, or data warehouse.

32. CONTRACT TRANSITION

Upon expiration or termination of the agreement, the Contractor shall cooperate with the City and any successor contractor to ensure continuity of fueling operations.

Transition assistance shall include:

• Final transaction-data export;

• outstanding transaction reconciliation;

• final invoice reconciliation;

• card deactivation;

• dispute resolution;

• rebate reconciliation; and

• reasonable coordination with the successor provider.

Fueling capability shall not be discontinued without advance notice consistent with the resulting agreement.

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33. CITY’S INTENT

The City’s objective is to establish a secure, flexible, auditable, and cost-effective fleet fuel card program capable of supporting normal municipal operations and emergency operations while providing Equipment Services and participating City departments with comprehensive control and visibility over retail fuel expenditures.

The successful solution should minimize administrative workload, reduce opportunities for misuse, provide comprehensive transaction data, integrate efficiently with the City’s fleet-management environment, and provide broad fueling access for the City’s diverse fleet.

Locations/Facilities:

b) Heavy Equipment Shop 5050 Coliseum Way, Oakland, CA 94601

c) Light Equipment Shop 7101 Edgewater Drive Bldg. #5, Oakland, CA 94621

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RFQ Documents:

Contractors who wish to participate in the RFP/RFQ process are asked to register in iSupplier to receive addenda(s), updates, announcements, and notifications of contracting opportunities. We recommend updating your firm’s primary email address regularly and periodically confirming that the “Products and Services” section fully represents the scope of products and services provided.

If you have any questions, please email isupplier@oaklandca.gov.

For further information and detailed iSupplier registration instructions, please visit the following link: https://www.oaklandca.gov/services/register-with-isupplier. Free copies of the RFP/RFQ documents and Addenda are available in iSupplier. Hardcopies will NOT be available for purchase from the City.

1. iSupplier Registration/Login https://www.oaklandca.gov/services/register-with-isupplier. New registrants can email isupplier@oaklandca.gov for registration instructions. Allow 3 working days for approval to access bid documents through iSupplier. Additional Opportunities may be found at:

https://www.oaklandca.gov/resources/citys-contracting-opportunities.

1. iSupplier user guides: https://www.oaklandca.gov/documents/isupplier-user-guides

2. iSupplier Plan Holders List:

https://www.oaklandca.gov/services/active-closed-opportunities

It is the responsibility of each prospective proposer to download and print all RFP/RFQ documents, including any addenda, and to verify the completeness of their printed documents before submitting a proposal. The City does not warrant, represent, or guarantee the accuracy or completeness of any bid documents and/or information retrieved from other sources. The City is not responsible for any loss or damage including, but not limited to, time, money, or goodwill arising from errors, inaccuracies, or omissions in any RFP/RFQ documents and/or information obtained from other sources. It is each prospective proposer’s responsibility to check the site for submittal deadline and for any applicable addenda or updates.

Contact Information:

Procurement Buyer: John Lansangan at jlansangan@oaklandca.gov, 510-238-6745

Department Contact: Erica Vazquez Evazquez@oaklandca.gov, 510-615-5491

Office of the City Clerk: Nai Phan, Administrative Analyst One Frank H. Ogawa Plaza, 1st Floor Oakland, CA 94612 510-238-6833 mailto:isupplier@oaklandca.gov https://www.oaklandca.gov/services/register-with-isupplier https://www.oaklandca.gov/services/register-with-isupplier mailto:isupplier@oaklandca.gov https://www.oaklandca.gov/resources/citys-contracting-opportunities https://www.oaklandca.gov/documents/isupplier-user-guides https://www.oaklandca.gov/services/active-closed-opportunities mailto:jlansangan@oaklandca.gov, mailto:Evazquez@oaklandca.gov