Supply_Delivery_of_Unleaded_Gas,_Renewable_Diesel,_Neste-MY_Renewable_Diesel,_and_Fuel_Card_Usage_(Addendum_#1_Revision).pdf

REQUEST FOR QUOTATION

26-046

SUPPLY/DELIVERY OF UNLEADED GAS, RENEWABLE DIESEL,

NESTE-MY RENEWABLE DIESEL, AND FUEL CARD USAGE

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: May 26, 2026

DEADLINE FOR QUESTIONS: June 8, 2026

RESPONSE DEADLINE: June 30, 2026, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/hayward-ca https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Hayward

REQUEST FOR QUOTATION

Supply/Delivery of Unleaded Gas, Renewable Diesel, Neste-MY

Renewable Diesel, and Fuel Card Usage

I. Introduction II. Project Details

III. Scope of Work IV. Submission Format V. Evaluation Phases

VI. Pricing Proposal VII. Vendor Questionnaire

Attachments:

A - General Provisions

B - 3.6A & 3.11B Invoice Template

C - 3.15C Invoice Template

D - Text File PDF

E - Contract Bonds

F - Non-Collusion Affidavit

G - Nondiscriminatory Affirmative Action Cert Statement

H - Non-nuclear

Request For Quotation #26-046 Title: Supply/Delivery of Unleaded Gas, Renewable Diesel, Neste-MY Renewable Diesel, and Fuel Card Usage

1. Introduction

1.1. Summary

The City of Hayward is seeking an experienced and qualified contractor who is specially trained, experienced, and competent to perform fueling services in accordance with the terms, conditions, and specifications contained in this Request for Quote (RFQ).

The City of Hayward is accepting electronic bid submissions. Bidders shall create a FREE account with

OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

https://procurement.opengov.com/portal/hayward-ca

1.2. Background

With a population currently estimated at 158,937, Hayward is the third largest city in Alameda

County. The city area includes sixty-one square miles lying between the eastern shore of the San

Francisco Bay and the southern Oakland-Berkeley Hills.

The Mayor is directly elected to a four-year term of office and serves as a voting member and the presiding officer of the City Council. The City Council includes six other members, each of whom is elected at-large to overlapping four-year terms. The Mayor and City Council serve as the legislative and policy-making body of the City government and appoint a City Manager, a City Clerk, and a City

Attorney.

The City Manager is the City's chief executive officer and appoints all other City staff. The City Manager is responsible for the daily administration of the City government and provides overall direction to all

City departments.

Hayward provides a full range of services to its residents including law enforcement; fire prevention and protection; paramedic services; housing and economic development; land use development services and regulations; community planning; libraries; street construction and maintenance; landscape maintenance services; transportation planning; and contracted curbside recycling and refuse collection.

In addition, the City operates and maintains facilities for water distribution, storm water, and sanitary sewer collection and disposal. The City also operates a general aviation airport, downtown parking facilities, a main and branch library, and a civic center. Park and recreation services are provided through partnership with the regional Hayward Area Recreational District (HARD), headquartered in the

City. Grounds and areas fully maintained by the City include City hall and Main Library grounds, Downtown on B Street, South Mission Blvd. Greenway, Medians on Jackson, Foothill, Mission, Harder, Tennyson, Industrial Pkwy, Hesperian, A Street, D Street, Winton, Orchard Roundabout.

1.3. Contact Information

Manny Grewal

Management Analyst

24505 Soto Rd https://procurement.opengov.com/signup https://procurement.opengov.com/portal/hayward-ca

Title: Supply/Delivery of Unleaded Gas, Renewable Diesel, Neste-MY Renewable Diesel, and Fuel Card Usage

Hayward, CA 94541

Email: manny.grewal@hayward-ca.gov

Phone: (510) 583-2139

Department:

MSD

Department Head:

Todd Rullman

Director of Maintenance Services

1.4. Timeline

Release Project Date May 26, 2026

Question Submission Deadline June 8, 2026, 4:00pm

Question Response Deadline June 15, 2026, 4:00pm

Proposal Submission Deadline June 30, 2026, 4:00pm

Finalist interviews (if necessary) July 6, 2026

Finalists may be invited to an interview (either in-person or virtually). The interview can consist of:

clarifying questions about submission, follow-up questions about submission, a walk-through of operations, demonstration of online platform, etc.

Selection of Firm or Individual (Tentative) August 18, 2026 mailto:manny.grewal@hayward-ca.gov tel:(510)583-2139

Title: Supply/Delivery of Unleaded Gas, Renewable Diesel, Neste-MY Renewable Diesel, and Fuel Card Usage

2. Project Details

2.1. Important Instructions for Electronic Submittal

The City of Hayward is accepting electronic bid submissions. Bidders shall create a FREE account with

OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

2.2. Communication Regarding this RFQ

All communication from prospective proposers regarding this RFP must be submitted in the Question &

Answer portal within the City's project posting. Please submit each question SEPARATELY. Questions not submitted separately will be rejected. Communication by telephone or in person will not be accepted. Attempts by or on behalf of a prospective or existing vendor to contact or to influence any member of the selection committee, any member of the City Council, or any employee of the City of

Hayward with regard to the acceptance of a proposal may lead to elimination of that vendor from further consideration.

2.3. Protest

Should any proposer question or protest the award of the contract, such question or protest must be furnished in writing to the Purchasing Manager within three (3) calendar days after the City notifies all proposers of its intent to award. Such submittal must fully explain the basis of the objection supported by all relevant information facts and details. Letter must be signed by an authorized representative stating specific reason(s) for the protest including all relevant facts (law, rule, regulation, and criteria).

Questions or protests not furnished in writing as prescribed will not be accepted.

https://procurement.opengov.com/signup https://procurement.opengov.com/portal/hayward-ca/projects/254806

Title: Supply/Delivery of Unleaded Gas, Renewable Diesel, Neste-MY Renewable Diesel, and Fuel Card Usage

3. Scope of Work

3.1. Overview

The City desires to award a five (5) year contract(s) to the successful bidder(s) that can provide the following services:

A. Supply and deliver bulk unleaded gasoline and renewable diesel at specified City locations

B. Supply and deliver bulk Neste-MY (NM) renewable diesel at specified City locations

C. Supply fuel card usage and related online management platform/services

D. All three desired services specified in A-C above

The specific scopes of work for Items A-D are described below.

3.2. A) Supply and Delivery of Fuel

The City desires to award a five (5) year contract to the successful bidder(s) that will supply and deliver bulk unleaded gasoline and renewable diesel at specified City locations. This RFQ relates to unleaded gas and diesel storage tanks but generator tanks are provided below for awareness and on special, emergency needed-basis. Sections 3.2A-3.6A elaborate more.

City Facility Address Storage Tank Capacity Average Monthly Consumption

Corporation Yard (Corp Yard) 24505 Soto Rd, 94541 N/A N/A

Fire Station 1 (FS1) 22700 Main St, 94541 3,000 gallon - Diesel

3,000 gallon - Unleaded gas

900 gallons - Diesel

4,000 gallons - Unleaded gas

Fire Station 2 (FS2) 360 West Harder Rd, 94544 1,000 gallon - Diesel 350 gallons - Diesel

Fire Station 3 (FS3) 31982 Medinah St, 94544 500 gallon - Diesel 250 gallons - Diesel

Fire Station 4 (FS4) 27836 Loyola Ave, 94545 500 gallon - Diesel

500 gallon - Diesel (generator)

150 gallons - Diesel

Fire Station 5 (FS5) 28595 Hayward Blvd, 94542 1,000 gallon - Diesel 150 gallons - Diesel

Fire Station 6/Fire Training Center

(FS6/FTC)

1401 W Winton Ave, 94545 6,000 gallon - Diesel

80 gallon - Diesel (generator)

2,000 gallon - Unleaded gas

400 gallons - Diesel

100 gallons - Unleaded gas

Title: Supply/Delivery of Unleaded Gas, Renewable Diesel, Neste-MY Renewable Diesel, and Fuel Card Usage

Fire Station 7 (FS7) 28270 Huntwood Ave, 94544 1,500 gallon - Diesel

380 gallon - Diesel (generator)

500 gallon - Unleaded gas

600 gallons - Diesel

250 gallons - Unleaded gas

Fire Station 8 (FS8) 25862 Five Canyons Parkway, 94552

1,000 gallon - Diesel 200 gallons - Diesel

Water Resource Recovery Facility

(WPCF/WRRF)

3700 Enterprise Ave, 94545 1,000 gallon - Diesel

8,000 gallon - Diesel (generator)

1,000 gallon - Unleaded gas

200 gallons - Diesel

100 gallons - Unleaded gas

3.3. A) Technical Specifications

All fuel should be drop-in replacement. Fuel provided should follow the below specifications:

1) Regular Unleaded Gasoline

• Octane Rating of 87 which shall be determined by using R+M/2 Method.

• Shall meet or exceed with the latest requirements of the State of California specifications including, Bay Area Air Quality Management District (BAAQMD) California Air Resources Board

(CARB), American Society of Testing Materials (ASTM) D418151, Federal and local governments as well as fuel industry laws, codes, requirements, standards, and guidelines currently in force and any of those put into force during the contract lifespan.

• Shall meet or exceed California Code of Regulations (CCR) Title 13 Division 3 Chapter 5-5.1 sections 2250 – 2299.5.

2) Renewable Diesel Fuel (CLEAR)

• a) Renewal Diesel R99 (or R100) - CLEAR b) Renewal Diesel must comply with California Code of

Regulations (CCR) §95480-§95490 which defines Renewable diesel fuel must be produced from nonpetroleum renewable resources but is not a mono-alkyl ester. Please note that the City is an end user and will not assume the role of “regulated party."

• Must meet or exceed the California Air Resources Board (CARB) Ultra Low Sulfur No 2 specifications as set by California Code of Regulations (CCR) Title 13, Division, Division 3, Chapter

5, Article 2, Section 2281 (sulfur content)

• All renewable diesel fuel sold for vehicular use in California must meet or exceed a 15-ppm maximum sulfur limit (Ultra Low) in addition to meeting all the current low aromatics CARB diesel specifications as set by California Code of Regulations (CCR) Title 13, Division, Division 3, Chapter 5, Article 2, Section 2282 (aromatic hydrocarbon).

Title: Supply/Delivery of Unleaded Gas, Renewable Diesel, Neste-MY Renewable Diesel, and Fuel Card Usage

• Must meet or exceed the requirements as set by the American Society of Testing Materials

(ASTM) ASTM D975.

Quality, Warranty, and Testing

Fuel shall not deteriorate in ordinary storage and shall not form excessive gum, resin, or deposits without the use of any additives for a minimum of five years.

Bidder shall provide petroleum fuels of such quality as to be equal to or better than other commercial customers and carry the same fuel warranty. Fuels will be processed to meet all Federal and State standards. If fuel is found to be of poor quality and interferes with the operating of City equipment or is delivered to an incorrect tank, the vendor shall remove the fuel the same day and replace it at no cost to

City.

The City may, at any time, take random samples of the delivered fuel and conduct independent 3rd party tests to determine quality of fuel. If findings from the samples do not conform to the technical specifications, as set by the ASTM testing methods or within the CCR for Unleaded and Renewable Fuel, shall be considered as a breach of contract and may be subject to refund(s) or termination.

3.4. A) Delivery

Fuel site deliveries will include a combination of filling tanks and all deliveries must be City approved.

The City reserves the right to add locations or discontinue service to existing locations without any additional charges or change in the bid price structure.

All delivery vehicle and its equipment must conform with all applicable Federal, State and Local laws. It is required by law that all hazardous materials must be identified and be accompanied with a “Safety

Data Sheet” (SDS) at the delivery site.

Estimated Delivery and Expenditure

The quantities contained within this bid are estimates only based on historical data. The City will order fuel based on actual quantities needed. Bidder must have the capability of delivering fuels in accordance with the technical specifications. Historically, the City expends $1,000,000 annually. There is no guarantee will be reached or exceeded. Bidder agrees to furnish more or less at the unit prices quoted in accordance with actual requirements throughout the contract period.

Delivery Times

The City will typically place fuel delivery orders on Monday mornings. Vendor shall make delivery to all locations during regular business hours, excluding holidays, Monday through Friday, 7:00 AM to 3:00 PM within the business week the order was placed. In the event that orders are placed after Monday afternoons, deliveries will be made within the calendar week. Deliveries can occur on weekends upon approval by the appropriate City staff.

All documents, i.e., packing slip and daily rack sheet will be furnished to the City at the time of delivery and must be approved (signed) by an authorized person. The City will not accept any delivery without a copy of the daily rack sheet.

Title: Supply/Delivery of Unleaded Gas, Renewable Diesel, Neste-MY Renewable Diesel, and Fuel Card Usage

Bidder will be required to have the ability to fuel both above and underground storage tanks (AST &

UST) and meet City requirements in addition to any other commitments the bidder may have. Bidder will be required to have the ability to pump fuel into AST's, UST's, and Mobile Fuel Trucks.

Fuel Spills

In an event of a fuel spill, the supplier shall be responsible for any damage or citations which may be incurred as a result of any fuel spilt during the delivery process. Drivers are to report any spills on the

City's property immediately to Fleet Manager or Fleet Supervisor. Likewise, the supplier will notify the appropriate entities per CA law.

Emergency Deliveries

For emergency deliveries, state of emergency, and other types of declared emergency, it is expected that vendor shall deliver any emergency fill order placed by the City within four (4) hours of the time order is placed with no additional cost to the City.

3.5. A) Pricing and Taxes

Pricing

Prices are to be based on the published OPIS (Oil Price Information Service) per gallon +/- an adjustment. Bidder shall calculate the adjustment to the price on a per gallon basis for the OPIS information as listed below for each line item required in the Bid Form. The price shall be FOB

Destination (delivered), based on the previous day’s 10:00 AM Average Rack Price plus the adjustment

(markup or markdown) for the quantities listed on the Bid Form. Fuel delivered shall be the information as listed below following the OPIS price which takes price movements from 10:00 AM to 10:00 AM the following day, as published below:

1) Regular Unleaded Gasoline OPIS Pricing Requirement:

• Location Reference and Price Type: San Francisco CA, RACK AVG

• OPIS Report Reference: OPIS Gross CARFG Ethanol (10%) Prices with CAR Cost.

2) Renewal Diesel OPIS Pricing Requirement:

• Location Reference and Price Type: San Francisco CA, RACK AVG

• OPIS Report Reference: OPIS Gross CARB Ultra Low Sulfur Distillate Prices with CAR Cost.

Taxes

For the purpose of this bid only, any Federal or State of California fees and taxes shall be excluded. The price shall be OPIS plus any markup or markdown. However, at the time of purchase/delivery all current

Federal and California fees and taxes shall be added to the final price paid per gallon of fuel delivered.

State sales tax and all other applicable taxes shall be added to the invoice after receipt of product. Sales tax rate for the City at the time of this RFQ is 10.75% (Do not add taxes in your unit cost for this bid).

Title: Supply/Delivery of Unleaded Gas, Renewable Diesel, Neste-MY Renewable Diesel, and Fuel Card Usage

The City is exempt from Federal Excise Tax. An exemption form may be issued to the successful bidder upon request.

3.6. A) Invoicing

Invoices should include the following:

• Site name and address

• Description of fuel

• Gross and net units (gallons)

• Unit price

• Grand Total

A separate invoice is needed for each location. A sample invoice is provided in Attachment B. The exact format can be different as long as the information listed above is included.

3.7. B) Supply and Delivery of NM Renewable Diesel

Currently, the City uses NM Renewable Diesel at the Fire Station locations. If appropriate, the City may choose to award a five (5) year contract to the successful bidder(s) that will supply and deliver NM renewable diesel at the Fire Stations (rather than that renewable diesel detailed in Part A).

3.8. B) Technical Specifications

NM provided should follow the below specifications:

• Renewal Diesel must comply with California Code of Regulations (CCR) §95480-§95490 which defines Renewable diesel fuel must be produced from nonpetroleum renewable resources but is not a mono-alkyl ester. Please note that the City is an end user and will not assume the role of

“regulated party."

• Must meet or exceed the California Air Resources Board (CARB) specifications as set by

California Code of Regulations (CCR) Title 13, Sections 2281-2285), and BAAQMD.

• Must meet or exceed the requirements as set by the American Society of Testing Materials

(ASTM) ASTM D975.

• Must be approved for use for major OEMs (Cummins, International, Ford, etc..)

• No biodiesel blends of renewable diesel shall be considered.

Quality, Warranty, and Testing

Fuel shall not deteriorate in ordinary storage and shall not form excessive gum, resin, or deposits without the use of any additives for a minimum of five years.

Bidder shall provide petroleum fuels of such quality as to be equal to or better than other commercial customers and carry the same fuel warranty. Fuels will be processed to meet all Federal and State

Title: Supply/Delivery of Unleaded Gas, Renewable Diesel, Neste-MY Renewable Diesel, and Fuel Card Usage standards. If fuel is found to be of poor quality and interferes with the operating of City equipment or is delivered to an incorrect tank, the vendor shall remove the fuel the same day and replace it at no cost to

City.

The City may, at any time, take random samples of the delivered fuel and conduct independent 3rd party tests to determine quality of fuel. If findings from the samples do not conform to the technical specifications, as set by the ASTM testing methods or within the CCR for Unleaded and Renewable Fuel, shall be considered as a breach of contract and may be subject to refund(s) or termination.

3.9. B) Delivery

Fuel site deliveries will include a combination of filling tanks and all deliveries must be City approved.

The City reserves the right to add locations or discontinue service to existing locations without any additional charges or change in the bid price structure.

All delivery vehicle and its equipment must conform with all applicable Federal, State and Local laws. It is required by law that all hazardous materials must be identified and be accompanied with a “Safety

Data Sheet” (SDS) at the delivery site.

Estimated Delivery and Expenditure

The quantities contained within this bid are estimates only based on historical data. The City will order fuel based on actual quantities needed. Bidder must have the capability of delivering fuels in accordance with the technical specifications. Historically, the City expends $1,000,000 annually. There is no guarantee this will be reached or exceeded. Bidder agrees to furnish more or less at the unit prices quoted in accordance with actual requirements throughout the contract period.

Delivery Times

The City will typically place fuel delivery orders on Monday mornings. Vendor shall make delivery to all locations during regular business hours, excluding holidays, Monday through Friday, 7:00 AM to 3:00 PM within the business week the order was placed. In the event that orders are placed after Monday afternoons, deliveries will be made within the calendar week. Deliveries can occur on weekends upon approval by the appropriate City staff.

All documents, i.e., packing slip and daily rack sheet will be furnished to the City at the time of delivery and must be approved (signed) by an authorized person. The City will not accept any delivery without a copy of the daily rack sheet.

Bidder will be required to have the ability to fuel both above and underground storage tanks (AST &

UST) and meet City requirements in addition to any other commitments the bidder may have. Bidder will be required to have the ability to pump fuel into AST's, UST's, and Mobile Fuel Trucks.

Fuel Spills

In an event of a fuel spill, the supplier shall be responsible for any damage or citations which may be incurred as a result of any fuel spilt during the delivery process. Drivers are to report any spills on the

City's property immediately to Fleet Manager or Fleet Supervisor. Likewise, the supplier will notify the appropriate entities per CA law.

Title: Supply/Delivery of Unleaded Gas, Renewable Diesel, Neste-MY Renewable Diesel, and Fuel Card Usage

Emergency Deliveries

For emergency deliveries, state of emergency, and other types of declared emergency, it is expected that vendor shall deliver any emergency fill order placed by the City within four (4) hours of the time order is placed with no additional cost to the City.

3.10. B) Pricing and Taxes

Pricing

Prices are to be based on the published OPIS (Oil Price Information Service) per gallon +/- an adjustment. Bidder shall calculate the adjustment to the price on a per gallon basis for the OPIS information as listed below for each line item required in the Bid Form. The price shall be FOB

Destination (delivered), based on the previous day’s 10:00 AM Average Rack Price plus the adjustment

(markup or markdown) for the quantities listed on the Bid Form. Fuel delivered shall be the information as listed below following the OPIS price which takes price movements from 10:00 AM to 10:00 AM the following day, as published below:

• Location Reference and Price Type: San Francisco CA, RACK AVG

• OPIS Report Reference: OPIS Gross CARB Ultra Low Sulfur Distillate prices with CAR Cost.

Taxes

For the purpose of this bid only, any Federal or State of California fees and taxes shall be excluded. The price shall be OPIS plus any markup or markdown. However, at the time of purchase/delivery all current

Federal and California fees and taxes shall be added to the final price paid per gallon of fuel delivered.

State sales tax and all other applicable taxes shall be added to the invoice after receipt of product. Sales tax rate for the City at the time of this RFQ is 10.75% (Do not add taxes in your unit cost for this bid).

The City is exempt from Federal Excise Tax. An exemption form may be issued to the successful bidder upon request.

3.11. B) Invoicing

Invoices should include the following:

• Site name and address

• Description of fuel

• Gross and net units (gallons)

• Unit price

• Grand Total

A sample invoice is provided in Attachment B. The exact format can be different as long as the information listed above is included.

Title: Supply/Delivery of Unleaded Gas, Renewable Diesel, Neste-MY Renewable Diesel, and Fuel Card Usage

3.12. C) Fuel Card

The City desires to award a five (5) year contract to the successful bidder(s) that will supply fuel cards and an online management account platform.

The City currently has 364 fuel cards that are available for staff use for Unleaded Gas (Octane 87 and 91) and Renewable Diesel.

As part of the bid submission, vendor will need to submit a list and map of accessible fueling locations within the City of Hayward. In addition, vendor will need to confirm the turnaround time for orders placed for new/replacement cards and the arrival of the physical card.

Sections 3.13C-3.15C elaborate more.

3.13. C) Online Account Management and Reporting

The City desires to have the following abilities through an online account management system:

• Order cards (new and replacement)

• Program cards (name/label)

• Make changes to cards

• Set limits to cards (ex: daily gallons, time limits, location limits)

• Cancel/deactivate cards

• View transactions by card

• Locate stations

• View billing information (previous bills, current bills, proof of payments)

• View, create, and download reports (usage reports, transaction reports, etc)

The vendor shall provide a biweekly transaction report that is compatible with the City's AssetWorks system. The City's current vendor provides a text-file. A PDF copy is provided as Attachment D.

3.14. C) Pricing and Taxes

The City does not currently pay any of the following fees:

• Monthly fee

• Out-of-network transaction fee

• Late payment fee

• Replacement fee

The pricing table includes space for these fees if they are part of the Bidder's submission.

Title: Supply/Delivery of Unleaded Gas, Renewable Diesel, Neste-MY Renewable Diesel, and Fuel Card Usage

The City is exempt from Federal Excise Tax. An exemption form may be issued to the successful bidder upon request.

3.15. C) Invoicing

Invoices should include the following:

• Card number

• Transaction dates

• Fueling site/location

• Fuel product

• Vehicle number

• Odometer Reading

• Units (gallons) and unit price

• Amount per transaction

• Subtotal by vehicle

• Grand total

A sample invoice is provided in Attachment C. The exact format can be different as long as the information listed above is included.

3.16. D) Items A-D Above

If available within the competitive market, the City may enter into a five (5) year contract with a vendor(s) to supply services in all sections described above (3.2A - 3.15C).

3.17. Desired Qualifications of Consultant/Contractor

The vendor(s) shall meet all US DOT, CA DOT, and HazMat requirements by law.

3.18. Prevailing Wage

All vendors bidding/quoting on Public Works-Prevailing Wage projects exceeding $15,000 for maintenance and $25,000 for new construction, alteration, installation, demolition or repairs, must be registered with the DIR in order to submit a bid/quote.

Title: Supply/Delivery of Unleaded Gas, Renewable Diesel, Neste-MY Renewable Diesel, and Fuel Card Usage

4. Submission Format

To ensure the fair and accurate consideration of all submissions, proposals must contain the following information.

4.1. Cover Letter

The cover letter should be on company letterhead and include the following:

A. Company name, address, phone and fax numbers.

B. Designation of primary contact within the company who is authorized to answer questions regarding the assigned work, including their name, contact phone number and e-mail.

C. Signature of an officer of the prime contractor. In case of joint venture or other joint-prime relationship, an officer of each venture partner shall sign.

4.2. Contact & Customer Service

Please describe all support services available from your company/business, specifically addressing the following issues:

A. Normal hours of availability

B. Quality assurance program(s)

C. Guaranteed response time

D. Other support services

4.3. Reference and Experience

A Iist of three (3) references of current or past contracts for which the Contractor has performed or is performing work of similar type, scope, and complexity within the past five years. This list shall include the names, addresses, email addresses, and phone numbers of the contracting party as well as a description of services performed and the dollar amount of the contract. Upon further consideration of the Proposal, the City may request additional vendors.

4.4. Capacity to Perform the Work

Describe other major work commitments and/or capacity to perform the requested services. Projects completed within the past three years, particularly in Alameda, Contra Costa, Santa Clara or San Mateo

Counties, are of particular interest.

4.5. Project Scope & Approach

Provide a detailed plan for providing the services as described in Scope of Work

4.6. Prices

Prices for provision of services that are "all-inclusive" of all costs, including but not limited to supervision, equipment, overhead-profit and all required insurances as specified in this document.

https://procurement.opengov.com/portal/hayward-ca/projects/254806/document?section=2438153

Title: Supply/Delivery of Unleaded Gas, Renewable Diesel, Neste-MY Renewable Diesel, and Fuel Card Usage

4.7. Insurance

The proposal will include confirmation that the consultant has insurance for:

A. Commercial General Liability, B. Automobile Liability, C. Workers' Compensation and Employer's Liability, and

D. Professional Liability, and provide the policy limits where applicable. Selected vendor will be required to sign a Professional

Services Agreement.

4.8. Current City Business License

The contractor selected for this project shall obtain or provide proof of having a valid City of Hayward business license.

4.9. Required Forms

Attach the following required forms:

A. Cover Letter

B. Proposal

C. Contactor Agreement

1. Exhibit A. Scope of Work

2. Exhibit B. Insurance

3. Exhibit C. Certifications

Title: Supply/Delivery of Unleaded Gas, Renewable Diesel, Neste-MY Renewable Diesel, and Fuel Card Usage

5. Evaluation Phases

Selection Process

A review committee will evaluate all responses to the RFQ that meet the submittal requirements and deadline. Submittals that do not meet the requirement or deadline will not be considered. The review committee will rank the proposals and then may arrange for on-site interviews with staff if necessary.

The City reserves the right to request additional information or materials from bidding parties if necessary to determine the winning proposal.

Likewise, the City reserves the right to accept or reject any or all proposals, or to alter the selection process in any way, to postpone the selection process for its own convenience at any time, and to waive any informality in the proposals. The City of Hayward retains the right at its sole discretion to select a contractor.

All proposals submitted in response to this RFQ become the property of the City and public records and, as such, may be subject to public review.

The City reserves the right to cancel or revise any section of this RFQ prior to the date proposals are due including, but not limited to: selection procedures, submittal date, and submittal requirements. If the

City cancels or revises the RFQ, all interested firms will be notified. The City also reserves the right to extend the date by which proposals are due.

NOTE: The City will not pay costs incurred by the proposer during this process. All costs shall be borne by the proposer.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Quality and thoroughness of the proposal

Vendor' submission shall reflect adequate serviceability and responsiveness.

Points Based 15 (30% of Total)

2. Experience and past performance Points Based 15 (30% of Total)

3. Local bid preference

Vendor(s) that are located in City of Hayward will receive a slightly higher score, per the

City's local bidder preference clause.

Points Based 5 (10% of Total)

4. Cost and budget proposal

Vendor(s) should submit competitive bids/pricing structure.

Points Based 15 (30% of Total)

Title: Supply/Delivery of Unleaded Gas, Renewable Diesel, Neste-MY Renewable Diesel, and Fuel Card Usage

6. Pricing Proposal

Please insert the pre-tax price.

A. SUPPLY/DELIVERY OF FUEL

Line Item Description Unit of Measure Unit Cost No Bid

1 Unleaded Gasoline $/Gallon

2 Renewable Diesel $/Gallon

3 Delivery Fee $/Trip

B. SUPPLY/DELIVERY OF NM RENEWABLE DIESEL

Line Item Description Unit of Measure Unit Cost No Bid

1 Neste-MY Renewable Diesel $/Gallon

2 Delivery Fee $/Trip

C. FUEL CARD

Line Item Description Unit of Measure Unit Cost No Bid

1 Monthly Fee $/Card

2 Account Set-Up/Onboarding Fee $/Card

3 Out-of-Network Transaction Fee $/Transaction

4 Late Payment Fees $/Card

5 Replacement Fees $/Card

6 Online Account Platform Fee $

7 Other Fees $

Title: Supply/Delivery of Unleaded Gas, Renewable Diesel, Neste-MY Renewable Diesel, and Fuel Card Usage

7. Vendor Questionnaire

7.1. Submission Requirements*

Did you read through and confirm that you met all of the RFQ requirements including the sections:

A. Scope of Work

B. Attachments, if applicable

C. Submission Format

D. Cost Proposal (Pricing Table, if applicable)

E. Automated Addenda & Vendor Acknowledgement, if applicable

☐ Yes

☐ No

*Response required

7.2. Discretion & Liability Waiver*

The City reserves the right to exercise discretion and apply its judgment with respect to any qualifications submitted.

The City reserves the right to reject any or all submittals, either in part or in their entirety, or to request and obtain, from one or more of the businesses submitting, supplementary information as may be necessary for City staff to analyze the qualifications pursuant to the contractor/consultant selection criteria contained herein.

The City may require contractors/consultants to participate in additional rounds of discussions, negotiations, or more refined submittals before the ultimate selection of a contractor/consultant is made. These rounds could encompass revisions of the submittal criteria in response to the nature and scope of the initial qualifications.

☐ Please confirm

*Response required

7.3. Proposal (without Cost Proposal)*

Please Upload your COMPLETE Proposal here. Upload fee proposal separately in the next step.

*Response required

7.4. Separate Cost Proposal*

Confirm that your fee proposal is not attached in your Proposal and is attached separately here.

*Response required

7.5. Proof of Insurance*

The proposal will include confirmation that the consultant has insurance for:

Title: Supply/Delivery of Unleaded Gas, Renewable Diesel, Neste-MY Renewable Diesel, and Fuel Card Usage

A. Commercial General Liability, B. Automobile Liability, C. Workers' Compensation and Employer's Liability, and

D. Professional Liability, and provide the policy limits where applicable. Selected vendor will be required to sign a Professional

Services Agreement.

*Response required

7.6. Certifications*

The contractor selected for this project shall obtain or provide proof of having a valid City of Hayward business license.

*Response required

7.7. Local vendor, or minority/women-owned business

Please state whether you are a local, minority, and/or women-owned business.

7.8. If submitting a bid for Part C - Fuel Cards, did you provide a list and map of fueling locations within the City of Hayward?

☐ Yes

☐ No

7.9. If submitting a bid for Part C - Fuel Cards, what is your turnaround time for delivery of a physical fuel card? Ex: 3 days, within business week, at the end of month.

7.10. If submitting a proposal for Part A or B, is there a minimum order quantity or a service charge if we order less than "X" gallons. If so, please include in your proposal and summarize below.

7.11. If submitting for Part A, please specify if you are delivering Renewable Diesel R99 or R100 in your proposal and summarize below.

7.12. If submitting a proposal for Part C, what is your turnaround time for physical delivery of fuel card at the time of ordering (for new and replacement cards)?*

*Response required