26-185 Fuel Card Services

Augusta-Richmond County, Georgia, through its Central Services Department - Fleet Management, is soliciting proposals under RFP 26-185 for fuel card services for its municipal fleet, with sealed proposals due November 12, 2026 at 11:00 a.m. The RFP names no set-aside but mandates minority and women-owned business enterprise (M/WBE) program participation.

The fleet includes approximately 1,600+ authorized vehicles and equipment units, with capacity to scale upward, and consumes about 889,272 gallons of gasoline, 235,825 gallons of diesel, and 3,574 kilowatt-hours of electricity annually. Required fraud prevention and security features include real-time transaction monitoring, automated fraud detection, purchase limits, geographic restrictions, odometer capture, and driver identification verification, with associated costs where applicable. Bidders must provide E-Verify compliance, Georgia security and immigration affidavits, non-collusion certifications, notarized Exhibit A documentation (business licenses, W-9, and non-discrimination statements), financial stability evidence, and three municipal or comparable fleet references from the past five years.

The initial term runs one year, January 1 through December 31, 2027, with four optional one-year renewals contingent on satisfactory performance, available funding, and mutual agreement. Cost proposals are submitted separately in sealed envelopes and in Excel format on USB drives, using Exhibit D to price card fees, program management, transaction, technology and online system, fraud prevention, implementation and training, customer support, and contract termination fees across five years. Vendors select their fuel pricing structure from retail at time of purchase, posted retail less discount, wholesale, cost-plus, or other discount or markup arrangements.

Evaluation totals 100 points. Part I carries 75 points for procurement documents (pass/fail), firm qualifications and experience (20), organization and approach (15), scope of services understanding (20), financial statements (5), references (5), and geographic proximity (10). Part II offers 0 to 15 points for presentations and question-and-answer responses from shortlisted firms, and oral presentations may be required within thirty days of proposal submission. Part III awards 10 points for cost, distributed among the five lowest-cost bidders. Bid openings are public, in person or via Microsoft Teams.