27-01 mgmt & fuel dispensing system upgrade

Houston County Board of Commissioners in Georgia is requesting proposals for furnishing and installing a complete turnkey fuel management and fuel dispensing equipment upgrade at two County fueling facilities, with proposals due September 1, 2026 at 2:00 p.m., and a mandatory pre-proposal meeting and site inspection on August 21, 2026 at 10:00 a.m.

The scope encompasses replacement of fuel management controllers, dispensing equipment, software platforms, and related infrastructure at the Sheriff's Office Fueling Facility in Warner Robins and the Public Works Fueling Facility in Perry. The contract is fixed-price and covers all labor, equipment, materials, software licensing, installation, configuration, testing, training, documentation, and one-year installation warranty. Proposers must identify the proposed completion period following Notice to Proceed and submit a five-year total cost of ownership analysis. All recurring software licensing, hosting, cellular communications, and support charges must be separately identified with frequency, duration, and escalation terms. The County prioritizes system standardization across both locations, continuity of fueling operations with minimal service interruption, and compatibility with the County's Tyler ERP environment where technically and economically feasible.

Submission requirements include one original and four paper copies plus one searchable PDF on USB; a five percent bid bond or letter of credit; current Certificate of Insurance demonstrating minimum Commercial General Liability coverage of $1 million per occurrence; a Contractor Affidavit under O.C.G.A. 13-10-91; and federal E-Verify authorization documentation. The successful proposer must furnish Performance and Payment Bonds each equal to one hundred percent of the initial contract price before beginning work. The Price Proposal Form requires itemized costs for each facility's equipment, combined turnkey pricing, optional fleet maintenance software implementation, and annual software hosting and support charges. The County anticipates Board presentation on September 15, 2026, with evaluation targeted for completion by September 8, 2026.