Fuel Card Program

Bend Park and Recreation District (BPRD) is seeking a qualified vendor to provide a comprehensive fuel card program and fuel delivery services for its fleet of approximately 80 vehicles and additional equipment. The Request for Proposals (RFP) covers an initial five-year contract term from July 1, 2025, through June 30, 2030, with two optional one-year renewals. The district anticipates an annual fuel consumption of 33,000 gallons of gasoline and 5,000 gallons of diesel fuel, with additional requirements including fuel delivery to underground tanks, propane delivery to the maintenance facility, and heating oil delivery to a district-owned property. The evaluation process will assess vendors based on experience and qualifications (30 points), proposed solution (50 points), and pricing (20 points), with optional presentations potentially earning an additional 50 points for a total possible score of 150 points. Key deadlines include a non-mandatory pre-proposal meeting scheduled for February 19, 2025, at 1:00 PM via Microsoft Teams, and proposal submissions due on March 27, 2025, at 2:00 PM Pacific time. The selected contractor must provide online reporting tools, detailed billing statements, and glove box service location maps, with compensation based on a fixed per-gallon service fee that remains constant throughout the contract term.

The RFP does not specify any specific set-aside designations or restrictions on responding organizations, suggesting the opportunity is open to a wide range of fuel service providers. The procurement does not mention incumbent vendors or require integration with existing technology beyond the specified reporting and billing requirements. While no specific budget range is explicitly stated, the annual fuel consumption of 38,000 gallons suggests a substantial financial opportunity for the selected vendor. The contractor must accommodate automatic removal of federal taxes and apply applicable sales tax exemptions. The comprehensive nature of the fuel card program, including multiple fuel types and delivery services, indicates the district is seeking a versatile and technologically capable vendor that can meet its diverse fuel and operational needs across its fleet and facilities.