Fuel card reader system and installation

The Kentucky Department of Military Affairs is seeking a comprehensive fuel card reader system and installation for the Bluegrass Station Division located in Lexington, Kentucky. The procurement involves supplying and implementing a cloud-based, self-serve fuel management system capable of controlling and recording fuel dispensing from two storage tanks: a 10,000-gallon underground gasoline tank with dual dispensers and a 5,000-gallon above-ground diesel tank with a single dispenser. Vendors must provide 200 programmable fuel cards and keys, conduct a mandatory site visit prior to bid submission, and deliver complete installation services including technical drawings, wiring diagrams, electrical requirements, and necessary permits. The system must collect extensive data points such as date, time, fuel type, gallons purchased, odometer reading, vehicle description, driver identification, and purchase details, with all fields being user-editable. Vendors are required to offer robust online reporting capabilities for card usage, driver activity, and fuel consumption tracking. The solicitation was issued on December 13, 2019, with proposals due by December 23, 2019, at 2:00 p.m. EST, and the evaluation will be based on a best value approach with price being the primary criterion (100 points maximum).

The contract is governed by Kentucky Revised Statute 45A and state law, with no specific set-aside designations mentioned in the documentation. The Commonwealth of Kentucky is exempt from federal excise taxes and state sales and use taxes, which bidders should not include in their quotations. The total cost of services is capped at $20,000 per fiscal year, representing the approved purchasing authority. The service period is scheduled from January 10, 2020, to June 30, 2020, with the potential for contract termination by either party with 30 days' written notice or if appropriated funds become unavailable. Bidders must complete an Annual Required Affidavit for Bidders, Offerors, and Contractors, which includes compliance certifications for campaign finance laws, tax obligations, and other state requirements. The contract award will be made in the best interest of the Commonwealth, with the possibility of awarding to a single bidder or separate items. All legal actions related to the contract must be filed in Franklin County Circuit Court.