Fuel card reader system and installation

The Commonwealth of Kentucky Department of Military Affairs issued Request for Quote (RFQ) 095 2000000085 on December 13, 2019, for the procurement and installation of a self-serve fuel card reader system at the Bluegrass Station Division facility located at 5751 Briar Hill Road, Lexington, Kentucky, in Fayette County. The procurement seeks a complete cloud-based fuel management system capable of 24/7 unattended operation that must integrate with existing infrastructure consisting of a 10,000-gallon underground gasoline storage tank with dual dispenser and a 5,000-gallon above-ground diesel storage tank with single dispenser. The vendor must provide and install central controllers, fuel island controllers with receivers and/or transmitters, 200 programmable cards or keys, and robust online reporting capabilities that allow end-users to independently modify all data fields including date, time, fuel type, gallons, price, odometer reading, license plate, vehicle description, driver identification, and purchase order/task numbers without requiring vendor involvement. Deliverables include installation, testing, comprehensive training and familiarization on equipment and software, as-built technical drawings, wiring diagrams with electrical requirements, test results, and technical documentation; the vendor is also responsible for acquiring and maintaining all applicable permits and ensuring compliance with federal, state, and local laws. Evaluation will be based on best value with price as the sole measurable criterion receiving the full 100 points, with the lowest bidder receiving maximum points and subsequent bidders receiving proportional points based on price comparison. A mandatory site visit is required prior to bid submission, with quotations due December 23, 2019, at 2:00 p.m. EST, and the contract period running from January 10, 2020, through June 30, 2020.

The RFQ documentation does not indicate any specific set-aside designations for disadvantaged enterprises, minority-owned businesses, or other restricted categories of organizations, suggesting this opportunity is open to all qualified vendors. No incumbent vendors or current contractors are identified in the solicitation materials. The procurement does not reference integration with any existing technology systems beyond the physical fuel dispensers and storage tanks already present at the facility. All pricing must be quoted on an FOB Destination basis with freight prepaid, and the Commonwealth of Kentucky is exempt from federal excise taxes and state sales and use taxes, which bidders shall not include in quotations. The total cost of services shall not exceed $20,000 per fiscal year, representing the Commonwealth's approved purchasing authority for this contract. All bidders, offerors, and contractors must complete and notarize the Annual Required Affidavit prior to contract award, certifying compliance with Kentucky campaign finance laws, disclosure requirements, sales and use tax registration, state tax obligations, and trade restrictions as defined in applicable Kentucky statutes and Executive Order 2018-905.