Fuel for Fleet Services

The City of Madison, Wisconsin Finance Department Purchasing Services is seeking bids for a comprehensive fuel procurement contract for Fleet Services through RFB #8723-0-2018-BP. The solicitation covers five specific fuel types: 294,000 gallons of Biodiesel B5, 336,000 gallons of Biodiesel B11, 630,000 gallons of #2 Ultralow Diesel, 378,000 gallons of 87 Octane Unleaded Gasoline without ethanol, and 378,000 gallons of 87 Octane Unleaded Gasoline with 10% ethanol. The contract period is scheduled from January 1, 2019, through December 31, 2019, with fuel deliveries to be made to four City facilities (Main, South, East, or Olin) between 7:30 AM and 2:00 PM on weekdays. Bidders must provide pricing based on NYMEX futures prices, including applicable state and federal taxes, and must submit a performance and payment bond covering 25% of the fixed contract amount. The bid due date was May 9, 2018, at 10:00 AM CST, with bids to be submitted via email to bids@cityofmadison.com. Evaluation criteria include the ability to supply specified fuel, maintain a thirty-day inventory, guarantee fuel availability, and provide emergency deliveries with eight hours' notice.

The solicitation includes local vendor preferences for bidders registered with the City of Madison prior to the bid due date. Contractors with 15 or more employees and aggregate annual business of $25,000 or more must comply with affirmative action requirements. The City reserves the right to award different fuel types to different vendors and may split awards by fuel type. Bidders must provide three business references and evidence of their ability to supply the specified fuel types. While no specific set-aside designations for disadvantaged enterprises are explicitly mentioned, the procurement appears to be open to multiple vendors who can meet the technical and performance requirements. The pricing structure includes fixed, all-inclusive fees with escalation and de-escalation provisions tied to commodity futures indices, specifically the January 2019 NYMEX contracts for gasoline and diesel, and OPIS Rack Average for biodiesel. Though a specific budget range is not provided, the total fuel volume across all five types amounts to approximately 2,016,000 gallons for the contract period.