Fuel Management Software and Dispensing Pumps

The County of Rockland Department of General Services, Facilities Management Division, is issuing RFP-RC-2026-017 for the emergency replacement of an obsolete Gasboy TopKat fuel management software system and associated fuel dispensing pumps. The procurement seeks a cloud-based fuel management software solution with new fuel dispensing pumps to control and monitor two pumps located at the Dr. Robert L. Yeager Health Center in Pomona, New York, and one pump at 55 New Hempstead Road in New City, New York, with provisions for two additional pumps in New City to be replaced at a later date. The system must support approximately 350 vehicles with growth capability and include secure key and card-based vehicle authorization, cellular connectivity, installation, configuration, training, and ongoing subscription services. Evaluation will be weighted as follows: Cost Proposal (350 points), Technical Compliance and System Functionality (250 points), Implementation Approach and Project Management (150 points), Vendor Experience and Qualifications (125 points), Support and Maintenance Service Levels (75 points), and System Expandability and Future Readiness (50 points). Vendors must submit three current project references and two past project references and demonstrate the ability to respond to service calls within two hours. Key dates include a pre-proposal meeting on May 21, 2026, at 10:00 AM at 50 Sanatorium Road, Building A, Pomona, New York; a written questions deadline of May 28, 2026, at 3:00 PM; and a proposal submission deadline of June 2, 2026, at 3:00 PM via the Bonfire Portal. The contract will be awarded for an initial one-year term with options to renew for four additional one-year periods, with pricing remaining firm for 120 days from submission and any price adjustments in renewal years limited to the percentage increase in the applicable Consumer Price Index.

Vendors must comply with all standard Rockland County compliance requirements, including completion of disclosure statements, representations and certifications, past and present performance information forms, federal contract clauses, and proof of New York State Workers' Compensation and Disability Benefits insurance or attestation of exemption. General Liability Insurance with minimum limits of $1,000,000 per occurrence and $2,000,000 aggregate is required, naming the County of Rockland as an additional insured. All electrical work must comply with prevailing wage requirements and Rockland County licensing standards. Vendors must demonstrate compliance with the MacBride Fair Employment Principles, international boycott prohibitions, and the Iran Divestment Act, and must be able to maintain complete books and records for audit purposes for six years following contract completion. The RFP documentation does not specify any set-aside designations for disadvantaged enterprises or restrictions limiting participation to particular organization types. No specific incumbent vendor or budget range is identified in the available procurement documentation.