Portage County Fuel Purchasing Program

Portage County is seeking a fuel card program provider through a Request for Proposal (RFP #2017-23) to support its fleet operations across multiple county departments, including Sheriff, Ambulance, Aging & Disability Resource Center, Auto Pool, Facilities, Health Care Center, Land Conservation, Library, and Coroner. The procurement aims to establish a fuel purchasing system that allows approximately 80 fuel cards to be used at various filling stations throughout Portage County and Wisconsin. The county estimates annual fuel purchases of 68,000 gallons of 87 octane unleaded gasoline and 10,000 gallons of diesel, with an additional $10,000-$12,000 in fuel gift cards. Key requirements include 24/7 fuel card availability, detailed transaction data collection, online reporting capabilities, and mandatory features such as automatic tax removal and a minimum 20-day written notice before service disruption. The evaluation will be comprehensive, scoring 1,000 total points across Organization Capabilities (100 points), Staff Qualifications (100 points), Proposer Solutions (550 points), and Cost Proposal (250 points), with cost proposals evaluated based on prorated total estimated annual discounts.

The RFP does not specify set-aside designations or restrictions on respondent types, and no incumbent vendor information is provided. The contract will be for an initial 42-month term, effective July 1, 2017, with potential annual extensions by mutual agreement. Proposers must submit one original and four copies of their proposal to the Portage County Purchasing Department by 2:00 PM on May 5, 2017. The anticipated procurement timeline includes written questions due by April 20, 2017, addenda posting on April 21, 2017, potential interviews and presentations on May 11, 2017, intent to award notification by May 17, 2017, contract award by May 24, 2017, and training/implementation from June 1-23, 2017. While specific budget ranges are not explicitly stated, the annual fuel and gift card expenditures suggest a potential contract value of approximately $150,000-$200,000 over the 42-month term.