RFP OD-440-26 Fuel Controller Management Systems

The Purchasing Cooperative of America (PCA) is soliciting responses for RFP OD-440-26 Fuel Controller Management Systems, an indefinite delivery indefinite quantity (IDIQ) cooperative purchasing contract issued on behalf of the City of O'Donnell, Texas. The procurement seeks qualified vendors to provide comprehensive electronic fuel capture and reporting systems for public sector fleets nationwide, including delivery vans, buses, trucks, automobiles, and off-road equipment. Required products and services include pin-less, card-less, and keyless fuel access control with secure encrypted wireless communications, web-based management and reporting capabilities, and data integration functionality. Vendors must demonstrate experience providing these solutions to public sector entities and may offer value-added products and services beyond the base specifications. Evaluation will be based on 110 possible points distributed across product/service quality (20 points), qualifications and experience (20 points), performance capability (20 points), references (15 points), pricing (25 points), value-added offerings (7 points), and relevant certifications (3 points). Vendors must propose best pricing with percent discounts off catalog or price lists, and are responsible for a 3% PCA Administrative Fee calculated on gross sales exclusive of taxes and pass-through costs. A voluntary pre-proposal meeting is scheduled for February 3, 2026, from 10-11 a.m. CT; the deadline for submitting questions is February 17, 2026, at 11 a.m. CT; and proposals must be submitted by February 24, 2026, at 11 a.m. CT through the Euna electronic eProcurement system, with contract award notification anticipated in May 2026. The initial contract term is one year with PCA's option to renew for four additional one-year terms for a total potential contract period of five years.

This cooperative purchasing contract is available to public sector entities including municipalities, counties, educational institutions, state and federal agencies, special districts, hospitals, law enforcement, non-taxed non-profit organizations, and religious institutions throughout the United States and territories, with no geographical restrictions limiting vendor response. The PCA encourages participation from HUB, MWBE, VOSB, and SBE certified vendors, offering additional evaluation points for qualifying disadvantaged business enterprise certifications. No incumbent vendors or existing contractors are identified in the solicitation materials. The contract establishes a maximum annual aggregate contract price per PCA Member of $100 million, representing the outer limit of potential annual expenditure; however, this is an IDIQ contract with no guaranteed purchase quantities, meaning actual awards and sales volumes will depend on individual member agency utilization. Vendors may authorize dealers to sell off the contract schedule if they are awarded, with authorized dealer lists required in the vendor submittal and monthly sales reporting mandated with associated administrative fees. Manufacturers are not required to provide all products or services listed in the RFP and may respond with products and services they routinely offer to public sector entities that align with the solicitation's intent.