Fuel Management and Dispensing Equipment (Request for Proposal)
Description: To establish a contract for fuel management and fuel dispensing systems. The City seeks a turnkey solution with all necessary hardware, software, implementation, and training required for immediate and effective use. Emphasis will be on the fuel management component, with fuel dispensing equipment as necessary.
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Implement an automated Fuel Management System to monitor, control, and optimize fuel, electric vehicle charging and motor oil/fluids usage across operations, ensuring accuracy, accountability, and cost efficiency. Perform system design and planning with site assessment and requirements gathering. Integration planning using API setup for data exchange with existing external systems, such as the District’s enterprise resource planning system. Perform hardware installations, consisting of fuel dispensers, sensors, flow meters, tank gauges, etc. Install software, configure, integrate, and customize system to fit the needs of the District’s fleet operations. Set up user roles, access control, alerts, and reporting tools. Perform testing and commissioning under real-world conditions. Provide training for system users, administrators, and maintenance staff. Provide a maintenance plan with options to train District staff where they can perform preventive, corrective, and new installations. Provide post-implementation support and subsequent remote monitoring.
Supply of fuel for the 2026-2027 calendar year. The estimated usage for 2025 is outlined below: Off-Road Diesel – 14,642 gallons; Heating Oil – 3,345.8 gallons; Blend – 878 gallons.
Enterprise Knowledge Management function that conveys the value of documenting, sharing, and reusing knowledge as part of an organization’s culture as well as to translate captured knowledge into actionable items that drive business value, enhance decision-making, and improve organizational efficiency. To support an evolving organizational landscape, the ability to effectively capture, categorize, and utilize knowledge across the enterprise is critical to continuous improvement and strategic success.
