Fleet Refueling Services

CITY OF TWO RIVERS

Request for Proposals

Fleet Refueling Services

Launch Date:   September 25, 2026

1.0 City Overview:

• The City of Two Rivers is a Wisconsin Municipal Corporation (the “City”). We operate a fleet of vehicles for police, fire, public works services, and occasionally in relation to other services.
• The City seeks proposals from qualified vendors for a comprehensive fleet refueling solution that will provide the City with reliable and cost-effective refueling services within the City limits.

1.1 Purpose of the RFP:

• The purpose of this RFP is to select a single vendor to provide reliable, efficient, and cost-effective fueling services for our fleet, replacing our current fueling method. 

1.2 Fleet Profile:

• Number of Vehicles: 82 vehicles in total, 11 of which are diesel.  The diesel vehicles will rely on pumps at the Department of Public Works.
• Estimated Annual Volume: 30,000 – 32,000 gallons
• Operational Requirements: Gasoline fueling services 24 hours a day, every day.

2.0 Scope of Work

The vendor shall provide a complete fleet refueling solution that meets the needs of the City’s fleet, according to the Fleet Profile described above, and includes, but is not limited to, the following services: 

2.1 Fuel Delivery and Management:

• Off-Site Refueling: Provide gasoline fueling services 24 hours a day, every day, within the City limits but off of City-owned property, when possible.
• Fuel Card Program: Provide a fuel card program with controls available to the City to restrict purchases while providing access to a broad network of retail fueling stations both within and outside of the City limits.

2.3 Technology and Reporting:

• Provide a robust fuel management system with online access to reporting and analytics.
• Reporting Capabilities: Allow the City to specify and receive desired reporting, such as monthly reports on fuel consumption by vehicle, driver, and location, as well as cost data.
• Integrations: Describe any telematics or fleet management software that vendor and City need in order to integrate fueling data. 

2.4 Compliance and Environmental Standards:

• The vendor must adhere to all applicable federal, state, and local regulations concerning fuel handling, safety, and delivery.

3.0 Proposal Submission Requirements

Your proposal must include the following sections to be considered: 

• Executive Summary: A brief overview of your proposed services.
• Company Qualifications: Background, relevant experience, safety record, and three client references.
• Proposed Solution: A detailed description of how you will meet the requirements of Section 2.0.
• Pricing: A comprehensive breakdown of your proposed pricing structure, including base fuel price methodology (e.g., OPIS average rack price plus a fixed margin), taxes, and any delivery or transaction fees.
• Reporting Sample: An example of a monthly fuel report.
• Implementation Plan: A timeline and process for onboarding the City’s account. 

4.0 Evaluation and Selection Criteria

Proposals will be evaluated based on the following criteria:

• Cost (25%): Competitiveness of pricing and transparency of the fee structure.
• Service & Support (25%): Ability to meet service level agreements, including reliability and customer support.
• Experience & References (20%): Relevant experience and strength of references.
• Technology & Reporting (20%): Quality of fuel management software and reporting capabilities.
• Implementation Plan (10%): Feasibility of starting service by December 1, 2025, and vendor’s timeline for a smooth transition by said starting date. 

5.0 Proposal Timeline

• RFP Issued: September 25, 2025
• Proposals Due: October 13, 2025
• Service Begin: December 1, 2025

6.0 Submission Instructions

• Format: Submit one (1) electronic copy of your proposal in PDF format.
• Contact Information: Direct all questions and submit all proposals to:
  • Contact Person: Kyle Kordell
  • Title: City Manager
  • Email: kylekordell@two-rivers.org
  • Phone: 920-793-5533
• Deadline: Proposals must be received no later than October 13, 2025. Late submissions will not be considered.