27-01 MGMT & FUEL DISPENSING SYSTEM UPGRADE

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Request for Proposals
To provide
Fuel Management System and Fuel Dispensing
Equipment
To the
Houston County Board of Commissioners
200 Carl Vinson Pkwy
Warner Robins, Georgia 31088
For
Bid #FY27-01
FUEL MANAGEMENT SYSTEM UPGRADE
September 1, 2026, 2 pm
Bid #FY27-01 Fuel Management System Upgrade

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Table of Contents
I. Request for Proposals .................................................................................................................................................... 3
II. Project Overview ........................................................................................................................................................... 3
A. Project Locations ....................................................................................................................................................... 3
B. Project Delivery and System Standardization ......................................................................................................... 4
C. Project Schedule and Continuity of Fueling Operations ......................................................................................... 4
D. Form of Agreement ................................................................................................................................................... 4
III. Scope of Services ......................................................................................................................................................... 5
A. Mandatory Pre-Proposal Meeting and Site Inspection ........................................................................................... 5
B. Site Assessment and Design ..................................................................................................................................... 5
C. Equipment and Installation ...................................................................................................................................... 6
D. Software and System Configuration ........................................................................................................................ 8
E. Testing, Training, and Closeout ............................................................................................................................ 10
F. Warranty and Support ........................................................................................................................................... 11
IV. Schedule of Events.................................................................................................................................................... 13
V. Request for Clarification ............................................................................................................................................ 13
VI. Submittal Requirements .......................................................................................................................................... 14
VII. Proposal Requirements .......................................................................................................................................... 14
A. General Instructions ......................................................................................................................................... 14
B. Proposal Format and Requirements ..................................................................................................................... 15
VIII. Additional Conditions ........................................................................................................................................... 20
IX. Evaluation of RFP .................................................................................................................................................... 20
XI. Equal Opportunity.................................................................................................................................................... 21
XII. Attachments & Exhibits .......................................................................................................................................... 22
Attachment A .............................................................................................................................................................. 22
Attachment B .............................................................................................................................................................. 23
XI. REQUIRED COUNTY FORMS ................................................................................................................................ 24
EXHIBIT "A" ............................................................................................................................................................... 25
EXHIBIT "B" ............................................................................................................................................................... 26
Bid #FY27-01 Fuel Management System Upgrade

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I. Request for Proposals
The Houston County Board of Commissioners is requesting sealed proposals from qualified firms to evaluate,
furnish, install, configure, test, train, and provide ongoing support for upgraded fuel management and fuel
dispensing systems at the County facilities identified in the Project Overview.
The County intends to select the firm whose proposal provides the best overall value and most effectively meets
the County's operational, technical, and financial requirements. The Houston County Board of Commissioners
reserves the right to reject any or all proposals, waive informalities or technicalities, request additional
information, negotiate with one or more proposers, and make an award determined to be in the best interest of
Houston County.
Houston County shall not be responsible for any costs incurred by a person or firm in preparing, submitting,
presenting, or negotiating a proposal. Any resulting agreement may be terminated in accordance with the terms
and conditions established in the final agreement.
II. Project Overview
Houston County operates fleet fueling facilities that serve public safety, public works, and other County
departments. The existing fuel management equipment was installed or substantially upgraded in 2014 and has
experienced increasing reliability, maintenance, and serviceability concerns. The County seeks to implement a
modern, reliable, and fully supportable system that improves fuel availability, transaction accuracy, user
accountability, reporting capabilities, and long-term serviceability.
The selected firm shall provide a complete turnkey solution, including all labor, equipment, materials, software,
licensing, programming, configuration, installation, testing, training, documentation, and support necessary to
provide fully operational fuel management and fuel dispensing systems.
Proposals shall separately identify:
* The total cost for each County fueling site;
* The cost of replacing the fuel management controllers and related software;
* The cost of replacing fuel dispensing equipment;
* The cost of any recommended or optional equipment and features;
* All software licensing, subscription, hosting, maintenance, and support charges; and
* Any other one-time or recurring costs required for the proposed system.
A. Project Locations
1. Sheriff's Office Fueling Facility;
200 Carl Vinson Parkway, Warner Robins, Georgia 31088
The existing facility generally includes:
* One fuel management controller;
* Two electronic, dual-hose, single-product fuel dispensers;
* Four fueling positions; and
* Associated electrical, communications, and related infrastructure.
2. Public Works Fueling Facility;
2020 Kings Chapel Rd, Perry, Georgia 31069
The existing facility generally includes:
* One fuel management controller;
* One dual-hose, single-product suction pump;
* Two single-hose suction pumps;
* Four fueling positions; and associated electrical, communications, and related
infrastructure.
The descriptions above are provided for general informational purposes. Proposers shall verify
existing site conditions, equipment quantities, dimensions, utility requirements, and all other
conditions that may affect the proposed work during the mandatory pre-proposal meeting and
site inspection.
Bid #FY27-01 Fuel Management System Upgrade

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B. Project Delivery and System Standardization
This project shall be delivered as a complete turnkey equipment, software, and installation contract. The
selected firm shall be responsible for verifying all existing site conditions, evaluating the County's
operational requirements, recommending the final system configuration, and supplying all labor,
equipment, materials, software, licenses, programming, and related components necessary to complete
the project.
The selected firm's responsibilities shall include coordinating installation activities, removing or properly
disposing of replaced equipment when required, completing system configuration and startup,
performing all required testing, correcting deficiencies, training County personnel, and delivering fully
operational fuel management and fuel dispensing systems at both locations.
The County prefers the use of standardized equipment, software, operating procedures, reporting
functions, and support services at both fueling facilities when practical. Standardization is intended to
simplify County operations, employee training, maintenance, troubleshooting, inventory requirements,
and long-term technical support.
A proposer recommending different equipment, software, or system configurations for the two locations
shall clearly explain the operational, technical, or financial benefits of the proposed approach. The
explanation shall also identify any differences in operation, maintenance, training, licensing, reporting,
warranties, and ongoing support requirements.
C. Project Schedule and Continuity of Fueling Operations
The selected firm shall provide a proposed project schedule with its response. All final project dates and
milestones will be established by addendum, notice to proceed, or contract.
The proposed schedule shall include, at a minimum:
* Equipment and material lead times;
* Site preparation activities;
* Delivery and installation;
* System configuration and programming;
* System cutover;
* Testing and troubleshooting;
* County staff training; and
* Final inspection and acceptance.
The work shall be planned and coordinated to provide little to no interruption in the County's ability to
fuel emergency vehicles and other essential fleet units. The selected firm shall describe its proposed
cutover plan, temporary fueling arrangements, phased installation approach, after-hours work, or other
measures intended to maintain fueling availability throughout the project.
Any anticipated interruption in fueling service shall be identified in advance and coordinated with the
County. No shutdown affecting emergency fueling operations shall occur without prior written approval
from the County's designated project representative.
D. Form of Agreement
The resulting agreement shall be a fixed-price contract based on the accepted proposal, the final
negotiated scope of work, and all applicable Houston County terms and conditions. The contract price
shall include all labor, equipment, materials, software, licensing, delivery, installation, configuration,
testing, training, documentation, and other services required to provide a complete and fully operational
turnkey system, except for items specifically identified and accepted by the County as optional or
recurring costs.
All recurring software licensing, cloud hosting, cellular or other communications, system maintenance,
technical support, data storage, subscription, and related charges shall be separately and clearly identified
in the proposal.
Proposers shall state:
* The amount and frequency of each recurring charge;
* The services and features included in each charge;
* The period for which the proposed pricing is guaranteed;
* Any anticipated annual price increases or escalation terms;
Bid #FY27-01 Fuel Management System Upgrade

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* The term of any required subscription or service agreement; and
* The consequences of discontinuing a recurring service, including any effect on system operation,
access to County data, reporting, or technical support.
No additional fees, subscriptions, or recurring charges shall be assessed unless they are clearly disclosed
in the accepted proposal or subsequently approved in writing by the County.
.
III. Scope of Services
The services described below represent the County's minimum requirements and are not intended to limit the
proposer's responsibility for delivering a complete, properly functioning turnkey solution.
The selected firm shall provide all labor, supervision, project management, equipment, software, licenses,
subscriptions, materials, freight, tools, programming, configuration, testing, training, permits, documentation,
and incidental items necessary to furnish, install, and place into service fully operational fuel management and
fuel dispensing systems at the specified County facilities.
Any component, service, accessory, interface, license, or other item necessary for proper operation of the proposed
system shall be included in the proposal, whether or not specifically identified in this Scope of Services. Any
exclusions, assumptions, or County-furnished requirements shall be clearly stated in the proposal.
A. Mandatory Pre-Proposal Meeting and Site Inspection
A mandatory pre-proposal meeting and site inspection will be held on:
August 21, 2026, at 10 am
The meeting will begin at the:
Sheriff's Office Fueling Facility
200 Carl Vinson Parkway
Warner Robins, Georgia 31088
and will conclude at the
Public Works Fueling Facility
2020 Kings Chapel Rd
Perry, Georgia 31069
Transportation between the two locations shall be the responsibility of each proposer. Proposers must
attend the meeting and inspect both fueling facilities to be eligible to submit a proposal. Attendance will
be documented by the County.
The County will provide access to the existing equipment and site areas reasonably necessary for
proposers to evaluate existing conditions. Proposers shall take all measurements, verify equipment
quantities and configurations, and identify any site conditions that may affect their proposed system,
installation method, schedule, or pricing.
Questions arising from the meeting or site inspection shall be submitted in writing in accordance with the
solicitation instructions. Verbal statements made during the meeting or site inspection shall not modify
the solicitation unless confirmed by written addendum issued by the County.
B. Site Assessment and Design
The selected firm shall:
* Inspect both fueling facilities and verify the type, quantity, configuration, age, condition, and
compatibility of all existing fuel management controllers, dispensers, suction pumps, pulse devices,
hoses, nozzles, hanging hardware, electrical service, conduit, communications infrastructure,
equipment foundations, and related components.
* Identify any existing equipment that may be safely and economically reused. For each item proposed
for reuse, state its estimated remaining service life, compatibility with the proposed system,
availability of replacement parts, manufacturer support status, and any effect its reuse may have on
system performance or warranty coverage.
* Identify all electrical, communications, concrete, paving, excavation, drainage, permitting, regulatory
compliance, equipment protection, and site-restoration work required to complete the installation.
Bid #FY27-01 Fuel Management System Upgrade

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* Provide a site-specific system design, equipment schedule, and detailed list of components for County
review and approval before ordering equipment.
* Identify any assumptions, exclusions, or work that the proposer expects the County or another
contractor to perform.
* Coordinate the final system design with County Purchasing, the affected County departments, County
Information Technology, and any other personnel designated by the County.
C. Equipment and Installation
The selected firm shall provide new, current-production, commercial fleet-fueling equipment suitable for
continuous outdoor use by governmental, public-safety, public-works, and other essential fleet
operations.
1. Fuel Management Controllers
Fuel management controllers shall include, at a minimum:
* A daylight-readable display;
* A durable, weather-resistant, and vandal-resistant input device;
* Secure vehicle and driver identification;
* Odometer or hour-meter entry capabilities;
* Configurable authorization and validation rules;
* Offline transaction storage;
* Automatic transmission of stored transactions when communications are restored;
* Remote system monitoring and diagnostic capabilities;
* Surge protection, proper grounding, and weather protection appropriate for the
installation; and
* All mounting equipment, wiring, communication devices, power supplies, and
accessories required for complete operation.
The proposed system shall support key fobs, vehicle tags, manual entry, or other secure
credential methods. The County would prefer the ability to use or add fueling access to
the County's existing employee access-control key fobs used for building and door access,
when technically and economically practical.
The proposer shall:
* Describe whether the proposed system can integrate with or recognize the County's
existing access-control credentials;
* Identify any additional readers, software, licensing, credential encoding, or
coordination required;
* Explain any cybersecurity or operational limitations associated with shared
credentials;
* Provide alternative credential options when existing fob integration is not available;
and
* Recommend the identification method that will best reduce manual-entry errors,
credential sharing, unauthorized fueling, and incorrect vehicle assignments.
2. Fuel Dispensing Equipment
Where included in the awarded scope, the selected firm shall provide electronic
dispensers or suction pumps equipped with all necessary components, including:
* Pulse outputs or other required transaction interfaces;
* Backlit or daylight-readable displays;
* Hoses and nozzles;
* Swivels and breakaways;
* Splash guards;
* Hanging hardware;
* Hose reel assemblies, where applicable;
* Filters;
* Valves and fittings;
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* Emergency shutoff and safety components; and
* All other accessories required for safe and complete operation.
The selected firm shall interface the new system with all equipment approved by the
County for continued use. The selected firm shall provide all converters, pulse devices,
resistors, wiring, communication modules, adapters, programming, and related
components required for proper operation.
3. Minimum Equipment Requirements
All proposed equipment shall:
* Be new and of current production;
* Be currently supported by the original equipment manufacturer;
* Not be obsolete, discontinued, or formally scheduled for discontinuation;
* Be designed and rated for outdoor commercial use and for the environmental
conditions of the installation location;
* Be listed, certified, or approved by the appropriate testing, safety, and regulatory
organizations;
* Meet all applicable federal, state, and local requirements;
* Permit the repair or replacement of individual modules and components when
reasonably available;
* Include appropriate surge protection, grounding, weather protection, and electrical
protection;
* Be compatible with the proposed software and communications platform; and
* Be installed in accordance with manufacturer requirements and applicable codes.
4. Removal, Disposal, and Site Restoration
The selected firm shall remove equipment replaced under the contract and dispose of it in
accordance with applicable laws and regulations unless the County directs that specific
equipment be retained.
The selected firm shall repair or restore any pavement, concrete, landscaping, electrical
service, conduit, structures, or other property disturbed during installation. Restored
areas shall match surrounding conditions as closely as practical and shall be acceptable to
the County.
5. Continuity of Fueling Operations
Fueling availability shall be maintained to the greatest extent practical throughout the
project, with little to no interruption in the County's ability to fuel emergency vehicles
and other essential fleet units.
Before beginning installation, the selected firm shall submit a detailed cutover and
continuity-of-operations plan identifying:
* The proposed sequence of work;
* The anticipated duration of each shutdown;
* Temporary fueling procedures or alternate fueling arrangements;
* Phased installation activities;
* Communication procedures for planned outages;
* Contingency measures for equipment, software, or communication failures; and
* Procedures for restoring the existing system if the planned cutover is unsuccessful.
No shutdown affecting emergency fueling operations shall occur without prior approval
from the County's designated project representative.
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D. Software and System Configuration
The selected firm shall provide a centralized, supported software platform capable of managing both
County fueling locations through a single administrative interface.
The system shall provide, at a minimum:
* Management of vehicles, equipment, employees, drivers, departments, fuel types, authorization rules,
credentials, sites, pumps, and reporting groups;
* Assignment of allowable fuel types, fueling limits, site access, time restrictions, and other configurable
authorization controls;
* Odometer and hour-meter validation;
* Exception identification for invalid, missing, duplicate, or unreasonable entries;
* Centralized monitoring of system and communication status;
* Searchable transaction history;
* Exception and unauthorized-use reporting;
* Fuel-consumption and vehicle-use reporting;
* Scheduled and automated reporting;
* Export to CSV, Microsoft Excel-compatible, or other commonly supported formats; and
* Compatibility or data-integration options for the County's Tyler ERP environment.
Each fueling transaction shall record, at a minimum:
* Date and time;
* Fueling site;
* Pump or fueling position;
* Vehicle or equipment identifier;
* Driver or employee identifier;
* Fuel type;
* Quantity dispensed;
* Odometer or hour-meter entry;
* Credential method;
* Transaction status; and
* Any applicable exception, denial, or authorization information.
1. Tyler ERP Compatibility
The proposer shall describe the proposed system's compatibility with the County's Tyler
ERP environment, including:
* Available standard exports;
* Application programming interfaces;
* Scheduled data transfers;
* File formats and field layouts;
* Existing Tyler integrations;
* Required middleware or third-party services;
* Implementation or configuration fees;
* Ongoing support or subscription fees; and
* Any County Information Technology resources required.
The proposer shall not represent the system as directly integrated with Tyler ERP unless
the proposer can clearly identify the supported integration method and its associated
requirements.
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2. Security, Hosting, and Data Management
The proposer shall describe:
* Whether the proposed system is locally hosted, cloud hosted, or available under
either arrangement;
* Cybersecurity safeguards;
* Encryption of data in transit and at rest;
* Multifactor authentication capabilities;
* Role-based access permissions;
* Administrative and user audit logs;
* Password and account-management requirements;
* Backup and recovery procedures;
* System uptime commitments;
* Disaster-recovery capabilities;
* Data-retention periods;
* Software update and patch procedures;
* Security-notification procedures;
* Data export and retrieval processes; and
* All one-time and recurring hosting, communications, storage, licensing, and support
charges.
All County data shall remain the property of Houston County. The County shall be able to
retrieve its data in a commonly usable electronic format upon request and upon
termination or expiration of the agreement.
3. Data Conversion and Configuration
When technically feasible, the selected firm shall convert, import, or recreate existing:
* Vehicle and equipment records;
* Driver and employee records;
* Department and cost-center assignments;
* Credential information;
* Fuel authorization rules;
* Odometer or hour-meter settings;
* Site and pump information; and
* Other configuration information identified by the County.
The selected firm shall review converted data with the County and correct conversion
errors before system acceptance.
4. Optional Fleet Maintenance Functions
Proposers shall provide separate optional pricing for available fleet maintenance and
asset-management functions, including, where offered:
* Preventive-maintenance scheduling;
* Work-order management;
* Garage and technician management;
* Parts and inventory management;
* Vehicle service history;
* Warranty tracking;
* Telematics integration;
* GPS integration;
* Diagnostic trouble-code or fault-code integration;
* Vehicle replacement planning; and
* Total cost-of-ownership reporting.
Optional features shall be separately priced and shall identify all implementation,
licensing, integration, subscription, hosting, training, and support costs.
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E. Testing, Training, and Closeout
1. System Testing
The selected firm shall test and document the proper operation of:
* Every fueling position;
* Every fuel type;
* Each credential and identification method;
* Odometer and hour-meter prompts;
* Authorization and validation rules;
* Fueling limits and restrictions;
* Transaction records;
* Communications between field equipment and the central platform;
* Reporting functions;
* Data exports;
* Tyler ERP-related exports or interfaces included in the awarded scope;
* Offline operation;
* Restoration and transmission of stored transactions after communications are
restored;
* Emergency shutoff equipment; and
* Any other equipment, interface, or function included in the project.
The selected firm shall correct all deficiencies before requesting final inspection or
acceptance.
2. Training
The selected firm shall provide live, instructor-led training for County administrators,
operators, and other designated personnel.
Training shall include, at a minimum:
* Normal fueling procedures;
* Credential use and management;
* Vehicle and employee setup;
* User roles and permissions;
* Fuel restrictions and authorization rules;
* Odometer and hour-meter validation;
* Transaction research;
* Exception review;
* Standard and custom reporting;
* Data exports;
* Backup and recovery procedures;
* System status review;
* Basic troubleshooting; and
* Procedures for requesting technical support.
The proposal shall identify the number of included training sessions, anticipated class
duration, number of attendees permitted, training format, and cost of additional training.
Bid #FY27-01 Fuel Management System Upgrade