Fuel Depot Pump Replacement and DEF Integration Project

Request for Proposal (RFP)
RFP #COK 26-027
Fuel Depot Pump Replacement and DEF Integration Project
Issued by:
City of Kingsland, Georgia
Proposals must be submitted
No later than
2:00PM on July 16, 2026
To:
City of Kingsland
Mailing Address
City of Kingsland
Finance Department
Attn: Hannah Smith, Purchasing Director
P.O. Box 250
Kingsland, Georgia 31548
Delivery Address
City of Kingsland
Finance Department
Attn: Hannah Smith, Purchasing Director
108 West William Avenue
Kingsland, Georgia 31548
LATE PROPOSALS WILL BE REJECTED
Issued: 6/10/2026

CITY OF KINGSLAND, GEORGIA RFP #COK26-027
PO BOX 250 KINGSLAND, GA FUEL DEPOT PUMP REPLACEMENT AND DEF INTEGRATION PROJECT
Purpose
The City of Kingsland, Georgia ("City") is soliciting sealed proposals from qualified firms for the
replacement of the City's existing municipal fuel dispensers and the installation of an integrated Diesel
Exhaust Fluid (DEF) dispensing system at the City fuel depot.
The selected contractor shall provide all labor, supervision, equipment, materials, permits, testing,
programming, integration, startup, and commissioning necessary to furnish and install a complete
turnkey pump replacement and DEF dispensing system.
The project includes, but is not limited to:
Removal and replacement of existing fuel dispensers;
Installation of one (1) new dual hose gasoline dispenser;
Installation of one (1) new dual hose diesel dispenser;
Installation of one (1) integrated DEF tank and dispenser system;
Connection to the City's existing 10,000-gallon gasoline underground storage tank (UST);
Connection to the City's existing 10,000-gallon diesel underground storage tank (UST);
Full integration with the City's existing FuelMaster fuel management/accounting system.
This procurement shall be conducted in accordance with the laws of the State of Georgia, the City of
Kingsland Purchasing Policy, O.C.G.A. 36-91 where applicable, and all other applicable federal, state,
and local laws.
Project Overview
The City operates a municipal fleet fueling depot serving public works, public safety, utilities, and
municipal fleet operations, and other local government entities. The City seeks to modernize its
dispensing equipment by replacing the existing fuel pumps and adding a dedicated Diesel Exhaust Fluid
(DEF) dispensing system while retaining the existing fuel storage tanks and core fuel system
infrastructure.
The existing storage tanks to remain in service are:
One (1) existing 10,000-gallon gasoline UST
One (1) existing 10,000-gallon diesel UST
The City intends to replace only the dispensing equipment and related controls necessary to provide a
modern, reliable, code-compliant fueling system compatible with the City's existing FuelMaster system.
Invitation
City of Kingsland, Georgia Page 2

CITY OF KINGSLAND, GEORGIA RFP #COK26-027
PO BOX 250 KINGSLAND, GA FUEL DEPOT PUMP REPLACEMENT AND DEF INTEGRATION PROJECT
You are hereby invited to submit a sealed proposal by providing all information requested in the "Scope
of Work" listed below to the Finance Department to either address listed below:
Mailing Address: Delivery Address:
City of Kingsland City of Kingsland
Finance Department Finance Department
Attn: Hannah Smith, Purchasing Director Attn: Hannah Smith, Purchasing Director
P.O. Box 250 108 West William Avenue
Kingsland, Georgia 31548 Kingsland, Georgia 31548
Proposal Submission Process
All proposals shall be submitted in a sealed envelope. The Request for Proposal (RFP) number, title,
opening date and name of proposer shall be clearly displayed on the outside of the sealed envelope. The
delivery of said proposal to the prescribed delivery point on or before the specified opening date and time
is solely and strictly the responsibility of the Proposer. Any proposal received at the prescribed delivery
point after the specified date and time will NOT be accepted. Proposals must be submitted in writing and
as prescribed by the City. No other forms will be accepted. Proposals may not be modified after
submission except at the request of the City during negotiations. All Responders shall submit one (1)
original and two (2) copies of their documents in a SEALED envelope or package. Responders must submit
their proposal no later than Thursday, July 16, 2026 at 2:00 PM. Any proposal received after the time
and date specified will NOT be considered. The proposal opening will be held in the City Hall Council
Chambers located at 107 South Lee St., Kingsland, GA.
Scope of Work
The Contractor shall provide all labor, materials, supervision, equipment, permits, testing, and
incidentals necessary to complete the project.
1. General Requirements
The Contractor shall provide a complete turnkey system including:
Site verification and field measurements;
Removal and disposal of existing dispensers;
Installation of new dispensers and DEF system;
Electrical and control connections;
FuelMaster integration and programming;
City of Kingsland, Georgia Page 3

CITY OF KINGSLAND, GEORGIA RFP #COK26-027
PO BOX 250 KINGSLAND, GA FUEL DEPOT PUMP REPLACEMENT AND DEF INTEGRATION PROJECT
Startup, testing, calibration, training, and commissioning.
2. Gasoline Dispenser
Provide and install:
One (1) new commercial-grade dual hose gasoline dispenser;
Compatible with unleaded gasoline;
Commercial fleet card/key/pin authorization compatible with FuelMaster;
Electronic totalizers and digital display;
Commercial-grade hoses, swivels, breakaways, and nozzles;
Shear valves and emergency shutoff compatibility.
3. Diesel Dispenser
Provide and install:
One (1) new commercial-grade dual hose diesel dispenser;
Compatible with ultra-low sulfur diesel (ULSD);
Commercial fleet card/key/pin authorization compatible with FuelMaster;
Electronic totalizers and digital display;
Commercial-grade hoses, swivels, breakaways, and high-flow diesel nozzles;
Shear valves and emergency shutoff compatibility.
4. DEF System
Provide and install:
One (1) integrated DEF storage tank and dispenser system;
Minimum 500-gallon capacity (contractor may recommend alternate sizing);
Heated and insulated as required for DEF product protection;
Dedicated DEF dispensing nozzle and metering;
Stainless steel or DEF-compatible wetted components;
Fleet-compatible authorization and transaction reporting compatible with FuelMaster.
5. Fuel System Integration
The new dispensers and DEF system shall integrate with the City's existing:
City of Kingsland, Georgia Page 4

CITY OF KINGSLAND, GEORGIA RFP #COK26-027
PO BOX 250 KINGSLAND, GA FUEL DEPOT PUMP REPLACEMENT AND DEF INTEGRATION PROJECT
10,000-gallon gasoline UST
10,000-gallon diesel UST
Existing dispenser islands (unless minor modifications are required)
Existing FuelMaster fuel management system
Contractor shall verify compatibility of all connections and provide all necessary adapters, fittings,
valves, and controls required for a complete and operational installation.
6. Fuel Management System Integration
The City currently uses FuelMaster fuel accounting and management software. Contractor shall provide
complete integration with the City's existing FuelMaster system, including:
Dispenser communications;
Card reader / key reader / PIN authentication;
Vehicle and operator authorization;
Transaction capture and reconciliation;
Programming, configuration, and testing;
Full operational integration without loss of current functionality.
Contractor shall coordinate directly with FuelMaster and the City to ensure seamless compatibility and
startup.
7. Electrical & Controls
Provide all electrical and controls work necessary for a complete installation, including:
Dispenser power and control connections;
DEF system electrical connections;
Emergency stop integration;
Grounding and bonding;
Breakers, disconnects, and control wiring as required;
Startup and functional testing.
8. Testing, Startup & Training
Contractor shall provide:
City of Kingsland, Georgia Page 5

CITY OF KINGSLAND, GEORGIA RFP #COK26-027
PO BOX 250 KINGSLAND, GA FUEL DEPOT PUMP REPLACEMENT AND DEF INTEGRATION PROJECT
Startup and commissioning;
Meter calibration and testing;
FuelMaster integration testing;
Operator training;
Maintenance staff training;
O&M manuals;
Warranty documentation.
Minimum Qualifications
1. Proposers must be properly licensed to conduct business in Georgia;
2. Have at least five (5) years of experience in commercial or municipal fueling system installation;
3. Have demonstrated experience with FuelMaster integration;
4. Have completed at least three (3) similar projects within the past five (5) years;
5. Be properly insured and bondable.
Proposal Content Requirements
Proposals shall include:
1. Cover Letter
2. Firm Qualifications
3. Relevant Project Experience
4. Proposed Equipment Specifications
5. FuelMaster Integration Plan
6. Project Schedule
7. Warranty and Support
8. References
9. Pricing Proposal
10. Required Forms and Certifications
Pricing
Provide itemized lump sum pricing including:
Removal of Existing Dispensers
One (1) Dual Hose Gasoline Dispenser
City of Kingsland, Georgia Page 6

CITY OF KINGSLAND, GEORGIA RFP #COK26-027
PO BOX 250 KINGSLAND, GA FUEL DEPOT PUMP REPLACEMENT AND DEF INTEGRATION PROJECT
One (1) Dual Hose Diesel Dispenser
One (1) Integrated DEF Tank and Dispenser System
FuelMaster Integration
Electrical and Controls
Startup and Commissioning
Training
Warranty
Evaluation Criteria
Proposals will be evaluated using the following criteria:
Qualifications and Experience (30%)
Technical Approach (25%)
FuelMaster Integration Capability (20%)
Cost (15%)
Schedule (10%)
The City may conduct interviews with top-ranked firms.
Questions and Addenda
All questions shall be submitted in writing only to:
Lee Spell, City Manager
City of Kingsland
PO Box 250
107 South Lee Street
Kingsland, Georgia 31548
Email: Lspell@kingslandgeorgia.com
Responses and addenda will be issued in writing and posted by the City. Oral interpretations are not
binding.
Insurance Requirements
Contractor shall provide:
City of Kingsland, Georgia Page 7

CITY OF KINGSLAND, GEORGIA RFP #COK26-027
PO BOX 250 KINGSLAND, GA FUEL DEPOT PUMP REPLACEMENT AND DEF INTEGRATION PROJECT
Commercial General Liability
Automobile Liability
Workers' Compensation
Pollution Liability
Performance and Payment Bonds may be required if applicable under Georgia law and project cost
thresholds.
Georgia Compliance Requirements
The successful proposer must comply with:
Georgia Security and Immigration Compliance Act / E-Verify (O.C.G.A. 13-10-91)
Georgia Open Records Act
Georgia Prompt Pay Act
O.C.G.A. 36-91 Public Works Construction Law (if applicable)
Non-Collusion Affidavit
Contractor Affidavit
Drug-Free Workplace Certification
Reservation of Rights
The City reserves the right to:
Reject any or all proposals;
Waive informalities and minor irregularities;
Request clarifications;
Negotiate with the highest ranked proposer;
Award in whole or in part;
Cancel this solicitation if in the City's best interest.
Non-Discrimination
The City of Kingsland does not discriminate on the basis of race, color, religion, sex, national origin, age,
disability, or any other protected status under applicable law.
City of Kingsland, Georgia Page 8

CITY OF KINGSLAND, GEORGIA RFP #COK26-027
PO BOX 250 KINGSLAND, GA FUEL DEPOT PUMP REPLACEMENT AND DEF INTEGRATION PROJECT
Terms and Conditions
The City reserves the right to reject any or all proposals
The City reserves the right to waive informalities
The City may request clarification or additional information
Award will be made in the best interest of the City
E-Verify and Contractor Affidavit
Pursuant to O.C.G.A. 13-10-91, the successful contractor shall submit a Contractor Affidavit verifying
participation in the federal E-Verify program prior to execution of the lease agreement.
Subcontractor affidavits shall also be provided where applicable.
Award
The City of Kingsland reserves the right to reject any or all proposals, or any part of any proposal, to award
in part or in whole, to waive any informality in any submission, and to award a contract deemed to be in
the best interest of the City of Kingsland. City of Kingsland reserves the right to accept or reject any and
all responses, to waive irregularities, and to re-advertise as may be determined to be in the best interest
of the City.
The City of Kingsland reserves the right, at any time, to modify, waive, or otherwise vary the terms and
conditions of this RFP including, but not limited to, the deadlines for submissions and submission
requirements. The City further reserves the right to cancel or withdraw this RFP at any time. The City
also reserves the right to negotiate mutually acceptable contract terms with the successful proposer. (City
Purchasing Ordinance, Article IV, Division 2, Section 2-99).
Local Vendor Preference
For purchases, proposals, proposals or contracts less than $100,000 the local vendor may be given an
opportunity to match the lowest price proposal, if the quotation or proposal of the local vendor is within
10% of the lowest price proposal by a non-local vendor. In the event a local vendor matches the lowest
price proposal, including all other terms, quality, service and conditions, then the local vendor shall be
awarded the contract. (See City of Kingsland Purchasing Ordinance for complete guidance.)
Hold Harmless
The Vendor will indemnify, defend, and hold harmless the City of Kingsland from loss for all suits,
actions, or claims of any kind brought as a consequence of any negligent act or omission by the Vendor.
The Vendor agrees that this clause shall include claims involving infringement of patent or copyright.
City of Kingsland, Georgia Page 9

CITY OF KINGSLAND, GEORGIA RFP #COK26-027
PO BOX 250 KINGSLAND, GA FUEL DEPOT PUMP REPLACEMENT AND DEF INTEGRATION PROJECT
For purposes of this document, "City" and "Vendor" includes their employees, officials, agents and
representatives.
Payment
Unless otherwise stated, payment will be made within thirty (30) days of the completion of the Scope of
Work and acceptance by the City of Kingsland. Proposer shall compute pricing less sales tax, of which the
City of Kingsland is exempt, and documentation will be provided upon request.
General Instructions
Proposal must contain a manual signature of an authorized representative. Proposals must be typed or
printed in ink. Use of erasable ink is not permitted. All corrections by Proposer to any Proposal entry
must be initialed.
Any questions shall be directed as follows:
Lee Spell, City Manager
PH: (912) 729-5613
Email: lspell@kingslandgeorgia.com
All submission questions regarding submission shall be directed to:
Hannah Smith, Purchasing Director
PH: (912) 729-8113
Email: hsmith@kingslandgeorgia.com
Required Documents to Be Submitted
Submit one (1) original, (2) hard copies in a sealed envelope marked:
1. Acknowledgement of Addenda
2. W-9
City of Kingsland, Georgia Page
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