City of Lewiston
Request for Proposals
RFP-26-008 Fuel
Release Date:
March 10, 2026
PROPOSAL DUE DATE:
April 2, 2026
by 2:00 p.m. PT
REQUEST FOR PROPOSALS
RFP-26-008 FUEL
The City of Lewiston, Idaho, is requesting proposals for the supply and delivery of fuel for City vehicles and
equipment. RFP packets may be obtained from the City’s website at www.cityoflewiston.org, under “How do
I,” then “View…Bid/RFP/RFQ Opportunities.”
No Pre-Proposal Conference will be held. All questions relating to this RFP must be addressed in writing to the
City of Lewiston Purchasing Division by e-mail to purchasing@cityoflewiston.org. The Purchasing Division must
receive all questions no later than March 23, 2026, by 12:00 noon PT. Written response to questions shall be
provided through an addendum which will be posted on the City’s website. Proposers may not contact other City of
Lewiston officials or employees regarding this RFP.
Five (5) copies of the Proposal must be delivered or mailed in a sealed envelope to the City of Lewiston Purchasing
Division, 1134 F Street, Lewiston, Idaho 83501 by 2:00 p.m., PT, April 2, 2026. The outside of the sealed delivery
envelope must be clearly marked “RFP-26-008 Fuel.” All proposals will be date and time stamped as they arrive
in the Purchasing Division. The Purchasing Division will publicly open the sealed Proposals on April 2, 2026,
at 2:00 p.m. at City Hall, 1134 F Street, Lewiston, Idaho. The name of each proposer submitting a proposal
will be read into the public record. The Lewiston City Council reserves the right to accept or reject any or all
proposals.
The City of Lewiston, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4
and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21,
Nondiscrimination in Federally-assisted programs of the Department of Transportation issued pursuant to such Act, hereby
notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement,
disadvantaged business enterprises as defined at 49 CFR Part 26 will be afforded full opportunity to submit bids in
response to this invitation and will not be discriminated against on the grounds of race, color, national origin, or sex in
consideration for an award. In addition, the City of Lewiston prohibits discrimination based on ancestry, religion, creed,
age, marital or familial status, physical or mental disability, sexual orientation, and gender identity/expression.
Publish: March 10 & 17, 2026
RFP-26-008 Fuel
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Table of Contents
Topic
Page
1 Purpose and Background.......................................................................................................1
2 Instructions to Proposer ......................................................................................................... 1
3 Vendor Qualifications and Requirements............................................................................7
4 Scope of Work ......................................................................................................................... 7
5 Proposal Content...................................................................................................................11
6 Selection Process and Evaluation Criteria ......................................................................... 12
7 Appendices ............................................................................................................................. 14
Exhibit A Sample Contract ....................................................................................................... 15
Exhibit B Proposal Form .......................................................................................................... 32
RFP-26-008 Fuel
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SECTION I
Purpose and Background
1.0 Purpose
The purpose of this RFP is to procure fuel for the City of Lewiston’s motor vehicles and
equipment. The RFP includes providing fuel at Lewis-Clark Valley retail pumps via a card
system and delivering fuel to generators, off-road equipment, and emergency vehicles on
extended calls and temporary emergency operations centers during extended emergency events.
1.1 Background
The City of Lewiston is looking for a Vendor to provide refueling services 24 hours a day,
year-round. The City’s vehicles and equipment run on unleaded fuel and diesel fuel #2. City
drivers are not assigned to a specific vehicle, so the refueling system must allow drivers to fuel
various vehicles. The City will need about 550 vehicle and miscellaneous cards, as well as
driver PINs for cards. The City anticipates approximately 800 transactions per month.
In addition to refueling services, the City needs fuel delivered to various locations. The
Lewiston Transfer Station, located at 1031 Wild Dove Ln., currently requires weekly delivery
of #2 dyed diesel fuel. Fourteen (14) generators located at various sites within City limits and
heavy equipment at job sites are fueled on an as-needed basis. Most generators run on diesel,
but a few use gasoline. On rare occasions, the City may need fuel delivered to emergency
vehicles on extended calls and temporary emergency operations centers during extended
emergency events.
The City has contracted with a Vendor (currently Sunshine Disposal) to haul materials from our
Transfer Station to the Asotin County Landfill. The usual trucks used for this contract are
owned by the hauling contractor and are dedicated for use for the hauling contract. The City
pays for the diesel fuel directly to the fuel Vendor. The selected Vendor may or may not be
required to provide fuel for this contract, depending on the availability and location(s) of
fueling stations to accommodate the fueling needs of the hauling company. Vehicles and
drivers would require fuel cards and PINs (or cards). Fuel would be at contract pricing but
would not be tax exempt like the rest of the City’s fuel. Invoicing would be separate from other
fuel purchases of the City.
SECTION II
Instructions to Proposer
2.0 General
1. The Proposer shall define the capability of their organization to supply the services
requested. The response must be specific and complete in every detail, prepared in a
simple and straightforward manner.
2. The Proposer is advised to read this RFP in its entirety. Failure to read and/or understand
any portion of the RFP shall not be cause for waiver of any portion of this RFP.
RFP-26-008 Fuel
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3. Any variation or deviation from the specifications must be clearly stated in writing and
submitted as part of the RFP.
4. The City of Lewiston may request the Proposer to whom it intends to award the
Contract to submit information necessary to satisfy the City that the proposer is
adequately prepared to fulfill the Contract.
5. The City of Lewiston may award a contract, based on proposals received, without further
discussion of such proposals. Accordingly, each proposal should state the most favorable
terms that a Proposer can submit.
6. The City of Lewiston reserves the right to accept or reject any or all Proposals or portions
thereof received as a result of this RFP.
7. The City of Lewiston reserves the right to delete any portion of any response to this RFP.
8. The City of Lewiston reserves the right to waive informalities and minor irregularities in
Proposals received as a result of this RFP.
9. Whenever in this RFP any particular materials, process, and/or equipment is indicated or
specified by patent, proprietary, or brand name, or by name of manufacturer, such
wording shall be deemed to be used for the purpose of facilitating description of the
material, process, and/or equipment desired and shall be deemed to be followed by the
words "or equal." Proof satisfactory to the City must be provided by proposer to show
that the alternative product is, in fact, equal to the product required in the specification.
Prior approval is recommended.
10. By submitting this proposal, the proposer agrees that this proposal is made without any
understanding, agreement, or connection with any other person, firm, or corporation
submitting a proposal for the same purpose and that its proposal is in all respects fair and
without collusion or fraud. The proposer also agrees that this proposal is made without
any intentionally fraudulent acts committed in an effort to be the successful proposer.
11. The City of Lewiston, in accordance with Title VI of the Civil Rights Act of 1964, 78
Stat. 252, 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations,
Department of Transportation, Subtitle A, Office of the Secretary, Part 21,
Nondiscrimination in Federally-assisted programs of the Department of Transportation
issued pursuant to such Act, hereby notifies all Vendors that it will affirmatively ensure
that in any contract entered into pursuant to this advertisement, disadvantaged business
enterprises, as defined at 49 CFR Part 26, will be afforded full opportunity to submit
bids in response to this invitation and will not be discriminated against on the grounds
of race, color, national origin, or sex in consideration for an award. In addition, the City
of Lewiston prohibits discrimination based on ancestry, religion, creed, age, marital or
familial status, physical or mental disability, sexual orientation, and gender
identity/expression.
2.1 Preparations and Format of Proposal
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
