Onsite Fuel Supply

Solid Waste Management Department
INVITATION FOR BID
Onsite Fuel Supply
Date of Issue: 27 July 2026
Questions Due Date: 4 August 2026
Bid Due Date: 11 August 2026
Direct all inquiries concerning this IFB to:
Johnny Scott
Environmental Services Project Manager
Email: jscott@cumberlandcountync.gov
Phone: 910-321-6907
Bids shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued hereto.

Table of Contents
1.0 PURPOSE AND BACKGROUND ............................................................................................. 3
2.0 BID INSTRUCTIONS & REQUIREMENTS ........................................................................... 3
2.1 INVITATION FOR BID DOCUMENT ................................................................................... 3
2.2 BID SUBMITTAL ...................................................................................................................... 3
2.3 BID QUESTIONS ....................................................................................................................... 4
2.4 MANDATORY SITE VISIT ..................................................................................................... 4
2.5 ALTERNATE BIDS ................................................................................................................... 5
2.6 IFB TERMS & CONDITIONS ................................................................................................. 5
3.0 NOTICES TO VENDOR ............................................................................................................ 5
3.1 PROHIBITED COMMUNICATIONS AND CONFIDENTIALITY .................................... 5
3.2 BID COMPLIANCE .................................................................................................................. 6
3.3 BID EVALUATION PROCESS................................................................................................ 6
3.4 METHOD OF AWARD ............................................................................................................. 6
4.0 SCOPE OF WORK & VENDOR'S BID CONTENT REQUIREMENTS ............................. 7
4.1 SCOPE OF WORK .................................................................................................................... 7
4.2 VENDOR'S BID REQUIREMENTS ....................................................................................... 7
A. TECHNICAL APPROACH .............................................................................................................. 7
B. COST ................................................................................................................................................... 7
C. FINANCIAL STABILITY ................................................................................................................ 8
D. VENDOR EXPERIENCE ................................................................................................................. 8
E. REFERENCES ................................................................................................................................... 8
5.0 CONTRACT TERMS AND CONDITIONS ............................................................................. 8
5.1 IRAN DIVESTMENT ACT ....................................................................................................... 8
5.2 E-VERIFY ................................................................................................................................... 8
5.3 DIVESTMENT FROM COMPANIES THAT BOYCOTT ISRAEL ................................... 9
5.4 CONTRACT CHANGES........................................................................................................... 9
5.5 CONTRACT TERM .................................................................................................................. 9
5.6 PRICING ..................................................................................................................................... 9
5.7 INVOICES .................................................................................................................................. 9
5.8 PAYMENT TERMS ................................................................................................................... 9
5.9 APPROPRIATION OF FUNDS ................................................................................................ 9
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Onsite Fuel Supply
5.10 FINANCIAL STABILITY ......................................................................................................... 9
5.11 INSURANCE: ........................................................................................................................... 10
5.12 GENERAL INDEMNITY ........................................................................................................ 10
5.13 ENTIRE CONTRACT ............................................................................................................. 11
5.14 CONTRACT CANCELLATION ............................................................................................ 11
5.15 LAWS AND ORDINANCES ................................................................................................... 11
5.16 COMPLIANCE WITH LAWS ............................................................................................... 11
5.17 VENDOR REPRESENTATIONS........................................................................................... 11
ATTACHMENT A: INSTRUCTIONS TO VENDORS ................................................................... 13
ATTACHMENT B: EXECUTION OF BID ...................................................................................... 16
ATTACHMENT C: BID COST ......................................................................................................... 17
ATTACHMENT D: CERTIFICATION OF FINANCIAL CONDITION ...................................... 18
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Onsite Fuel Supply
1.0 PURPOSE AND BACKGROUND
Cumberland County uses onsite fuel tanks. The tanks and fueling equipment are leased from the current vendor as part
of the existing contract at the Ann Street Landfill (698 Ann Street, Fayetteville, NC 28301) and the Wilkes Road
Processing Facility (771 Wilkes Road, Fayetteville, NC 28306). Both locations require DEF, Off-Road Diesel, On-
Road Diesel and Unleaded Gas. The following tanks are furnished by Colonial Fuel as part of the current contract:
Location Discharge Volume Fuel Type Storage Tank
(Gallons) Containment Method
Ann Street 8,000 Off-Road Diesel * Dual Walled
* Above Ground
Ann Street 2,000 Highway Diesel * Dual Walled
* Above Ground
Ann Street 500 Gasoline * Dual Walled
* Above Ground
Ann Street 200 Off-Road Diesel * Dual Walled
* Above Ground
Wilkes Road 2,000 Off-Road Diesel * Dual Walled
* Above Ground
Wilkes Road 2,000 Off-Road Diesel * Dual Walled
* Above Ground
2.0 BID INSTRUCTIONS & REQUIREMENTS
2.1 INVITATION FOR BID DOCUMENT
The IFB is comprised of the base IFB document, any attachments, and any addenda released before contract award. All
attachments and addenda released for this IFB in advance of any contract award are incorporated herein by reference.
By submitting a bid, the vendor agrees to meet all stated requirements in this section as well as any other specifications,
requirements and terms and conditions stated in this IFB. If a vendor is unclear about a requirement or specification or
believes a change to a requirement would allow for the County to receive a better bid, the vendor is urged and cautioned
to submit these items in the form of a question during the question and answer period in accordance with Section 2.3.
Vendors shall populate all attachments of this IFB that require the vendor to provide information and include an
authorized signature where requested. Failure to include required documents and/or signatures, where requested, will
result in rejection of submitted bids.
2.2 BID SUBMITTAL
Sealed bids, subject to the conditions made a part hereof and the receipt requirements described below, shall be received
at the address indicated in the table below.
Mailing address for delivery of bid Office address of delivery by any other method (special
via US Postal Service delivery, overnight, or any other carrier)
BID TITLE: BID TITLE:
Onsite Fuel Supply Onsite Fuel Supply
Cumberland County Solid Waste Cumberland County Solid Waste
Attn: Johnny Scott Attn: Johnny Scott
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Onsite Fuel Supply
Email: jscott@cumberlandcountync.gov 698 Ann Street
Fayetteville, NC 28301
IMPORTANT NOTE: All bids shall be physically delivered to the office address listed above on or before 11 August
2026, at 2:00PM per the clock in the Solid Waste Department regardless of the method of delivery. All risk of late
arrival due to unanticipated delay-whether delivered by hand, U.S. Postal Service, courier or other delivery service is
entirely on the vendor. It is the sole responsibility of the vendor to have the bid to the County department specified by
the specified time and date of opening. Any bid received after the bid submission deadline will be rejected.
Public bid opening will be held at 2:00PM, as per the clock in the Solid Waste Department on 11 August 2026 at 698
Ann Street, Fayetteville, NC 28301.
a) Submit one (1) signed, original executed bid response, one (1) photocopy, one (1) electronic copy on a flash drive.
b) Submit your bid in a sealed package. Clearly mark each package with: (1) Vendor name; (2) the IFB number; and
(3) the due date. Address the package(s) for delivery as shown in the table above. Bids will be subject to rejection
unless submitted with the information above included on the outside of the sealed bid package.
c) The electronic copy of your bid must be provided on a flash drive. The files shall NOT be password protected, shall
be in .PDF or .XLS format, and shall be capable of being copied to other media including readable in Microsoft
Word and/or Microsoft Excel.
All bid addendums and/or corrections will be posted on the Cumberland County Vendor Self Service site
https://ccmunis.co.cumberland.nc.us/vss/Vendors/VBids/Default.aspx . Vendors who submit a notice of intent to bid to
CumberlandPurchasing@cumberlandcountync.gov will receive addendums by email.
2.3 BID QUESTIONS
Written questions shall be emailed to jscott@cumberlandcountync.gov by 4 August 2026, 2:00PM. Vendors should
enter "Onsite Fuel Supply: Questions" as the subject for the email. Questions will not be answered by phone. Question
submittals should include a reference to the applicable IFB section.
Questions received prior to the submission deadline date, the County's response, and any additional terms deemed
necessary by the County will be posted in the form of an addendum to the Cumberland County Vendor Self Service Site,
https://ccmunis.co.cumberland.nc.us/vss/Vendors/default.aspx and shall become an Addendum to this IFB. Vendors
who submit an intent to bid will receive addendums by email. Vendors shall rely only on written material contained
in an Addendum to this IFB. Vendors should not contact any other County employees, besides those listed above,
during the bid process. Vendors who contact any other County employees may be disqualified.
Any questions considered minute in nature or that point to an error in the IFB or that the County determines will produce
information required in order for all vendors to submit a responsible bid, may be answered at the County's discretion
after the specified date and time. Such questions that are received after the deadline are not guaranteed to be answered
and if the questions qualify as "minute in nature" shall be determined at the sole discretion of the County.
2.4 MANDATORY SITE VISIT
Mandatory Site Visit - 2 Locations for Mandatory Site Visit
Date: 08/03/2026
Time: 10:00 AM Eastern Time
Contact #: 910-321-6907
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Instructions: It shall be MANDATORY that each vendor representative be present for a pre-bid site visit on 08/03/2026.
Attendees must meet promptly at 10:00 AM Eastern Time at Cumberland County Landfill - 698 Ann Steet, Fayetteville,
NC 28301, P: 910-321-6907, Admin Building and ending at second location at the Wilkes Road Treatment & Processing
Facility - 771 Wilkes Road, Fayetteville, NC 28306. All attendees must sign in upon arrival. VENDORS WHO ARRIVE
LATER THAN 15 MINUTES AFTER THE SPECIFIED TIME WILL NOT BE ALLOWED TO SIGN IN,
PARTICIPATE IN THE SITE VISIT, NOR SHALL THEIR BID BE CONSIDERED. Once the sign-in process is
complete, all other persons wishing to attend may do so to the extent that space and circumstances allow.
The purpose of this visit is for all prospective vendors to apprise themselves with the conditions and requirements which
will affect the performance of the work called for by this Invitation for Bid. Vendors must stay for the duration of the
site visit.
Vendors are cautioned that any information released to attendees during the site visit, other than that involving the
physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this
Invitation for Bid, must be confirmed by written addendum before it can be considered to be a part of this bid.
2.5 ALTERNATE BIDS
Vendor may submit alternate bids for various methods or levels of service(s) or that propose different options. Alternate
bids must specifically identify the IFB requirements and advantage(s) addressed by the alternate bid. Any alternate bid,
in addition to the marking described above, must be clearly marked with the legend: " Onsite Fuel Supply [for 'name
of Vendor']". Each bid must be for a specific set of services and must include specific pricing. If a vendor chooses to
respond with various service offerings, each must be offered with a separate price and be contained in a separate bid
document. Each bid must be complete and independent of other bids offered. Acceptance of alternate bids is at the
County's sole discretion.
2.6 IFB TERMS & CONDITIONS
It shall be the vendor's responsibility to read the instructions, the County's terms and conditions, all relevant exhibits
and attachments, and any other components made a part of this IFB, and comply with all requirements and specifications
herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be issued
in connection with this IFB.
Questions, issues, or exceptions regarding any term, condition, or other component within this IFB, must be submitted
as questions in accordance with the instructions in Section 2.3 BID QUESTIONS. Vendor's bid shall constitute a firm
offer.
If a vendor desires modification of the terms and conditions of this solicitation, it is urged and cautioned to inquire during
the question period, in accordance with the instructions in this IFB, about whether specific language proposed as a
modification is acceptable to or will be considered by the County. It is the County's sole discretion to accept or reject
requested modifications and/or exceptions.
3.0 NOTICES TO VENDOR
3.1 PROHIBITED COMMUNICATIONS AND CONFIDENTIALITY
PROHIBITED COMMUNICATION: Each vendor submitting a bid, including its representatives, subcontractors, and
suppliers, is prohibited from having any communication with any employees or members of the board of commissioners
of the County except those employees of the County's Finance Department as designated in this IFB. A vendor who
does not comply with this provision may be disqualified from award of a contract.
!IMPORTANT INFORMATION! CONFIDENTIAL INFORMATION: The bid must not contain any information
marked as "confidential" or as a "trade secret" or in any other manner as to indicate that it is information protected by
the Trade Secrets Protection Act ( the "Act") as set out in Article 24 of Chapter 66 of the North Carolina General Statutes,
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unless the vendor has noticed the County Finance Department of its intent to designate any information in the
bid as such and received permission from the County Finance Department to do so in writing. Vendor's notice to
the County Finance Department must be in writing and must describe the information for which confidentiality is
requested and explain how the information is a "trade secret" as defined in G.S. 66-152(3). If the County Finance
Department determines the information for which confidentiality is requested is a "trade secret" covered by the Act, it
will notify the vendor how to mark the information in the bid and will identify the measures that County will take to
protect the confidentiality of the information. Vendor's submission of a bid after receipt of this notice from the County
Finance Department shall be deemed to be acceptance of the County Finance Department's statement of how it will
maintain confidentiality. If the County Finance Department determines the information for which confidentiality is
requested is not a "trade secret" covered by the Act, it will notify vendor of that determination. Any bid marked with any
information as "confidential" or as a "trade secret" or in any other manner as to indicate that it is information protected
by the Act in violation of this section shall be regarded as not responsive to the invitation for bid and shall not be
considered.
3.2 BID COMPLIANCE
It is in the best interest of vendors to submit bids that are clear, concise, and easily understood. Bids should provide
information essential for a straightforward and concise description of vendor capabilities to satisfy the requirements of
the IFB specifications.
Vendor may include any optional data not provided for elsewhere and considered to be pertinent to this bid as an
addendum.
Vendors are urged and cautioned to read the IFB completely through as noncompliance with requirements may result in
bid rejection. Section 4.0 requirements and request for information must be in the same order with the same titles as
listed in Section 4.0. Vendor bids should be easy to follow and all sections should be easily identified.
The specifications included in this package describe the services that the County feels are necessary to meet the
performance requirements of this IFB, and shall be considered the minimum standards expected of the Bidder. However,
the specifications are not intended to exclude potential bidders.
If the vendor is unable to meet any of the specifications as outlined therein, vendors are advised to submit questions and
concerns regarding the specifications during the question and answer period described in Section 2.3.
If the vendor does not indicate or submit questions or concerns regarding the specifications, the County shall assume it
is able to fully comply with these specifications. The County shall be the sole and final judge of compliance with all
specifications.
The County further reserves the right to determine the acceptability or unacceptability of any and all alternatives or
deviations.
3.3 BID EVALUATION PROCESS
The County shall review all responses to this IFB to confirm that they meet the specifications and requirements of the
IFB. The County shall not be required to hold interviews; however, depending on the number of responses and the
information contained in the responses, the County may decide to conduct interviews with firms of its choice. The County
reserves the right to request clarification of information submitted.
The County reserves the right to reject any and all bids.
3.4 METHOD OF AWARD
IFB will be awarded based on lowest, responsive, responsible bidder method of award.
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The County reserves the right to make separate awards to different vendors, to not award, or to cancel this IFB in its
entirety without awarding a contract, if it is considered to be most advantageous to the County to do so.
4.0 SCOPE OF WORK & VENDOR'S BID CONTENT REQUIREMENTS
4.1 SCOPE OF WORK
The annual volume is approximately 175,000 gallons of off-road diesel. Approximately 105,000 gallons of the off-road
diesel will be delivered to the Ann Street Landfill site and the balance to Wilkes Road.
The County requires that an 8,000-gallon, 2,000-gallon, 500-gallon and 200-gallon double walled tank be supplied and
installed at the Ann Street Landfill (698 Ann Street, Fayetteville, NC 28301). Supplier to provide pumps and tracking
system so that fuel consumption for each piece of equipment can be tracked.
The County requires that two (2) 2,000-gallon double wall tanks be supplied and installed at the Wilkes Road Processing
Facility (771 Wilkes Road, Fayetteville, NC 28306). Supplier to provide pumps and tracking system so that fuel
consumption for each piece of equipment can be tracked.
Supplier must have the capability to deliver to multiple sites, described herein, and provide same day service.
Supplier must have the capability to make deliveries on Saturdays and/or at non-typical business hours resulting from
potential storms.
Typical refill is at the 12 full level; therefore, typical fuel delivery will be in the 4,000 - 6,000-gallon range. Supplier
shall continuously monitor fuel levels in all tanks.
The County requires delivery to Ann Street Landfill and the Wilkes Road Processing Facility sites.
The fuel to be delivered is off-road Ultra-Low Sulfur Diesel Fuel (Cetane Rating of 40 or more).
4.2 VENDOR'S BID REQUIREMENTS
The vendor's bid must include the required information below. Bids shall be tabbed, using the titles identified in this
section, to identify the required information. Tabs must be in the same order as listed below. Failure to submit this
information may render its bid non-responsive. Vendors are urged and cautioned to read the notices in Section 3.1.
Noncompliance with the confidentiality requirements will result in a bid being considered nonresponsive.
A. TECHNICAL APPROACH
Vendor's Bid shall include, in narrative, outline, and/or graph form the Vendor's approach to accomplishing the tasks
outlined in the Scope of Work section of this IFB. A description of each task and deliverable and the schedule for
accomplishing each shall be included.
Bid should also include a detailed explanation of emergency fuel supply processes. Details should include standard
response times, in addition to maintenance processes and response times.
B. COST
Cost must be submitted using Attachment [C]: Bid Cost. Cost shall be all inclusive. Exclude all sales tax from your
bid. If a discount is available for prompt payment, identify terms so it may be considered in analyzing bid.
Vendor shall provide a bid to include:
* Ultra Low Sulfur Diesel Fuel (ULSD) Dyed Red 15 ppm
* Ultra Low Sulfur Diesel Fuel (ULSD) Highway Use
* Unleaded 87 E-10
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* Diesel Exhaust Fluid
List and specify equipment, maintenance, and fuel cost.
Identify all associated costs to the County that will not be charged by vendor but will be required (example, permit
requirements).
Specify changes in cost that are based on volume.
Prices shall be based using Fayetteville OPIS average plus a fee per gallon. This cost will include all freight and
miscellaneous fees associated with fuel deliveries.
C. FINANCIAL STABILITY
Each Vendor shall certify it is financially stable by completing the Attachment [D]: Certification of Financial
Condition. The County is requiring this certification to minimize potential issues from Contracting with a Vendor that
is financially unstable. From the date of the Certification to the expiration of the Contract, the Vendor shall notify the
County within thirty (30) days of any occurrence or condition that materially alters the truth of any Statement made in
this Certification.
D. VENDOR EXPERIENCE
In its Bid, Vendor shall demonstrate experience with public and/or private sector clients with similar or greater size and
complexity to Cumberland County. Vendor shall provide detailed information which demonstrates experience with
similar projects.
E. REFERENCES
Vendors shall provide at least three (3) references for which your company has provided services of similar size and
scope to that proposed herein.
TELEPHONE EMAIL ADDRESS
COMPANY NAME CONTACT NAME
NUMBER
5.0 CONTRACT TERMS AND CONDITIONS
5.1 IRAN DIVESTMENT ACT
As provided in N.C.G.S. 147-86.55-69, any person identified as engaging in investment activities in Iran, determined by
appearing on the Final Divestment List created by the North Carolina State Treasurer pursuant to G.S. 147-86.57(6) c,
is ineligible to contract with the County of North Carolina or any political subdivision of the COUNTY.
5.2 E-VERIFY
VENDOR shall comply with the requirements of Article 2 of Chapter 64 of the General Statutes. Further, if Vendor
utilizes a subcontractor, VENDOR shall require the subcontractor to comply with the requirements of Article 2 of
Chapter 64 of the General Statutes.
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5.3 DIVESTMENT FROM COMPANIES THAT BOYCOTT ISRAEL
The VENDOR certifies that it has not been designated by the North Carolina State Treasurer as a company engaged in
the boycott of Israel pursuant to N.C.G.S. 147-86.81. It is the responsibility of each VENDOR to monitor compliance
with this restriction. Contracts valued at less than $1,000.00 are exempt from this restriction.
5.4 CONTRACT CHANGES
Contract changes, if any, over the life of the contract shall be implemented by contract amendments agreed to in writing
by the COUNTY and VENDOR.
5.5 CONTRACT TERM
The Contract shall have an initial term of three [3] years, beginning on the date of contract award (the "Effective Date").
At the end the Contract's current term, the COUNTY shall have the option, in its sole discretion, to renew the Contract
on the same terms and conditions for up to a total of two (2) additional one-year terms. The VENDOR shall begin work
under the Contract within thirty [30] business days of the Effective Date.
5.6 PRICING
Bid price shall constitute the total cost for complete performance in accordance with the requirements and specifications
herein, including all applicable charges handling, administrative and other similar fees. VENDOR shall not invoice for
any amounts not specifically allowed for in this IFB.
Cost per gallon of fuel shall lower during the contract period, if average cost per gallon lowers. No cost shall increase
during the contract period.
5.7 INVOICES
a) Invoices must be submitted to the following address: Cumberland County Solid Waste Management
698 Ann Street
Fayetteville, NC 28301
b) Any applicable taxes shall be invoiced as a separate item.
c) Invoices must be submitted on a monthly basis.
5.8 PAYMENT TERMS
The VENDOR will be paid net thirty (30) calendar days after the VENDOR'S invoice is approved by the COUNTY.
5.9 APPROPRIATION OF FUNDS
The parties intend that contractual performances by either party beyond the first fiscal year after the execution of this
agreement be contingent upon the continued funding and appropriation by the County Board of Commissioners.
Therefore, the parties agree that services provided and payment due under this agreement will be provided upon a year-
to-year basis contingent upon continued funding and appropriation. The fiscal year for Cumberland County begins on
July 1 and ends June 30th.
5.10 FINANCIAL STABILITY
VENDOR warrants that it has the financial capacity to perform and to continue perform its obligations under the contract;
that VENDOR has no constructive or actual knowledge of an actual or potential legal proceeding being brought against
VENDOR that could materially adversely affect performance of this Contract; and that entering into this Contract is not
prohibited by any contract, or order by any court of competent jurisdiction.
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