Fuel Management Services
| Location: | Florida |
|---|---|
| Posted: | Mar 13, 2026 |
| Due: | Apr 13, 2026 |
| Agency: | Polk County Public Schools Facilities and Operations |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | 2026-003 |
| Publication URL: | To access bid details, please log in. |
Main
Agency
Florida Electric Cooperatives Association
Florida Electric Cooperatives Association
Status
Active
Active
Fiscal Year
2026
2026
Number
2026-003
2026-003
Tertiary Contact
Type
Request for Proposal
Request for Proposal
Department
Online Submissions
Yes
Yes
Project Estimate
Piggyback Solicitation
No
No
Insurance Required
No
No
Bid Bond Required
No
No
Bid Bond Amount
Performance Bond Required
No
No
Performance Bond Amount
Construction Bond Required
No
No
Construction Bond Amount
Scope of Services
I. General Respondents must be able to provide all labor, equipment, supplies, materials, and ancillary services necessary to provide fuel in support of emergency response and recovery related activities for Issuing Member(s). Activities consist of providing logistics support that entails on site, self-sustained mobile fueling stations, including fuel (gasoline and diesel) and emergency spot fueling. All services performed under the MSA shall be conducted in accordance with all applicable Federal and State laws, and environmental regulations. The services will begin upon issuance of a Notice to Proceed, Task Release, or Task Order (Authorization) by a Contracting Member. The RFP or Scope of Work includes no guarantee of minimum or maximum quantities. It is anticipated that Participating Member(s) may request services 24-36 hours in advance of an impending disaster or in the immediate aftermath of a disaster and may require services throughout the Participating Member’s(s’) recovery. Contractor shall provide documentation to substantiate performance of the Services consistent with the MSA and requirements imposed by FEMA and any other applicable State or Federal agency to support reimbursement to the Participating Member(s) from the appropriate federal agency. Participating Members may award the contract to an offeror other than the lowest bidder, consistent with the evaluation criteria, and may award more than one contract based on anticipated need for fuel resources. Participating Members may elect to perform work with additional contract forces at any time throughout the emergency operations. II. Services
Upon Authorization from an Issuing Member, Contractor shall perform, at the direction and control of Issuing Member, services including but not limited to, the following: Notification and Logistics Management 1. Contractor shall, within two (2) hours of Authorization, provide/confirm 24-hour contact information for the Contractor’s Logistics Support Manager (LSM) and alternate manager for coordination of emergency fuel operations. These individuals shall be available to take direction from the Issuing Member.
2. The LSM shall, within twelve (12) hours of notification, arrive on site at the location designated by the Issuing Member to coordinate emergency fuel operations. The Issuing Member may allow the LSM to work remotely to coordinate fueling activity. Mobile Fueling Stations 1. Contractor shall, within twenty-four (24) hours of Authorization, provide onsite a minimum of one (1) mobile fueling stations capable of dispensing fuel directly into vehicles at locations designated by the Issuing Member. Within seventy-two (72) hours of Authorization, Contractor will provide a minimum of two (2) additional mobile fueling stations capable of dispensing fuel directly into vehicles on site at locations designated by the Issuing Member.
2. Stations are to be fully operated by Contractor.
3. Stations are to provide a minimum of approximately 1,000 gallons of fuel. Up to two (2) tanks can be used to meet this requirement if necessary.
4. The Issuing Member will require both gasoline and diesel, at roughly a 60% gasoline, 40% diesel split. The Authorization will include details as to the required fuel mix and quantities.
5. Contractor shall ensure the fueling stations remain supplied and fully operational throughout the activation (24 hours per day/7 days a week, unless changed by the Issuing Member).
6. The Issuing Member will designate the location for each station. In the event that these locations are outside of the Issuing Member’s service territory, they will continue to be coordinated through the Issuing Member.
Exclusive Use. Contractor shall provide the agreed upon number and type of fuel resources for exclusive use by the Issuing Member and others at the Issuing Member’s discretion. Spot Fueling. Contractor shall provide spot fueling capabilities to fuel and refuel stationary and portable generators; refuel mobile fueling stations; and refuel Issuing Member-owned fuel tanks as required throughout the emergency event. Fuel quantity can range from 500 to 10,000 gallons depending on the need and the impact of the event. Labor and Equipment 1. Provide self-sustaining bobtails and tankers or alternative vehicle approved by the Issuing Member, to dispense fuel directly to vehicles designated by the Issuing Member.
2. Contractor shall only dispense fuel to those vehicles authorized by the Issuing Member.
3. Provide sufficiently qualified and properly certified personnel to continuously conduct operations as directed by the Issuing Member.
4. If requested by the Issuing Member, provide copies of the driver’s licenses of all operators providing the Services.
5. Ensure that all Contractor personnel have and utilize personal protective safety gear in accordance with State and Federal requirements and company safety policies. This includes adherence to fuel handling and refueling safety requirements and all Federal, State, and local laws regarding fuel transportation and handling activities. Documentation and Reporting 1. At request of the Issuing Member, after termination of the operations, Contractor shall participate in an After-Action Review to identify issues/concerns and corrective actions required ensuring efficient operations in future endeavors.
2. Contractor shall track all fuel quantities dispensed and provide a daily report in a format approved by the Issuing Member (electronic is preferred). The report will include vehicle tag number, vehicle driver, owner of vehicle receiving fuel if other than the Issuing Member, and the time, date, quantity and type of fuel dispensed. This information shall be included with all Contractor invoices.
3. Fuel receipts will be provided to the driver of the vehicle being fueled. Contractor will maintain and provide copies of all receipts to properly document the contract work in accordance with FHWA and FEMA requirements.
4. Contractor shall provide instantaneous and reliable communication (via cell phones or radios) between each vehicle and/or station and the Issuing Member’s designated representative. Contractor should identify if they have the capability to provide the Issuing Member with “dashboard” visibility of their vehicles (such as through GPS tracking of vehicles with real-time reports provided to the Issuing Member).
I. General Respondents must be able to provide all labor, equipment, supplies, materials, and ancillary services necessary to provide fuel in support of emergency response and recovery related activities for Issuing Member(s). Activities consist of providing logistics support that entails on site, self-sustained mobile fueling stations, including fuel (gasoline and diesel) and emergency spot fueling. All services performed under the MSA shall be conducted in accordance with all applicable Federal and State laws, and environmental regulations. The services will begin upon issuance of a Notice to Proceed, Task Release, or Task Order (Authorization) by a Contracting Member. The RFP or Scope of Work includes no guarantee of minimum or maximum quantities. It is anticipated that Participating Member(s) may request services 24-36 hours in advance of an impending disaster or in the immediate aftermath of a disaster and may require services throughout the Participating Member’s(s’) recovery. Contractor shall provide documentation to substantiate performance of the Services consistent with the MSA and requirements imposed by FEMA and any other applicable State or Federal agency to support reimbursement to the Participating Member(s) from the appropriate federal agency. Participating Members may award the contract to an offeror other than the lowest bidder, consistent with the evaluation criteria, and may award more than one contract based on anticipated need for fuel resources. Participating Members may elect to perform work with additional contract forces at any time throughout the emergency operations. II. Services
Upon Authorization from an Issuing Member, Contractor shall perform, at the direction and control of Issuing Member, services including but not limited to, the following: Notification and Logistics Management 1. Contractor shall, within two (2) hours of Authorization, provide/confirm 24-hour contact information for the Contractor’s Logistics Support Manager (LSM) and alternate manager for coordination of emergency fuel operations. These individuals shall be available to take direction from the Issuing Member.
2. The LSM shall, within twelve (12) hours of notification, arrive on site at the location designated by the Issuing Member to coordinate emergency fuel operations. The Issuing Member may allow the LSM to work remotely to coordinate fueling activity. Mobile Fueling Stations 1. Contractor shall, within twenty-four (24) hours of Authorization, provide onsite a minimum of one (1) mobile fueling stations capable of dispensing fuel directly into vehicles at locations designated by the Issuing Member. Within seventy-two (72) hours of Authorization, Contractor will provide a minimum of two (2) additional mobile fueling stations capable of dispensing fuel directly into vehicles on site at locations designated by the Issuing Member.
2. Stations are to be fully operated by Contractor.
3. Stations are to provide a minimum of approximately 1,000 gallons of fuel. Up to two (2) tanks can be used to meet this requirement if necessary.
4. The Issuing Member will require both gasoline and diesel, at roughly a 60% gasoline, 40% diesel split. The Authorization will include details as to the required fuel mix and quantities.
5. Contractor shall ensure the fueling stations remain supplied and fully operational throughout the activation (24 hours per day/7 days a week, unless changed by the Issuing Member).
6. The Issuing Member will designate the location for each station. In the event that these locations are outside of the Issuing Member’s service territory, they will continue to be coordinated through the Issuing Member.
Exclusive Use. Contractor shall provide the agreed upon number and type of fuel resources for exclusive use by the Issuing Member and others at the Issuing Member’s discretion. Spot Fueling. Contractor shall provide spot fueling capabilities to fuel and refuel stationary and portable generators; refuel mobile fueling stations; and refuel Issuing Member-owned fuel tanks as required throughout the emergency event. Fuel quantity can range from 500 to 10,000 gallons depending on the need and the impact of the event. Labor and Equipment 1. Provide self-sustaining bobtails and tankers or alternative vehicle approved by the Issuing Member, to dispense fuel directly to vehicles designated by the Issuing Member.
2. Contractor shall only dispense fuel to those vehicles authorized by the Issuing Member.
3. Provide sufficiently qualified and properly certified personnel to continuously conduct operations as directed by the Issuing Member.
4. If requested by the Issuing Member, provide copies of the driver’s licenses of all operators providing the Services.
5. Ensure that all Contractor personnel have and utilize personal protective safety gear in accordance with State and Federal requirements and company safety policies. This includes adherence to fuel handling and refueling safety requirements and all Federal, State, and local laws regarding fuel transportation and handling activities. Documentation and Reporting 1. At request of the Issuing Member, after termination of the operations, Contractor shall participate in an After-Action Review to identify issues/concerns and corrective actions required ensuring efficient operations in future endeavors.
2. Contractor shall track all fuel quantities dispensed and provide a daily report in a format approved by the Issuing Member (electronic is preferred). The report will include vehicle tag number, vehicle driver, owner of vehicle receiving fuel if other than the Issuing Member, and the time, date, quantity and type of fuel dispensed. This information shall be included with all Contractor invoices.
3. Fuel receipts will be provided to the driver of the vehicle being fueled. Contractor will maintain and provide copies of all receipts to properly document the contract work in accordance with FHWA and FEMA requirements.
4. Contractor shall provide instantaneous and reliable communication (via cell phones or radios) between each vehicle and/or station and the Issuing Member’s designated representative. Contractor should identify if they have the capability to provide the Issuing Member with “dashboard” visibility of their vehicles (such as through GPS tracking of vehicles with real-time reports provided to the Issuing Member).
Dates(All times are listed as
EST
)
Broadcast Date
3/13/2026 4:00 PM EST
3/13/2026 4:00 PM EST
Question End Date
3/30/2026 5:00 PM EST
3/30/2026 5:00 PM EST
Sample Due Date
Due Date
4/13/2026 5:00 PM EST
4/13/2026 5:00 PM EST
Bid Opening Date
Question End Date Reminder Notification
0 Day(s)
0 Day(s)
Sample Due Date Reminder Notification
0 Day(s)
0 Day(s)
Due Date Reminder Notification
0 Day(s)
0 Day(s)
Pre-Bid Meetings
Total: 0
(All times are listed as
EST
)
| Date | Time | Mandatory | Location |
Shortlist Meeting
Total: 0
(All times are listed as
EST
)
| Date | Time | Location |
Documents
Quote/Bid
Quote/Bid Items
Additional Quote/Bid Items Fields
Quote/Bid Items
Total: 0
| # | Required | Group | Make | Model | Description | Quantity | Unit of Measure | Price/ Percent | Type |
Delivery Date
None
None
Required Files to be Uploaded by the Vendor
None
None
Shipping
None
None
Terms and Conditions
None
None
Include Shipping in Price of Items
No
No
Display Bid Tabulation to Vendors
No
No
Display Vendor Submissions to Vendors
No
No
View Vendor Submissions while Bid Solicitation is Active
No
No
Allow Options File to be Updated after Due Date
No
No
Allow Post Due Date Submission
No
No
Commodity Codes
Total: 12
| Code | Description |
| [405-1] | Fueling Systems Pumps Tanks |
| [557-36] | Fuel System Parts and Accessories |
| [560-47] | Fuel and Fuel Oil Handling Equipment |
| [928-43] | Fuel Site Maintenance and Repair |
| [928-44] | Fuel System Maintenance and Repair |
| [958-50] | Fuel Management Services |
| [405-2] | Alternative Fuels (Not Otherwise Classified) |
| [720-33] | Gasoline, Compressed Natural Gas (CNG), Liquefied Petroleum Gas (LPG), and Diesel Fuel Pumps, Service Station Type |
| [720-4] | Automatic Fueling Systems, Accessories and Parts |
| [720-41] | Meters and Dispensers for Fuel, Oil, and Lubricants |
| [914-39] | Facility Fuel Systems |
| [925-74] | Petroleum and Fuel (Storage and Distribution)/Engineering |
Publications
Total: 0
| Publication | Date |
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