Fuel Card and Retail Fueling Services

NOTICE IS HEREBY GIVEN THAT sealed proposals or bids will be received through the Procurement Portal at https://procurement.opengov.com/portal/sanluisaz, until 11:00 am (M.S.T.) on Monday, June 22, 2026, for fuel Card and Retail Fueling Services for the City of San Luis Fuel Card and Retail Fueling Services. The intent of this Request for Proposals (RFP) is to establish a contract with a vendor that can provide reliable access to gasoline and diesel fuel through a network of retail fueling locations, along with a comprehensive fuel card management program. Services shall include, but are not limited to, the issuance and management of fuel cards, access to a broad network of fueling stations to include the ability to fuel at any local fueling vendor locations, competitive and transparent pricing structures, detailed transaction reporting, and fraud prevention controls. The selected vendor must be capable of supporting all City departments and ensuring consistent, secure, and efficient fueling operations. The City reserves the right to evaluate proposals based on pricing, service capabilities, vendor experience, and overall value, and to negotiate terms in the best interest of the City. Proposals will then be publicly opened and read aloud.

The City of San Luis is soliciting proposals from qualified vendors to provide Fuel Card and Retail Fueling Services. RFPs are to be submitted through the Procurement Portal no later than 11:00 am on Monday, June 22, 2026.

Background

The City of San Luis operates a diverse fleet of vehicles and equipment across multiple departments, including public safety, public works, and administrative services. The City does not maintain bulk fuel storage facilities and relies on retail fueling solutions to meet its operational needs. The City anticipates an annual usage of 110,000 gallons for unleaded fuel, an estimated annual usage of 70,000 gallon of diesel fuel.

To improve efficiency, cost control, and oversight of fuel usage, the City is seeking to implement a fuel card program that provides enhanced tracking, reporting, and purchasing controls. The goal of this procurement is to secure a vendor that offers a reliable fueling network, competitive pricing, and modern fuel management tools that support accountability and operational flexibility.

The resulting contract is expected to support the City’s ongoing fuel needs while ensuring transparency, budget control, and uninterrupted service delivery.

Project Details

• Reference ID: 2026-RFP-00000012
• Department: Finance
• Department Head: Roula Encinas (Director of Finance)

Important Dates

• Questions Due: 2026-06-12T01:00:00.000Z
• Answers Posted By: 2026-06-16T01:00:00.000Z
• Pre-Proposal Meeting: 2026-06-09T17:00:00.000Z — City of San Luis City Hall, Finance Conference Room, 1090 E Union St. San Luis, AZ 85349

Evaluation Criteria

• Cost / Pricing Structure (40 pts) —

  Evaluation will consider the overall cost to the City, including fuel pricing methodology (e.g., OPIS index or retail discount), proposed markup or discount per gallon, and any applicable fees such as card fees, transaction fees, or administrative costs.

  Preference will be given to proposals that demonstrate:

  • Competitive and transparent pricing
  • Minimal or no additional fees
  • Favorable discounts or pricing adjustments
• Network Coverage & Accessibility (25 pts) —

  Evaluation will consider the availability, proximity, and convenience of fueling locations accessible to City staff.

  Preference will be given to vendors that:

  • Provide multiple fueling locations within and near the City of San Luis
  • Offer 24/7 access to fueling stations
  • Support both gasoline and diesel fueling
  • Demonstrate strong regional coverage
• Fuel Card Program & Controls (15 pts) —

  Evaluation will consider the functionality, flexibility, and security of the vendor’s fuel card system.

  Preference will be given to vendors that provide:

  • Purchase controls (fuel type, gallon limits, time restrictions)
  • Fraud prevention and monitoring tools
  • Real-time or near real-time reporting
  • User-friendly online management systems
• Experience & Qualifications (10 pts) —

  Evaluation will consider the vendor’s experience providing similar services to public agencies or organizations of comparable size.

  Preference will be given to vendors that demonstrate:

  • Proven experience with municipal or government clients
  • Successful implementation of similar fuel programs
  • Financial stability and reliability
• Customer Service & Implementation (10 pts) —

  Evaluation will consider the vendor’s ability to provide responsive customer service and a smooth implementation process.

  Preference will be given to vendors that:

  • Provide dedicated account management
  • Offer clear implementation timelines
  • Provide training and ongoing support
  • Demonstrate responsiveness and reliability

   

  The City reserves the right to request clarifications, conduct negotiations, and award a contract based on the proposal that provides the best overall value to the City.

Submission Requirements

• Proposal Documents (required) —

  Please Upload your COMPLETE Proposal here, which includes the following:

  1. Bid Summary
  2. Statement of Experience and Qualifications
  3. Non-Collusion Declaration
• Proposal (without Cost Proposal) (required) —

  Please Upload your COMPLETE Proposal here. Upload fee proposal separately in the next step.

• Separate Cost Proposal (required) —

  Confirm that your fee proposal is not attached in your Proposal and is attached separately here.

• Bid Bond (required) —

  Each bid shall be accompanied by a certified cashier’s check, or bid bond, in the amount of XXXXXof the total bid price, payable toCity of San Luis, as a guarantee that the bidder, if its bid is accepted, will promptly execute the Agreement. The bidder shall guarantee the total bid price for a period of 60 days from the date of the bid opening.

  Please scan and upload a copy of your bid bond/cashier's check. Bidder must also MAIL bid guarantee with a postmarked date no later thanMonday, June 22, 2026 addressed to:

  City of San Luis
  Angelica Cifiuentes
  1090 E Union St
  San Luis,AZ85349

  Please have the Bidder Name, Contract Title ("Fuel Card and Retail Fueling Services"), and Contract Number ("2026-RFP-00000012") listed clearly on the outside of the envelope.

• Contract Execution, Payment Bond, Performance Bond, and Certificate(s) of Insurance (required) —

  The contract shall be executed by the successful bidder and shall be returned, together with the Payment Bond, Performance Bond and Certificate(s) of Insurance to City of San Luis so that it is received within 14 working daysafter the bidder has received the contract for execution. Failure to do so shall be just cause for forfeiture of the proposal guaranty.

• Bid Bond (required) —

  Will this solicitation require a bid bond?

• Electronic Pricing Table (required) —

  Would you like to have bidders respond to an electronic pricing table through OpenGov?

  Some examples of of when to say "yes":

  1. This is a quote for goods or commodities
  2. This is a public works bid, with a pricing table that can be uploaded into ProcureNow from an excel spreadsheet
  3. Seeking services for hourly rate schedules
• Separate Fee Proposal Upload (required) —

  If you are NOT using the Electronic Pricing Table option, will you want your bidder to separate a Price Proposal from the rest of their Response? You'll want to do this if you open your bids initially WITHOUT showing price, and then come back in after a technical evaluation to unseal pricing later.

• Evaluation Committee? (required) —

  Will there be an evaluation committee to review the proposals and score them based on weights and multiple criteria?