The City of Norfolk (the “City”) seeks a responsible contractor for the provision of bulk fuel and related services. The successful offeror must have the ability to deliver gasoline and diesel fuel to various locations throughout the City. Service hours, locations and the amount of fuel products provided may be increased or decreased at any time during the term of the resulting contract based on City’s needs.
Background
The City currently uses in excess of 2 million gallons of fuel annually comprised of approximately 58% diesel and 42% unleaded. Fuel is purchased through a combination of City-owned sites and contractor sites for the current 2,030 vehicles and pieces of equipment. The City is invoiced on a weekly or monthly basis using an average price per gallon for each product.
The quantities shown herein reflect the best estimates available at the present time. The City shall not be obligated to purchase any minimum or maximum specific quantity during the agreement period. The quantities given in the bid are best estimates and are given as a basis for the comparison of bids.
Annual Usage:
Low Sulfur Diesel: +/- 1,160,000 gallons
Unleaded Fuel: +/- 840,000 gallons
Project Details
- Reference ID: RFP 11084-0-2026/JF
- Department: General Services
- Department Head: Nikki Riddick (Director)
Important Dates
- Questions Due: 2026-06-12T21:00:00.000Z
- Answers Posted By: 2026-06-17T21:00:00.000Z
Evaluation Criteria
- Executive Summary (10 pts) —
Summarizes Offeror’s overall capabilities and approaches for accomplishing the services specified herein. Write a short narrative statement of your firm’s history, ownership, size of personnel, in-house resources, knowledge of Norfolk market, and proof of Commonwealth of Virginia Business License. Include the following:
- Names, title, address, telephone number and e-mail address of individuals who can be contacted during the period of evaluation with questions about the proposal.
- Names, title, address, telephone number and e-mail address of individuals with authority to negotiate and contractually bind the Offeror.
- Names, title, address, telephone number and e-mail address of individuals who can be contacted for prompt contract administration upon award of the contract.
- Experience (20 pts) —
Provide a corporate overview of the firm’s expertise and relevant experiences to deliver the services as described in the RFP. Explain the Offeror’s understanding of the scope of services and how the Offeror would accomplish it. Clearly indicate the technical, managerial and business approaches for the performance of these services. Include, at a minimum, the following items:
- A detailed description of the Offeror’s specific management expertise that will ensure satisfactory provision of the bulk fuel products.
- At least five (5) references for whom your agency provided services as requested above in the past five (5) years, from the date of issuance of this RFP. The performance information provided with each reference must be clearly correlated to the provision of bulk fuel and/or petroleum products and services equivalent to those set forth in this RFP. Each reference shall include, at a minimum, the following items:
- The name, physical address, email address and telephone number for the current contact person of each referenced client.
- The dates on which bulk fuel and services equivalent to those set forth in this RFP were provided to each referenced client.
- A detailed description of the bulk fuel and services that were provided to each referenced client.
- Estimated value of the services provided for each client.
- Approach/Capacity (20 pts) —
Include an overview of how the bulk fuel, retails sites and services provided by the Offeror will comply with the requirements set forth in this RFP. Emphasis shall be placed on the techniques for providing the services requested, and on the Offeror’s capability to deliver the desired services. Include, at a minimum, the following items:
- A detailed description of how the Offeror intends to provide bulk fuel.
- Demonstrated capability of the firm/principal to perform all work elements.
- Demonstrated capability to provide Contractor sites and bulk deliveries.
- Number of sites available and hours of operation, to include the location of sites for both automotive and oversized vehicles and equipment. For each proposed site, a complete Attached I, “Site Evaluation” is required.
- Ability to provide services during inclement weather and emergency conditions.
- Capability of providing an interface with a fleet management system (Faster CS).
- If any portions of the services will be subcontracted, the name of the subcontractors that will be performing such services and the scope of those services.
- A detailed delivery schedule for all City locations listed in this RFP, including the amount of time necessary to necessary to begin bulk deliveries to each location and the amount of lead time necessary to accommodate call-in deliveries.
- The Offeror shall provide Site Specific Characteristic Form (Attachment I) for all new and proposed retail sites.
- Description of the reporting processes for pump problems, customer service problems, or any other problems that may occur.
- Samples of monthly utilization report for fuel transactions information.
- A detailed description of the sources from which the Offeror will obtain the bulk fuel and/or petroleum products, including the names and addresses of potential suppliers.
- A detailed description of any innovations and/or procedural enhancements that Offeror provides which may add value for the City.
- A letter of certification for stating the technical specifications of all bulk fuel products the Offeror intends to provide as listed in this RFP.
- A detailed description of the expected communication channels between the Offeror and the City to ensure that the goods and services are provided to the City’s satisfaction, including how potential problems will be resolved.
- A detailed description of the Offeror’s policies, procedures and standards pertaining to the provision of bulk fuel products and services equivalent to those set forth in this RFP, including any applicable quality control procedures, safety and/or environmental testing and compliance processes and any procedures regarding the protection of property, spill prevention and environmental clean-up.
- Procedures for reporting the following situations:
a. The non-operation of the gasoline or diesel pump.
b. General customer service problems.
c. Billing problems.
d. Computer interface problems.
- Administration (20 pts) —
Provide the following information:
- If proposing a new system:
- A detailed description of features that demonstrate that the replacement system is comparable to the current system.
- The plan for replacement of the current system and implementation of the new system.
- Plan for distribution of the initial cards or keys.
- Plan to implement separate Operator Identification Numbers through the use of a PIN or separate cards or keys. Plan should include timeline and distribution of cards or keys.
- Plan for replacement of lost cards/keys and issuing new cards/keys as required. Include the following information:
- Details of replacement card/key turnaround time.
- Detailed procedure for locking out lost or stolen cards/keys.
- Detailed procedure for replacement of cards/keys.
- Describe reporting processes for pump problems, customer service problems, or any other problems that may occur.
- Describe security procedures during hours of darkness or emergencies.
- Describe how access to on-site assistance for card or product fueling problems (manned sites) are handled.
- Outline the procedures for providing access to undercover vehicles without utilizing City-identified cards or keys, to ensure strict privacy with undercover operations.
- Pricing (30 pts) —
Provide pricing to include the mark-ups, delivery, administrative and other costs of the fuel supplier which will be added to the relevant market price as posted by Oil Price Information Service (OPIS) (see Attachment H: Pricing). Included with the pricing shall be the methodology used to choose respective refiner.
Submission Requirements
- VENDOR RESPONSE (required) —
Please upload your ENTIRE proposal here as one PDF document.
- Pricing Proposal (required) —
Please download the Pricing Proposal Form, Attachment H fill out completely, and upload your response here
- REDACTED PROPOSAL —
If you are requesting certain portions of your proposal containing trade secrets or proprietary information to be withheld from release under Virginia Freedom of Information Act (VFOIA), please upload your redacted proposal here as one PDF document AND state the reasons why protection is necessary. If you do not submit a redacted proposal your entire proposal will be available pursuant to VFOIA. Any redactions will be subject to review by the City Attorney’s Office.
NOTE: Pricing cannot be withheld as trade secret or proprietary information. The entire proposal cannot be designated as trade secret or proprietary information.
- Response Confirmation —
Each proposer is required to confirm they have included these signed forms as part of your vendor response submitted above.
- Anti-Collusion Statement (required)
- Ethics in Public Contracting (required)
- Non-Discrimination (required)
- Debarment Certification (required)
- Compliance with Federal Immigration Law (required)
- Compliance with State Law – Authorization to Transact Business in the Commonwealth of Virginia (required)
- Equal Opportunity Business Status (required)
- Bid Form (required) —
Bid submissions that do not include fully completed bid form will not be accepted. By confirming this item, you are confirming that you completed the bid form and have included it in your response above.
- Acknowledgment of Addenda and Q&A (required) —
Proposer acknowledges that they received and reviewed all Addenda and Questions and Answers
- Pricing Proposal Options (required) —
Select how you want the bidder to submit their pricing proposals