Specifications include, but are not limited to: 1. SCS currently owns the on-site tanks, pumps, card readers and monitoring devices. Device communication is via a cellular dialer. The Contractor will inspect the tanks regularly and assist in providing maintenance guidance to SCS personnel when needed. It shall be the responsibility of SCS to maintain any equipment own by SCS. 2. The Contractor will ensure that there are retail fueling sites geographically dispersed throughout Sumner County, the State of Tennessee and Southern Kentucky that provide both unleaded gasoline and diesel fuel. 3. All SCS fuel purchases will be made through fuel cards and billed monthly. (Both retail establishment purchases and SCS on-site purchases). 4. The cost for retail and on-Site fuel purchases shall be determined by the average daily OPIS price per gallon for each product, plus vendor markup, plus applicable taxes and plus freight costs. The base price, for fuel delivered to on-Site facilities, shall be determined on the date of delivery by the average daily OPIS pricing for each product and shall remain in effect until the next delivery of product. On the next delivery, the price will be reset according to the appropriate OPIS price. 5. SCS purchases Low Sulfur Diesel and 87-Octane Unleaded Gasoline. The estimated monthly usage is 6,400 gallons of gasoline and 25,800 gallons of diesel. The Contractor shall be responsible for maintaining an acceptable level of product at each on-site fueling facility. SCS requires that the acceptable level be not less than 1/3 tank capacity. SCS personnel shall not be responsible to provide readings or monitor fuel levels for the Contractor. The Contractor shall be responsible for fuel spills resulting from the delivery of product. Fuel spills resulting from dispensing of the fuel shall be the responsibility of SCS. In the event the current Contractor of fuel is not the awarded bidder, the fuel presently stored at each location shall be measured and the fuel purchased by the new Contractor, at an agreeable rate between the two. Should the two not be able to come to terms for the purchase of the fuel, the current Contractor shall have ten (10) days, after notification, to remove the product from the on-site tank or forfeit the remaining product. 6. Account Management: Online access to account information for SCS account management analysis is required. The Contractor must keep cards and user records up to date and the program must be maintained to avoid theft and fraud. The latest technology for this commodity should be included to help SCS keep accurate records and minimize any potential fraud or other problems. 7. Fuel Card Management: SCS authorized personnel must have the ability to immediately cancel and/or replace fuel cards as necessary. SCS requires online capability to order additional cards resulting from loss, damage, or theft. Additionally, SCS requires online capability to cancel cards and update PIN information. SCS has applied a comprehensive program to manage the fuel purchases and the awarded bidder should have the technology to accommodate all needs concerning card management. The Contractor shall, at a minimum, collect the following data with each dispensing transaction. Additional data may be requested. The Contractor shall provide SCS with a list of data available for collection. a) Time and Date of Purchase b) Vehicle Identification c) Product Identity d) Product Quantity e) Dollar Amount of Purchase f) Location of Purchase g) Driver Identification 8. SCS requires one consolidated itemized bill per month should be submitted for payment. The purchases should be broken down by department and by card number for appropriate allocation of the expenses. 9. The Contractor will designate at least one experienced Account Representative to handle all customer service and billing issues related to the SCS account. The Contractor shall provide SCS with a contact telephone number for use seven (7) days per week, twenty-four (24) hours per day for assistance or questions pertaining to the account. 10. SCS requires recognition of our tax-exempt status at the time of the purchases and monthly invoicing. 11. The contract term shall be July 1, 2024 thru June 30, 2027. SCS reserves the right to extend the contract for an additional two, one-year terms subject to agreement by both parties.
