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Tank Management & Monitoring Solution (RFP# 2018-0030)

Request For Proposal (non-DLAE Funded)
Procurement
Project ID:  RFP# 2018-0030
All dates & times in Pacific Time

Introduction

The Sacramento Area Council of Governments (SACOG) is a voluntary association of governments. Member jurisdictions include: the County of Sacramento (including the cities of Citrus Heights, Elk Grove, Folsom, Galt, Isleton, Rancho Cordova, and Sacramento); the County of Yolo (including the cities of Davis, West Sacramento, Winters, and Woodland); the County of Sutter (including the cities of Live Oak and Yuba City); the County of Yuba (including the cities of Marysville and Wheatland); Placer County (including the cities of Auburn, Colfax, Lincoln, Rocklin, Roseville, and Town of Loomis) and El Dorado County (including the City of Placerville).

SACOG is the federally designated Metropolitan Planning Organization (MPO) for the Sacramento, Davis, and Marysville / Yuba City urbanized areas. SACOG is also the state-designated Regional Transportation Planning Agency (RTPA) for the counties of Sacramento, Yolo, Sutter, and Yuba.

1. Summary

SACOG seeks to implement a solution for city and county fuel storage management to include tracking uses of the same tool, one that was created nearly three decades ago. Through this contract our agency seeks to modernize tank management, monitoring, and information processing. The service's cloud-based, software-as-a-service (SaaS) emphasis offers the opportunity to reduce cost and provide a modern solution to a process that has generally been managed through legacy methods (if at all). While SACOG manages a regional fuel contract representing cities, counties, and special districts throughout the Sacramento region, our goal with this contract is to open the door to ways to better manage fuel storage and usage.

2. Background

SACOG’s Joint Fuel and Lubricants Contract, up for renewal this year, has enabled cost-saving, efficient access to common fuels, renewable diesel, and cardlock fueling to meet agency needs. Conversations with member governments and other agencies have shown considerable interest for additional services to supplement our regional fuel contract. Exhibit B displays the Participating Agencies, number of fueling locations (101), and bulk storage tanks (108).

SACOG shall be the lead agency for an eventual master agreement available to local governments throughout California on an on-demand or as-needed basis requiring no formal commitment from participating agencies.

Participating Agencies will purchase directly from the selected vendor under a SACOG-established master agreement by using the sub-agreement process. Participating Agencies will be directly billed by the selected vendors for any purchase made under the agreement.

3. Contact Information

All questions concerning this RFP must be submitted in writing via email to the Primary Contact by the deadline set forth in the "Proposal Submission Date" section and may not be considered if not received by then.

Sacramento Area Council of Governments (SACOG) will respond to questions it considers appropriate and of interest to all Applicants, but reserves the right, in its discretion, not to respond to any question. Responses will be posted on the SACOG website at https://www.sacog.org/do-business-us. Responses posted on the SACOG website become part of the RFP upon posting. SACOG reserves the right, in its discretion, to revise responses to questions after posting, by posting the modified response.

No oral response to any Applicant question by any SACOG employee or agent shall be binding on SACOG or in any way considered to be a commitment by SACOG.

The name, address, and contact information for the RFP Primary Contact are as follows:

Jay Mason
Procurement Officer
1415 L Street
Suite 300
Sacramento, CA 95814
Email: jmason@sacog.org
Phone: (916) 340-6223

Department:
Procurement

Department Head:
Jay Mason
Procurement Officer

4. Timeline

These dates are estimates only and SACOG reserves the right, in its sole discretion, to change this schedule. Notice of changes in a pre-proposal meeting date/time or location, the due date for Applicant questions, and the date for proposal submission will be posted and updated on SACOG's website at https://www.sacog.org/do-business-us. The other dates/times listed may be changed without notice to prospective Applicants.

Release Project Date:
May 1, 2019
Pre-Proposal Meeting (Non-Mandatory):
May 10, 2019, 12:00pm
Location: SACOG 1415 L Street #300 - Virtual Option +1 (571) 317-3129 Access Code: 732-591-877
Question Submission Deadline:
May 13, 2019, 5:00pm
Question Response Deadline:
May 17, 2019, 5:00pm
Proposal Submission Deadline:
June 11, 2019, 5:00pm
Contractor Selection Date:
October 17, 2019
Contract Execution Date:
October 17, 2019