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.
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.
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.
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:
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.
The scope of work is described below. The selected consultant or consulting team will be expected to perform all technical and other analyses necessary to complete the scope of work. The consultant will receive general direction from the SACOG Project Manager. Tasks and deliverables will include the following:
It is in the interest of SACOG and all Participating Agencies to establish the following:
(a) Provide a comprehensive, competitively-solicited Master Agreement offering products and services to Participating Agencies.
(b) Achieve cost savings of Contractors and Participating Agencies through a single competitive solicitation process that eliminates the need for duplicate purchasing process.
(c) Combine the purchasing power of public agencies to achieve cost-effective pricing.
(d) Reduce the administrative and overhead costs of Contractors and Participating Agencies through state-of-the-art purchasing.
The end product of the Contractor’s work will be a contract defined by the following tools and features:
• User interface enabling comprehensive and productive tank management
• Fuel tank site documentation and management capacity
• Browser-based and mobile-optimized user interfaces (cloud-based solution)
• Cloud-based access to data, supplemental documents, and other source material
• Data Excel-exporting capability
• On-demand, real-time account support
• Electronic site event log and manual tank data log options
• Tank event alerts (real-time communication with alarms and monitoring equipment)
• Secure data storage capacity
The tool should provide an intuitive, beautifully designed user experience; the solution must guarantee 99.9% availability.
Training is considered an essential element of this project. One priority aspect of training that SACOG has chosen, is how quickly and easily the proposed system can be adopted by personnel. Questions for our review include:
• How difficult is the system to learn?
• Is it intuitive for users familiar with Microsoft-based systems?
• What staff support will you provide to assist with training? Is that incorporated in the overall cost?
We will be looking for answers to these and other questions within RFP responses, possible demonstrations, and discussions with proper representatives.
The cost proposal shall describe the total, and detailed, price for which the consultant is to commit to complete the scope of work and end products. The cost proposal detail shall describe estimated costs in the following categories, whereby only the total amount is a binding offer. These categories are:
• Cost for each professional’s time
• Cost for the completion of each proposed task
• Cost for travel and per-diem (if applicable)
• Cost for materials and supplies
The final contract will be available to local governments throughout California. In order to incentivize participation, proposers are encouraged to include a discount structure or a tiered participation approach.
In order to finance the cooperative procurement and contracting time required to administer this solicitation, SACOG will assess an administrative fee. The Contractor will be directed to include the fee in the cost of each unit purchased by a Participating Agency, and the contractor will pay all fees directly to SACOG that are collected on a quarterly basis. The Contractor can propose a suggested fee structure and approach, and SACOG will include this information in the final contract.
Proposals should be limited to specific discussion of the elements outlined in this RFP. The intent of this RFP is to encourage responses which meet the stated requirements, and which propose the best methods to accomplish the work within the stated budget.
The organization of the proposal should follow the general outline below. Each proposal should consist of a technical proposal and a cost proposal.
Detailed guidance on the content and organization of the Proposals can be found in this section. Electronic and hard-copy versions must provide responses to all sections of the RFP.
Proposals should include an itemized list of all electronic documents being provided to SACOG and maintain links to any documents provided on-line through the time of contract award.
The transmittal letter should include the name, title, address, phone number, and original signature of an individual with authority to negotiate on behalf of and to contractually bind the consultant or consulting firm, and who may be contacted during the period of proposal evaluation. The letter must also include a statement acknowledging that the consultant or consulting firm has reviewed and accepted SACOG’s Standard Agreement (see attached) with or without qualifications. Only one transmittal letter need be prepared to accompany all copies of the technical and cost proposals.
In this section, the proposer should demonstrate an adequate understanding of the role and relationships of SACOG.
This should include:
If a subcontractor will be used, the proposer must include a letter from the subcontractor committing to perform at least the work shown for subcontractor professional in the Staffing Resource Matrix mentioned above.
The proposal must include the following information for the consultant and each subcontractor, as required by 49 CFR Section 26.11(c)(2).
The proposal must describe the nature and outcome of projects previously conducted by the consultant’s key personnel which are related to the work described within the RFP. Descriptions should include client contact names, address, phone numbers, descriptions of the type of work performed, approximate dates on which the work was completed, and professional staff who performed the work. Contractor should also include any relevant case studies or impact numbers for their particular solution.
If a subcontractor is proposed, two to three similar qualifications and references should be provided for the subcontractor. Up to two samples of the consultant’s work on closely related projects can also be included with the proposal, if available.
Additionally, the proposer must complete the Debarment Certification Form (see Attached in Sample Agreement). The proposer must also complete the Levine Act Disclosure Statement (see Attached in Sample Agreement).
The cost proposal shall describe both the total and the detailed price for which the consultant will commit to complete the total scope of work and end products. The cost proposal detail shall describe estimated costs (only the total amount is a binding offer) for each professional’s time, for the completion of each proposed task, for travel and per-diem (if applicable), and for materials and supplies.
Failure to provide adequate cost data will result in the proposal rejection as unresponsive.
Consultant’s affirmative action program, if required pursuant to the equal employment opportunity requirements of the U.S. Department of Labor Regulations (41 CFR Part 60, et seq.). These regulations require certain contractors to develop and maintain affirmative action programs, including service contractors (non-construction) with 50 or more employees and a federally assisted contract of $50,000 or more.
Consultants and consultant firms submitting proposals in response to this RFP must disclose to SACOG any actual, apparent, or potential conflicts of interest that may exist relative to the services to be provided under Agreement for consultant services to be awarded pursuant to this RFP.
If the consultant or firm has no conflict of interest, a statement to that effect shall be included in the proposal.
Please complete the form by clicking on the link. Make sure that the email you complete the form with matches the email of your vendor account.
IF you would prefer to give us one pdf of the entire response, please upload it here.
A proposal review panel made up of members of SACOG and department staff from our member cities and counties will evaluate the proposals.
Upon receipt of the proposals, a technical evaluation will be performed. The review panel will evaluate each proposal in accordance with the criteria listed in the "Evaluation Criteria" section. Proposers may be telephoned and asked for further information, if necessary. Previous clients may also be called.
The review panel may request oral interviews from the top candidates to provide additional input in the evaluation process.
The panel will make recommendations to the SACOG Executive Director on the basis of the proposal, oral interview when held, and reference check. SACOG reserves the right to select a consultant based solely on written proposals and not convene oral interviews. In determining which proposal is most advantageous, SACOG will award the contract to the proposer whose proposal offers the best value.
The overall and technical approaches to be followed including the to tasks be performed and solutions delivered. This may include steps and resources required and proposed project schedule.
Customer testimonials, references, relevant case studies, and impact numbers. Qualifications of the project leader and any staff proposed to provide training or technical support.
Cost analysis and justification.
Interested parties must register with SACOG’s procurement portal, https://secure.govlist.us/portal/sacog, and click the "Follow" button on the specific solicitation to receive notifications of any addendums or updates.
Please submit in an email, clearly titled "Tank Management and Monitoring Solution", addressed to both Jay Mason and Conor Peterson at the following addresses:
Proposals must be received by SACOG’s Procurement Officer via electronic copy AND the SACOG Bid Sourcing Portal found at https://www.sacog.org/do-business-us, as described further. Both electronic copy and portal submission should be received no later than 4:00 pm (PST) on June 13, 2019, via email to Jay Mason at email@example.com
The contract will be an agreement between SACOG and the consultant. SACOG will provide contract administration services. The consultant will invoice SACOG for services rendered and SACOG will compensate the consultant for these services as set forth in the agreement. Funding for the consultant services will be provided by the Participating Agency. The SACOG Board of Directors will award the contract and project deliverables will be reviewed by the SACOG Project Manager.
This request for proposal (RFP) does not commit SACOG to award a contract, to pay any costs incurred in the preparation of proposals in response to this request, or to procure or contract for services or supplies. SACOG expressly reserves the right to reject any and all proposals or to waive any irregularity or informality in any proposal or in the RFP procedure and to be the sole judge of the responsibility of any proposer and of the suitability of the materials and/or services to be rendered. SACOG reserves the right to withdraw this RFP at any time without prior notice. Further SACOG reserves the right to modify the RFP schedule described above.
Until award of a contract, the proposals shall be held in confidence and shall not be available for public review. No proposal shall be returned after the date and time set for the opening thereof. All proposals become the property of SACOG. Upon award of a contract to the successful proposer, all proposals shall be public records.
Any bid protests are subject to SACOG’s adopted bid protest procedure. To obtain a copy of SACOG’s bid protest procedure please contact the Contracts Coordinator.
All finalists may be required to participate in negotiations and submit such price, technical, or other revisions of their proposals as may result from negotiations. However, each initial proposal should be submitted on the most favorable terms from a price and a technical viewpoint.
Any changes to the RFP requirements will be made by written addenda issued by SACOG and shall be considered part of the RFP. Upon issuance, such addenda shall be incorporated in the agreement documents, and shall prevail over inconsistent provisions of earlier issued documentation.
No prior, current, or post award verbal conversations or agreement(s) with any officer, agent, or employee of SACOG shall affect or modify any terms or obligations of the RFP, or any contract resulting from this RFP.
Precontractual expenses include any expenses incurred by proposers and selected contractor in:
In any event, SACOG shall not be liable for any precontractual expenses incurred by any proposer or selected contractor. Proposers shall not include any such expenses as part of the price proposed in response to this RFP. SACOG shall be held harmless and free from any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this RFP.
The proposal will also provide the following information: name, title, address and telephone number of individual with authority to bind the consultant or consultant firm and also who may be contacted during the period of proposal evaluation. The proposal shall be signed by an official authorized to bind the consultant or consulting firm and shall contain a statement to the effect that the proposal is a firm offer for at least a sixty (60) day period. Execution of the contract is expected by September 1st, 2019.
The successful consultant is expected to execute a contract similar to SACOG’s Standard Agreement, which meets all State and/or Federal requirements. A copy of SACOG’s Standard Agreement is attached as an Exhibit.
It is the policy of SACOG, the California Department of Transportation (“Caltrans”), and the U.S. Department of Transportation that Disadvantaged Business Enterprises (“DBE’s”) shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with Federal funds. DBE’s are for-profit small business concerns as defined in Title 49, Part 26.5, Code of Federal Regulations (“CFR”). It is also the policy of SACOG to practice non-discrimination based on race, color, national origin, or sex in the award or performance of this contract. All consulting firms qualifying under this solicitation are encouraged to submit proposals, including those who qualify as a DBE. The requirements of 49 CFR Part 26, Regulations of the U.S. Department of Transportation, apply to this request for proposals and contract.
A DBE Contract Goal of ___0__% has been established for this contract. The proposing consultant must make good faith efforts, as defined in Appendix A, 49 CFR Part 26, to meet the Contract Goal for DBE participation in this contract.
The proposing consultant and its subcontractor(s) must agree to ensure that DBEs have the maximum opportunity to participate in the performance of contracts and subcontracts financed in whole or in part with Federal funds. In this regard, the consultant and its subcontractor(s) shall take all necessary and reasonable steps in accordance with 49 CFR Part 26 to ensure that DBEs have the maximum opportunity to compete for and perform contracts. The consultant and its subcontractor(s) shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of the contract. See the "How to Respond" section for a listing of DBE information which must be included in each proposal.
The consultant must agree to comply with all the requirements imposed by Title VI of the Civil Rights Act of 1964 (49 USC 2000d) and the regulations of the U.S. Department of Transportation issued thereunder in 49 CFR Part 21.
In connection with the performance of the contract, the consultant shall not discriminate against any employee or applicant for employment because of race, color, age, creed, sex or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship.
The consultant will be paid in arrears, based upon the payment schedule agreed to in the contract. The consultant should forward a copy of all invoices for payment for work performed and associated expenses by the 15th day of the following month. At SACOG’s discretion, SACOG may withhold ten percent (10%) of the payments until the successful completion of the project and the delivery and acceptance of all final products.