Fuel

2026-11-03

Fuel Specifications 1 . The City of Lewiston is seeking proposals for supply of fuel for the City ’ s fleet of vehicles and equipment . Predominate fuels used are Unleaded Gasoline , Clear Diesel # 2 , and Dyed Diesel # 2 . Proposers shall provide , as their price proposal , a margin per gallon , exclusive of all taxes and fees imposed by governmental entities . The margin price must include freight ; blending fees ; overhead ; setting up and dispensing cards for the card lock system ; replacing stolen , damaged , or lost cards ; maintaining fuel locations , and any other costs incurred by the Vendor in relation to providing fuel to the City . No fuel surcharges will be allowed . Margin prices shall become effective upon the contract start date , anticipated to be August 1 , 2026 ( or such other date as mutually agreed upon by the parties to allow adequate preparation time ). The initial term of the contract shall commence on the effective start date and shall continue through September 30 , 2027 , to align with the City ’ s fiscal year . Thereafter , the contract may be renewed for up to four ( 4 ) additional one ( 1 )- year terms , each beginning on October 1 and ending on September 30 , subject to annual appropriation of funds by the City . The margin price per gallon , as quoted by the successful proposer , shall remain firm for each contract year . Any request for adjustment to the margin price shall be submitted in writing no later than sixty ( 60 ) days prior to the beginning of a renewal term and shall be subject to approval by the City . 2 . The City ’ s intention is to establish a fuel contract in that the purchase price per gallon can be directly reconciled to the published OPIS Daily Contract Gross Average rack price for the Spokane , WA terminal . Contract cost per gallon = OPIS Daily Contract Gross Average rack price at the Spokane , WA terminal + applicable taxes / fees + margin . The margin , as quoted by the successful proposer , shall not be adjusted throughout the contract year . Any applicable mandatory taxes or fees added or increased by any governmental entity after award of this contract will be allowed . The City is exempt from federal excise tax and the proposer will remove federal excise tax prior to invoicing . Should fuel be obtained from a different terminal , pricing may not exceed what the price would have been from the Spokane , WA terminal . All applicable federal , state , and local taxes and fees shall be charged as in effect at the time of fuel delivery . These may include , but are not limited to , the following : • Idaho State Excise Tax ( gasoline ) • Idaho Special Fuels Tax ( undyed diesel only ) • Federal Leaking Underground Storage Tank ( LUST ) Tax • Idaho Petroleum Transfer Fee • Federal Oil Spill Liability Trust Fund Fee ( as applicable ) • Washington Hazardous Substance Tax ( if applicable based on terminal source ) Taxes and fees shall be itemized on each invoice where applicable . The City is exempt from federal excise tax , and such tax shall not be included in invoicing . 3 . The successful proposer shall deliver fuel to generator sites , off - road equipment , and other City - owned equipment on an as - needed basis . The proposer must also be capable of providing emergency fuel delivery services during extended emergency events , including but not limited to wildfires , natural disasters , severe weather events , power outages , or other incidents affecting public health and safety . Emergency deliveries may include fueling emergency response vehicles , temporary emergency operations centers , and stationery or mobile generators supporting critical City facilities . Emergency Response Capability : The proposer shall make commercially reasonable efforts to respond to emergency delivery requests as quickly as practicable under the circumstances . The City ’ s target response time is two ( 2 ) hours from notification ; however , actual response times may vary depending on road conditions , fuel availability , terminal operations , and other factors beyond the proposer ’ s reasonable control . The proposer shall provide a 24 - hour emergency contact number and escalation procedure . After - Hours Availability : Emergency delivery services must be available outside of normal business hours , including nights , weekends , and holidays , subject to fuel availability and safe operating conditions . Fuel Supply Curtailment / Allocation : In the event of a fuel shortage , terminal allocation , or supply disruption , the proposer shall use commercially reasonable efforts to prioritize fuel supply for critical City services , including emergency medical services , fire , law enforcement , public works , utilities , and transit operations . The proposer shall promptly notify the City of anticipated supply constraints and coordinate in good faith regarding allocation and delivery priorities . Emergency Activation : Upon declaration of a local , state , or federal emergency , or upon written request from the City ’ s authorized representative , the proposer shall coordinate with the City to activate its emergency response and fuel continuity procedures . Delivery Requirements : Delivery vehicles shall be equipped with calibrated fuel metering devices to accurately measure delivered quantities . Delivery costs associated with emergency response shall be included in the quoted margin price . No fuel surcharges will be permitted . 4 . Fuel shall be dispensed from card lock operated dispensing centers located within the City of Lewiston . While not mandatory , the City would also prefer a location within Clarkston , WA or in the Clarkston Heights that is able to provide clear diesel # 2 for fueling the City ’ s ambulance that is stationed at the Asotin County Fire Department in the Clarkston Heights . Fuel dispensing locations must be well - lit and accessible with sufficient fuel inventory to allow the City vehicles to refuel twenty - four ( 24 ) hours a day , year - round . Fuel metering devices must be utilized to provide accurate delivery quantities . In the event of a power loss , the proposer must still be able to provide metered fuel . Possible methods are by backup generator , gravity fed fuel tank , or personnel to manually account for fuel dispensed . Each location must have a sufficient supply of windshield cleaning materials ( including paper towels , water , and squeegee ) and a refuse container . The City will need approximately five hundred and fifty ( 550 ) vehicle and miscellaneous cards , as well as driver PINs or cards . Drivers are not assigned to a specific vehicle , so proposer ’ s system must allow drivers to fuel various vehicles . The combination of a vehicle card and driver PIN is preferred over a two - card combination . There are approximately eight hundred ( 800 ) transactions per month .

Idaho

2026-05-06