FRANKLIN COUNTY FISCAL COURT
County Road Department
REQUEST FOR PROPOSAL
Please be advised that the Franklin County Fiscal Court is receiving sealed bids on the following matter:
Fuel Bid for Undyed Diesel and Dyed Diesel
Copies of the specifications and conditions are enclosed herewith.
Bid specifications can be found on Franklin County’s website at https://franklincounty.ky.gov/solicitations/ or emailed upon a request made to Justin.Carmack@franklincounty.ky.gov. Each bid shall be submitted on the respective bid form, signed in ink and sealed in an envelope conspicuously marked
“Franklin County Road Dept. Diesel Fuel Bid”
Bid Opening will be held May 27th, 2026 at 10:00 a.m. local time at:
Franklin County Road Department
100 Lewis Ferry Road
Frankfort, Kentucky 40601
Vendors will be notified of any change in such time or place.
Bids will be made on the enclosed Fuel Bid Sheet. Vendors are requested to comply in all respects with the specifications, conditions and the instructions to vendors.
Vendors are reminded that the district is exempt from manufacturers excise taxes, floor or sales taxes. Tax exemption certificates will be issued upon request.
The County, at its discretion, and unless otherwise prohibited by law, may provide a 5% price advantage to Local Qualified Vendors. Local Qualified Vendors are those vendors who: have their principal place of business located in Franklin County, Kentucky, and who are licensed and in good standing with all local, state and federal licensing requirements. Such qualified vendors submitting bids which are 5% higher than other competing bids may be considered low bids.
The Franklin County Fiscal Court is an Equal Opportunity Employer. No person, firm, or corporation shall be excluded from participation in or subject to discrimination in providing the indicated services or materials on the basis of race, color, sex, national origin, disability, or sexual orientation.
The Franklin County Fiscal Court reserved the right to reject any or all bids that may result from this advertisement. Questions concerning this advertisement can be directed to Justin Carmack, Road Department Fleet Manager 502-875-8760, Justin.Carmack@franklincounty.ky.gov
FRANKLIN COUNTY FISCAL COURT
County Road Department
2026 - 2027 FUEL BID
SPECIFICATIONS AND CONDITIONS
- The contract established from this sealed bid shall be for the period of twelve (12) months from the contract date beginning July 1st, 2026.
- The bidder shall submit a price, consisting of the Oil Price Information Service (OPIS) average terminal cost, plus a differential cost (vendor constant) that together shall constitute the total bid price. The differential cost shall include all additional fees, including but not limited to delivery fee, surcharges, additives and profits, excluding KY excise and LUST taxes.
- The bid award shall be based on the lowest average vendor differential for Dyed and Undyed diesel fuel products.
- All bid prices are F.O.B. 100 Lewis Ferry Rd. Frankfort Ky 40601.
- Bids containing additional charges for pumping fuel into above ground tanks will not be considered.
- Each bidder shall submit with the bid the following information:
6.1.1. An (OPIS) comparison for all Dyed and Undyed diesel fuel for May 14, 2026 that validates the average terminal cost for the date of the bid.
6.1.2. Vendor differential.
6.1.3. A statement indicating the terminal from which the product will be delivered.
6.1.4. A statement that the bidder is a major oil company or affiliated with one; and the location of the terminal or terminals from which the product will be delivered, including all terminals which may be utilized during the life of the contract.
6.1.5. Provide a vendor point of contact and a local or toll-free phone number for the placement of fuel orders between 7:00 a.m. and 3:00 p.m. EST Monday through Friday, excluding major holidays.
6.1.6. Provide a listing that identifies all product manufacturers for any additives that too shall include the descriptive product literature, content information and specifications including information regarding the method and product used to achieve a -30° F cold filter plugging point for winter diesel. - The successful bidder agrees to provide proof of the average terminal cost for the date of each delivery via an OPIS comparison when submitting an invoice for payment. The terminal price may fluctuate; however, an invoice absent of an OPIS comparison for the date of delivery shall not be processed for payment.
- The differential cost stated on the bid form shall be firm for the period of the contract and include all fees, charges, and profits.
- Invoices shall be itemized and include the following:
a) Franklin County Road Department (FCRD) purchase order number
b) Name of FCRD employee that placed order
c) Date of original order and date of delivery
d) Type of fuel delivered including any and all additives
e) Amount of fuel (net & gross in US gallons) and quantity of all additives
delivered
f) OPIS average terminal price
g) Applicable taxes
h) Vendor differential (constant)
i) Copy of bill of laden or delivery ticket including the authorized signature of FCRD employee that accepted and witnessed the fuel delivery and transfer of product - The successful bidder shall agree to refrain from making shipments on the contract except upon receipt by the contractor of an official purchase order number from the appropriate designee of the Franklin County Road Department.
- It is herein set forth that any and all quantities mentioned in this invitation are purely estimates, and are not to be implied nor inferred as being guarantees to purchase on the part of the Franklin County Fiscal Court.
- It is estimated that 22,500 gallons of fuel will be requested from July 1, 2026, until June 30, 2027.
- The minimum delivery of fuel shall be 1,000 gallons of any one type of Diesel fuel unless the bidder agrees to deliver lower quantities.
- Diesel fuel specifications:
a. Shall be free of any suspended material and free of water.
b. All diesel fuel must contain a biocide to control the growth of algae and other bio-contaminants (product manufacturer must be identified and specifications must be attached to bid submittal).
c. Diesel fuel shall have a minimum cold filter plugging point of -30° F during the winter months, November 1st through March 31st. Information regarding the method and product used to achieve a -30° F cold filter plugging point shall be attached to bid submittal.
d. Diesel fuel shall be completely distilled material and shall meet current standards for SAE J313 and ASTM designation D-975 for all grades.
e. The fuel shall not contain more than 0.0015% sulfur.
f. The cetane number shall be a minimum of 42.0 when the ambient air temperature is above 32º F and 45.0 when the ambient air temperature is below 32º F per ASTM D4737/ASTM
976 test method. - Product Quality:
a) Fuel supplied under this contract shall be free from contamination and meet all federal/state standards and shall meet all specifications herein.
b) Upon the discretion of FCRD, all fuels will be checked for proper specification by a private testing firm at the bidder’s expense no more than two (2) times during the contract period.
c) In the event FCRD request additional fuel analysis, said request shall be at FCRD’s expense.
d) Fuel samples selected for analysis shall come directly from the transport truck prior to the transfer of fuel to FCRD’s storage tanks.
e) FCRD employees must collect the samples.
f) In the event any fuel shipment fails to meet the specifications herein, the costs of: fuel removal, fuel replacement, filter replacement and tank cleaning shall be borne by the supplier. - The vendor shall agree that if the Franklin County Road Department, through scientific analysis, finds that the fuel being delivered does not meet specifications as described herein, the Franklin County Road Department, at its discretion, may cancel the contract and said cancellation shall be without recourse to the vendor. In addition, the company involved will be removed from the official bid roster.
- The established contract shall be non-cancelable during its life except for mal-performance, non-performance, substitution of commodity or other failure to comply on the part of the bidder. In the event of such action being necessitated, the contract shall be null and void immediately upon receipt of a notarized written notice signed by the Franklin County Road Department Superintendent or designee. Said cancellation shall be without recourse to the vendor. In addition, the company involved will be removed from the official bid roster.
- The vendor shall agree that if, at any time, deliveries of fuel cannot be made because of a strike, shortage of product, or breakdown in transporting facilities, that the Franklin County Road Department may purchase fuel on the open market without regard to this contract.
- The vendor bidder will be required to make delivery within 48 hours after receipt of an order. Failure to comply will result in cancellation of the contract. Failure to deliver caused directly by fire, flood, strike, act of God, act of the Government or any other circumstances that, in the Superintendent or designee’s opinion, is beyond the control or fault of the vendor shall not be cause for cancellation.
- In the event the vendor is not able to resume delivery of the product(s) within 30 calendar days, then this contract shall be considered null and void any new bids shall be advertised for and accepted.
- Resumption of deliveries within 30 calendar days, by the vendor will result in no penalty to the vendor, nor will such resumption alter any of the contract’s terms or conditions.
- Pumping shall be required for all deliveries.
- A bill of laden shall be submitted at the time of delivery. Additionally, the vendor shall agree that in order for a delivery ticket or bill of laden to be valid, the delivery ticket or bill of laden must be signed by an authorized employee of the Franklin County Road Department prior to the transfer of fuel to FCRD’s fuel storage tanks.
- Any delivery that is absent of an authorized signature on the delivery ticket or bill of laden prior to the off-loading of fuel, shall be considered mal-performance and subject to the cancellation of contract described herein. A list of authorized employees will be provided along with the contract to the winning bidder.
- Deliveries against this proposal shall be free of federal excise taxes. Excise tax exemption number may be used when required.
- All bids will be evaluated and awarded on NET PRICES. Discounts for prompt payment will not be a consideration in making the award.
- All fuel deliveries shall be billed as the net amount of fuel delivered.
- Modifications, additions, or changes to the terms and conditions of this invitation for bid may be cause for rejection of your bid. All bids shall be entered on these official forms. Bidders who attach or submit bids on their own company forms shall be rejected.
- All bid forms must be signed by an officer or member of this bidding firm who is authorized to legally bind the firm.
- This bid shall be binding upon the bidder for 45 calendar days following the bid opening date.
- Prospective bidders are expected to visit the various delivery sites to determine if any special equipment or procedure will be required to properly service the account. The submission of a bid will be considered as conclusive evidence that the bidder has made such examination and/or is satisfied as to the conditions to be encountered in performing the work and fulfilling the requirements of the contract.
- All deliveries shall be made between the hours of 7:00 a.m. and 3:00 p.m. EST, Monday through Friday, excluding holidays. The entire delivery process shall be completed by 3:30 p.m. EST on the date of delivery.
- Payment of all proper invoices described herein shall be based on approval by the Franklin County Fiscal Court at their regularly scheduled meetings. Payment terms should be between 30 and 45 calendar days not to exceed 45 days from the date invoice is received.