Galveston Wharves / RFP for Port of Galveston Fuel Station 10/15/2026

2026-011

REQUEST FOR PROPOSALS (RFP)

PORT OF GALVESTON FUEL STATION

Introduction

The Board of Trustees of the Galveston Wharves, Galveston, Texas (“Galveston Wharves”) is seeking proposals on the terms set out in this Request for Proposals (“RFP”), from:

Firms capable of furnishing, installing, commissioning, and supporting a complete above-ground fuel station for the Port of Galveston, including fuel storage tanks, dispensing equipment, fuel tracking software, and ongoing monthly fuel supply as specified herein.

The contract will be issued with no guaranteed quantity of services and use of the contract is wholly dependent on the needs of Galveston Wharves. A more detailed description of the services the contractor will be expected to provide is contained in Attachments A (Scope of Services), B (Description of Services and Fee Schedule), and C (Purchase Agreement).

Please note that all Proposals (“Submissions”) must be received at the designated location, by the deadline indicated below. Submissions received after the required deadline will be returned unopened, considered void, and unaccepted.

I. General Requirements

A. Deadlines

Sealed Electronic Submissions will be received until 2:00 PM (CDT) on Thursday, October 15th, 2026, and then publicly opened and read aloud at the Port of Galveston’s general offices located at 123 25th St., 8th Floor, Galveston, TX 77550.

Submissions can be received at any time leading up to 2:00 PM on Thursday, October 15th, 2026. The Port suggests all files and information be uploaded in advance of the 2:00 PM deadline because submissions will be closed at 2:00 PM and no further submissions will be accepted (including submissions in process.)

B. Guidance on Submissions

Submissions shall be uploaded electronically to:

https://portofgalveston.bonfirehub.com

Vendors should register by clicking the white button at the top right of the screen.

Any questions specifically regarding vendor registration may be directed to purchasing@portofgalveston.com.

10/15/2026

The Port will accept questions about this RFP and about any matter related to the scope of work through 2:00 PM (CDT) on Thursday, October 1, 2026. Questions shall be submitted online through the Port of Galveston’s e-Procurement Portal, https://portofgalveston.bonfirehub.com. (Oral instructions or information concerning the RFP given by Galveston Wharves’ staff or personnel will not bind Galveston Wharves and should not be considered authoritative when assembling Responses.) All questions and answers will be posted on Galveston Wharves’ e-Procurement Portal.

Submissions must address each applicable requirement set out in this RFP. Only Respondents who can provide, either directly or as part of a team under its control, (collectively referred to herein as “Respondent”) the services identified in the specifications and Attachments A-C should provide a Submission for consideration.

Unless expressly allowed by written authorization from Galveston Wharves, no Submission may be changed, amended, or modified in any manner after it has been submitted to the Galveston Wharves and the deadline has passed. However, a Submission may be withdrawn and resubmitted any time prior to the deadline set for receipt thereof.

Response packages shall include:

One electronic Proposal Submission file in PDF (or Adobe Acrobat-compatible file) format of all requested materials; and

Cost Proposal (total cost for fuel station equipment, installation, commissioning, fuel tracking software, and fuel supply)

Supplemental or additional Information (not required.)

Galveston Wharves requests that Respondents compile their submission into a single PDF file that responds to section III and all requirements therein, as well as the scope of work. The submission file shall be uploaded to the e-Procurement Portal under the “Proposal Submission” section.

Responses must be typed on standard-size (8 ½ in. x 11 in.) document with each page numbered sequentially. Responses must contain a table of contents with page numbers and be arranged to correspond to the terms and requirements of this RFP in the order those terms and/or requirements appear in this RFP. Responses must be typed in 12-point font or larger.

Submissions that succinctly address the qualifications of the Respondent on projects similar to the services requested herein will be more favorably received than Submissions which make it difficult for the evaluation committee to assess the Respondent’s ability to perform the services ultimately expected of the selected contractor.

Unless otherwise requested or specified, there will be no pre-Submission meeting or site visit.

Except to verify receipt of the Submissions, Respondents shall not contact Galveston Wharves’ staff after the closing date for receipt of Submissions. All Respondents will be notified when a selection has been made.

II. Client Background Information

The Port of Galveston is the second oldest port on the Gulf of Mexico. The Mexican government designated it as a provisional port on Oct. 17, 1825, when this region was part of Mexico. Today, its strategic proximity to the Gulf of Mexico enables the Port to play a key role in moving a wide range of cargo and support a broad segment of the maritime industry. Current cargo includes roll-on/roll-off, fresh fruit, and fertilizers, petroleum (crude and refined), specialty products (such as wind turbines and ship-to-rail cargo), and containers. The Port is also one of the nation’s largest cruise ports. Since 2019, the Port has ranked as the nation’s fourth busiest cruise port. As a result, the Port is a major contributor to the economy of Texas. An economic impact study completed in the fall of 2018 found that marine cargo activity at terminals in the Port generated a total of $2.1 billion in economic activity and resulted in 14,103 direct, indirect, and induced jobs in the State of Texas.

III. Proposal Submissions and Selection Process

Each Respondent must provide a Submission containing a full and complete response to each of the questions and requests set forth in this section and fully comply with the General Requirements set out in Section I above and Section IV below.

The response shall provide a cost structure for all services as described in Attachment B.

The Submission package should begin with a cover letter, not exceeding one page in length that summarizes the Respondent’s key qualifications and approach to performing the required services. If the Respondent is proposing a team or multiple-entity arrangement to perform the services, the cover letter shall identify the lead firm and all proposed subcontractor(s) and indicate the nature of the business relationship (e.g., joint venture, prime/subcontractor, etc.) between the parties. The letter shall indicate who is authorized to legally bind the Respondent and must be signed by that individual.

In preparing a Submission, Respondents shall answer each of the following questions and requests thoroughly. The completeness and succinctness of the Respondent’s answers to these questions and requests will be considered in the evaluation process.

1. Discuss the capability of the Respondent’s firm and/or team to provide all of the services requested in this RFP.

2. Answer the following business-related questions. If the Respondent’s firm will directly provide all of the required goods and/or services for the project, please answer the following for the Respondent. If the Respondent’s firm is proposing to provide the goods and/or services for the project as part of a team under the Respondent’s control, please answer the following questions for the lead firm and for each team member.

a. If a corporation, limited partnership, or limited liability Company, provide the name of the State in which the business was incorporated and whether the corporation is licensed to do business, and provide the requested services, in the State of Texas.

b. Identification information for key contact person (e.g., name, telephone number, e-mail address, mailing address, etc…).

3. Identify the key person(s)1 who will be working on the project and summarize their qualifications, roles and responsibilities. Provide a succinct resume of all key persons. (Resumes may be included as an attachment to the Submission and will not count against the page limit of the Submission.)

4. Identify any special certifications, degrees, licenses, or professional designations held by each of the key person(s).

5. Explain the respondent’s understanding of, and experience with, the services requested. Describe similar projects the Respondent has worked on for clients similar in size to the Galveston Wharves with a client history dating back five years.

6. Describe the capability of the Respondent’s organization to commit the resources necessary to provide the requested services through presenting the Respondent’s historical fee structure, staffing and the equipment, service capabilities, and support resources.

7. Identify the head office of the Respondent and, if different, the location of the Respondent’s office in the region. If the Respondent is proposing a team arrangement, identify the locations of the head and local offices of the lead team member.

8. Describe the benefits that Galveston Wharves will realize in selecting the Respondent’s firm or team for this project. Benefits may include unique or specialized processes or organizations, staff qualifications, capabilities, specialized experience, best practices, or other factors that distinguish the Respondent from other Respondents.

9. List up to five issues that the Respondent’s firm has encountered in providing similar services to other clients. Identify how the Respondent’s firm addressed and/or resolved those issues.

10. Provide a statement of exceptions, if any, to Galveston Wharves’ Master Services Agreement, the Scope of Services, and any other material included, directly or by reference, in this RFP. A copy of Galveston Wharves’ Master Services Agreement is included as Attachment C. Galveston Wharves will use this document as the basis of its agreement with the selected Respondent. If the Respondent takes exception to any of the terms or the scope of required services, the Respondent should identify those concerns and cite appropriate reasons in an appendix to the Submission. Galveston Wharves reserves the right to reject, or otherwise adjust the score of, Submissions that contain exceptions to Galveston Wharves’ Master Services Agreement.

11. Provide three client references that can attest to the Respondent’s prior experience with fuel station installation, fuel supply, or comparable projects and that are knowledgeable about the value of the

Respondent’s services on those projects. When providing client references, use the form included as

Attachment D.

12. Briefly summarize any other appropriate factors, not already provided in response to the questions and requests listed above, about the Respondent’s qualifications that are relevant to the consideration of the Respondent for this project.

IV. Evaluation Process

The Evaluation Committee will use the evaluation criteria listed in the following paragraphs to evaluate Submissions:

Price/Schedule (50%): The total not-to-exceed cost, implementation schedule, and recurring fuel pricing structure will be considered. The Respondent is also requested to provide an itemized cost breakdown that includes pricing for all equipment, installation, software, fuel, and services listed.

Service Response (25%): The Respondent’s ability to provide timely, reliable service throughout the term of the contract will be evaluated. Consideration will be given to the Respondent’s proposed response times, availability of service personnel, fuel delivery capabilities, emergency support, and ability to minimize disruption to Port operations.

Reliability, Warranty and Terms (25%): The reliability of the proposed equipment and services, warranty coverage, maintenance and support provisions, and overall terms offered by the Respondent will be evaluated.

V. Selection Process

After determining the highest ranked Respondent using the criteria described above, Galveston Wharves’ staff will first attempt to negotiate a contract with the Respondent. If Galveston Wharves is unable to negotiate a satisfactory contract with the selected Respondent, Galveston Wharves shall, formally and in writing, end all negotiations with that Respondent and proceed to negotiate with the next Respondent in the order of the selection ranking until a contract is reached, or negotiations with all Respondents end.

VI. Additional Requirements

A. General

Galveston Wharves does not assume, and hereby specifically disclaims, any responsibility or obligation, of any nature, to any of the persons or entities responding to this RFP. Galveston Wharves will make no payment or reimbursement of any cost, fee, or other expenditure whatsoever associated with the preparation or submission of a Submission.

The contract(s) awarded will be governed by the laws of the State of Texas and is (are) deemed payable and performable in Galveston County, Texas. The venue for all disputes thereunder shall lie in Galveston County, Texas.

B. Schedule

The Port intends to adhere to the following schedule for choosing the successful Respondent:

Milestone Period End Date Release of RFP for Qualified Submissions Sunday, September 20, 2026

Questions due Thurs., October 1, 2026, at 3:00 p.m. (CST)

Answer Provided by Wednesday, October 7, 2026

Submissions Due; Public Opening Thursday, October 15, 2026, at 2:00 p.m. (CST)

Contract Award By November 2026

C. Miscellaneous

In addition to all rights provided by law, Galveston Wharves:

1. Reserves the right to reject any or all Submissions; and,

2. May, at its sole discretion, waive technical mistakes, informalities, or irregularities in any Submission received.

Neither this document, nor the advertisement of the Notice of the RFP, is an offer. The attachments included with this RFP are incorporated herein for all purposes.

It is the express intent of Galveston Wharves that each Submission be: comprehensive, prepared in good faith, and be in full compliance with all applicable laws, regulations, rules, standards and ordinances.

Acceptance of any Submission is expressly conditioned upon actual closing and funding of the project after approval of all documents by counsel for Galveston Wharves and by the Board of Trustees of the Galveston Wharves. Acceptance of any Submission is not acquiescence or agreement with any term or condition set forth in the Submission or any proposed documents included in, or referenced by, the Submission.

The proposal shall identify the existence, or lack thereof, of any actual or potential conflicts of interest, including, without limitation, whether the successful Respondent has a direct or indirect economic or other financial relationship with Galveston Wharves.

Galveston Wharves may determine that oral presentations are required before making a final decision.

At its discretion, Galveston Wharves may invite proposers to make such presentations. Discussions will be on an individual basis and will be closed to third parties and other Respondents.

VII. Texas Public Information Act

Submissions will be subject to the Texas Public Information Act (the “Act”), located in Texas Government Code Chapter 552, and may be disclosed to the public upon request. Subject to the Act, Respondents may protect trade secrets and confidential information from public release. If the Respondent asserts that information provided in the Submission is trade secrets or other confidential information, it must clearly mark such information in boldface type and include the words “confidential” or “trade secret” at the top of the page in, at least, 14-point font.

Furthermore, the Respondent must identify trade secret or confidential information and provide an explanation of why the information is exempt from public disclosure under the Act in a separate section of the Submission. Respondents should consult the Texas Attorney General’s website for information concerning the Act’s application to proposals and potential exceptions to disclosure.

Galveston Wharves will make best efforts, but make no representation, that it will be able to maintain total confidentiality of the Respondent’s information. At all times, Galveston Wharves will comply with the provisions of the Texas Public Information Act as required by State law. The Public Information Handbook is freely available at https://www.texasattorneygeneral.gov/files/og/publicinfo_hb.pdf.

ATTACHMENT A – SCOPE OF SERVICES

Project Overview The selected Respondent shall provide a complete, operational above-ground fuel station for the Port of Galveston. The work shall include all equipment, materials, labor, installation, configuration, testing, commissioning, training, and ongoing fuel supply necessary to meet the requirements below.

Fuel Storage and Supply

• One (1) 7,000-gallon above-ground tank for unleaded gasoline.

• Provide approximately 7,000 gallons of unleaded gasoline per month to replenish the unleaded gasoline tank, based on Port usage and scheduling requirements.

• One (1) 1,000-gallon diesel tank, with approximately 1,000 gallons of diesel fuel supplied per month.

• One (1) 1,000-gallon red-dyed diesel tank, with approximately 1,000 gallons of red-dyed diesel fuel supplied per month.

Fuel Dispensing Equipment

• Provide four (4) fuel pumps/dispensers with dispensing handles/nozzles. The complete dispensing system shall be compatible with the specified fuels and tanks and shall be furnished as a fully operational system.

Fuel Tracking Software

• Provide fuel tracking software that allows authorized drivers/users to enter an assigned code at the fuel station before dispensing fuel.

• The system shall track fuel consumption by driver/user code and maintain transaction records sufficient for the Port to monitor and report fuel usage.

Installation and Commissioning

• The Respondent shall include all labor, equipment, connections, configuration, testing, and commissioning required to place the fuel station into service. The Respondent shall identify any Port-furnished requirements, site prerequisites, exclusions, permits, or utility requirements in its proposal.

Ongoing Fuel Delivery

• Fuel deliveries shall be coordinated with the Port and provided on an approximately monthly basis. Actual quantities may vary based on consumption. Respondents shall describe delivery lead times, ordering procedures, emergency delivery capabilities, and any minimum delivery quantities or fees.

ATTACHMENT B

FEE SCHEDULE

Description of Service / Item Proposed Price / Fee Fuel station equipment and installation – lump sum

7,000-gallon unleaded gasoline above-ground tank

1,000-gallon diesel tank

1,000-gallon red-dyed diesel tank

Four (4) fuel pumps/dispensers with handles/nozzles

Fuel tracking software – initial setup/license

Fuel tracking software – recurring monthly/annual fees

Unleaded gasoline – price per gallon / applicable pricing formula

Diesel fuel – price per gallon / applicable pricing formula

Red-dyed diesel fuel – price per gallon / applicable pricing formula

Fuel delivery/freight fees, if any

Training, commissioning, warranty, and support

Along with the pricing listed above, the Respondent shall submit an itemized cost estimate identifying all equipment, installation, software, delivery, fuel, and other charges included in its proposal.

Equipment, installation, software, and service fees shall remain as proposed unless the Port approves a change in scope. Fuel pricing may vary in accordance with the pricing basis or index expressly identified in the Respondent’s proposal. The Respondent shall clearly identify all taxes, freight, delivery fees, surcharges, minimums, and other adjustments that may apply.

For non-recurring or special work outside the awarded scope, the Respondent shall provide a written quotation or Statement of Work for Port approval before performing the work.