1544-20260529083108 MSD.pdf

Fuel Request for Proposals (RFP)

McComb School District

Transportation Department

1. Notice of Request for Proposals The McComb School District ("District"), McComb, Mississippi, hereby solicits sealed Requests for Proposals (RFPs) from qualified vendors for the supply, delivery, and on-site storage (leased or vendor-owned tanks) of gasoline and diesel fuel for the District’s Transportation Department.

This procurement shall be conducted in full compliance with Mississippi Code §31-7-13, applicable Mississippi Department of Education (MDE) procurement rules, and guidance issued by the Mississippi Office of the State Auditor.

2. RFP Advertisement, Schedule, and Deadlines The following dates are provided for planning and compliance purposes. All dates are subject to change by the District through written addendum.

Milestone Date Time RFP Issue Date May 30, 2026 Deadline for Written Questions

June 8, 2026 4:00 PM

Addendum Issued (if applicable)

June 10, 2026 4:00 PM

Proposal Submission Deadline

June 17, 2026 2:00 PM

Proposal Opening Date June 17, 2026 2:15 PM Evaluation Period Begins June 18, 2026 Board Consideration / Approval

July 13, 2026

Notice of Award July 14, 2026 Contract Start Date August 1, 2026 Contract End Date July 31, 2029

Vendors are solely responsible for ensuring timely receipt of proposals by the submission deadline.

3. Issuing and Administering Office McComb School District – Administrative Office

Administrative Complex

695 Minnesota Avenue

McComb, MS 39648

All procurement, evaluation, and contract administration related to this RFP shall be conducted through the Administrative Office at the District’s Administrative Complex.

The District reserves the right to reject any and all proposals, to waive informalities, and to accept the proposal determined to be in the District’s best interest.

4. Background and Purpose The McComb School District Transportation Department operates a fleet of school buses and support vehicles that require a reliable, compliant, and uninterrupted supply of fuel.

The purpose of this RFP is to secure a multi-year fuel supply contract for unleaded gasoline and ultra-low sulfur diesel fuel, including fuel storage tanks, to support daily transportation operations.

5. Scope of Services

5.1 Fuel Products

The successful proposer shall furnish the following fuels on an as-needed basis:

• Unleaded Regular Gasoline (E‑10 NOT acceptable)

• Ultra-Low Sulfur Diesel (ULSD) meeting all EPA and ASTM standards

Fuel must comply with all applicable state and federal fuel quality regulations. Any ethanol blends containing E‑10 shall be expressly excluded.

5.2 Delivery and Fuel Monitoring Requirements

• Fuel levels shall be checked and delivered on a monthly basis at minimum

• Additional deliveries shall be made as needed to prevent fuel outages

• Vendor-managed fuel level monitoring is preferred

• Delivery schedules shall be coordinated with the Transportation Department

5.3 Fuel Storage Tanks

Proposals must include provisions for fuel storage tanks, which may include:

• Vendor-owned and leased fuel storage tanks

• Installation, permitting, and compliance with Mississippi Department of

Environmental Quality (MDEQ) regulations

• Above-ground tanks meeting all fire marshal and environmental standards

• Spill containment, overfill protection, and leak detection systems

• Ongoing inspection, testing, maintenance, and regulatory compliance

• Removal of tanks and site restoration upon contract termination, if applicable

Tank sizes and quantities may be proposed by the vendor based on anticipated usage.

6. Estimated Quantities (Non-Binding) Estimated annual fuel usage (for proposal comparison purposes only):

• Diesel Fuel: TBD gallons per year

• Gasoline: TBD gallons per year

The District does not guarantee minimum purchase quantities.

7. Contract Term The District intends to award a three-year contract covering the following school years:

• 2026–2027

• 2027–2028

• 2028–2029

The contract is subject to annual appropriation of funds and approval by the McComb School District Board of Trustees.

8. Pricing Structure Proposals shall clearly identify:

• Fuel pricing index (e.g., OPIS rack pricing or comparable verifiable index)

• Per-gallon markup or discount

• Any delivery charges

• Tank lease or usage fees

• Environmental, regulatory, or surcharges

Pricing transparency is required. Fuel price adjustments shall be limited to documented changes in the selected pricing index.

9. Vendor Qualifications Vendors must:

• Be legally authorized to do business in the State of Mississippi

• Have a minimum of three (3) years of experience supplying fuel to public-sector or fleet customers

• Demonstrate compliance with EPA, MDEQ, and Mississippi State Fire Marshal requirements

• Provide at least three (3) references from governmental entities or school districts

10. Proposal Submission Requirements Proposals must include:

1. Company profile and experience

2. Detailed fuel pricing methodology

3. Description of fuel storage tanks and leasing terms

4. Delivery schedule and fuel monitoring process

5. Proof of required insurance

6. Mississippi business registration documentation

7. Signed proposal affirmation

Submission Address Sealed proposals must be clearly labeled "Fuel RFP – McComb School District Transportation Department" and delivered to:

McComb School District--Administrative Office

695 Minnesota Avenue

McComb, MS 39648

Proposals must be clearly marked on the exterior:

“Fuel RFP – McComb School District Transportation Department”

Proposals must be received no later than the submission deadline. Late proposals will not be accepted.

11. Evaluation Criteria and Scoring Rubric Proposals will be evaluated using a point-based scoring system. Award will be made to the lowest and best proposal in accordance with Mississippi law.

Evaluation Scoring Chart

Evaluation Category Description Maximum Points

Pricing and Cost Structure Fuel pricing competitiveness, clarity, and transparency 40

Delivery & Fuel Monitoring

Monthly fuel checks, delivery reliability, responsiveness 20

Fuel Storage Tanks Compliance, safety features, leasing terms, maintenance 15

Vendor Experience & References

Public-sector experience and past performance 15

Compliance & Insurance Regulatory compliance and insurance coverage 10

Total Possible Points 100

Proposals will be evaluated using a simplified point-based system focusing on pricing, reliability of delivery, compliance with regulatory requirements, and vendor experience. The contract will be awarded to the vendor whose proposal is determined to be the lowest and best value to the District in accordance with Mississippi procurement laws.

12. Legal and Compliance Requirements This RFP and any resulting contract shall:

• Comply with Mississippi Code §31-7-13 and all public purchasing requirements

• Follow guidance issued by the Mississippi Office of the State Auditor

• Require approval by the McComb School District Board of Trustees, with approval recorded in official Board minutes

13. Insurance Requirements The successful vendor shall maintain the following insurance coverage with carriers licensed in Mississippi:

The successful vendor shall maintain insurance coverage sufficient to meet all applicable Mississippi legal and regulatory requirements. Coverage must remain in effect for the duration of the contract.

14. Termination The District may terminate the contract for convenience or cause with sixty (60) days written notice, subject to applicable laws and Board policies.

15. Governing Law This RFP and any resulting contract shall be governed by and construed in accordance with the laws of the State of Mississippi.

16. Contact Information All inquiries regarding this RFP must be submitted in writing to:

McComb School District

Administrative Office

695 Minnesota Avenue

McComb, MS 39648