26-8659_Solicitation.pdf

(Template Version 1)

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

REQUEST FOR PROPOSALS (RFP)

FOR

AVIATION FUEL PURCHASE AND DELIVERY

SOLICITATION NO.: 26-8659

PATRICIA DOBROVODSKA, PROCUREMENT STRATEGIST II

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-8946

patricia.dobrovodska@collier.gov (Email)

SOLICITATION PUBLIC NOTICE

REQUEST FOR PROPOSALS

(RFP) NUMBER:

26-8659

PROJECT TITLE: AVIATION FUEL PURCHASE AND DELIVERY

PRE-PROPOSAL

CONFERENCE:

SEPTEMBER 2, 2026, AT 10:00 AM EST

LOCATION: PROCUREMENT SERVICES DIVISION, CONFERENCE ROOM A,

3295 TAMIAMI TRAIL EAST, BLDG C-2, NAPLES, FLORIDA 34112

DUE DATE: SEPTEMBER 17, 2026, AT 3:00 PM EST

PLACE OF RFP OPENING: PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

All proposals shall be submitted online via the Collier County Procurement Services Division Online Bidding System: https://procurement.opengov.com/portal/collier-county-fl.

INTRODUCTION

As requested by the Collier County Airport Authority (hereinafter, the “Division or Department”), the Collier County Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Request for Proposals (hereinafter, “RFP”) with the intent of obtaining proposals from interested and qualified Proposers in accordance with the terms, conditions and specifications stated herein, in the Solicitation and/or attachments. The Proposers, at a minimum, must achieve the requirements of the Specifications, Scope of Services, or Scope of Work stated herein. All references to “Proposer” are also referred to as “Consultant,” “Firm,” “Offeror,” “Contractor,” and “Vendor.”

Soliciting proposals from any proposer(s) interested in providing Aviation Fuel Purchase and Delivery to Collier County's three general aviation airports.

Historically, County departments have spent approximately $5,500,000 annually; however, this may not be indicative of future buying patterns.

BACKGROUND

The Airport Authority is owner and exclusive Fixed Base Operator (FBO) of three (3) General Aviation Airports in Collier County which includes the Marco Island Executive Airport, Immokalee Regional Airport, and the Everglades Airpark. Aircraft activity is conducted by private, corporate, charter, training, and occasional air ambulance aircraft and provides aviation fuel purchase for all aircrafts.

Fuel at the Marco Island Executive Airport (MKY) 2005 Mainsail Drive, Naples, Florida 34114 is dispensed into planes by the Authority; approximately 118,952 gallons of Avgas (100LL) and 1,243,658 gallons of Jet-A were delivered into planes during Fiscal Year 2025. The Authority operates a Fuel Farm located on the South end of the terminal apron. In operation of the Fuel Farm, the Authority purchases and stores necessary quantities for both Jet-A and Avgas (100LL).

The Authority sells and dispenses into the planes both Jet-A and Avgas (100LL) with Authority owned fuel trucks operated by Authority employees. The Authority also sells and dispenses into-plane Avgas (100LL) by Authority-owned/operated computerized self-fueling dispensing system. This fuel is stored in three (4) tanks (one (1) 12,000-gallon Avgas & three

(3) 12,000-gallon Jet-A tanks) totaling 48,000 gallons in the existing Fuel Farm.

Fuel at the Immokalee Regional Airport (IMM) 165 Airpark Blvd, Immokalee, FL 34142 is dispensed into planes by the Authority; approximately 141,163 gallons of Avgas (100LL) and 90,102 gallons of Jet-A were delivered into planes during Fiscal Year 2025. The Authority sells and dispenses into the planes both Jet-A and Avgas (100LL) by Authority-owned/operated computerized self-fueling dispensing system. The Authority also sells and dispenses into the planes both Jet-A and Avgas (100LL) with fuel Authority-owned fuel trucks operated by Authority employees. The fuel is stored in two (2) fuel tanks (one 12,000-gallon Jet-A and one 12,000- gallon Avgas tank).

Fuel at the Everglades Airpark (X01) 650 E.C. Airpark Rd, Everglades City, FL 34139 is dispensed into planes by the Authority or via a self-fueling dispensing system; approximately 4,074 gallons were delivered into planes during Fiscal https://procurement.opengov.com/portal/collier-county-fl

Year 2025. The Authority sells and dispenses fuel into-plane Avgas (100LL) by Authority-owned/operated computerized self-fueling dispensing system. The fuel is stored in one (1) 10,000-gallon tank.

AWARD AND TERM OF AGREEMENT

Collier County reserves the right to select one, or more than one Proposers for award as deemed the best value to the County; however, it is the intent to:

• Single awardee

The results of this solicitation may be used by other County departments/divisions once awarded.

The agreement term is intended to be for three (3) years with two (2) one (1) year renewal options. Any price increases during the initial contract period must be attributable to Platts index variation and not Proposer’s operating cost or profit increases. Proposer is advised that any price adjustments permitted under this solicitation are set forth in Section 10 of the Scope of Work.

DETAILED SCOPE OF WORK

Division is seeking Proposers to deliver aviation fuels to all three (3) County Airports, including Marco Island Executive Airport (MKY), Immokalee Regional Airport (IMM) and Everglades Airpark (X01).

Proposer shall provide and/or address the following requirements:

1. Fuel Supply and Delivery

1.1. Fuel brand proposed to be sold under the contract.

1.2. Fuel source and logistics: location of Proposer’s fuel depot and method of delivery to the airport(s) (company owned trucks or subcontractor). Include alternates if primary depot is unavailable.

1.3. Jet A volume commitment: any limits on the amount of Jet A the Proposer will contract to deliver during a twelve (12) month period.

1.4. Avgas volume commitment: any limits on the amount of Avgas (100LL) the Proposer will contract to deliver during a twelve (12) month period.

1.5. Order to delivery performance: twenty-four (24) hours between order placement and delivery is desired, however Proposer shall guarantee a maximum forty-eight (48) hour period between order placement and delivery to airport(s).

1.6. Default delivery hours, Monday through Friday:

1.6.1. MKY: 8:00 a.m. to 6:00 p.m.

1.6.2. IMM: 9:00 a.m. to 4:00 p.m.

1.6.3. X01: 10:00 a.m. to 2:00 p.m.

2. Pricing and Payment

2.1. Fuel price history capability: Pricing shall be based solely on the Platts index. The proposer shall return fully completed Exhibit A, attached hetero, the spreadsheet shall include, but not limited to, the Platts index posting date, delivered price, price differential, base product cost, and all applicable taxes, fees, surcharges, and other adders, clearly itemized.

2.2. Prist pricing: cost of Prist per 55 gallon drum, including breakdown of base price plus all applicable taxes, fees, etc.

2.3. Provide the payment methods and timing of payment required by the Authority for fuel delivered under the proposed contract. Advise the Authority the amount of time for funds to be deposited in our accounts and the methods of payment (electronic transfer, etc.), along with any costs involved.

3. Credit Card Programs and Point of Sale

3.1. List of credit cards and contract fuel programs accepted and all associated costs. Cost of credit card processing will be a consideration in determining the successful Proposer. These costs directly impact the Authority’s net fuel revenue and should include credit card processing fees, contract fueling fees, transaction fees, settlement timing, chargeback fees, and any other related costs.

3.2. Offer a full-service web based FBO software solution for processing credit sales that is fully PCI and EMV chip compliant. Desired software shall include fuel sentry or automation compatible with TCS 3000 meters, POS processing, flight scheduling and tracking, and concierge reservation modules. Proposer shall outline all associated subscription and equipment costs. Vendor shall provide current PCI compliance and EMV capability documentation for the proposed FBO point of sale software, and payment processing equipment prior to implementation and annually thereafter. Documentation shall be submitted electronically to the Authority.

4. Maintenance, Inspections, and Calibration

4.1. Provide annual Jet A and Avgas (100LL) fuel filter replacement services on all fuel trucks, regardless of ownership, and the fuel farms at all three (3) County airports. Such work shall be performed by Proposer selected by the Authority. Proposer shall coordinate access and scheduling as required. Labor rates and material mark ups shall be outlined.

4.2. Provide and/or facilitate annual meter calibration testing and certification of all fuel trucks, regardless of ownership, and fuel farms at all three (3) County airports. Such work shall be performed by vendor(s) selected by the Authority. Proposer shall coordinate access and scheduling as required.

4.3. Provide, at no additional cost, annual inspections of all fuel trucks, regardless of ownership, and annual inspections of the fuel farms at all three (3) County airports. Such inspections shall be performed by vendor(s) selected by the Authority. Inspectors shall be qualified and shall provide written documentation detailing results. Inspection reports should be sent electronically to the Authority, and the Authority will maintain the records. If a failure or concern is identified, the Authority will review and correct the deficiency.

5. Equipment Support and Continuity of Operations

5.1. Proposer shall make fuel trucks available to the Authority for use at Marco Airport or Immokalee Airport if a County owned fuel truck is out of service for an extended period (ten days or greater), at no cost to the Airport Authority. Minimum forty-eight (48) hour delivery period for replacement tender, which shall be in good working order and similar in capacity to those in operation at all three (3) County airports.

5.2. Proposer shall decal County owned fuel trucks, fuel farms, mogas and diesel fuel tanks, including regulatory markings and provide examples of proposed branding decals. Proposer shall provide free loaner fuel trucks during this period.

6. Marketing and Business Development

6.1. Include the County airports in all directory advertising at no cost to the County.

6.2. Proposer shall make funds available for cooperative advertising on a local basis. Clearly identify program and associated costs.

6.3. Proposer shall identify ancillary contract benefits, which may include customer rewards and incentives, supplemental insurance, contract fuel, and training.

6.4. Proposer shall participate in major aviation trade shows such as NBAA and NATA and provide the Authority an opportunity to participate without cost.

7. Training and Uniforms

7.1. Proposer shall state whether it offers a uniform allowance or reimbursement for Authority employees. If offered, the Proposer shall describe the amount, covered expenses, branding requirements, and all other applicable terms and conditions. Any proposed logo or branding shall be subject to prior approval by the Airport Authority.

7.2. Proposer shall provide, at no additional cost to purchaser, employee fuel quality assurance training and testing materials (hydrometers, white buckets, water tests, etc.), windsocks, wing mats, line service safety and customer service training, either through proposer or approved third party, including books, materials, seminars, or a combination.

8. Fuel Quality Standards and Compliance

8.1. Proposer shall ensure aviation fuel delivered meets or exceeds the following minimum specifications.

8.2. Jet A: aviation kerosene type Jet A shall conform to ASTM D 1655, latest revision. Proposer shall also supply FSII (anti ice, Prist) in 55 gallon barrels for direct injection at point of sale.

8.3. Avgas: fuel shall conform to ASTM D 910, latest revision, and shall be 100 octane low lead (Avgas 100LL) or future replacement.

8.4. Proposer will provide certificate of analysis on all aviation fuel shipments and provide traceability on all shipments back to the refinery.

9. SAF Transition

9.1. Proposer shall cover the transition cost to SAF if required by FAA

10. Price Modifications

10.1. Price increase requests may be submitted on an annual basis after the initial term of the contract. Retroactive price adjustments are not authorized. All requests must be submitted to the County Representative or designee. Any requested adjustment shall be fully documented and submitted to the County no less than thirty (30) days prior to the contract anniversary date. Any approved cost adjustments shall become effective as of the anniversary date or upon Procurement Director/Board approval.

10.1.1. Contractor shall provide supporting documentation justifying price increases (examples:

Contractor’s material agreements, distributor invoices, proof of fuel increases, etc.).

10.1.2. County Representative or designee shall analyze prices to determine if increases are fair and reasonable using the following methods: price competition (reviewing competitive bids or offers), market prices, historical prices, or independent estimates.

10.1.3. Contractor shall continue to fill all purchase orders received at the current agreement prices during the review process.

10.1.4. The Procurement Director has the authority to approve price adjustments in accordance with the

Procurement Ordinance, as amended. The bid tabulation shall be modified with the price increases and uploaded into the County’s Finance system.

10.1.5. Price increase requests are not guaranteed. If approved, the Procurement Director or designee will notify the Contractor in writing with the effective date of any approved price increases. Retroactive price adjustments are not authorized.

10.2. The County may, after examination, refuse to accept the adjusted costs if they are not properly documented, are considered to be excessive, or if decreases are considered to be insufficient. In the event the County does not wish to accept the adjusted costs, and the matter cannot be resolved to the satisfaction of the County, a contract termination will have to be processed.

RESPONSE FORMAT AND EVALUATION GRADING CRITERIA FOR DEVELOPMENT OF

SHORTLIST:

1.1 Proposers are encouraged to review the Request for Proposals Instructions, which includes the evaluation process.

1.2 For the development of a shortlist, the following Evaluation Criteria will be utilized by the County’s Selection Committee to score each proposal. Proposals must address all the following criteria:

No. Evaluation Criteria Maximum Points

1 Cover Letter/Management Summary 0 Points

2 Certified Woman and/or Minority Business Enterprise

5 Points

3 Business Plan 25 Points

4 Cost of Servies to the County 35 Points

5 Experience and Capacity of the Firm 25 Points

6 Local Vendor Preference 10 Points

TOTAL 100 Points

Detailed Criteria Descriptions are further described below. Proposals must be assembled, at minimum, in the order of the Evaluation Criteria listed or the proposal may be deemed non-responsive.

EVALUATION CRITERIA NO. 1: COVER LETTER/MANAGEMENT SUMMARY (0 Total Points Available)

Provide a cover letter that includes:

• The Proposer’s philosophy in providing the services requested.

• Name(s), telephone number(s) and email(s) of the authorized contact person(s) concerning proposal.

Note: Submission of a proposal certifies that the Proposer will accept any awards as a result of this

RFP.

EVALUATION CRITERIA NO. 2: CERTIFIED WOMAN AND/OR MINORITY BUSINESS

ENTERPRISE (5 Total Points Available)

Submit certification with the Florida Department of Management Service, Office of Supplier Diversity as a Certified Woman and/or Minority Business Enterprise.

EVALUATION CRITERIA NO. 3: BUSINESS PLAN (25 Total Points Available)

Include but not limited to:

• Fuel Supply and Delivery Method: Describe the proposed method of supply and delivery to the County Airports, including use of company owned trucks or subcontractor(s), and the Proposer’s primary and alternate supply plan if the primary depot becomes unavailable.

• Fuel Depot Location: Identify the location(s) of the Proposer’s fuel depot(s) supporting this contract.

• Order to Delivery Lead Time: Identify standard lead time from order placement to delivery and confirm ability to meet the Authority’s requirement, which is desired within twenty-four (24) hours and a maximum of forty-eight (48) hours from order placement to delivery to Airport(s).

• Delivery Hours: Confirm and describe ability to deliver during the Authority’s normal delivery hours, Monday through Friday:

o MKY: 8:00 a.m. to 6:00 p.m.

o IMM: 9:00 a.m. to 4:00 p.m.

o X01: 10:00 a.m. to 2:00 p.m.

• Marketing Commitment: Describe proposed marketing and business development support, including directory listings, cooperative advertising, and value-added marketing initiatives included at no cost or with clearly identified costs. Proposer to provide a minimum of five (5) examples.

EVALUATION CRITERIA NO. 4: COST OF SERVICES TO THE COUNTY (35 Total Points Available)

The total cost of fuel and financial impact to the Authority will be evaluated as part of this category. Include but not limited to:

• Fuel price history capability: Pricing shall be based solely on the Platts index. The proposer shall return completed Exhibit A, attached hetero, the spreadsheet shall include, but not limited to, the Platts posting date, delivered price, price differential, base product cost, and all applicable taxes, fees, surcharges, and other adders, clearly itemized.

• Fuel Additives: Provide cost of Prist per 55-gallon drum, including breakdown of base price and all applicable taxes, fees, and surcharges.

• Payment Terms: Provide form and timing of payment required by the Division, including how quickly funds are deposited and available, payment methods (electronic transfer, etc.), and any associated costs.

• Credit Card Processing: Provide list of credit cards and contract fuel programs accepted, all associated costs, and credit card processing fees.

• FBO Software/POS Costs: Provide all subscription, equipment, implementation, and transition costs associated with the proposed web based FBO software solution and any required integrations (including compatibility with TCS 3000 meters).

EVALUATION CRITERIA NO. 5: EXPERIENCE AND CAPACITY OF THE FIRM (25 Total Points Available)

Include but not limited to:

• Comparable experience: Demonstrated history during the preceding five (5) years, experience supplying aviation fuels and supporting airport fuel farm operations, including multi-site operations, similar volumes, and comparable service model.

• Fuel quality program: Demonstrated product quality assurance procedures and controls, including documentation practices and ability to provide shipment documentation and traceability.

• Operational capacity: Demonstrated capacity to support all County Airports, including staffing, dispatch, logistics capability, and ability to meet required delivery performance standards.

• Compliance and performance history: Demonstrated history during the preceding five (5) years of compliance with applicable aviation fuel standards and ability to support operational continuity, including contingency planning for supply interruptions.

• References: Submit no fewer than three (3) and no more than seven (7) references using the County’s Reference Form. Include up to two additional pages per project to illustrate relevant experience. The references must be for projects within the last five (5) years whose projects are of a similar nature, size, scope and complexity of this solicitation. Failure to submit minimum number of references may deem Proposer non-responsive.

EVALUATION CRITERIA NO. 6: LOCAL VENDOR PREFERENCE (10 Total Points Available)

Local business is defined as the Proposer having a current Business Tax Receipt issued by the Collier or Lee County Tax Collector prior to proposal submission to do business within Collier County, and that identifies the business with a permanent physical business address located within the limits of Collier or Lee County from which the Proposer’s staff operates and performs business in an area zoned for the conduct of such business