DNN REQUEST FOR PROPOSALS 2026.pdf

REQUEST FOR PROPOSALS (RFP)

Aviation Fuel Supply and Associated Services

Dalton Municipal Airport (City of Dalton)

RFP Release Date: April 15, 2026

Proposal Due Date: April 29, 2026

RFP Contact:

Andrew Wiersma

Airport Manager

Dalton Municipal Airport

4483 Airport Rd

Dalton, GA 30721

706-259-2200 awiersma@daltonga.gov

1. Introduction

The City of Dalton, owner and operator of Dalton Municipal Airport, is soliciting proposals from qualified aviation fuel suppliers to provide Avgas (100LL) and Jet A fuel, as well as associated equipment, support services, and operational programs. The selected provider will enter into an agreement with the City to ensure reliable, competitively priced, and fully compliant aviation fuel service delivery.

This Request for Proposals (RFP) outlines the minimum qualifications and requirements necessary for consideration.

2. Scope of Services

2.1 Fuel Types

Avgas 100LL meeting all applicable ASTM and FAA standards.

Jet A meeting all applicable ASTM and FAA standards (with additive options).

2.2 Fuel Delivery and Load Pricing

Respondents shall detail:

Supply chain reliability and geographic access points.

2.3 Branding, Signage, and Marketing Support

Respondents shall describe available branding and marketing support, including:

Airport signage (exterior and interior).

Fuel truck decals and safety labeling.

Fuel tank signage and branding.

Fuel receipts, uniform branding, and collateral materials.

Digital or promotional support programs, if available.

2.4 Point of Sale (POS) and Payment Processing

Respondents must provide a comprehensive POS and payment acceptance solution, including:

Hardware and software specifications.

Support for major credit cards, Gov’t Air Cards and aviation fuel card networks.

Competitive processing fees

Installation requirements and ongoing maintenance.

Technical support availability (e.g., 24/7 coverage).

PCI compliance documentation.

2.5 Quality Control (QC) Program

Each proposal shall include a description of the supplier’s QC program, including:

Comprehensive QC manual or summary.

Daily, weekly, and monthly testing procedures.

Fuel contamination prevention and testing protocols.

Recordkeeping and documentation standards.

Required or optional training for airport personnel.

Frequency of on-site audits or support visits.

2.6 Training and Operational Support

Proposals shall include:

Load pricing structure, including:

o Base rack price o Transportation and freight o Additive costs o Taxes, surcharges, and miscellaneous fees

Price index or benchmark used for adjustments.

Options for contract pricing, caps, or stabilization programs.

Minimum load quantities and normal delivery lead times.

Emergency or expedited resupply capabilities.

Initial and recurrent training for airport staff on fuel handling, safety, and QC procedures.

Emergency response training and spill control procedures.

Dedicated account management and customer support structure.

3. Proposal Requirements

All proposals must contain, at minimum, the following sections:

1. Company Overview o Corporate background o Number of years in aviation fuel supply o References from at least three comparable municipal airports

2. Fuel Supply Plan o Overview of supply chain, storage points, and delivery logistics o Standard delivery schedule and contingency plans

3. Pricing Proposal o Detailed load pricing formula o Sample invoice o Any rebates, incentives, or volume-based discounts

4. Branding and Signage Package o Description of available signage o Sample renderings, if available

5. POS and Payment Systems o Technical specifications o Support plans and warranty information o Hardware/software costs to the City (if any) o Breakout of all processing fees

6. Quality Control Program o Manual or program summary o Training schedules and certification options

7. Contract Terms and Conditions o Proposed agreement length o Insurance coverage o Warranties, liabilities, and termination provisions

8. Exceptions or Deviations o Explicitly list any deviations from RFP requirements

4. Evaluation Criteria

Proposals will be evaluated based on:

Reliability of supply and delivery capabilities

Pricing competitiveness and transparency

Strength and comprehensiveness of QC program

Quality and extent of branding and signage support

POS/payment technology capabilities

Training and operational support program

References and proven performance

Overall value to Dalton Municipal Airport

The City reserves the right to conduct interviews, request clarifications, or negotiate with selected respondents.

5. Submittal Instructions

Hard copy proposals must be submitted to:

City of Dalton Finance Department

Attn: Andrew Wiersma

300 West Waugh St.

Dalton, GA 30720

Subject Line: “Airport Fuel Supplier RFP 2026”

Proposals must be received no later than 2PM on April 29, 2026.

Late submissions may not be considered.

6. Terms and Conditions

The City of Dalton reserves the right to reject any or all proposals.

Submission of a proposal does not guarantee contract award.

Respondents are responsible for all costs associated with preparing their proposal.

All submitted materials become public record in accordance with state law.

7. Questions and Communications

All questions regarding this RFP must be submitted in writing to:

Email: awiersma@daltonga.gov

Answers may be distributed to all interested respondents as required.