ESBD_429376_1750281024610_RFP - Fueling Services.pdf

City of Fair Oaks Ranch

REQUEST FOR PROPOSALS

FUELING SERVICES

DUE BY: July 11, 2025

Firms must submit one (1) unbound original and two (2) bound copies labeled “Proposal for Fueling Services” to the City of Fair Oaks Ranch, Attention: Clayton Hoelscher: 7286 Dietz Elkhorn, Fair Oaks Ranch, Texas 78015, no later than 2:00 P.M. on July 11th, 2025.

Background

The City is currently seeking a company to provide fuel delivery services. The City has a split compartment above ground tank with a maximum capacity of 1,000 gallons of gasoline and 500 gallons of diesel. This tank is located on the City campus at 7286 Dietz Elkhorn, Fair Oaks Ranch, TX 78015.

Scope of Services

The awarded company shall provide fuel to the City of Fair Oaks Ranch upon request. Fuel should be provided from an Environmental Protection Agency approved terminal and should be completed no later than 2 days after an order has been placed for non-emergency situations. The intention of the City is to enter into a one-year agreement with optional renewals.

In addition to any other requirements set forth in this Request for Proposals (RFP), respondents must have and maintain any and all certifications, licenses, permits or approvals required for the sale, installation and service of fueling systems and equipment, whether required by law or by product manufacturer, and shall comply with all applicable laws, rules, regulations and other legal authorities in regard to goods and services to be provided.

The selected company shall provide the following types of fuel:

• Ultra Low Sulfur Diesel (ULSD)

• Unleaded Gasoline (87 Octane or higher)

Estimated annual volumes (for reference only):

• Diesel: 3,000 gallons

• Unleaded Gasoline: 18,500 gallons

Fuel Quality Assurance

• Ensure that all fuel meets federal, state, and local specifications.

• Provide certificates of analysis or quality assurance upon request.

• Notify the City immediately of any suspected contamination or product issues.

In addition to any other requirements set forth in this Proposal Invitation, Vendors responding to this Proposal Invitation must have and maintain any and all certifications, licenses, permits or approvals required for the sale, installation and service of fueling systems and equipment, whether required by law or by product manufacturer, and shall comply with all applicable laws, rules, regulations and other legal authorities in regard to goods and services to be provided.

Submission of Questions

Any questions should be submitted in writing to:

Clayton Hoelscher, Procurement Manager choelscher@fairoaksranchtx.org mailto:choelscher@fairoaksranchtx.org

Addendums to the RFP

The City of Fair Oaks Ranch shall not be held responsible for any oral instructions related to the project. Any official changes to this RFP will be in the form of a written addendum, which will be published on the City website at http://tx-fairoaksranch2.civicplus.com/bids.aspx

Withdrawal of RFP

The City reserves the right to withdraw the RFP at any point. At any time prior to the specified solicitation due time and date, a firm may withdraw their Proposals by submitting a written request stating the reason for withdrawal.

General Information:

The City of Fair Oaks Ranch reserves the right to reject any or all proposals to waive any informality or irregularity in any proposal received, and to be the sole judge of the merits of the respective proposals received.

RFP Schedule

The dates and times listed below are estimated and are subject to change without notice.

• Deadline for written questions to be sent to choelscher@fairoaksranchtx.org at 5:00 P.M. on

July 7th, 2025.

• One (1) original and two (2) copies of the Proposal due no later than 2:00 PM (CST) on July

11th, 2025.

• City Council Meeting to approve selection and agreement which will include the Scope of

Services – To Be Determined

Submission Instructions Proposals should be delivered or sent to 7286 Dietz Elkhorn, Fair Oaks Ranch, Tx 78015. All proposals should be addressed to Clayton Hoelscher, Procurement Manager. The City of Fair Oaks Ranch will receive sealed proposals until 2:00 P.M. on July 11th, 2025 and then proposal amounts will be publicly opened and read. Any proposals received after that time and date will be returned unopened to the bidder. Proposals should contain one (1) unbound original and two (2) bound copies.

Instructions to Proposers

The proposals should include the information below and shall follow the format below.

• Cover Letter/Executive Summary (1 page maximum)

• Tab 1 - Relevant Experience (4 pages maximum):

o Provide a list of clients for which your company is currently providing fuel.

Provide the contact information for three clients to include the project owner, title, location, current phone number, and e-mail address.

o Demonstrate record of performance, including completion schedule and quality of work product.

o Describe your company’s safety record, environmental track record, plan for handling spills, program for tank and truck inspections, safety programs, and safety training.

http://tx-fairoaksranch2.civicplus.com/bids.aspx mailto:choelscher@fairoaksranchtx.org o Provide any necessary organizational chart of the firm as it relates to this RFP.

• Tab 2 - Project Approach (2 pages maximum):

Describe your technical plan and timeline for accomplishing the scope of services, including at a minimum:

o Describe how fuel levels and delivery schedules and priorities are monitored and set.

Describe how your company will be able to handle the City’s needs while also servicing other clients.

o Describe how urgent requests and requests during times of inclement weather are handled.

• Tab 3 – Price Proposal Form

The price should be filled out on the “Price Proposal Form” included in this RFP. The price should include any delivery or miscellaneous fees per callout, discount from posted terminal rack price, and any other charges.

Pricing should be based on the Oil Price Information Service (OPIS) index plus a fixed markup per gallon, noted on the pricing proposal form.

Prices quoted should exclude sales taxes and F.E.T. The City is exempt from these taxes and will provide Exemption Certificates to the successful proposal. Successful vendor’s invoices shall include applicable Fuel Tax, State GPA Loading Fees, and Federal Superfund Taxes.

Posted Terminal Rack Price – Vendor is to guarantee that when invoicing, this part of the price is the posted terminal rack price at the terminal from which the fuel is supplied, the day fuel is delivered.

• Certificate of Interested Parties (1295) Form – A Certificate of Interested Parties Form must be submitted with the original proposal. The 1295 form and instructions for completion can be found at the following link:

https://www.ethics.state.tx.us/filinginfo/1295/

• Evidence of Insurability

Evaluation Criteria All proposals received will be reviewed, evaluated, and ranked according to a numerical scoring system based on the responses to the criteria listed below. The City may elect to interview respondents. Proposals will be evaluated as follows:

Criteria Maximum Points Available

Project Team, Key Personnel and Relevant Experience

30 Points

Project Approach 20 Points

Price 50 Points https://www.ethics.state.tx.us/filinginfo/1295/

Questions regarding the project can be submitted to Clayton Hoelscher, via email to choelscher@fairoaksranchtx.org. Questions will be accepted until July 7th, 2025.

The City reserves the right to reject any or all Proposals. The highest ranked Respondent(s) may be invited to enter into Contract negotiations with the City of Fair Oaks Ranch. If an agreement cannot be reached with the highest ranked Respondent(s), the City shall notify the Respondent and terminate negotiations. The second highest Respondent may be contacted for negotiations.

The process may continue until successful negotiations are achieved. The City reserves the right to terminate negotiations with any and all Respondents should it be in the City’s best interest.

Insurance

All respondents must submit, with the RFP, proof of insurance coverage. Proof shall be by submission of copies of current policies or current Certificates of Insurance, including the effective dates of coverage.

Anti-Collusion

In submitting an offer, Respondent certifies that they have not participated in nor have they been party to any collusion, price fixing or any other illegal or unethical agreements with any company, firm or person concerning the pricing offered.

No Prohibited Interest

Respondent acknowledges awareness of the state laws and applicable City Charter provisions regarding conflicts of interest and required disclosures. No officer, employee or agent of the City shall participate in the negotiation, selection, discussion, award or administration of a contract or procurement supported by public funds if: 1) that individual has a substantial interest in a person or entity, as defined by the City’s Charter, Code of Ordinances and/or Chapter 171 or 176 of the Texas Local Government Code, that is the subject of the contract or procurement; or 2) a conflict of interest, either real or apparent, would be involved, as defined therein.

Non-Resident Bidders/No Israel Boycott

Texas Government Code, Chapter 2252, Texas law prohibits city and governmental units from awarding contracts to a non-resident bidder/proposer unless the amount of such bid is lower than the lowest bid by a Texas resident by the amount a Texas resident would be required to underbid the non-resident bidder/proposer on a bid/proposal for goods and services in the non-resident bidder’s state. Texas Government Code, Chapter 2270 prohibits a governmental entity from entering into a contract with a company for goods or services unless the contract contains a written verification from the company that it: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the contract.

Equal Employment Opportunity

Respondent agrees that it will not discriminate in hiring, promotion, treatment, or other terms and conditions of employment based on race, sex, national origin, age, disability, or in any way violate Title VII of 1964 Civil Rights Act and amendments, except as permitted by said laws.

Anti-Lobbying Provision

During the period between RFP submission date and the contract award, respondents, including their agents and representatives, shall not directly discuss or promote their Proposal with any mailto:choelscher@fairoaksranchtx.org.

member of the City Council or City staff except in the course of City-sponsored inquiries, briefings, interviews, or presentations. Violation of this provision shall result in the rejection of the respondent's Proposal and disqualification from future consideration of similar RFP’s.

Jurisdiction

Contract(s) executed as part of this solicitation shall be subject to and governed under the laws of the State of Texas. Any and all obligations and payments are due and payable in Kendall County, Texas. The parties agree that venue for purposes of any and all lawsuits, cause of action, arbitration, and/or any other dispute(s) shall be in Kendall County, Texas.

Conflict of Interest

A statement indicating the respondent has no conflict of interest with the City, including any past or present employees or past or present elected officials of the City, must be submitted with the statement of qualifications. Chapter 176 of the Texas Local Government Code requires that any vendor or person considering doing business with a local government entity must disclose in the Questionnaire Form CIQ, the vendor or person’s affiliation or business relationship that might cause a conflict of interest with a local government entity. This questionnaire must be filed, by law, with the City Secretary not later than the 7th business day after the date the person becomes aware of facts that require the statement be filed. See Section 176.006, Local Government Code. A person commits an offense if the person violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor. For more information or to obtain the Questionnaire CIQ go to the Texas Ethics Commission web page at www.ethics.state.tx.us/forms/CIQ.pdf.

Confidential Information

Any information deemed to be confidential by the respondent should be clearly annotated on the pages where confidential information is contained. The City cannot guarantee that it will not be required to disclose all or part of any public record under Texas Public Information Act, since information deemed to be confidential by the respondent may not be confidential under Texas Law, or pursuant to a Court order.

http://www.ethics.state.tx.us/forms/CIQ.pdf

Tank location indicated by orange arrow.

Price Proposal Form

The price listed should be based off the Oil Price Information Service (OPIS) Price. Include any delivery fees, discounts, etc. The City reserves the right to negotiate proposed amounts with the selected firm. A detailed breakdown of costs will be negotiated with the selected firm.

For Reference, please utilize the following to determine any discount or markup based on the applicable price.

Unleaded Gasoline Regular Grade 87 Octane

OPIS price per gallon (For Reference)

Discount/Markup per gallon

Price per gallon charged to

$3.00 $_________________ $_________________

Diesel

OPIS price per gallon (For Reference)

Discount/Markup per gallon

Price per gallon charged to

$3.00 $_________________ $_________________

The individual signing this certifies that he/she is a legal agent of the Company, authorized to submit on behalf of the Company, and is legally responsible for the decisions as to the supporting documentation provided.

Company Name: ___________________________________________

Authorized Representative: ___________________________________________

Signature: ___________________________________________

Printed name: ___________________________________________

Title: ___________________________________________

Date: ___________________________________________