ESBD_482036_1770406481258_RFP 2025-086 Addendum 5.pdf
PDF 6 MB Posted
- Attached to
- Dyed Diesel Fuel Deliveries for City of Waco
- Solicitation number
- RFP2025-086
- Issued by
- Mclennan County, Texas
About this file
This Addendum 5 document pertains to Request for Proposal 2025-086 issued by the City of Waco, Texas Financial Services Department for dyed diesel fuel deliveries to support municipal motor fleet operations. The procurement seeks qualified vendors to supply ASTM D975 Ultra Low Sulfur No. 2D dyed diesel fuel to two Public Works Solid Waste Division locations: an 11,400 Old McGregor Road facility requiring a 6,000-gallon skid-mounted tank and a 4,730 TK Parkway facility in Axtell requiring 1,000-gallon and 10,000-gallon tanks. The estimated annual usage is approximately 70,000 gallons, with historical usage patterns showing approximately 113,476 gallons annually. Proposals are due by February 11, 2026 at 2:00 p.m. Central Time, with opening scheduled for 2:05 p.m. the same day via Zoom videoconferencing. Questions must be submitted by February 2, 2026 at 5:00 p.m. The contract term is 24 months commencing April 6, 2026, with three optional one-year renewal periods available at the city's discretion.
Vendors may submit proposals under two pricing options: rack-plus pricing with variable terminal rates plus a constant markup per gallon, or firm pricing with a single all-inclusive price per gallon held firm throughout the contract term. All pricing excludes federal excise and state sales taxes, which the city will add separately with appropriate tax exemption documentation. Payment terms allow 30 days net from invoice receipt, with optional early payment discounts available. Evaluation criteria include price (40 points), supply resources (15 points), prior experience (10 points), delivery capability within eight hours of notification (10 points), emergency off-site fueling capacity (10 points), and fuel measurement and invoice reconciliation processes (15 points). Successful vendors must provide three independent product quality tests annually at their expense, maintain specified insurance coverage including $1,000,000 commercial general liability and $2,000,000 business automobile liability, comply with federal wage determinations applicable to Falls and McLennan counties, register with the Texas Secretary of State, and provide a 5% bid bond or certified check with their submission. Contract award is subject to Waco City Council approval if the contract value exceeds $100,000, which is anticipated based on estimated usage and historical patterns. No set-aside designations, organizational type restrictions, or incumbent vendors are identified in the solicitation materials.
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Financial Services Post Office Box 2570
Waco, Texas 76702-2570 254 / 750-6640
Fax: 254 / 750-8063 CITY OF WACO www.waco-texas.com
Date: 2/06/2026 RFP No: RFP 2026-085 Dyed Diesel Fuel Deliveries for City of Waco Contact Information:
Christopher Hanchard ChristopherH@Wacotx.gov 254-750-6640
Closing Time: February 18, 2026 2:00 P.M.
Opening Time: February 18, 2026 2:06 P.M.
Addendum No: 5
The above-mentioned bid invitation has been changed in the following manner. Sign and return Addendum to the Purchasing Office by the closing time and date with your RFB response. Returning this page signed by your authorized agent will serve to acknowledge this change. All other requirements of the invitation remain unchanged. If you have any questions, please call or stop by the Purchasing Office at the above address.
THE FOLLOWING IS BEING ISSUED AS ADDENDUM NO. 5
ANSWERS TO SUBMITTED CONTRACTOR QUESTIONS
REVISED 8 HOUR FUEL DELIVERY TO 24 HOURS
PREVIOUS BID TABULATION ATTACHED
PREVIOUS INVOICES ATTACHED
Firm:_____________________________________________________________________________________
Address___________________________________________________________________________________
Signature of Person Authorized to Sign Bid:______________________________________________________________________
Signor's Name and Title (print or type):_____________________________________________________________________________
Date:____________________Telephone:___________________________Fax:_________________________
Waco, Texas 76702-2570 254 / 750-6640
Subject: Questions and Responses from contractors
1. Could you please confirm if it is optional to submit a fixed price number? If a fixed price number is required, is it possible to do an adder over the NYMEX versus an all-in price?
Global cannot hold a fixed firm price for longer than a few hours as market prices fluctuate.
a. The Alternate Pricing Option for Firm Price titled Alternate Pricing Option – Dyed Diesel Firm Price Terms has been removed from this Request for Proposal. All references to this section throughout the document should be disregarded.
2. There appears to be a 10 point scoring for vendor's ability to deliver within 8 hours. Is this for emergencies or is this the standard delivery requirement? The tank sizes and the volumes required in this contract for transport deliveries does not indicate a need for same day delivery. Standard industry is 24 hours.
a. The requirement is revised to delivery within 24 hours. Deliveries shall be made within twenty-four (24) hours of notification. For the purposes of this specification, a working day is defined as 7:30 a.m. to 5:00 p.m., Monday through Saturday, inclusive of holidays.
3. Please clarify item 4, page 17 of 83, that markups (differential to index) should include all applicable taxes? Can this requirement be changed to exclude applicable taxes (federal environmental and TX Load Fees) as those are billed on separate line items on the invoice.
a. The Alternate Pricing Option for Firm Price titled Alternate Pricing Option – Dyed
4. Please provide the last bid tabs for this contract or identify where they may be found (link).
a. Previous bid tabulation attached to this addendum.
5. Is the requested invoice Gross or Net?
a. Net invoices.
6. Please provide a Bill of Lading.
a. Bill of Lading Attached to this addendum as a PDF file: 2642511 – Old McGregor.
7. Will the City accept email and electronic access invoices with required back up documents.
Electronic invoicing does not support adding scanned images to the email delivery each time an invoice is created but they can be accessed once scanned in shortly after.
a. Emailed invoices are the preferred method.
8. Can the City of Waco provide the name of the current vendor and how long that vendor has continuously held this contract?
a. The current vendor is Caseys, formerly Fikes. The contract has been held for five
(5) years.
Waco, Texas 76702-2570 254 / 750-6640
9. Are bidders to include the Surety bid bond or is there a provided City of Waco bid bond form? Page 11, 2.e. states a bid bond form is located in the appendices but the form is not included in the bid package.
a. Bid bonds are not required for this project. See Addendum two of this RFP for clarification.
10. FYI, page 8 of 84, A2 states that this bid is for Unleaded Fuel instead of Dyed Diesel.
a. A2 on page 8 of 84 is revised to read Dyed Diesel.
11. Does this bid require a Bid Bond of 5%?
a. Bid bonds are not required for this project. See Addendum two of this RFP for clarification.
12. Is the requested OPIS Index Gross or Net?
a. The OPIS Index is Gross.
13. What is the requested pricing method, OPIS Daily Average or low?
a. Pricing shall be based on the OPIS Constant Daily Average Rack Pricing (10:00 a.m.
Contract Average) for PADD 3.
14. Please provide the annual volume for each tank.
a. Total Dyed diesel required is approximately 130,000 annually. The Axtell, Texas, landfill fuel tank location is new, and we don’t have a year’s worth of data for it.
15. Please provide the average order size for each tank.
a. 11400 OLD McGregor = 4,500 gallons
b. 4730 TK Parkway = 7,500 gallons
16. What is the estimated annual volume of Tank 1 that only accepts tank wagon deliveries?
a. 130,000 gallons
17. Is this contract a single vendor or line item award?
a. This RFP will be awarding a single vendor.
18. Please indicate if deliveries to each tank will be transport truck or tank wagon.
a. 11400 OLD McGregor = 4,500 gallons Tank Wagon
b. 4730 TK Parkway = 7,500 gallons transport truck
19. To clarify, there is no Zoom link for the bid opening? Will there be an opportunity to listen to the bid opening live?
a. Please see addendum 3 for Zoom meeting information.
20. How will successful bidder be notified of award?
Waco, Texas 76702-2570 254 / 750-6640
a. Notification of award will be sent once the department has chosen a selected vendor.
Contracts for execution will be signed after the next available council meeting.
21. Under the "Contract Changes" section of the solicitation (age 19), it states "Any contract resulting from the RFP shall be awarded with the understanding that it is for the sole convenience of the City of Lubbock. The City reserves the right to purchase fuel from other sources on an emergency basis when immediate supply from stock by the Contractor is not possible." Could you please clarify this information is accurate? City of Lubbock is a considerable distance from Waco, TX and it outside of our current service area.
a. This section is revised to read the City of Waco only. Any reference to the City of
Lubbock in this Request for Proposal should be disregarded.
22. Will you allow vendors to submit one proposal encompassing all three products currently out to bid?
a. Each RFP requires a separate submission from the interested vendor. Do not combine submitted proposals for the Unleaded (RFP 2025-084), Diesel (RFP 2025- 085), and Dyed Diesel (RFP 2025-086) Request for Proposals.
23. Who is your current vendor?
a. The current vendor is Caseys, formerly Fikes.
24. Please provide a copy of a dyed diesel metered bill of lading from the terminal.
a. Bill of Lading Attached to this addendum as a PDF file: 2642511 – Old McGregor.
25. Please provide a copy of a dyed diesel invoice.
a. Copy of invoice attached as PDF file: 2642514 – Axtell.
26. Are options to renew mutual or unilateral?
a. This question is currently being reviewed by our Legal department. We will release the response in a separate addendum.
27. What is your average delivery size per location?
a. 11400 OLD McGregor = 4,500 gallons
b. 4730 TK Parkway = 7,500 gallons
28. Please provide estimated annual usage for each location.
a. Total Dyed diesel required is approximately 130,000 annually. The Axtell, Texas, landfill fuel tank location is new, and we don’t have a year’s worth of data for it.
29. Do you split orders between sites?
a. No
30. Please provide the estimated amount on gallons that are expected to be delivered by Transport truck and how many are to be delivered by Tank Wagon?
Waco, Texas 76702-2570 254 / 750-6640
31. Would you consider allowing vendors 24 hours to make a delivery?
a. The requirement is revised to delivery within 24 hours. Deliveries shall be made within twenty-four (24) hours of notification. For the purposes of this specification, a
32. Would you accept a metered bill of landing from the terminal in lieu of an invoice within 24 hours?
a. A bill of lading is required upon delivery, and an invoice is required within 2-3 business days.
33. Would you like to be priced off the OPIS Daily 10am Gross Contract Average posting?
34. Do you want all applicable taxes listed as a line item on your invoices?
a. Yes.
35. Are vendors permitted to propose a fixed / hedged price proposal as a differential against the
NYMEX? This allows the option to lock in the fixed price on the date / time of your choice with optimal pricing economics.
a. The Alternate Pricing Option for Firm Price titled Alternate Pricing Option – Dyed
36. Which section of the portal should we use to upload our proposal? Currently, the only available upload sections appear to be Pricing Forms, Appendix A, and Appendix B.
a. Forms required for Appendix A & B are listed in the table of contents for the RFP and are required to be uploaded in their respective sections. Pricing forms and any other proposal pages can be uploaded together in the Pricing Forms section.
37. Can you please provide bidders with a sample OPIS report of the OPIS benchmark you want bidders to use?
38. Under the current contract, how often did the vendor need to make fuel deliveries within 8 hours?
a. The requirement is revised to delivery within 24 hours. Deliveries shall be made within twenty-four (24) hours of notification. For the purposes of this specification, a
Waco, Texas 76702-2570 254 / 750-6640
39. Does Form 1295 Need to be filled out by all bidders and submitted with our bid?
a. Form 1295 will be required after vendor has been selected for award. This is not required to be included with your initial submission.
40. Page 29 of the solicitation specifies that the successful vendor may submit only one invoice every 30 days. Could the City please confirm whether this invoicing limitation is firm, or if vendors may instead invoice after each delivery, which aligns with standard industry practice for bulk fuel supply?
a. Invoices are required for each delivery to align with standard industry practice.
41. Under the current contract, what site is used for Emergency Off-Site Fueling?
a. There is no designated location for emergency off-site fueling. The City of Waco will work with the selected vendor and coordinate logistics for an emergency off-site fueling location, subject to the vendor's ability to provide this service, any applicable laws, regulations, insurance requirements, or other requirements. Examples of off-site fueling locations include retail fuel locations owned by the selected vendor.
42. Under the current contract, how many times has the City needed to use Emergency Off-Site
Fueling?
a. None to date for the current contract.
43. For the pricing page, are you asking for the average low OPIS posting for Waco, TX?
44. Will a bidder be marked unresponsive if they do not have a site the City can access 24/7 in an emergency?
a. No. However, the vendor should outline in its proposal whether it has this ability.
45. The solicitation references a requirement for emergency off-site fueling services. Could the
City please confirm whether the use of fleet fuel cards to facilitate fueling at local retail stations would meet this requirement? Utilizing fleet cards is a standard industry practice for ensuring timely, secure, and accountable fueling access during emergency operations.
a. The City of Waco has FuelMan fleet fuel cards.
46. The solicitation specifies that deliveries must occur within eight (8) hours after receipt of order. Could the City please confirm whether this timeframe is firm or if consideration could be given to a 24-hour delivery window, which aligns with standard industry practice?
Most suppliers operate on a 24-hour delivery schedule to ensure appropriate routing, safety, and quality control. An 8-hour delivery requirement may unintentionally limit the number of responsive and responsible bidders, thereby reducing competition and potentially affecting overall pricing for the City.
a. The requirement is revised to delivery within 24 hours. Deliveries shall be made within twenty-four (24) hours of notification. For the purposes of this specification, a
Waco, Texas 76702-2570 254 / 750-6640
47. What volume, in gallons, does the city define as a tank wagon load?
a. 4,500 gallons.
48. Can you please provide the average load size per tank?
49. Who is the current incumbent?
a. The current vendor is Caseys, formerly Fikes.
CITY OF WACO Bid Opening Date 2021-007 2/26/2021
Vendor Fikes Wholesale Inc. Pinnacle Petroleum, Inc. RKA Petroleum Companies Inc.
City, State Temple, TX Huntington Beach, CA Romulus, MI
Minority/Woman Owned No Yes, Woman No Description
1.0
Dyed Diesel No. 2 Grade in Transport Deliveries.
Transport Load = 6000 Gallons. 10/1/2020 – 9/30/2021, Approximate Annual Quantity: 105,607.70 gallons
1.1 Terminal Price/Gallon $1.8683 $1.9138 $1.9138
Constant: (Profit + Overhead) per Gallon $0.0200 $0.0679 $0.2938
1.2.1 Dyed Diesel: 0 ----- -----
Daily Rack Price: cents/gallon $1.8683 $1.9138 $1.9138
Federal Oil Spill Trust Fund: cents/gallon $0.0000 $0.0021 $0.0021
Federal Lust Tax Diesel: cents/gallon $0.0010 $0.0010 $0.0010
Texas Diesel Tax: cents/gallon $0.0000 $0.0000 $0.2000 Constant Markup:* cents/gallon $0.0190 $0.0648 $0.0707 Pump off charge: cents/gallon $0.0000 $0.0000 $0.0200 *Constant markup price should include freight. $1.8883 $1.9817 -----
1.3 Selling Price/Gallon for January 21, 2016. $1.8883 $1.9817 $2.2076
1.4 Branded/unbranded fuel (Circle one) Yes - No Unbranded Unbranded Unbranded
1.5 Primary Terminal name and location: Flint Hills - Waco, TX Flint Hills - Waco, TX Flint Hills - Waco, TX
1.6 Other terminals you are permitted to purchase from for
Dyed Diesel No. 2:
Motiva, Waco TX Exxon Mobil, Taylor TX Motiva - Waco, TX Motiva - Waco, TX
2.0 Dyed Diesel No. 2 Grade in Tank-Wagon Deliveries.
Estimated Annual Quantity: included in item OBS 1.0.
Typical delivery is 1,200-2,100 gallons.
2.1 Terminal Price/Gallon $1.8683 $1.9138 $0.0000
Constant: (Profit + Overhead) per Gallon $0.0000 $0.0000 $0.0000
2.2.1 Dyed Diesel: ----- ----- -----
Daily Rack Price: cents/gallon $1.8683 $1.9138 $0.0000
Federal Oil Spill Trust Fund: cents/gallon $0.0000 $0.00210 $0.0000
Dyed Diesel Fuel
As this is a best value bid, many factors were considered.
2 2
1.2
Vendor Fikes Wholesale Inc. Pinnacle Petroleum, Inc. RKA Petroleum Companies Inc.
City, State Temple, TX Huntington Beach, CA Romulus, MI
Minority/Woman Owned No Yes, Woman No Description As this is a best value bid, many factors were considered.
Federal Lust Tax Diesel: cents/gallon $0.0010 $0.0010 $0.0010
Texas Diesel Tax: cents/gallon $0.0000 $0.0000 $0.0000 Constant Markup:* cents/gallon $0.0190 $0.1381 $0.0000 Pump off charge: cents/gallon $0.0000 $0.0000 $0.0000 *Constant markup price should include freight. 1.8883 $2.055 -----
2.3 Selling Price/Gallon for February 18, 2021. $1.8883 $2.0550 $0.0000
2.4 Branded/unbranded fuel (Circle one) Yes - No Unbranded Unbranded ____
2.5 Primary Terminal name and location: Flint Hills - Waco, TX Flint Hills - Waco, TX
3.0 Emergency Off-site Fueling: Please list address/locations of any off-site fueling stations that you can provide:
Sister Company CEFCO all locations in Waco. See attachment 2
Emergency Off-site Fueling Fee's: Please list an "fee's" and/or "markup" (per gallon charge) that you would require for the use of those off-site facilities listed above:
----- See attachment 2 -----
3.1.1 Diesel: ----- See attachment 2 -----
Daily Rack Price: cents/gallon $1.8683 See attachment 2 State Tax: cents/gallon - See attachment 2 Freight: cents/gallon $0.0294 See attachment 2 Load Fee: cents/gallon $0.0009 See attachment 2 Markup: cents/gallon $0.0500 See attachment 2
4.0 Pump off Charge $0.0047
Early Payment Terms: a) Bidder may offer an early payment discount by filling in the blanks in section b below. City may accept an early payment discount, but in doing so, City does not waive any of its rights under Texas Government Code Section 2251 (Prompt Payment Act).
b) Payment is due thirty (30) DAYS after acceptance of order and receipt of an original invoice, but a ______ percent early payment discount is offered for full payment made within ______(__) DAYS after acceptance of order and receipt of an original invoice.
4.0
2.2
3.1
Vendor Fikes Wholesale Inc. Pinnacle Petroleum, Inc. RKA Petroleum Companies Inc.
City, State Temple, TX Huntington Beach, CA Romulus, MI
Minority/Woman Owned No Yes, Woman No Description As this is a best value bid, many factors were considered.
Vendor comments or notes on the OBS
City of Waco Casey's Marketing Company
Date: 01/06/2026 Price Quote Page: 1 of 1
60122.CityofWaco.Colcord Ave (60122.CityofWaco.Colcord Ave)
Effective Date Origin Product Base Freight Taxes Total Change 1/6/2026 6:00PM D2.Reg.B0.LED 2.2263 0.0000 0.4653 2.6916 +0.0272
60123.CityofWaco.Old Mcgregor Rd - 1 (60123.CityofWaco.Old Mcgregor Rd - 1)
Effective Date Origin Product Base Freight Taxes Total Change 1/6/2026 6:00PM D2.Reg.B0.Dye.LED 2.2846 0.0000 0.0223 2.3069 +0.0269 1/6/2026 6:00PM D2.Reg.B0.LED 2.2263 0.0000 0.4653 2.6916 +0.0272
60124.CityofWaco.TK Parkway (60124.CityofWaco.TK Parkway)
Effective Date Origin Product Base Freight Taxes Total Change 1/6/2026 6:00PM D2.Reg.B0.Dye.LED 2.2846 0.0000 0.0223 2.3069 +0.0269
60125.CityofWaco.8th St (60125.CityofWaco.8th St)
Effective Date Origin Product Base Freight Taxes Total Change 1/6/2026 6:00PM D2.Reg.B0.LED 2.2263 0.0000 0.4653 2.6916 +0.0272
Pricing is for reference only. Actual cost may vary due to changes from supplier and/or product availability at terminal. Freight rate is based on full truckloads.
Additional fees may apply.
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