ESBD_564619_1792100467344_Scope of Work - Aviation Fuel Service.pdf

Aviation Fuel Services for TSTC - Waco

Purpose Texas State Technical College (TSTC) is seeking proposals from qualified aviation fuel suppliers to provide aviation fuel, delivery services, documentation, quality assurance, and related support for Fixed Base Operator (FBO) fuel operations at TSTC Waco Airport/CNW, located at 601 Operations Rd, Waco, TX 76705.

The intent of this solicitation is to establish an Indefinite Delivery/Indefinite Quantity (IDIQ) agreement for aviation fuel products, delivery services, documentation, quality assurance, and related support on an as-needed basis. TSTC may issue orders under the resulting agreement based on operational need, supplier availability, pricing, delivery capability, and the best interest of TSTC. The anticipated resulting agreement(s) will have an initial term of three (3) years, with the option for two (2) additional one-year extensions, beginning on or about April 1, 2027.

TSTC reserves the right to award to one or more suppliers if determined to be in the best interest of TSTC. Award of an IDIQ agreement does not guarantee any minimum purchase volume, order frequency, or exclusive right to provide aviation fuel to TSTC.

Respondents must submit proposals for the following Scope of Work, which specifies minimum requirements for the supplier to meet. Any additions to or differences from the minimum requirements requested shall be clearly identified in the proposal response.

Scope of Work Respondents must describe their ability to provide aviation fuel, delivery services, documentation, quality assurance, and related operational support for TSTC Waco Airport/CNW FBO fuel operations.

I. Fuel Products Required Respondents must identify all aviation fuel products they are capable of supplying. At a minimum, proposal responses should address the ability to furnish and deliver the following fuel products as ordered by TSTC:

A. Jet-A aviation turbine fuel B. Jet-A with additives, including fuel system icing inhibitor (FSII), if requested C. 100LL aviation gasoline D. Unleaded aviation gasoline, if available and requested E. Other aviation fuel products as mutually agreed upon

Respondents must clearly identify any limitations related to product availability, minimum order quantities, additives, delivery methods, or other supply restrictions.

II. Fuel Quality Standards Respondents must demonstrate their ability to provide aviation fuel that meets or exceeds current applicable industry specifications, regulatory requirements, and airport fueling standards. Proposal responses should describe the respondent’s fuel quality assurance program, testing procedures, documentation practices, and methods for ensuring fuel integrity from the supply source through delivery to TSTC Waco Airport/CNW.

Proposal responses should also describe available aviation fuel quality control programs and technical support services, including written procedures for receiving, storage, handling, testing, and dispensing; recommended daily, weekly, monthly, and periodic quality inspections and testing; availability and frequency of on-site inspections, quality audits, and technical assistance; procedures for identifying, investigating, and correcting contamination or quality deficiencies; availability of laboratory testing and fuel system evaluations; and identification of services included in the proposal and any additional costs.

A. Jet-A Fuel Standards Respondents proposing to supply Jet-A aviation turbine fuel must confirm that the fuel provided will meet or exceed the latest applicable standards, including:

1. ASTM D1655

2. ATA Specification 103, where applicable

3. DEF STAN 91-091, if applicable

4. Applicable FAA, DOT, EPA, state, and local requirements

B. 100LL Avgas Standards Respondents proposing to supply 100LL aviation gasoline must confirm that the fuel provided will meet or exceed:

1. ASTM D910

2. Applicable FAA, DOT, EPA, state, and local requirements

C. General Fuel Quality Requirements Proposal responses should explain how the respondent will ensure that all delivered fuel is:

1. Clean, bright, and dry

2. Free from visible water, sediment, microbial contamination, particulate matter, or other foreign substances

3. Properly identified by fuel type and grade

4. Accompanied by required delivery and quality documentation

5. Delivered using equipment suitable for aviation fuel transport and delivery Proposal responses should identify the respondent’s procedures for receiving, storing, handling, testing, and dispensing aviation fuel, as applicable to the supplier’s role in the fuel delivery process.

D. Quality Documentation Respondents should describe the documentation that will be provided with each fuel delivery, which may include, but is not limited to:

1. Bill of lading

2. Certificate of analysis or certificate of quality, if applicable

3. Product identification and fuel grade documentation

4. Delivery ticket or invoice documentation

5. Additive documentation, if Jet-A with FSII or other additives is requested

6. Any other standard quality assurance records used by the respondent

Proposal responses should identify any laboratory testing, fuel system evaluation documentation, on-site inspection reports, quality audit documentation, or technical assistance records available to TSTC, and whether those items are included in the proposed pricing or available at an additional cost.

E. Inspection, Sampling, and Nonconforming Fuel TSTC reserves the right to inspect, sample, or test delivered fuel as part of its review and acceptance process. Respondents should describe their procedures for addressing fuel suspected of being contaminated, misidentified, improperly additive-treated, or otherwise nonconforming.

Proposal responses should identify the respondent’s process for investigating fuel quality concerns, coordinating corrective action, and replacing or otherwise resolving issues related to nonconforming fuel.

Proposal responses should also describe the respondent’s proposed responsibilities for investigation, sampling, testing, removal, replacement, corrective action, responsibility for associated costs, and available environmental response assistance when fuel contamination, product misidentification, improper additive treatment, or another nonconforming fuel condition is attributable to the supplier.

III. Estimated Fuel Volumes The estimated volumes listed below are provided for planning and evaluation purposes only and do not represent a guarantee of future purchases. Actual quantities ordered under any resulting IDIQ agreement may be more or less than the estimates provided, including zero, depending on TSTC’s operational needs, airport activity, market conditions, budget availability, supplier performance, and other factors.

TSTC does not guarantee any minimum purchase quantity, minimum annual volume, order frequency, or total contract value under the resulting IDIQ agreement. Fuel will be ordered only when needed and authorized by TSTC.

Fuel Type Estimated Annual Volume Estimated Five-Year Volume

Jet-A 675,000 3,375,000 100LL Avgas 97,000 485,000 Other 0 0

Respondents should identify any minimum annual purchase quantities, minimum delivery volumes, or other volume-related conditions associated with pricing, equipment arrangements, or supplier programs. Proposal responses should also identify any price adjustments, additional charges, or other consequences if actual purchases differ materially from the estimates provided.

IV. Supplier Qualifications Respondents must demonstrate that they are qualified to supply aviation fuel to airport or FBO operations. At a minimum, proposal responses should include:

A. Company background and years in aviation fuel supply B. Description of aviation fuel supply experience C. List of current airport, FBO, aviation, or governmental fuel customers D. References from at least three (3) comparable customers E. Description of fuel sourcing locations, terminals, or supply network F. Description of quality control program

G. Description of delivery fleet, carriers, or subcontracted haulers H. Emergency delivery capabilities I. Evidence of required licenses, permits, and regulatory compliance J. Proof of required insurance coverage

Proposal responses should also include the designated account representative and availability of technical support personnel.

Proposal responses should include a description of supply reliability and procedures for delivery failures or interruptions.

Proposal responses should disclose material aviation fuel quality incidents or regulatory enforcement actions during the preceding five (5) years, with corrective measures taken.

Proposal responses should include a summary of available personnel training, equipment support, and technical assistance programs.

TSTC may consider a respondent’s demonstrated aviation fuel experience, supply reliability, financial stability, quality controls, and regulatory compliance as part of its evaluation.

V. Equipment Lease Option TSTC may request, and respondents may propose, the lease, rental, or provision of aviation fueling equipment as part of the proposed fuel supply solution. Equipment may include, but is not limited to:

A. Fuel trucks or refuelers B. Fuel storage tanks C. Dispensing systems D. Filtration equipment E. Meters, hoses, nozzles, and grounding cables F. Spill response equipment G. Related accessories necessary to support safe and efficient FBO fueling operations

Respondents proposing leased or supplied equipment must identify all proposed equipment, including the equipment type, capacity, age, condition, ownership status, lease rate, maintenance responsibilities, replacement terms, and any purchase option at the end of the proposed term.

All proposed leased or supplied equipment should be suitable for aviation fuel use and comply with applicable FAA, DOT, EPA, OSHA, fire code, environmental, airport, and aviation fuel quality standards.

Respondents must clearly state whether equipment costs are included in the proposed fuel margin, billed separately as a monthly lease charge, charged on a per-gallon basis, or provided under another pricing arrangement. Any installation, removal, permitting, inspection, calibration, maintenance, repair, replacement, insurance, environmental compliance, or end-of-term costs must be clearly identified in the proposal response.

Optional Proposal Response Requirements for Equipment Because the resulting agreement may be structured as an IDIQ, respondents proposing leased, supplied, or supplier-supported equipment must clearly identify any fuel purchase commitments, exclusivity requirements, minimum volume requirements, amortization terms, early termination charges, equipment removal costs, or other restrictions tied to the equipment arrangement.

TSTC may consider the impact of any equipment-related commitments or restrictions when evaluating pricing, operational flexibility, and overall best value.

Respondents proposing leased or supplied equipment should provide the following information:

1. Description of each proposed equipment item

2. Fuel type compatibility, such as Jet-A or Avgas

3. Capacity, make, model, year, and serial number, if available

4. Current condition and maintenance history

5. Applicable certifications, inspections, or calibration records

6. Proposed lease rate or cost structure

7. Maintenance and repair responsibilities

8. Insurance responsibilities

9. Installation, delivery, removal, and end-of-term costs 10.Replacement procedures for failed or obsolete equipment 11.Whether TSTC has a purchase option at the end of the lease 12.Any restrictions on equipment use, branding, relocation, or modification 13.Equipment capacities, dispensing configurations, filtration systems, and safety features.

14.Preventive maintenance, inspections, calibration, and allocation of maintenance responsibilities.

15.Availability of temporary or replacement equipment and expected repair/replacement response times.

16.Purchase, financing, or lease-to-own options, if available.

17.Fuel purchase commitments, exclusivity, amortization, or other contractual restrictions associated with the equipment.

VI. Scope of Services Respondents must describe their ability to provide all labor, fuel, transportation, equipment, documentation, administrative support, and related services necessary to furnish and deliver aviation fuel to TSTC Waco Airport/CNW.

At a minimum, proposal responses should address the respondent’s ability to:

A. Supply aviation fuel meeting required specifications B. Deliver fuel to designated airport storage facilities C. Coordinate delivery schedules with TSTC Airport/FBO personnel D. Provide qualified drivers and compliant transport equipment E. Provide complete delivery, pricing, and quality documentation F. Support normal and emergency fuel deliveries G. Maintain transparent cost-plus pricing records H. Maintain required insurance, licenses, and permits I. Comply with applicable federal, state, and local regulations J. Provide timely notification regarding supply interruptions, allocation issues, contamination events, price changes, or delivery delays

Personnel Training and Certification: Respondents should identify available initial and recurrent training for TSTC personnel engaged in aviation fuel receiving, storage, handling, quality control, and dispensing. Training should reflect applicable FAA guidance, NFPA 407, and NATA Safety 1st or equivalent recognized industry training practices. Proposal responses should identify the subjects covered, format, documentation or certification provided, recommended recurrence, whether on-site training is available, and any additional costs.

Requirements for Proposal Criterion One: Pricing Provide complete, itemized pricing for the proposed aviation fuel supply solution. Pricing should identify all costs associated with providing fuel and related services, including but not limited to:

A. Proposed cost-plus fuel margin B. Fuel index or pricing benchmark used C. Transportation, freight, and delivery charges D. Additive costs, including FSII if applicable E. Environmental fees, taxes, surcharges, or other pass-through costs F. Emergency delivery charges, if applicable G. Equipment lease, rental, or per-gallon equipment costs, if proposed H. Any optional costs, exclusions, assumptions, or price adjustment terms I. Identification of training, equipment, technical assistance, or other services included without extra charge.

J. Disclosure of any material terms or restrictions associated with the proposal, including purchase commitments, fuel exclusivity, equipment leasing or amortization, early termination charges, fuel price adjustments, equipment ownership or removal, and other terms affecting TSTC’s costs or procurement flexibility.

Respondents should clearly explain the proposed pricing structure and how TSTC will be able to verify fuel costs, margins, fees, and supporting documentation.

Criterion Two: Supplier Qualifications and Quality Assurance Describe the respondent’s qualifications, aviation fuel experience, supply reliability, and quality assurance approach. Proposal responses should include:

A. Company background and years of experience supplying aviation fuel B. Experience serving airports, FBOs, aviation customers, or governmental entities C. Fuel sourcing locations, terminals, carriers, and supply network D. Quality control program, fuel testing practices, and documentation procedures E. Delivery fleet information, carrier information, or subcontracted hauler information F. Emergency fuel delivery capabilities G. Required business licenses, operating permits, certifications, and regulatory compliance information H. Proof of required insurance coverage I. At least three (3) comparable customer references J. Designated account representative and availability of technical support personnel.

K. Fuel quality control programs, technical support services, laboratory testing, fuel system evaluations, on-site inspections, quality audits, and related documentation available to

TSTC.

L. Disclosure of material aviation fuel quality incidents or regulatory enforcement actions during the preceding five (5) years, with corrective measures taken.

Criterion Three: Operational Approach, Lead Time, and Support Describe the respondent’s approach to providing aviation fuel supply and related services to TSTC Waco Airport/CNW. Proposal responses should address:

A. Order placement procedures B. Standard lead time for routine fuel deliveries C. Weekend, holiday, and after-hours delivery capabilities D. Emergency delivery procedures and response times E. Communication and coordination with TSTC Airport/FBO personnel F. Procedures for addressing delivery delays, allocation issues, supply disruptions, or contamination concerns G. Proposed implementation timeline from award or notice to proceed through full service readiness H. Equipment support plan, if leased or supplied equipment is proposed I. Personnel training and certification support available for TSTC personnel involved in aviation fuel receiving, storage, handling, quality control, and dispensing.

J. Equipment support details, including preventive maintenance, inspection, calibration, repair or replacement response times, temporary or replacement equipment availability, and purchase, financing, or lease-to-own options, if available.

K. Minimum annual purchase quantities, minimum delivery volumes, or other volume-related conditions associated with pricing, equipment arrangements, or supplier programs.

Evaluation Criteria The evaluation of proposals shall be based on the requirements described in this RFP. All properly submitted proposals will be reviewed, evaluated, and ranked by TSTC in accordance with the evaluation criteria set forth below:

Criteria to be Evaluated Points

Pricing 50 Supplier Qualifications and Quality Assurance 30 Operational Approach, Lead Time, and Support 20

Evaluation Criteria