FuelSupplyandRefuelerLeaseRFP.pdf

REQUEST FOR PROPOSAL

Fuel Supply Services and Refueler Vehicle Lease Program

City of Gainesville Municipal Airport

Gainesville, Texas

RFP No. 2026-06 RFP Fuel Provider and Truck Refueler

Issue Date 5/6/2026

Questions Deadline 5/20/2026 @ 2PM Central Time

Proposal Due Date 5/27/2026 @ 2PM Central Time

Contract Term Options Five (5), Seven (7), and Ten (10) Years

NOTICE OF REQUEST FOR PROPOSALS

The City of Gainesville, Texas will receive proposals for fuel supply services and a refueler vehicle lease program for Gainesville Municipal Airport until 2 PM Central Time on 5/27/2026 at the office of the City

Secretary, 200 South Rusk Street, Gainesville, Texas 76240. Proposals received after the deadline will not be considered.

Please submit four (4) copies of the proposal. The City reserves the right to reject any or all proposals, waive informalities, request additional information, and award the contract to the proposer whose response is determined to be in the best interest of the City.

All questions or requests for clarification regarding this RFP shall be submitted in writing to Andrew Holley, Airport Director, aholley@cogtx.org, no later than 5/20/2026 at 5PM CST. Responses and any addenda issued by the City shall become part of this solicitation.

INTRODUCTION

This Request for Proposals is issued by the City of Gainesville, Texas for a single combined contract with one qualified vendor to provide bulk Jet A and 100LL aviation fuel supply, delivery, support services, branding and marketing transition support, and the lease of one Jet A refueler and one Avgas refueler for use at Gainesville Municipal Airport. The successful proposer shall be an independent contractor and shall provide fuel and leased equipment so the City can continue retail fueling operations at the Airport.

The Airport currently operates one 12,000-gallon Avgas tank and one 12,000-gallon Jet A tank. Historical fuel throughput provided by the City is shown below and is included for informational purposes only. The City does not guarantee a minimum or maximum annual purchase volume.

Fiscal Year 100LL Gallons Jet A Gallons Total Gallons

FY 19-20 108,000 250,000 358,000

FY 20-21 116,000 281,000 397,000

FY 21-22 102,000 276,000 378,000

FY 22-23 111,000 219,000 330,000

FY 23-24 123,000 246,000 369,000

FY 24-25 118,000 279,000 397,000

The City seeks dependable fuel supply, clear pricing, strong quality control, responsive support, and a truck lease program that supports safe and efficient municipal fueling operations.

I. SCOPE OF SERVICES

The contract shall include, at a minimum, the following services and requirements:

A. Fuel Supply and Delivery

Supply and deliver Jet A meeting ASTM D1655, latest revision, and 100LL meeting ASTM D910, latest revision, or any lawful replacement fuel approved for airport use.

Provide ordering capability at a minimum of eight (8) hours per day, seven (7) days per week, including holidays.

Provide delivery capability between 8AM and 8PM, seven (7) days per week, including holidays.

Deliver requested fuel within twenty-four (24) hours after order placement, unless a different delivery window is approved in writing by the City.

Identify the primary supply point for each fuel product and at least one alternate supply point or documented alternate supply plan.

Provide an emergency or supply interruption contingency plan addressing terminal outages, carrier interruptions, weather events, and allocation events.

Describe fuel delivery equipment and any subcontractors to be used for delivery services.

Provide full traceability from point of origin through delivery into the City’s fuel storage system.

Provide pricing methodology showing all price components, freight, transportation charges, discounts, additives, taxes, fees, and any other cost elements.

Provide an itemized list of all applicable taxes and fees and identify which are included in delivered price and which are billed separately.

B. Refueler Vehicle Lease Program

Lease one (1) Jet A refueler with minimum 5,000-gallon capacity.

Lease one (1) Avgas refueler with minimum 600-gallon capacity.

Jet A refueler shall include digital metering, one single-point nozzle, two over-wing nozzles, and an additive injector.

Avgas Refueler needs only to be in good serviceable condition.

Proposer shall provide detailed equipment specifications, model year, age, meter type, safety features, and major component information for each proposed vehicle.

Proposer shall provide pricing for five (5), seven (7), and ten (10) year term options.

Proposer shall provide an annual lease cost schedule and, if applicable, a depreciation or replacement schedule.

Routine maintenance, repairs, inspections, and meter calibration shall be described in detail and will be considered in scoring.

Temporary relief vehicles shall be made available during major maintenance, breakdowns, or extended downtime.

All leased refuelers and relief units shall comply with applicable federal, state, local, airport, safety, and environmental requirements.

C. Service, Support, and Quality Control

Provide a dedicated account manager and a support contact list for logistics, quality control, training, billing, equipment, and emergency support.

Demonstrate experience supporting general aviation airport fueling operations and applicable FAA fueling standards and best practices.

Maintain a quality control program meeting or exceeding applicable regulatory and industry standards, including current manuals and inspection procedures.

Provide source testing at point of purchase at no additional cost to the City.

Provide annual or more frequent site audits of airport fuel storage and leased refueler equipment.

Provide laboratory support for quality control testing and contamination response.

Provide training for City staff on fuel handling, quality control, fire safety, and line service or customer service practices.

Provide filters, QC supplies, and technical support necessary to maintain fueling quality standards.

Describe procedures for contaminated fuel response, filter change support, corrective action, and documentation.

D. Branding, Marketing, and Transition Support

Describe proposed brand identity, national contract fuel participation, loyalty or rewards programs, and credit card programs.

Provide a branding transition plan that identifies all costs to change branding, signage, uniforms, placards, labels, cards, software, and marketing materials.

Provide a complete signage and placard plan for airside, landside, terminal, fuel farm, self-service, and refueler applications, subject to City approval.

Describe any operational support, capital support, co-op marketing funds, business development funding, training allowances, or other incentives.

Identify whether Gainesville Municipal Airport will be listed on proposer-owned websites, fuel directories, loyalty platforms, or contract fuel networks.

E. Implementation and Start-Up

Provide a detailed implementation and start-up plan showing how the proposer will transition fuel supply, credit card processing if offered, branding, training, and truck delivery with no interruption of airport services.

State the proposed contract commencement date and required lead time for truck delivery, branding change, and activation of support services.

II. STATEMENT OF QUALIFICATIONS AND PROPOSAL CONTENT

The City is seeking a competent and experienced aviation fuel supplier and equipment lessor with demonstrated ability to serve municipal general aviation airports. At a minimum, each proposal shall include the following:

1. Company name, address, organizational form, state of incorporation or formation, and authorized representative information.

2. Description of proposer experience, past performance, and capacity to perform a combined fuel supply and refueler lease contract.

3. Three (3) references from similar municipalities, airports, public entities, or FBO operations.

4. Description of current supply relationships, backup suppliers, dispatch capabilities, and proof of ability to maintain adequate allocation.

5. Fuel pricing methodology for Jet A and 100LL for each term option. The methodology must explain exactly how the City’s price per gallon will be calculated.

6. Detailed responses to all fuel delivery, contingency, traceability, quality control, branding, and truck lease requirements in this RFP.

7. Detailed specifications and photos or cut sheets for the proposed Jet A and Avgas refuelers.

8. Maintenance plan, calibration plan, response times for repairs, and relief vehicle plan.

9. Implementation and start-up plan.

10. Description of available marketing support, co-op funds, line service training, quality control training, and any other incentives.

11. Copy of current insurance certificates or evidence of insurability.

12. Executed Proposal Form, Certification Regarding Lobbying, Conflict of Interest Questionnaire (CIQ), and any other required certifications.

Pricing Response Requirements

Proposers shall submit separate pricing for five (5), seven (7), and ten (10) year term options.

Pricing shall separately identify Jet A delivered pricing methodology, 100LL delivered pricing methodology, truck lease pricing, branding change costs, transaction or card processing fees if any, and all other recurring or one-time charges.

The City prefers transparent pricing with no hidden fees. Any fee not specifically identified in the proposal may be deemed included in the proposer’s pricing.

III. EVALUATION CRITERIA

The proposals received will be evaluated and ranked according to the following criteria:

Criteria Maximum Points

Fuel Pricing Methodology and Overall Cost Competitiveness

Supply Reliability, Delivery Capability, and Contingency Planning

Quality Control, Technical Support, Training, and Audit Program

Refueler Vehicle Lease Program, Equipment Specifications, and Maintenance Support

Experience, References, Branding, Marketing, and Value-Added Services

Total possible points: 100.

The City may request interviews, presentations, best and final offers, additional documentation, or clarifications from one or more proposers prior to award. The City intends to award to one combined vendor, but reserves all rights available under law and the solicitation.

IV. GENERAL TERMS AND CONDITIONS

Independent Contractor. The successful proposer shall act as an independent contractor and not as an officer, employee, or agent of the City.

No Guarantee of Volume. Historical gallons are provided for informational purposes only. The City does not guarantee minimum or maximum purchase quantities.

Assignment. No contract awarded under this solicitation may be assigned or transferred without prior written approval of the City.

Insurance. The proposer shall also provide excess aviation refueling or product liability coverage above the primary layer, pollution liability coverage, and any other coverage required by the City in final contract form.

The City shall be named as an additional insured where applicable.

Indemnification. The successful proposer shall indemnify and hold harmless the City from claims, damages, losses, liabilities, costs, and expenses arising out of proposer performance, nonperformance, fuel quality failure, refueler operations, or negligent acts or omissions, to the fullest extent allowed by law.

Compliance. The successful proposer shall comply with all applicable federal, state, and local laws, regulations, airport rules, environmental requirements, fire code requirements, and recognized aviation fueling standards and practices.

Termination. The City reserves the right to terminate for cause, nonperformance, or convenience as provided in the final contract.

Records and Audits. The successful proposer shall maintain records supporting pricing, fuel origin, deliveries, testing, training, maintenance, meter calibration, and invoicing, and shall make such records available to the City upon reasonable request.

Confidential Information. Any proprietary information submitted shall be clearly marked. The City will handle public information requests in accordance with applicable law.

Costs of Proposal. All costs associated with preparation and submission of a proposal shall be the sole responsibility of the proposer.

V. DEADLINE FOR SUBMISSION

It is the responsibility of the submitting entity to ensure that the proposal is received in a timely manner.

Proposals shall be received by the City no later than 2 PM Central Time on 5/27/2026. Please submit four (4) copies of the proposal to the following address:

City Secretary

City of Gainesville

200 South Rusk Street

Gainesville, Texas 76240

Late proposals will not be considered unless otherwise required by applicable law.

ATTACHMENT A. PROPOSAL FORM

The undersigned proposer submits this proposal in response to the City of Gainesville Request for Proposals for Fuel Supply Services and Refueler Vehicle Lease Program and certifies that the information contained in this response is true and correct.

Proposer Name

Legal Entity Name

Address

Primary Contact

Phone / Email

Authorized Signature

Printed Name / Title / Date

ATTACHMENT B. PRICING SCHEDULE

Proposers shall complete this schedule and may attach supplemental detail as needed.

Item 5-Year Term 7-Year Term 10-Year Term

Jet A Pricing Methodology

100LL Pricing Methodology

Jet A Refueler Lease Rate

Avgas Refueler Lease Rate

Attach a detailed explanation of all price components, freight, taxes, fees, additives, escalation provisions if any, relief vehicle charges if any, branding transition costs, credit card processing costs if any, and any additional charges.

ATTACHMENT C. REFERENCES

Reference 1

Entity Name

Contact Name and Title

Phone / Email

Scope of Services Provided

Dates of Service

Reference 2

Entity Name

Contact Name and Title

Phone / Email

Scope of Services Provided

Dates of Service

Reference 3

Entity Name

Contact Name and Title

Phone / Email

Scope of Services Provided

Dates of Service

ATTACHMENT D. SUBMITTAL CHECKLIST

Included Item Notes

Proposal Form

Fuel pricing methodology for all required term options

Refueler vehicle specifications and lease pricing

Maintenance and calibration plan

Primary and alternate supply points

Contingency and implementation plan

Quality control program description

Insurance certificate or evidence of insurability

References

Certification Regarding Lobbying

Conflict of Interest Questionnaire

(CIQ)

Any addenda acknowledgements

ATTACHMENT E. CERTIFICATION REGARDING LOBBYING

The undersigned certifies, to the best of his or her knowledge and belief, that:

(a) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of

Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

(b) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-

LLL, Disclosure Form to Report Lobbying, in accordance with its instructions.

(c) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers and that all subrecipients shall certify and disclose accordingly.

Contractor

Authorized Signature

Printed Name / Title / Date

ATTACHMENT F. CONFLICT OF INTEREST QUESTIONNAIRE (CIQ)

Attach the current Texas Ethics Commission Form CIQ completed as applicable. The City may also attach a blank copy of the current official form to the issued RFP package.