JIMMY_AYLOR_NOTES_-_3.25.26.pdf
PDF 342 KB Posted
- Attached to
- Diesel Fuel and Unleaded Gasoline
- Solicitation number
- 26-019-ITB -Commodities
- Issued by
- Hart County, Kentucky
About this file
This is an internal email correspondence file documenting pre-bid revisions and clarifications for a fuel supply contract opportunity with the Kenton County Airport Board (KCAB) at Cincinnati/Northern Kentucky International Airport (CVG). The contract solicitation is for the supply and delivery of bulk diesel fuel and unleaded gasoline to support airport fleet maintenance and shuttle bus operations. The bid specifications include an estimated 75,000 gallons per year of Ultra-Low Sulfur Clear Diesel #2, 50,000 gallons per year of Ultra-Low Sulfur Dyed Diesel #2 (off-road), and 400,000 gallons per year of unleaded 87-octane gasoline. Fuel deliveries are required to three locations: Fleet Maintenance at 95 Field Maintenance Drive in Erlanger, Kentucky (20,000-gallon underground tank); North ARFF at 3361 Logan Road in Hebron, Kentucky (10,000-gallon above-ground tank); and Shuttle Bus Maintenance at 2485 Spence Drive in Hebron, Kentucky (10,000-gallon underground tank). All deliveries must be made within 24 hours of order receipt on an F.O.B. Destination basis. Proposals are due by Thursday, April 23, 2026 at 2:00 pm, with questions due by Thursday, April 9, 2026 at 11:59 pm and answers posted no later than Thursday, April 16, 2026 at 4:00 pm.
The pricing model utilizes a "Floating Index + Fixed Differential" approach, with the delivered product price calculated using the Daily OPIS (Oil Price Information Service) Cincinnati, Ohio Rack Average for the specific fuel grade effective on the delivery date, plus a fixed contractor-provided differential per gallon that remains constant throughout the contract term and includes all freight, delivery charges, overhead, and profit. Minimum qualifications include a minimum of five consecutive years of experience servicing large-scale commercial, municipal, or aviation fleets; a valid Kentucky Wholesale Distributor's License with active Kentucky Secretary of State registration; HAZMAT certification and NFPA 407 certification for drivers; and all delivery personnel must pass a 10-year fingerprint-based Criminal History Records Check and Security Threat Assessment. Fuels must meet or exceed ASTM D975 (diesel) and ASTM D4814 (gasoline) standards and Kentucky Department of Agriculture quality requirements.
View the file
Other files
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
From: Jim Aylor To: Josh Black Cc: Alanna Gillen Subject: RE: Bid Date: Wednesday, March 25, 2026 2:29:35 PM Attachments: image003.png
See below. Let me know if you have any questions.
Jim Aylor Sr. Manager, Fleet Maintenance Cincinnati/Northern Kentucky International Airport waylor@cvgairport.com O: 859-767-7268 M: 859-468-8862
From: Josh Black <jblack@cvgairport.com> Sent: Wednesday, March 25, 2026 11:26 AM To: Jim Aylor <waylor@cvgairport.com> Cc: Alanna Gillen <agillen@cvgairport.com> Subject: Bid
Hi Jimmy, LaDonna had some questions on the Fuel Bid.
1. I had this as part of the Scope: "Keep-Fill" Services: The Contractor is responsible for monitoring levels via CVG-designated methods to prevent "run-out" scenarios across all 60,000+ gallons of total storage capacity.
a. Should I remove? I thought that there was a system in place. We have a system in place for our bulk oil, coolant, and DEF fluid. This can be removed. We will monitor the fuel. We do have internal monitors on most of the tanks and we manually check the others.
2. This might be a question for Accounting or Risk, but: “IRS Form 637 Registrant -previously been required, should it still be?” Question for Accounting/Risk Management.
3. I changed the title in the beginning from “BULK DIESEL FUEL & GASOLINE” to
“SUPPLY AND DELIVERY SERVICES FOR BULK DIESEL FUEL & GASOLINE”
a. Do you have a preference? I guess I got too specific in the name and maybe it’s too long? I’m fine with the change.
4. I currently do have a MINIMUM QUALIFICATIONS section. The previous bid did not have mailto:waylor@cvgairport.com mailto:jblack@cvgairport.com mailto:agillen@cvgairport.com https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Fcvgairport.com%2F&data=05%7C02%7Cjblack%40cvgairport.com%7C2877f375bed84c8df51f08de8a9c7508%7Ce88b51b645364ffaa129350653cdad28%7C0%7C0%7C639100601751686215%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=y6Maaq3BCb%2BmcEqL8AvpPc2FCa%2Fwu96X6yLlFpNqr2A%3D&reserved=0 mailto:waylor@cvgairport.com one, so I left this out – but LaDonna is asking me to add one. I’ve added these. Okay? Or do you have any other ideas? I think this is okay except for one change.
i. Experience: Minimum of five (5) consecutive years of experience servicing large-scale commercial, municipal, or aviation fleets.
ii. Licensing: Valid Kentucky Wholesale Distributor’s License and active registration with the Kentucky Secretary of State.
iii. Security & Badging: All delivery personnel must agree to a 10-year Fingerprint-based Criminal History Records Check (CHRC) and Security Threat Assessment (STA). The Contractor is responsible for all costs associated with obtaining CVG SIDA Badges for unescorted access. They will always be escorted. You can remove that part.
iv. Safety Training: Drivers must be certified in HAZMAT handling and NFPA 407 (Standard for Aircraft Fuel Servicing) where applicable.
5. Are these all correct?
1. Bulk Fuel Supply & Specifications This is correct as long as the averages per year are correct.
Provision of unbranded fuels meeting or exceeding the most current ASTM D975 (Diesel) and ASTM D4814 (Gasoline) standards, as well as Kentucky Department of Agriculture quality requirements.
o Diesel Fuel, Ultra-Low Sulfur Clear #2: Estimated 75,000 gal/year.
o Diesel Fuel, Ultra-Low Sulfur Dyed #2 (Off-Road): Estimated 50,000 gal/year.
o Unleaded Gasoline (87 Octane): Combined estimated 400,000 gal/year (KCAB & Shuttle Bus Service).
2. Logistics, Transport & Delivery See corrections.
Maintenance of a dedicated supply chain to ensure 100% fuel availability. All deliveries are F.O.B. Destination and must be made within 24 hours of order receipt.
o Fleet Maintenance (95 Field Maintenance Drive, Erlanger, KY):
Transport delivery to 20,000-gallon underground tanks.
o North ARFF (3361 Logan Road, Hebron, KY): Less-than-full transport (tank wagon) delivery to 10,000-gallon above-ground tank. Remove tank wagon.
o Shuttle Bus Maintenance (2485 Spence Drive, Hebron, KY):
Transport delivery to 10,000-gallon underground tank. This is an aboveground tank now.
3. Invoice Price Calculation See comments.
The Contractor must calculate the Delivered Product Price (Less Taxes) using a "Floating Index + Fixed Differential" model. The price shall be determined by the following formula:
P = I + D
P = Delivered Product Price: The total price per gallon charged to KCAB (excluding applicable fees).
I = Index Price: The Daily OPIS (Oil Price Information Service) Cincinnati, OH Rack Average for the specific fuel grade, effective on the date of delivery (lifting).
D = Fixed Differential: A constant "per gallon" fee provided by the Contractor in their bid. This differential must remain firm for the life of the contract and shall include all freight, delivery charges, overhead, and profit.
A + (B-A) + C = Delivered Product Price (Less Taxes). This is from the old bid and doesn’t line up with the above?
A = OPIS price for fuel delivered on day of delivery.
B = Fuel delivered published price on day of delivery.
C = Differential price per gallon.
A + (B-A) + C = Delivered Product Price (Less Taxes)
Thank you, Josh Black Contract Administrator & Buyer Cincinnati/Northern Kentucky International Airport jblack@cvgairport.com O: 859-767-1596 M: 859-750-2364
New E-Procurement System!
CVG Airport uses OpenGov for all solicitations and responses.
Register for free at https://procurement.opengov.com/portal/cvgairport For questions, email us at procurement@cvgairport.com https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Fcvgairport.com%2F&data=05%7C02%7Cjblack%40cvgairport.com%7C2877f375bed84c8df51f08de8a9c7508%7Ce88b51b645364ffaa129350653cdad28%7C0%7C0%7C639100601751732149%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=7TsIwJ0s0gA1j1AXR6Iz1HismfZG2Ou4kom13yNBmzs%3D&reserved=0 mailto:jblack@cvgairport.com https://nam12.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Fportal%2Fcvgairport&data=05%7C02%7Cjblack%40cvgairport.com%7C2877f375bed84c8df51f08de8a9c7508%7Ce88b51b645364ffaa129350653cdad28%7C0%7C0%7C639100601751765576%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=zRlCbjbY%2BfkpbXVhyjVK2P%2FvlrlcERQskQ9qK6qgNlk%3D&reserved=0 mailto:%20procurement@cvgairport.com
File details come from the government source that posted it. Updated .