RFP _ Aviation Fuel and Related Services for .pdf

Newnan-Coweta County Airport Authority

REQUEST FOR PROPOSAL

FOR

AVIATION FUEL

AND RELATED SERVICES

FOR THE

NEWNAN-COWETA COUNTY AIRPORT

SUBMISSIONS ARE DUE AT THE ADDRESS BELOW ON OR

BEFORE FEBRUARY 17, 2025 AT 5:00PM LOCAL TIME

NEWNAN-COWETA COUNTY AIRPORT

115 AIRPORT RD, BOX 2

NEWNAN, GA 30263

Request for Proposal (RFP) for

Newnan-Coweta County Airport Fuel Supplier

Section I – REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

A. Purpose:

The Newnan-Coweta County Airport (hereinafter Airport or CCO) is operated under the supervision and direction of the Newnan-Coweta County Airport Authority. The NCCAA manages the Airport and is the sole fuel providing Fixed Base Operator (FBO). This Aviation Fuel Supply contract will be between the Newnan-Coweta County Airport Authority (NCCAA) and the fuel supplier, and it will be managed on a day-to-day basis by the Airport Manager and the Manager’s staff (all of whom are employees of the

NCCAA).

B. Airport & FBO Background:

Located immediately adjacent to Interstate 85, CCO provides quick and convenient access to the Atlanta metropolitan area, as well as the growing communities south of the city. The Airport is approximately 10 minutes away from the City of Newnan, and about 40 minutes away from Downtown Atlanta.

The Newnan-Coweta County area is rapidly growing, and the region will host several large-scale events in the coming years, including the 2026 FIFA World Cup and Super Bowl LXII in 2028. Additionally, numerous new businesses and hangars have opened at the airport in the last few years. In late 2024, a large corporate aircraft Maintenance Repair and Overhaul (MRO) facility commenced operations at CCO.

As of December 2024, CCO is home to about 170 based aircraft and experiences 70,000 aircraft operations annually. In 2024, CCO sold approximately 140,000 gallons of AvGas 100LL and 200,000 gallons of Jet A for a combined total of 340,000 gallons of fuel. This number is projected to continue to grow over the next few years.

CCO leases two Jet A refuelers (3,000 & 2,200 gallon) and one 1,000-gallon AvGas refueler. CCO currently has one 12,000-gallon AvGas 100LL fuel farm tank, one 2,000-gallon self-serve AvGas 100LL tank, and one 12,000-gallon Jet A fuel farm tank.

C. Information to Bidders:

1. RFP timetable: The anticipated schedule for the RFP process is:

RFP available for review January 14, 2025 Deadline for submission of questions January 28, 2025 Proposal due date February 17, 2025, 5:00pm Local Proposal opening, review, and evaluation February 18, 2025 Interview short-listed firms (if needed) March 3, 2025 Selection of firm March 10, 2025 Contract negotiation As required

2. Proposal submission:

One (1) original and two (2) copies of the complete, signed proposal must be received by February 17, 2025 at 5:00pm local time. Proposals must be submitted in a sealed envelope or container stating the proposer’s name, address, telephone number, and

FUEL PROVIDER PROPOSAL FOR NEWNAN-COWETA COUNTY AIRPORT,

NEWNAN-COWETA COUNTY AIRPORT AUTHORITY. They may be mailed or hand-carried, addressed to:

Calvin Walker Airport Manager Newnan-Coweta County Airport 115 Airport Rd, Box 2 Newnan, GA 30263

It is the sole responsibility of the proposer to ensure that any commercial delivery service or carrier be informed of the identification and delivery requirements specified above.

3. Contacts:

Proposers are encouraged to contact Calvin Walker, with any questions regarding this proposal. Authorized contact shall be defined as submission of all questions in writing, transmitted by email to cwalker@coweta.ga.us. Any other means of contact shall not be used for questions regarding this RFP and any such unauthorized contact may result in the disqualification of that proposer’s submission.

4. Additional information / Addenda:

The Authority shall issue responses to questions and any other corrections or amendments it considers to be necessary in written addenda issued prior to the PROPOSAL DUE DATE, February 17, 2025. Proposers should not rely on any representations, statements, or explanations other than those made in writing in this RFP or in any addendum to this RFP. Where there appears to be a conflict between the RFP and any addenda, the last addendum issued shall prevail. All addenda will be posted to the Coweta County website, Bids & RFPs sub-page (https://www.coweta.ga.us/about-coweta/doing-business/bids-rfps). It is the responder’s responsibility to routinely check the above-listed website for any issued addenda.

5. Late proposals, late modifications, and late withdrawals:

Proposals and modifications received after the due date shall not be considered. In the event that an improperly marked envelope is opened before the scheduled opening date the NCCAA and Airport Management shall not be responsible for the early release of any information contained therein.

6. Rejection of RFP’s:

The Authority may reject any and all RFP’s and it reserves the right to waive any irregularities or informalities in any RFP or in the proposing procedure.

Proposals received after said time or at any place other than that stated in this notice shall not be considered.

mailto:cwalker@coweta.ga.us https://www.coweta.ga.us/about-coweta/doing-business/bids-rfps

7. Non-Collusion Affidavit:

By submitting this proposal, the proposer represents and warrants that such RFP is genuine and not a sham or collusive or made in the interest or behalf of any person not therein named, and that the proposer has not directly or indirectly induced or solicited any other proposer to submit a sham RFP, or any other person, firm, or corporation to refrain from proposing and that the proposer has not in any manner sought by collusion to secure to that proposer any advantage over any other proposer.

By submitting a proposal, the proposer represents and warrants that no official or employee of the NCCAA has, in any manner, an interest, directly or indirectly, in the RFP or in the contract which may be made under it, or in any expected profits to arise therefrom.

8. Cost incurred by Proposer:

All expenses involved in the preparation and submission of proposals to the NCCAA, or any work performed in connection therewith is the responsibility of the proposer.

9. Americans with Disabilities Act (ADA):

If needed, a qualified interpreter for the hearing impaired shall be made available upon written request at least 10 (ten) days prior to the RFP review date (which is March 3, 2025). This service is offered in compliance with the Americans with Disabilities Act

(ADA).

10. Minority Business Enterprise Policy Statement:

It is the policy of the NCCAA to provide fair and reasonable opportunities for participation by Minority Business Enterprise (MBE) and Disadvantaged Business Enterprise (DBE) firms. We encourage these firms to compete and encourage non-MBE / DBE firms to provide for the participation of MBE / DBE firms through partnerships, joint ventures, subcontracts, and other contractual opportunities. All bidders must indicate how such business shall be utilized in the performance of this contract. In those instances where a firm claims MBE or DBE status they must be prepared to verify that status based on State or Federal guidelines, as appropriate. They must also be prepared to verify the dollar amount of business dedicated to MBE / DBE firms on an annual basis through the life of the contract.

11. Hold Harmless and Indemnification:

The proposer agrees, insofar as it legally may, to indemnify and hold harmless the Newnan-Coweta County Airport Authority and all of their officers, agents, and employees from and against all loss, costs, expenses, including attorney’s fees, claims, suits and judgements whatsoever in connection with injury to or death of any person or persons or loss of or damage to property resulting from any and all operations performed by the Proposer, it’s officers, employees, and agents under any of the terms of this contract.

SECTION II – SCOPE OF WORK

A. GENERAL INFORMATION:

The NCCAA is accepting proposals for an Aviation Fuel supplier for the Newnan-Coweta County Airport. The contract will be for a period of five (5) years, and it will be between the supplier and the NCCAA. All proposers must represent a branded fuel company. All proposals must be received at the airport general office in the terminal building at 115 Airport Rd, Newnan, GA 30263.

B. GENERAL OPERATION OF CONTRACT:

The NCCAA shall award the contract to the selected firm on or about the regularly scheduled March 2025 Meeting of the NCCAA. The NCCAA expectation is that the selected firm will be prepared to begin full business operations with the NCCAA beginning 7:00 AM eastern time on April 1, 2025. This will include installation of all signage and any special equipment (including fuel distribution equipment, credit card equipment, software, and any other miscellaneous equipment) as required.

SECTION III – PROPOSAL REQUIREMENTS

A. PROPOSAL FORMAT:

All proposal documents shall follow the form indicated below.

1. Cover Letter: A brief cover letter of introduction and interest. Describe your knowledge of the Newnan-Coweta County Airport area and experience in the Georgia market.

2. Business information: State the full legal name and address of the company you represent and the branch office that will be responsible for providing the services covered by the proposal. Include telephone number, email, point of contact, and official signature of an authorized company representative. Indicate whether company operates as a sole proprietorship, partnership, or corporation, and list company officers (or owner(s) as appropriate).

3. Understanding of the service defined in the proposal: State your company’s understanding of the scope and level of services covered by the proposal.

4. Supplier questionnaire:

Part 1 – Basic Services:

A. Quality Control

1. Does your company offer a quality control program? If yes, how often are on-site quality control inspections conducted? What is the scope of these inspections?

B. Liability Insurance

1. Does your company offer liability insurance as part of this contract? If so, in what amount and does coverage extend beyond excess product liability?

2. Will you list the NCCAA as additional insured on the policy?

C. Training Program:

1. Does your company offer any training programs for client (customer) employees? If yes, please document the scope of this program and define the type personnel eligible for this training (i.e. line service, quality control, accounting, customer service representative, etc.).

2. The NCCAA strongly desires annual line-personnel training to be conducted on-site at the Airport. Are you able to provide this service? Describe whether there would be any costs to NCCAA to provide this training.

If training is available, but at another location, does your company cover any transportation and lodging costs for NCCAA employees to attend?

D. Fuel Blending:

1. Does your company offer Jet-A fuel pre-blended with anti-icing additive? If yes, please explain the additive used and the benefits of this additive. If no, please explain how anti-icing additive will be added and what provisions your company will make to accommodate this process.

NCCAA strongly desires receiving Jet-A fuel pre-blended with anti-icing additive from the terminal.

E. Into-Plane/Contract Fuel Program:

1. Does your company participate in an into-plane program? If yes, please explain how your into-plane program works including the benefits to NCCAA.

F. DOD Fuel Program:

1. Does your company participate in a Military Contract fuel program? If yes, please explain how your Military Contract program works including the benefits to NCCAA.

G. Fuel Deliveries

1. Does your company offer fuel deliveries within 24 hours of ordering for Jet A

(with additive), and 48 hours of ordering for AvGas 100LL?

2. Is there a guarantee associated with this service?

3. Which terminals will serve as the primary terminal used to supply each type of fuel?

4. Are your fuel trucks dedicated exclusively for hauling Aviation fuels?

5. If greater than usual freight costs are incurred through no fault of the NCCAA

(e.g., inability to deliver fuel within 24 hours for Jet A with additive or 48 hours for AvGas 100LL from the primary fuel terminal serving NCCAA), will your company absorb the additional freight costs?

H. Point of Sale Software

1. Does your company offer a point-of-sale software?

a. Does this software include the ability to securely store, encrypt, and charge customer credit cards or bank account information?

b. Does this software include the ability to create a customer database?

c. Does this software include the ability to track inventory of fuel tanks and fuel trucks, as well as non-fuel items?

d. Does this software include the ability to generate ad-hoc financial, inventory, and sales reports?

2. Does your point-of-sale software include a full-scale accounting platform (similar to Intuit’s QuickBooks) that can manage other aspects of airport budgetary needs, such as the ability to charge airport facility rents and fees, create recurring invoices, and incorporate accounts payable & accounts receivable information?

3. NCCAA utilizes a QTPod M4000 for its AvGas self-serve tank. Describe the ability of your point-of-sale software to integrate with QTPod’s “Siteminder Fuel Management” software.

4. Does your point-of sale software integrate with any other platforms (e.g., FlightAware Toolbox, FlightBridge, etc.)

5. Is your point-of-sale software managed in-house or by a 3rd party?

6. Is the software browser-based? Do you provide a mobile app for your software that can be accessed on tablet computers such as Apple’s iPad?

7. Do you provide training for your software?

Part 2 – Rates and Fees:

A. Credit Cards

1. What are your processing fees for the following credit cards;

a. Your company’s card

b. American Express

c. MasterCard

d. Visa

e. Multi-service

f. AV Card

g. Discover

h. UVAir

i. Government Air Card

j. Other Cards Accepted but not listed

2. Does your company offer an electronic funds transfer (EFT) program? If yes, please define how your EFT system works including how EFT transfer information is sent to the NCCAA and how much time is required for funds to be deposited into the NCCAA account after batch close.

3. Does your company provide point of purchase credit card equipment and/or cloud-based software at no cost to the NCCAA? If not, what is the cost of your credit card processing equipment and/or subscription?

4. Does your company offer a rewards or loyalty program for FBO’s customers (e.g., “Titan Rewards” or “WingPoints”)? What is the cost to NCCAA to participate in this program, if any?

B. Truck Program:

1. Does your company offer a fuel truck lease program? If yes, describe the models available (i.e. cab-chassis manufacturer, tank equipment manufacturer, etc) for two 3,000 gallon Jet A trucks each with two over the wing nozzles and one singlepoint nozzle, and one 1,000 gallon 100LL Avgas trucks with one over the wing nozzle and define the monthly lease payment for each.

2. CCO prefers trucks that do not require DEF or regeneration. Explain if any of the proposed trucks for use by NCCAA require the DEF or regeneration.

3. Describe the scope and details of NCCAA’s maintenance responsibilities regarding fuel truck maintenance.

4. Describe your company’s ability to service maintenance issues on your fuel trucks. When maintenance issues arise, how are they handled? Are you able to use your own personnel, or do you rely on 3rd-party maintenance providers? How close are your personnel or 3rd-party maintenance providers to the Newnan-Coweta County Airport? What is the typical response time to have a technician from your company or a 3rd party respond? If a fuel truck is down for an extended period, describe your company’s ability to readily provide a replacement truck?

5. If “bumper-to-bumper” maintenance is available, does this plan include tires, batteries, and oil and fuel filters (including product delivery filters and propulsion fuel filters)? Describe any additional cost for a “bumper-to-bumper” program.

6. Does your company offer discounts for equipment and freight for special events, such as air shows?

7. Does your company provide aviation fuel filter changeouts on an annual basis for your company’s trucks? If so, would your company also be willing to perform the aviation fuel filter changeouts on NCCAA’s fuel farm tanks and self-serve tank? Describe the cost to NCCAA, if any, for this service.

C. Business Development Program (BDP) and/or Incentives:

1. What is your BDP matching amount per gallon of fuel purchased?

2. What are the conditions of distributing your BDP funds?

3. Does your company offer a one-time BDP allowance to be used at the discretion of the NCCAA? If yes, in what amount?

4. Do you offer Signage at no cost to the NCCAA as part of this contract for fuel trucks, fuel farm, and FBO facility? If yes, do you install and maintain this signage (particularly lighted signage) at no cost to the NCCAA?

5. What is your company policy regarding advertising co-operative payment?

6. Does your company offer a uniform allowance? If yes, would NCCAA be required to display your logo on the subject uniforms and may NCCAA buy them from any uniform source?

D. Fuel Farm equipment:

1. Does your company offer fuel farm equipment updates (i.e. new tankage, leak detection equipment, containment infrastructure, etc.) at no cost or reduced cost to the NCCAA? If yes, please provide details of this program.

2. Are any of the infrastructure development programs mentioned above available as a lease-purchase, or on a finance basis? If yes, please describe the options available to the NCCAA.

Part 3 – Fuel prices:

1. Price calculation: Fuel prices for the term of this contract will be based on the Gulf Coast Mean Index for Jet-A. Your price to NCCAA shall be calculated based on the Gulf Coast Mean Index plus a fixed amount. Define that fixed amount and give the current prices as listed below.

2. JET A (with deicing additive):

• Price will be based on the previous week’s average of the Gulf

Coast Mean Index

• Pricing will be valid from each Tuesday through the following Monday (excluding holidays)

• Pricing will be based on week of December 17th-23rd , 2024.

• Please provide a break down on your pricing

3. AVGAS/100LL

• Price will be based on the previous week’s average of the Gulf

Coast Mean 93 PUL Index

• Pricing will be valid from each Tuesday through the following Monday (excluding holidays)

• Pricing will be based on week of December 17th-23rd , 2024.

• Please provide a break down on your pricing

4. Please attach a copy of your fuel prices for both avgas and Jet-A for the past

12 months.

5. Define any applicable fees over and above those mentioned above that are unique to your company or it’s carriers.

6. Other services or incentives offered:

1. Does your company offer fuel trucks free of charge or at a reduced rate to the

NCCAA? If yes, describe the typical trucks available, timeframe, and the conditions of their being offered to the NCCAA.

2. List any other incentives you would be willing to offer to the NCCAA (e.g., free annual fuel truck and fuel tank filter change-out, free point-of sale software, FBO infrastructure improvements, etc.)

3. List any additional services or programs relevant to this proposal but not mentioned above offered by your company.

7. Early Cancellation of the contract:

List the conditions under which either party could cancel your company’s contract before the normal end of the contract period, with a particular emphasis on any penalties defined in the contract. If such an early cancellation is not provided for please so state.

8. References:

Provide at least three references from similarly-sized and geographically-located previous or current clients documenting your company’s performance on contracts and work similar in scope to that being proposed for the NCCAA.

Letters of reference should be written on the referring company’s letterhead and signed by an authorized representative, including telephone and email (where available) contact information.

SECTION IV – PROPOSAL EVALUATION AND SELECTION PROCESS

A. Evaluation Criteria:

The NCCAA has appointed a committee and charged them with this selection process.

That committee will open and review the submitted proposals. They will then invite the short-listed firms to visit the Newnan-Coweta County Airport for an interview, if deemed necessary. The purpose of this interview will be to further develop a rapport between the proposing company’s representative and the committee, and to provide an opportunity for both sides to expand on the factors defined in the RFP questionnaire. Topics of discussion during that interview may include any subject relevant to aviation fuel issues and FBO operation in general, regardless of whether they are listed on the RFP questionnaire or the proposer’s response.

Criteria Points Applicant History, Experience, and References 10 Fuel Supplier Logistics (i.e., fuel delivery timeframes, fuel terminals, etc.) 10

Fuel Quality Control Program and Training 15

Fuel Truck Logistics, Maintenance, and Support 20

Software Solutions 15

Financial Processing Logistics 10 Fuel Pricing 10

Business Development Programs, Customer Loyalty Programs, and Additional Incentives Offered to NCCAA

Proposal Response - Total Possible Points 100 Applicant Interview (For Top Two Rated Firms) 10 Total Possible Points – Proposal & Interview: 110

C. Proposal evaluation and contract award:

After review of submitted proposals and interview of short-list companies the committee shall make recommendation to the Newnan-Coweta County Airport Authority as to the selection of an Aviation Fuel provider for the Newnan-Coweta County Airport. At that time the Newnan-Coweta County Airport Authority shall make the final selection.

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