Diesel Fuel Deliveries for City of Waco

The City of Waco, Texas Financial Services Department is issuing RFP 2025-085 for diesel fuel deliveries to support the city's fleet operations. The procurement seeks qualified vendors to supply an estimated 631,696.30 gallons annually of No. 2D Ultra Low Sulfur diesel fuel (ASTM D975 specification) to three primary locations: Fleet Services (324 Colcord Ave), Public Works Solid Waste Division (11400 Old McGregor Road), and Waco Transit (301 S 8th Street). The selected vendor(s) will enter into a 24-month initial contract commencing April 6, 2026, with options to renew for three additional one-year periods, subject to City Council approval if the contract value exceeds $100,000. Deliveries must occur within eight hours of notification, including holidays and weekends, and vendors must provide three independent product quality tests annually at their own expense, maintain adequate supply resources, offer emergency off-site fueling capabilities, and implement fuel measurement reconciliation processes. Evaluation criteria are weighted as follows: price (40 points), supply adequacy (15 points), fuel measurement reconciliation processes (15 points), prior experience (10 points), delivery capability (10 points), and emergency fueling capacity (10 points). Proposals are due by 2:00 p.m. Central Time on February 10, 2026, with opening immediately following via Zoom video conferencing; questions must be submitted by 5:00 p.m. on February 2, 2026; and award notification is anticipated by February 23, 2026.

Vendors may submit pricing using either a Rack Plus model based on daily PADD 3 terminal pricing plus a constant markup or a Firm Pricing model with a fixed price per gallon for the contract term. A bid security of 5% is required, though Addendum No. 2 clarifies that bid bonds are not required for this project. Vendors must maintain business automobile liability insurance with a combined single limit of $2,000,000 and comply with all applicable Texas statutes regarding energy company boycotts, firearms discrimination, Israel boycotts, and foreign terrorist organization restrictions, as well as Service Contract Act wage determinations. The RFP documents do not identify any specific set-aside designations for disadvantaged enterprises, incumbent vendors, or current contractors, nor do they list existing contract values or budget ranges; however, vendors should note that the City of Waco is exempt from federal excise and state sales taxes. Interested vendors should contact Christopher Hanchard at the City of Waco Financial Services Department at ChristopherH@Wacotx.gov or 254-750-6640 for clarification on solicitation requirements and specifications.