Dyed Diesel Fuel Deliveries for City of Waco

The City of Waco, Texas Financial Services Department issued Request for Proposal 2025-086 for dyed diesel fuel deliveries to support the city's motor fleet operations. The procurement seeks qualified vendors to provide ASTM D975 Ultra Low Sulfur No. 2D dyed diesel fuel delivered to two Public Works Solid Waste Division locations: an 11,400 Old McGregor Road facility requiring a 6,000-gallon skid-mounted tank and a 4,730 TK Parkway facility in Axtell requiring tanks of 1,000 and 10,000 gallons. The estimated annual usage is approximately 70,000 gallons, with historical usage of approximately 113,476 gallons. Vendors may submit proposals under two pricing options: rack-plus pricing with variable terminal rates plus a constant markup per gallon, or firm pricing with a single all-inclusive price per gallon held firm throughout the contract term. The contract term is 24 months commencing April 6, 2026, with three optional one-year renewal periods available at the city's discretion. Proposals are due by February 11, 2026 at 2:00 p.m. Central Time, with opening scheduled for 2:05 p.m. the same day via Zoom videoconferencing, and questions must be submitted by February 2, 2026 at 5:00 p.m. The city evaluates proposals based on price (40 points), supply resources (15 points), prior experience (10 points), delivery capability within eight hours of notification (10 points), emergency off-site fueling capacity (10 points), and fuel measurement and invoice reconciliation processes (15 points). Successful vendors must provide three independent product quality tests annually at their expense, maintain specified insurance coverage including $1,000,000 commercial general liability and $2,000,000 business automobile liability, and comply with federal wage determinations applicable to Falls and McLennan counties.

The RFP documents do not specify set-aside designations or restrictions on organizational types eligible to respond. No incumbent vendors or current contractors are identified in the solicitation materials. Vendors must register with the Texas Secretary of State and provide a 5% bid bond or certified check with their submission. Payment terms allow 30 days net from invoice receipt, with optional early payment discounts available. All pricing excludes federal excise and state sales taxes, which the city will add separately with appropriate tax exemption documentation. The contract award is subject to Waco City Council approval if the contract exceeds $100,000. Based on the estimated annual usage of 70,000 gallons and historical usage patterns, the contract value is expected to exceed $100,000, though specific budget ranges or award values are not provided in the RFP documents.