CITY OF HEALDSBURG
City Manager’s Office
401 Grove Street
Healdsburg, CA 95448-4723
Phone (707) 431-3160
Fax: (707) 431-3321
Visit us at www.ci.healdsburg.ca.us
February 20, 2018
To: AV Gas suppliers
Re: Invitation For Bids: Aviation Fuel (AV Gas) Supplier
The City of Healdsburg (“City”) is seeking bids from qualified producers and suppliers of aviation fuel
for the Healdsburg Municipal Airport (“Airport”), located in Healdsburg, California. The City is the owner
and operator of the Airport which is managed by a Fixed Base Operator (“FBO”), administered by the
Public Works Department, and directed by the City Council. The City will enter into a five (5) year
agreement with the successful bidder.
The Airport is classified by the Federal Aviation Administration (“FAA”) as a regional general aviation
airport with no commercial service. The City provides and manages fuel sales at the Airport. Healdsburg
Aviation, the Fixed Base Operator (“FBO”) currently provides other aeronautical services at the Airport,
overall maintenance of the Airport and, aircraft maintenance. The Airport has over 14 City hangars, 33
private hangars, 16 tie down spaces. Although outside City limits, it is incorporated within the City as an
island. The Airport has 1 paved runway serving single and light twin engine aircraft and measures a 2652
feet in length and is 60 feet wide. The Airport has operated as a proprietary exclusive AV gas fuel reseller
under FAA regulations since 2002 and intends to continue providing fuel reseller services into the
The City is presently purchasing and selling fuel based on a month-to-month arrangement with its current aviation
fuel supplier. The contract expires May 21, 2018. To ensure a continued level of service, uninterrupted fuel supply
and facilitate a profitable arrangement for the acquisition of its requirements of aviation fuel, the City needs to
contract with a major branded aviation fuel supplier (“Fuel Supplier”). The City intends to select the Fuel Supplier
based upon competitive bids submitted pursuant to this Invitation for Bid (“IFB”). After evaluation of all bids the
City intends to enter into a Purchase Order (“Agreement”) by which the selected Bidder will serve as the City’s
Fuel Supplier for the term of the agreement.
Aviation Fuel Specifications
By submitting a bid, the Bidder will ensure that the aviation fuel delivered meets or exceeds the following
A. Major branded supplier
B. Avgas: Fuel received shall conform to ASTM D-910 specifications, latest revision and shall be of the Aviation
Gasoline type, 100 Octane, Low Lead (Avgas 100LL) or future replacement. The tanks total 20,000 gallons.
February 20, 2018
C. Bidder will provide a certificate of analysis on all aviation fuel shipments. Bidder will also provide traceability
on all shipments back to refinery.
February 20, 2018
To be considered for selection as the Fuel Supplier, Bidders should possess the following Minimum
A. Bidder must be a refiner and producer or marketer of AvGas meeting standards established from time to time
by the Federal Aviation Administration and by manufacturers of the aircraft routinely operated in the United
B. Bidder must be able to supply the City with its requirements for aviation fuels for at least five years.
C. Bidder must be a full service general aviation marketer who provides marketing support, including a nationally
recognized brand identity.
D. Bidder must agree to indemnify the City from loss arising from damage to property and injury to or death of
persons arising from a failure of the quality of its products delivered to the Airport.
E. Bidder must have in place a quality control program that meets or exceeds regulatory and industry standards.
F. Bidder must have in place a customer service program that includes:
(i) a representative that can answer fueling and quality control questions and provide
support in a timely manner;
(ii) experience with FAA regulations required to support the Airport’s requirements for
(iii)providing a credit card program/ system as part of the Fuel Supplier Agreement,
preferably the M4000 credit card terminal from QT Technologies
(v) national advertising that supports its product and the general aviation industry;
(vi) provision and installation of brand identification as approved by the Airport.
G. The successful Bidder shall be required to outlay any and all startup costs related to the
commencement of service to the Airport.
History of fuel usage
FY 17/18 (July -Dec 17)
Product Delivery & Price
Fuel to be supplied from a major branded company (Shell, Chevron) and shall include an umbrella
All deliveries should be made within 48 hours of order placement, excluding holidays.
The FBO should receive a weekly fuel pricing letter.
Freight charges shall be based on the suppliers closest delivery source to Healdsburg, regardless
of actual source of delivery.
All freight charges should be a separate line for each delivery invoice.
February 20, 2018
Invoice pricing should reflect: rack price, freight, federal excise tax, CA station inspection fee (if
applicable), environmental impact fee, and any other applicable charges listed as separate line
times on invoice.
Does your company charge a detention fee for lengthy deliveries? If so please state any charges
on the attached bid form.
The supplier should be responsible for any breakage, loss of the City of Healdsburg’s equipment or
supplies through negligence of the supplier or his or her employees working on the Airport premises. The
supplier shall be responsible for restoring or replacing an equipment, facilities, etc., if so damaged.
Fuel should be supplied with appropriate documentation including Certificate of Analysis,
delivered in a dedicated Av-Gas tanker truck. Additionally, the FBO will test the fuel using the
fuel supplier’s checklist before it goes into the storage tanks with a City owned test kit.
Supplier shall provide purchaser with written product quality reports on a quarterly basis and
certification of quality for each delivery.
Supplier shall inspect all fuel handling equipment on a quarterly basis and provide the purchaser
with written inspection reports.
Supplier shall provide at no cost to the purchaser excess Aircraft Fueling Liability Insurance
covering all fuel related activity of at least fifty million dollars. Proof of coverage as contained
herein shall be submitted fifteen (15) days prior to the commencement of work and such
coverage shall be maintained by the contractor for the duration of the contract period.
The successful bidder shall procure, maintain, and provide proof of insurance coverage. Proof of
coverage as contained herein shall be submitted fifteen (15) days prior to the commencement of
work and such coverage shall be maintained by the contractor for the duration of the contract
・ See page 12, PO Terms and conditions for additional insurance requirements.
Bidder selection will result in the issuance of a Purchase Order T&C as shown in the attached IFB.
Bidder selection will be based upon weighted criteria as cited in the IFB document. Standard selection
criteria include but are not limited to: cost and ability to meet the terms and conditions of this IFB. The City
reserves the right to reject all proposals, to waive formalities or to accept any proposal which appears to
serve the best interest of the City of Healdsburg.
Bidders will be asked to sign and return to the City the Statement of Compliance page of this IFB-
Attachment A. The compliance page is a statement that says the Bidder has read the terms and conditions
of the Purchase Order T&C and agrees to comply with the language. It is strongly suggested that the Bidder
provide the insurance requirements to your insurance carrier to make sure you can comply with the City
requirements. Any costs to obtain this insurance should be included in the cost proposal. The City will not
agree to pay for any insurance costs that are not included in the cost proposal submitted by the Bidder.
Proposals should be submitted by March 14, 2017, by 12pm (pacific time) The proposal must be hand
delivered or mailed in a sealed envelope to: City of Healdsburg, Attention: Tina L. Kirchner, 401 Grove Street,
Healdsburg CA, 95448 for IFB: Aviation Fuel Supplier. The City will not accept proposals submitted by fax or
electronic mail, nor will it accept proposals submitted after the specified deadline. The City is not responsible for
and will not accept mis-delivered proposals.
February 20, 2018
Schedule of IFB process for City Council approval:
Proposal registration form due
Proposal submittal deadline
City Council Award
Insurance submittal & execution of purchase order
Notice to start work
February 28, 2018
March 14, 2018 by 12pm.
March 16, 2018
April 2, 2018
April 16, 2018
May 22, 2018
Submittal of Proposals
A copy of the City’s Purchase Order T &C including indemnification and insurance requirements
has been attached. Please review the business terms carefully before submitting a proposal. A City
business license is required at the time the contract is signed.
Proposals shall include the following:
Statement of Compliance
Additional IFB Information
Precedence of Terms and Conditions- All other terms and conditions of the Purchase Order T &C attached within
this IFB are hereby incorporated into the terms and conditions of this IFB. In the event of a conflict of terms and
conditions between the IFB document and the Purchase Order T &C, the terms and conditions expressed in the
Purchase Order T &C shall take precedence.
Public Record- Upon submission of a proposal and other materials for consideration by the City, such proposals
and materials shall become the property of the City of Healdsburg. Proposals may be subject to public inspection
and disclosure pursuant to state and federal law after the award of a Purchase Order T &C for this Project/service.
Prior to the IFB deadline, proposals may be modified or withdrawn by an authorized representative of the Bidder
by written notice to the City Manager’s Office.
Specificity of Information- No verbal or written information which is obtained other than through this IFB or its
addenda shall be binding on the City. No employee of the City is authorized to interpret any portion of this IFB
or give information as to the requirements of the IFB in addition to that contained in or amended to this written
Errors and Omissions- This IFB cannot identify each specific, individual task required to successfully and
completely implement this Project/service. The City relies on the professionalism and competence of Bidders to
be knowledgeable of the general areas identified in the scope of work and to include in their proposals all
materials, equipment, required tasks and subtasks, personnel commitments, man-hours, labor, direct and indirect
costs, etc. Bidders shall not take advantage of any errors and/or omissions in this IFB document or in the firm’s
specifications submitted with their proposals. Where such errors or omissions are discovered by the City, full
instructions will be given by the City in the form of an addenda.
Proposal Validity- Unless otherwise noted by the Bidder, all proposals shall be held valid for a period of 180 days.
Right of Rejection - The City reserves the right to: (1) Accept or reject any and all proposals or any part of any
proposal, and to waive minor defects or technicalities in such; (2) Request clarification of any information
contained in a proposal; (3) Solicit new proposals on the same project, or on a modified project, which may include
portions of the original IFB as the City may deem necessary; (4) Disregard all non-conforming, non-responsive,
or conditional proposals, (5) Reject the response of any Bidder who does not pass the evaluation to the City’s