Fueling Services
| Agency: | Fair Oaks Ranch city |
|---|---|
| State: | Texas |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Jun 18, 2025 |
| Due Date: | Jul 11, 2025 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Title: |
Fueling Services
|
| Category: | Construction Services |
| Status: | Open |
|
Attachment Preview
City of Fair Oaks Ranch
REQUEST FOR PROPOSALS
FUELING SERVICES
DUE BY: July 11, 2025
Firms must submit one (1) unbound original and two (2) bound copies labeled “Proposal for
Fueling Services” to the City of Fair Oaks Ranch, Attention: Clayton Hoelscher: 7286 Dietz
Elkhorn, Fair Oaks Ranch, Texas 78015, no later than 2:00 P.M. on July 11th, 2025.
1
Background
The City is currently seeking a company to provide fuel delivery services. The City has a split
compartment above ground tank with a maximum capacity of 1,000 gallons of gasoline and 500
gallons of diesel. This tank is located on the City campus at 7286 Dietz Elkhorn, Fair Oaks Ranch,
TX 78015.
Scope of Services
The awarded company shall provide fuel to the City of Fair Oaks Ranch upon request. Fuel should
be provided from an Environmental Protection Agency approved terminal and should be completed
no later than 2 days after an order has been placed for non-emergency situations. The intention of the
City is to enter into a one-year agreement with optional renewals.
In addition to any other requirements set forth in this Request for Proposals (RFP), respondents must
have and maintain any and all certifications, licenses, permits or approvals required for the sale,
installation and service of fueling systems and equipment, whether required by law or by product
manufacturer, and shall comply with all applicable laws, rules, regulations and other legal authorities
in regard to goods and services to be provided.
The selected company shall provide the following types of fuel:
• Ultra Low Sulfur Diesel (ULSD)
• Unleaded Gasoline (87 Octane or higher)
Estimated annual volumes (for reference only):
• Diesel: 3,000 gallons
• Unleaded Gasoline: 18,500 gallons
Fuel Quality Assurance
• Ensure that all fuel meets federal, state, and local specifications.
• Provide certificates of analysis or quality assurance upon request.
• Notify the City immediately of any suspected contamination or product issues.
In addition to any other requirements set forth in this Proposal Invitation, Vendors responding to this
Proposal Invitation must have and maintain any and all certifications, licenses, permits or approvals
required for the sale, installation and service of fueling systems and equipment, whether required by
law or by product manufacturer, and shall comply with all applicable laws, rules, regulations and
other legal authorities in regard to goods and services to be provided.
Submission of Questions
Any questions should be submitted in writing to:
Clayton Hoelscher, Procurement Manager
City of Fair Oaks Ranch
choelscher@fairoaksranchtx.org
Addendums to the RFP
The City of Fair Oaks Ranch shall not be held responsible for any oral instructions related to the
project. Any official changes to this RFP will be in the form of a written addendum, which will be
published on the City website at http://tx-fairoaksranch2.civicplus.com/bids.aspx
Withdrawal of RFP
The City reserves the right to withdraw the RFP at any point. At any time prior to the specified
solicitation due time and date, a firm may withdraw their Proposals by submitting a written
request stating the reason for withdrawal.
General Information:
The City of Fair Oaks Ranch reserves the right to reject any or all proposals to waive any
informality or irregularity in any proposal received, and to be the sole judge of the merits of the
respective proposals received.
RFP Schedule
The dates and times listed below are estimated and are subject to change without notice.
• Deadline for written questions to be sent to choelscher@fairoaksranchtx.org at 5:00 P.M. on
July 7th, 2025.
• One (1) original and two (2) copies of the Proposal due no later than 2:00 PM (CST) on July
11th, 2025.
• City Council Meeting to approve selection and agreement which will include the Scope of
Services – To Be Determined
Submission Instructions
Proposals should be delivered or sent to 7286 Dietz Elkhorn, Fair Oaks Ranch, Tx 78015. All
proposals should be addressed to Clayton Hoelscher, Procurement Manager. The City of Fair Oaks
Ranch will receive sealed proposals until 2:00 P.M. on July 11th, 2025 and then proposal amounts
will be publicly opened and read. Any proposals received after that time and date will be returned
unopened to the bidder. Proposals should contain one (1) unbound original and two (2) bound copies.
Instructions to Proposers
The proposals should include the information below and shall follow the format below.
• Cover Letter/Executive Summary (1 page maximum)
• Tab 1 - Relevant Experience (4 pages maximum):
o Provide a list of clients for which your company is currently providing fuel.
Provide the contact information for three clients to include the project owner, title,
location, current phone number, and e-mail address.
o Demonstrate record of performance, including completion schedule and quality of
work product.
o Describe your company’s safety record, environmental track record, plan for
handling spills, program for tank and truck inspections, safety programs, and safety
training.
o Provide any necessary organizational chart of the firm as it relates to this RFP.
• Tab 2 - Project Approach (2 pages maximum):
Describe your technical plan and timeline for accomplishing the scope of services, including
at a minimum:
o Describe how fuel levels and delivery schedules and priorities are monitored and set.
Describe how your company will be able to handle the City’s needs while also
servicing other clients.
o Describe how urgent requests and requests during times of inclement weather are
handled.
• Tab 3 – Price Proposal Form
The price should be filled out on the “Price Proposal Form” included in this RFP. The
price should include any delivery or miscellaneous fees per callout, discount from posted
terminal rack price, and any other charges.
Pricing should be based on the Oil Price Information Service (OPIS) index plus a fixed
markup per gallon, noted on the pricing proposal form.
Prices quoted should exclude sales taxes and F.E.T. The City is exempt from these taxes
and will provide Exemption Certificates to the successful proposal. Successful vendor’s
invoices shall include applicable Fuel Tax, State GPA Loading Fees, and Federal
Superfund Taxes.
Posted Terminal Rack Price – Vendor is to guarantee that when invoicing, this part of the
price is the posted terminal rack price at the terminal from which the fuel is supplied, the
day fuel is delivered.
• Certificate of Interested Parties (1295) Form – A Certificate of Interested Parties Form
must be submitted with the original proposal. The 1295 form and instructions for
completion
can
be
found
at
the
following
link:
https://www.ethics.state.tx.us/filinginfo/1295/
• Evidence of Insurability
Evaluation Criteria
All proposals received will be reviewed, evaluated, and ranked according to a numerical scoring
system based on the responses to the criteria listed below. The City may elect to interview
respondents. Proposals will be evaluated as follows:
Criteria
Maximum Points Available
Project Team, Key Personnel and 30 Points
Relevant Experience
Project Approach
20 Points
Price
50 Points
Questions regarding the project can be submitted to Clayton Hoelscher, via email to
choelscher@fairoaksranchtx.org. Questions will be accepted until July 7th, 2025.
The City reserves the right to reject any or all Proposals. The highest ranked Respondent(s) may
be invited to enter into Contract negotiations with the City of Fair Oaks Ranch. If an agreement
cannot be reached with the highest ranked Respondent(s), the City shall notify the Respondent
and terminate negotiations. The second highest Respondent may be contacted for negotiations.
The process may continue until successful negotiations are achieved. The City reserves the right
to terminate negotiations with any and all Respondents should it be in the City’s best interest.
Insurance
All respondents must submit, with the RFP, proof of insurance coverage. Proof shall be by
submission of copies of current policies or current Certificates of Insurance, including the effective
dates of coverage.
Anti-Collusion
In submitting an offer, Respondent certifies that they have not participated in nor have they been
party to any collusion, price fixing or any other illegal or unethical agreements with any company,
firm or person concerning the pricing offered.
No Prohibited Interest
Respondent acknowledges awareness of the state laws and applicable City Charter provisions
regarding conflicts of interest and required disclosures. No officer, employee or agent of the City
shall participate in the negotiation, selection, discussion, award or administration of a contract or
procurement supported by public funds if: 1) that individual has a substantial interest in a person
or entity, as defined by the City’s Charter, Code of Ordinances and/or Chapter 171 or 176 of the
Texas Local Government Code, that is the subject of the contract or procurement; or 2) a conflict
of interest, either real or apparent, would be involved, as defined therein.
Non-Resident Bidders/No Israel Boycott
Texas Government Code, Chapter 2252, Texas law prohibits city and governmental units from
awarding contracts to a non-resident bidder/proposer unless the amount of such bid is lower than
the lowest bid by a Texas resident by the amount a Texas resident would be required to underbid
the non-resident bidder/proposer on a bid/proposal for goods and services in the non-resident
bidder’s state. Texas Government Code, Chapter 2270 prohibits a governmental entity from
entering into a contract with a company for goods or services unless the contract contains a written
verification from the company that it: (1) does not boycott Israel; and (2) will not boycott Israel
during the term of the contract.
Equal Employment Opportunity
Respondent agrees that it will not discriminate in hiring, promotion, treatment, or other terms and
conditions of employment based on race, sex, national origin, age, disability, or in any way violate
Title VII of 1964 Civil Rights Act and amendments, except as permitted by said laws.
Anti-Lobbying Provision
During the period between RFP submission date and the contract award, respondents, including
their agents and representatives, shall not directly discuss or promote their Proposal with any
This page summarizes the opportunity, including an overview and a preview of the attached documents.
* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.
Sign-up for a Free Trial, Government Bid Alerts
With Free Trial, you can:
You will have a full access to bids, website, and receive daily bid report via email and web.
See Also
Breadcrumb Home R26-004 Drug Testing Services and Onsite Screening Products for Community Supervision
Fort Bend County
Bid Due: 8/05/2025
Status Ref# Project Department Close Date Dayes Left Action Open 2025-21 General Contractor
Gregg County
Bid Due: 8/04/2025
RFA-2025-000019 IDD LCS, PASRR, Crisis Provider Services Solicitation ID: RFA-2025-000019 Status: Posted Contact
State Government of Texas
Bid Due: 3/30/2026
REQUEST FOR QUALIFICATIONS FOR DIVISION OF PATHOLOGY AND LABORATORY MEDICINE STRATEGIC PLAN Agency:
State Government of Texas
Bid Due: 7/07/2039