IFB 092826AB ONE-YEAR DIESEL AND GASOLINE - Q&A

INVITATION FOR BID
SUBJECT: ONE-YEAR DIESEL AND GASOLINE SUPPLY
DATE: AUGUST 28, 2026
INVITATION NO.: 092826AB
BID DUE: SEPTEMBER 28, 2026 TIME: 11:00 A.M. C.S.T.
The Memphis Area Transit Authority invites proposals for supplies and/or services set forth above
in accordance with the specifications enclosed ````.
Proposals MUST be received at MATA by the date and time set forth above.
QUESTIONS AND INQUIRIES: No interpretation of the meaning of the specifications or other
documents will be made to any Bidder orally. Questions shall be submitted in writing to the Point of
Contact (listed below). To be given consideration, the questions must be received NO LATER THAN
Tuesday, September 8, 2026 @ 11:00 AM CST. Questions that are deemed to be substantive in nature
will be responded to in the form of an addendum and posted on MATA's website by E.O.D. C.S.T. on
Wednesday, September 9, 2026, website: MATATransit.com. Please do not submit questions in PDF
format.
IFB TIMELINE:
IFB Posted: FRIDAY, AUGUST 28, 2026
Pre-Proposal Meeting: N/A
Questions Due: TUESDAY, SEPTEMBER 8, 2026 @ 11:00 AM
Q&A Posted: WEDNESDAY, SEPTEMBER 9, 2026, EOD
Bid Due By: MONDAY, SEPTEMBER 28, 2026 @ 11:00 AM
POINT OF CONTACT:
Ashley Best, Manager of Purchasing
abest@matatransit.com
Sincerely,
Ashley Best
Manager of Purchasing
Memphis Area Transit Authority 1370 Levee Rd. Memphis, TN 38108-1011 (901) 722-7100
WWW.MATATRANSIT.COM

TABLE OF CONTENTS
COMMON PROBLEMS WITH BID SUBMITTALS
LEGAL NOTICE TO BIDDERS
SECTION A INSTRUCTIONS TO BIDDERS
1.0 GENERAL
2.0. BID REQUIREMENTS
3.0 BID FORMAT
4.0 BID PROCEDURES
5.0 BID EVALUATION AND CONTRACT AWARD
6.0 PROTESTS
SECTION B SCOPE OF SERVICES
SECTION C REQUIRED FORMS AND CERTIFICATIONS
CONTACT AND REFERENCE FORM
ADDENDA ACKNOWLEDGEMENT FORM
AFFIDAVIT OF NON-COLLUSION
BUY AMERICA CERTIFICATE (For Contracts of $150,000 or greater)
FEDERAL TAX LIABILITY AND RECENT FELONY CONVICTION
CERTIFICATION OF PRIMARY PARTICIPANT (prime Contractor) REGARDING
DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS
CERTIFICATION OF LOWER-TIER PARTICIPANTS (subcontractors) DEBARMENT,
SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION
CERTIFICATION OF RESTRICTIONS ON LOBBYING (For Contracts of $100,000 or greater)
NATIONAL DEFENSE AUTHORIZATION ACT TELECOMMUNICATIONS
NO RESPONSE
BID FORM
ATTACHMENT 1 GENERAL CONTRACT PROVISIONS
FTA CLAUSES
TENNESSEE STATE CONTRACT CLAUSES
APPENDIX
BUSINESS QUESTIONNAIRE
SAMPLE SUPPLY AND SERVICE CONTRACT
SAMPLE CONTRACT CHANGE ORDER

COMMON PROBLEMS WITH BID SUBMITTALS
Missing or unsigned copies of certain forms and certifications. The following must be included in
the Bid:
Addenda Acknowledgment Form
Contact and Reference Form
Affidavit of Non-Collusion
Buy America Certificate
Federal Tax Liability and Recent Felony Conviction
Business Questionnaire (Appendix)
Certification of Primary Participation Regarding Debarment, Suspension, and
other Responsibility Matters
Certification of Lower-Tier Participants Regarding Debarment, Suspension,
Ineligibility and Voluntary Exclusion
Certification of Restrictions on Lobbying
National Defense Authorization Act Telecommunication
Explanation of "No Response"
Bid Form
Incomplete or outdated information on client references and/or insufficient number of references
provided.
Failure to include adequate documentation about the role of subcontractors in the project.
Submittal of too few copies. The IFB specifies the number of originals and number of copies of the
Bid to be provided.
Failure to properly label Bid package with Bid/Bid label.
Bid received late. All Bids must be in MATA's possession by the deadline shown in the Bid. All Bids
received after the deadline will be returned unopened.

MEMPHIS AREA TRANSIT AUTHORITY
LEGAL NOTICE TO BIDDERS
Bids will be received by the Memphis Area Transit Authority (MATA) at its Purchasing Office,
1330 Levee Road, Memphis, TN 38108, until 11:00 a.m. local time, on Monday, September 28,
2026, for furnishing the following:
092826AB ONE-YEAR DIESEL AND GASOLINE SUPPLY
Bidders must submit their bid with the enclosed label attached to the envelope.
MATA hereby notifies all Bidders that in regard to any contract entered into pursuant to this
advertisement, minority business enterprises will be afforded full opportunity to submit bids in response
to this advertisement and will not be discriminated against on the grounds of race, color, sex, religion,
political affiliation or national origin in consideration of an award.
Any name appearing on the Comptroller General's list of ineligible contractors is not an eligible bidder.
The contractor will be required to comply with all applicable Equal Employment Laws and Regulations.
Further information and bid requirements may be obtained by contacting Ashley Best at
(901) 722-7182 or via email: abest@matatransit.com.
Award of the contract will be made on the basis of the Lowest Responsive and Responsible bidder as
selected by the Authority, provided it is in their best interest to do so.
MATA reserves the right to reject any and all bids, and to waive any informality in biding.
Anticipated Term of Contract:
November 1, 2026, until October 31. 2027
Rodrick Holmes
Trustee

SECTION A
INSTRUCTIONS TO BIDDERS

SECTION A
INSTRUCTIONS TO BIDDERS
1.0 GENERAL
1.1 The Memphis Area Transit Authority (hereinafter referred to as MATA) seeks Bids for professional
services from qualified firms capable of providing the scope of services described in Section B.
These instructions provide detailed legal and technical requirements for the acquisition of these
services. This Invitation for Bid (IFB) will become part of the contract.
MATA will enter into a contract with the successful bidder for products and/or services relative to
the Project. This Project is more particularly described in Section B - Scope of Services. General
Contract Provisions are included in Attachment 1. Where there is conflict between the General
Contract Provisions and Section A, the provisions of instructions to bidders will take precedence.
MATA is a public agency responsible for providing public transportation services within the city of
Memphis and surrounding communities.
1.2 "Purchaser" or "Grantee" or "Authority" means MATA. The words "bid", "offer", and are
synonymous. The words "proposal", "bid" and "offer" are also synonymous and it is understood
that once MATA accepts same, the document will constitute a portion of the contract contemplated
by these instructions. The words "Bidder", "Vendor" and "Contractor" are also synonymous.
1.3 This Invitation for Bids (IFB) does not commit MATA to award a contract or pay any costs incurred
in preparation of bids in response to the IFB. Bidders shall be responsible for all costs incurred as
part of their participation in the pre-award process.
1.4 Bids will be received by MATA at its Purchasing offices located at 1330 Levee Road, Memphis, TN
38108, until 11:00 a.m. local time on MONDAY, SEPTEMBER 28, 2026. BIDS RECEIVED
AFTER THIS DATE AND TIME WILL BE RETURNED TO THE BIDDER UNOPENED.
MATA's normal business hours are 8:00 a.m. to 4:30 p.m. Monday through Friday at 1330 Levee
Road, Memphis, TN 38108. (Hand delivery instructions: turn right into the second open drive on
Levee Rd., park in the loop close to the fence, and walk to the dock door and ring the bell.) A mail
delivery must be addressed to: 1370 Levee Road, Memphis, TN 38108; however, vendors are
reminded of their sole responsibility for ensuring that the Bid or Proposal is deposited in the
Purchasing Department.
Bidders are reminded that all Bids must be securely sealed, have the enclosed label attached and
be clearly marked "Bid".
After normal business hours (4:30 p.m. - 8:00 a.m.), bids will be accepted at the MATA dispatcher's
office, 1370 Levee Road, Memphis, TN 38108 (same campus); however, bidders are reminded of
their sole responsibility for ensuring that their bid is deposited in the Purchasing Department.
Bidders may verify receipt of Bids by contacting MATA at (901) 722-7182 or email:
abest@matatransit.com.
1.5 Neither a Performance Bond nor a Proposal/Bid Bond is required for this project.
2.0. BID REQUIREMENTS
2.1 Bids must set forth full, accurate, and complete information required by this IFB including any
SECTION A - 1

attachments.
2.2 MATA has prepared and attached to these instructions the required bid form. This bid form and all
accompanying documents or certifications and materials submitted by the bidder will be deemed
to constitute part of the bid.
2.3 The price quoted in any bid shall include all labor, materials, tools, equipment and other costs
necessary to fully complete the work as set forth in the Scope of Work. Anything omitted from the
scope of work, which is clearly necessary for the completion of the work, should be considered a
portion of the bid.
3.0 BID FORMAT
3.1 Bidders are required to submit bids in the following format:
A. Bid Forms and Attachments:
1. Addenda Acknowledgment Form
2. Contact and Reference Form
3. Affidavit of Non-Collusion
4. Buy America Certificate
5. Federal Tax Liability and Recent Felony Conviction
6. Business Questionnaire (Appendix)
7. Certification of Primary Participation Regarding Debarment, Suspension, and
other Responsibility Matters
8. Certification of Lower-Tier Participants Regarding Debarment, Suspension,
Ineligibility and Voluntary Exclusion
9. Certification of Restrictions on Lobbying
10. National Defense Authorization
11. Explanation of "No Response"
12. Bid Form
4.0 BID PROCEDURES
4.1 MATA reserves the right to postpone the bid opening for its own convenience and to waive any
minor bid informalities, which do not go to the heart of the bid or prejudice other bidders, or to reject,
for good and compelling reasons, any and all bids submitted.
4.2 Conditional bids or those which take exception to the specifications, will be considered "non-
responsive".
4.3 Changes to the specifications will be made by written addendum by MATA and will be forwarded
to all persons and firms to whom documents have been submitted. ANY VERBAL
COMMUNICATION IS NOT CONSIDERED MATA'S OFFICIAL RESPONSE.
4.4 Requests for Clarifications or Approved Equals must be submitted in writing to Ashley Best and
must be received no later than 11:00 a.m. local time on Tuesday, September 8, 2026, in
accordance with the Approved Equals procedures described in the General Contract Provisions.
Any unapproved deviations, exceptions, substitutes, alternates or conditional qualifications
contained in a bid may be cause for its rejection.
Requests may be emailed to abest@matatransit.com. VERBAL QUESTIONS WILL NOT BE
ANSWERED, THUS PREVENTING AN UNFAIR ADVANTAGE TO ANY BIDDER.
SECTION A - 2

4.5 Bidders shall submit one (1) hard (paper) original, one (1) hard (paper) copy, and one
(1) electronic flash drive of their respective bid. Bids shall be securely sealed to prevent access
prior to the bid closing date. Bids shall be clearly marked with the enclosed label attached.
Bids shall be valid for a minimum period of ninety (90) days subsequent to the bid closing date.
Bids offering less than ninety (90) days for acceptance by MATA from the bid closing date will be
considered non-responsive.
5.0 BID EVALUATION AND CONTRACT AWARD
5.1 The contract will be awarded to the lowest responsive and responsible bidder. Meaning the bid
presented by the responsible bidder which conforms with all material items and conditions of this
IFB and is lowest in price.
5.2 MATA reserves the right to reject any and all bids or to waive minor informalities and irregularities
in offers received.
5.3 A written notice of award or acceptance of offer, mailed or otherwise furnished to the successful
Bidder within the time specified in the bid, shall be deemed to result in a binding contract.
6.0 PROTESTS
6.1 MATA will consider all protests filed in a timely manner regarding the award. All protests are to be
submitted in writing, in accordance with the protest procedures described in the General Contract
Provisions.
6.2 Under certain limited circumstances, a potential Bidder may protest to FTA the award of a contract
pursuant to an FTA grant. FTA's review of any protest is limited to:
A. An alleged failure to MATA to have written protest procedures or alleged failure to follow
such procedures.
B. Alleged violations of a specific Federal requirement that provides an applicable complaint
procedure, which shall be submitted in accordance with the Federal regulation.
SECTION A - 3

SECTION B
SCOPE OF SERVICES

SECTION B
SECTION B
SCOPE OF SERVICES
1.1 MATA is requesting pricing for a supply of diesel fuel and unleaded gasoline on an as-needed
basis. MATA plans to enter into a fixed-price, fixed-quantity contract for 1,200,000 gallons of ultra-
low sulfur diesel fuel and 325,000 gallons of unleaded gasoline. MATA reserves the right to award
diesel fuel and gasoline each to a different contractor, and MATA also reserves the right not to
award a fixed-price, fixed-quantity contract if it is in MATA's best interest. The contract(s), if
awarded, will begin on or about November 1, 2026, and continue through October 31, 2027. MATA
is also requesting bidders to agree to provide quotes for diesel fuel and or unleaded gasoline on a
weekday basis for the purpose of buying the fuel off the spot market during that period.
1.2 (1) MATA is requesting fuel vendors to submit the required documents indicating their interest
in participating in MATA's fuel procurement process Monday, September 28, 2026. If the Vendor
is deemed a responsible bidder, MATA will include the Vendor on the MATA Board/Trustee
resolution as a qualified bidder to potentially receive a contract for a fixed quantity and/or for
purchasing fuel off the spot market. In order to be deemed a responsible Vendor, the Vendor must
submit all certifications required by the IFB in an acceptable manner and agree to the process
stated below for either receiving a fixed-price, fixed-quantity contract and/or receiving purchase
orders from MATA for purchasing fuel off the spot market. Vendors may choose to participate in
either process or both; however, they must indicate which process they want to participate at the
deadline for submitting the certifications.
(2) MATA's annual diesel fuel usage is approximately 1,200,000 gallons, and the annual usage
of unleaded gasoline is approximately 325,000 gallons. MATA plans to enter into a fixed-price
contract for 1,200,000 gallons of diesel fuel under this procurement and 325,000 gallons of
unleaded gasoline. In order for vendors to be able to participate in the fixed-price contract for diesel
fuel and gasoline, they must agree to provide MATA prices of these commodities during the period
around August 2026 - October 15, 2026, by 9:00 A.M. CST each day. These daily quotes shall be
sent to abest@matatransit.com and purchasing@matatransit.com. MATA will request the prices
from the vendors during this period of time until MATA decides to lock in the price for the fixed
quantity. At the same time, MATA Staff will monitor the fuel prices and decide when it is in MATA's
best interest to lock in the price. The Vendor who provides MATA the lowest price on the date and
time selected will be deemed the lowest and best bidder. MATA reserves the right to award the
diesel fuel and unleaded gasoline to different vendors.
(3) If the quantity of fuel in the fixed quantity contract is lower than the amount required
annually by MATA, MATA's Staff will be permitted to check the fuel prices on the spot market and
award purchase orders to qualified bidders for fuel as needed.
1.3 BID PRICE: Price quoted shall be F.O.B. the Authority's property located at 1330 Levee Road,
Memphis, Tennessee, 38108. MATA is exempt from Federal, State and Local Taxes and shall
provide appropriate documentation upon request.
1.4 DELIVERY TIMES: The carrier will be required to make deliveries between the hours of 8:00 am
and 3:00 pm Monday through Friday, unless otherwise approved by MATA. MATA reserves the
right to change delivery times due to emergencies or operational requirements. Changes in
delivery times shall be approved and conveyed by MATA in writing to the Contractor.
1.5 INVOICING: Billing will be required for each delivery based on a temperature correction at
60 degrees Fahrenheit in accordance with the standard ASTM 1P petroleum measurement tables
(ASTM designation D-1250). Invoices must show the gross loaded gallons and the net
SECTION B- 1