Pre-Placed Emergency Contract for Fuel Delivery During Declared

REQUEST FOR PROPOSAL
To Provide a Pre-placed Emergency Contract for Fuel Delivery During a Declared
Disaster from an Area Outside of Southern Louisiana for the Jefferson Parish
Department of Fleet Management
RFP No.: 0517
Proposal Receipt Date: July 24, 2026
Proposal Receipt Time: 3:30 P.M.
Jefferson Parish
Department of Purchasing
200 Derbigny Street, Suite 4400
Gretna, LA 70053
(504) 364-2678

TABLE OF CONTENTS
PART I - ADMINISTRATIVE AND GENERAL INFORMATION .............................4
1.1 Background, Goals and Objectives ........................................................................................... 4
1.2 Purpose ...................................................................................................................................... 4
1.3 Pre-proposal Conference ........................................................................................................... 4
1.4 Proposal Guarantee ................................................................................................................... 5
1.5 Performance Bond .................................................................................................................... 5
1.6 Fidelity Bond Requirements ..................................................................................................... 5
1.7 Scope of Work/Services ............................................................................................................ 5
1.8 Proposer Minimum Requirements ............................................................................................ 6
1.9 Period of Agreement ................................................................................................................. 7
1.10 Deliverables ............................................................................................................................ 7
1.11 Location .................................................................................................................................. 9
1.12 Proposal Submittal .................................................................................................................. 9
1.13 Proposal Response Format ...................................................................................................... 9
1.14 Schedule of Events ................................................................................................................ 12
PART II - EVALUATION CRITERIA ................................................................................... 12
2.1 Technical Proposal .................................................................................................................. 13
2.2 Price Proposal ......................................................................................................................... 13
PART III - RFP INSTRUCTIONS, AND TERMS AND CONDITIONS ............................ 13
3.1 Number of Response Copies ................................................................................................... 14
3.2 Legibility/Clarity..................................................................................................................... 14
3.4 Written Inquiries ..................................................................................................................... 14
3.5 Inquiry Periods ........................................................................................................................ 14
3.6 Required Signed and Notarized Affidavits ............................................................................. 15
3.7 Proposal Validity .................................................................................................................... 16
3.8 Revisions, Withdrawals, Protest Procedures .......................................................................... 16
3.9 Cost of Offer Preparation ........................................................................................................ 16
3.10 Acceptance of Proposal Content ........................................................................................... 16
3.11 Written or Oral Discussions/Presentations ........................................................................... 16
3.12 Standard Terms and Conditions and Non-negotiable Contract Terms ................................. 17
3.13 Taxes ..................................................................................................................................... 17
3.14 Selected Proposer's Responsibilities .................................................................................... 18
3.15 Insurance Requirements ........................................................................................................ 18
3.16 Sub-Contractor Requirements ............................................................................................... 18
3.17 No Guarantee of Quantities .................................................................................................. 18
3.18 Contract Negotiations ........................................................................................................... 19
3.19 Cancellation of RFP or Rejection of Proposals .................................................................... 19
Page 2 of 67

3.20 Evaluation and Selection....................................................................................................... 19
3.21 Indemnification ..................................................................................................................... 21
3.22 Payment for Services ............................................................................................................ 21
3.23 Termination ........................................................................................................................... 22
3.24 Assignment ........................................................................................................................... 23
3.25 EEOC and ADA Compliance ............................................................................................... 23
3.26 Records ................................................................................................................................. 23
3.27 Content of Contract/Order of Precedence ............................................................................. 24
3.28 Contract Changes .................................................................................................................. 24
3.29 Substitution of Personnel ...................................................................................................... 24
3.30 Force Majeure ....................................................................................................................... 24
3.31 Governing Law ..................................................................................................................... 24
3.32 Claims or Controversies ........................................................................................................ 25
PART IV - FEDERAL CONTRACT PROVISIONS ............................................................. 24
PART V - PERFORMANCE STANDARDS ........................................................................... 24
5.1 Performance Requirements ..................................................................................................... 25
5.2 Performance Measurement/Evaluation ................................................................................... 25
PART VI - APPENDICES ......................................................................................................... 25
ATTACHMENT "A" Insurance Requirements............................................................................ 26
ATTACHMENT "B" Price Proposal............................................................................................ 28
ATTACHMENT "C" Fueling Sites........................................................................30
ATTACHMENT "D" Federal Contract Provisions ....................... .................................................34
ATTACHMENT "E" Signature Page ........................................................................................... 61
ATTACHMENT "F" Evidence of Authortiy ............................................................................... 62
ATTACHMENT "G" Request for Proposal Affidavit ................................................................. 64
Page 3 of 67

REQUEST FOR PROPOSAL
FOR
FUEL DELIVERY DURING A DECLARED DISASTER FROM AN AREA OUTSIDE OF
SOUTHERN LOUISIANA
PART I - ADMINISTRATIVE AND GENERAL INFORMATION
1.1 Background, Goals and Objectives
The Jefferson Parish Department of Fleet Management is responsible for the acquisition
and distribution of fuel during declared disasters. Fuel is needed before and after a disaster
to keep equipment, vehicles and generators running to continue the emergency operations
in Jefferson Parish, as well as maintaining daily operations, such as continued water,
sewerage, drainage services and pump station operations for both the East Bank and West
Bank of Jefferson Parish. During Hurricanes, the Department of Fleet Management may be
called upon to provide fuel to prisons, playgrounds with shelters in place, the Emergency
Operations Center, animal shelters, nursing homes, fire stations, the Town of Jean Laffite
Search and Rescue Operations, and the Town of Grand Isle for storm clean up and
restoration.
The Department of Fleet Management has three operators for the fuel tanker trucks that will
work around the clock to supply fuel to various locations. Smaller vehicles with one-
hundred-gallon tanks attached are also used to distribute fuel to various locations that need
smaller amounts. In the case of an emergency and fuel cannot be delivered by a local firm,
the Department of Fleet Management will need a firm outside of Southern Louisiana to
supply and deliver fuel before and after a disaster to ensure that Jefferson Parish can
continue to operate both emergency and daily operations.
1.2 Purpose
The purpose of this Request for Proposal (RFP) is to obtain competitive proposals as
allowed by Code of Ordinances, Parish of Jefferson, State of Louisiana (hereinafter "JPCO")
Section 2-895 from bona fide, qualified Proposers who are interested in providing Scope of
Work as defined in Part II hereof. By submitting a proposal, Proposer agrees to comply with
all provisions of Louisiana law as well as compliance with the Jefferson Parish Code of
Ordinances, Louisiana Code of Ethics, and applicable Jefferson Parish ethical standards.
1.3 Pre-proposal Conference
A pre-proposal conference will be held at ____________. Prospective Proposers may
participate in the conference to obtain clarification of the requirements of the RFP and to
receive answers to relevant questions thereto. Any Prospective Proposer intending to
submit a proposal is encouraged to attend and should have at least one authorized
representative attend the pre-proposal conference.
Page 4 of 67

Although impromptu questions will be permitted and spontaneous answers will be provided
during the pre-proposal conference, the only official answer or position of the Parish of
Jefferson will be stated in writing in response to written questions in the form of addenda
provided to all Prospective Proposers.
1.4 Proposal Guarantee
NOT REQUIRED FOR THIS RFP.
1.5 Performance Bond
NOT REQUIRED FOR THIS RFP.
1.6 Fidelity Bond Requirements
NOT REQUIRED FOR THIS RFP
1.7 Scope of Work/Services
The Proposer will be responsible for providing the necessary personnel and resources to
ensure safe, accurate, and timely delivery and dispensing of diesel fuel and gasoline in the
hours before and in the aftermath of a disaster. The Proposer will comply with environmental
protection, safety and security directives and be liable for any spill or clean-up that they are
responsible for causing. The Proposer will be notified by the Department of Fleet
Management ahead of a declared emergency to deliver fuel trucks and storage containers
as needed. Upon arrival, the Proposer will be provided with a prioritized list of drop sites
and expected to make every attempt to deliver fuel in compromised situations, such as bad
weather, debris in the roadway and other conditions as a result of hurricanes or other
disasters.
The fuel will be ordered by phone or e-mail by the Project Manager or designee. All orders
shall be considered "placed" on the date the verbal or e-mail order was placed. The proposer
will have forty-eight (48) hours to deliver the order once it is placed. This includes holidays,
weekends and overnight deliveries. The Proposer will load and deliver ultra-low sulfur diesel
and 87 octane unleaded reformulated gasoline, hereinafter referred to as "fuel". The
proposer shall load fuel destined to Jefferson Parish from racks not effected by the disaster
and shall comply with the rules, procedures and certification requirements for loading fuel
as required by the terminal operator.
Portions of the scope of work for this Project may be eligible for reimbursement through
the Federal Emergency Management Agency ("FEMA"). Accordingly, the FEMA Contract
Provisions for Non-Federal Entities Under Federal Awards required by 2 C.F.R. 200.327
and Appendix II to 2 C.F.R. Part 200, attached hereto as Attachment "A," are incorporated
herein and shall apply to this Scope of Work.
Page 5 of 67

1.8 Proposer Minimum Requirements
The Department of Fleet Management desires to have the ability to receive fuel both before
and after a declared disaster from a qualified Proposer.
Proposer Requirements:
A. A Proposer, to be selected, must be experienced at providing services similar in
nature and complexity to the project outlined in this Request For Proposal and must
demonstrate their ability to meet the following minimum requirements:
1. Must have the financial resources adequate to perform the contract, or
ability to obtain such resource as required during the performance of the
contract.
2. Be able to comply with the required or proposed delivery or performance
schedule, taking into consideration all existing business commitments.
3. Evidence of five (5) years of operating experience as a fuel supplier in
comparable circumstances in order to satisfy all the requirements as
outlined herein under scope of work.
4. Have necessary technical and management capabilities to perform
required work.
5. Be otherwise qualified and eligible to receive an award under applicable
laws and regulations.
6. The Federal Contract Provisions are specified in Attachment "D". The Anti-
Lobbying and Debarment Certification shall be submitted with the proposal.
7. The proposer shall provide fully functional equipment and all the necessary
and required personnel and resources to supply, deliver, and potentially
store bulk Ultra Low Sulfur Diesel (ULSD) and 87 Octane Unleaded
Reformulated Gasoline for Jefferson Parish.
The Proposer may satisfy theses Minimum Requirements through the use of a
subcontractor. However, required Louisiana Contractors Licenses or other license
requirements listed in this Section may not be satisfied through the use of a subcontractor.
Proposer shall be evaluated on their responsiveness and responsibleness. Responsiveness
refers to the proposer's adequacy of response to the requirements of this RFP. In the
Parish's sole discretion, immaterial errors or omissions related to mandatory criteria may be
resolved without leading to a finding of an unresponsive proposal. However, material errors
or omissions related to Price, Quality, or Quantity shall not be allowed. Responsibility refers
to the proposer's ability to perform the Scope of Work stated herein.
References:
Proposers must provide a minimum of three (3) references (governmental and/or private),
for whom equal or larger scope of services are either currently being provided or have been
provided in recent past two years. Contact person(s), addresses and telephone numbers
for each reference shall be included.
Page 6 of 67

Industry Standards/Tests/Recommendations:
The following are standards, tests, and recommended methods that apply to this work.
A. The proposer shall ensure that all eighty-seven (87) Octane Unleaded Reformulated
Gasoline, with up to 10% ethanol provided shall comply with all local, state and
federal regulations in effect at the time of obtaining the fuel to include:
1. Compliance with the requirements set from in the Code of Federal
Regulations (CFR) Title 40, subpart D, Sections 80.41, 80.45 and 80.46.
2. Compliance with Environmental Protection Agency (EPA) Clean Air Act
requirements for RFG properties and all ASTM related tests.
3. Shall have minimum octane rating of 87 which shall be determined by
using the RON+MON/2 method.
4. Shall have 2 % oxygen content.
5. Shall have minimum 2% benzene content.
6. Occupational Safety and Health Administration (OSHA).
B. Delivery trailer shall possess the following characteristics:
1. Certificate of Cleanliness or written documentation that the trailer used is
dedicated for the sole purpose of transporting ultra-low sulfur diesel fuel or
gasoline.
2. Must be equipped to deliver to an above ground storage tank.
3. Seven thousand and eight hundred (7800) minimum net gallon capacity.
4. Be capable of delivering split deliveries when ordered.
5. All equipment of the trailer shall be fully functional.
6. The Project Manager or designee may inspect the truck and trailer at any
time the vehicle is on Parish property.
1.9 Period of Agreement
The term of any resulting contract shall be for 3 years commencing on January 10, 2027,
and shall expire on January 9, 2030 with a two- year option to renew.
If the Scope of Work as described in Section 1.7 of this RFP pertains to an emergency pre-
placed contract and if Jefferson Parish has not entered into a new contract for the same
Scope of Work prior to May 1st of the year in which the contract is set to expire, then the
contract shall be automatically extended until the end of the calendar year of the same year
that the contract is set to expire.
1.10 Deliverables
The deliverables listed in this section are the minimum desired from the successful
proposer. Every proposer must describe what deliverables will be provided per their
proposal, and how the proposed deliverables will be provided. The proposer shall provide
all necessary resourced to supply and deliver bulk Ultra Low Sulfur Diesel (ULSD) and
Page 7 of 67

eighty-seven (87) Octane Unleaded Reformulated Gasoline to Jefferson Parish. The
contract pricing will be based on the Platts Price Index listed in Attachment "C". Resultant
contract pricing will be based on the corresponding Platts Price Index plus the
corresponding Fixed Differential Amount plus the applicable state fuel taxes. NOTE:
Jefferson Parish is exempt from paying Federal Fuel Taxes. Bids will only be accepted from
proposers whose primary business is supplying and transporting fuel.
DELIVERY PROCEDURE:
1. Upon arrival at each Jefferson Parish facility, the proposer shall report to the on-
site supervisor who will record the arrival time, truck number, drivers; name and
the bill of lading number(s). Once signed in, the proposer shall drive the vehicle
to the Jefferson Parish storage tank area. Jefferson Parish will utilize an electronic
monitoring system or a stick reading to determine if any water is present in the
tank. The Jefferson Parish Project Management or designee will record the fuel
volume and water content (if any), on Jefferson Parish's Fluid Delivery Quantity
Form.
2. The Proposer shall dispense a sample of fuel to detect the presence of water or
contaminates. If water or contaminants are detected, the proposer shall not
dispense the fuel. If no water or contaminants are detected, the proposer shall
give the sample to Jefferson Parish personnel and unload the trailer
3. Once hoses have been removed, the proposer shall place a container under the
hose outlet of the delivered fuel and open the valve(s) to show the tank(s) are
empty. Any residual fuel shall be poured carefully into Jefferson Parish storage
tanks.
4. The proposer shall be responsible for all costs of fuel lost and clean-up of any
spillage which may occur during transit, loading or unloading operations.
5. The fuel will be delivered by either one or two drivers who will also dispense the
fuel to on-site tanks and may be required to deliver and dispense fuel throughout
Jefferson Parish. The drivers will be required to stay on the premises until the fuel
has been dispensed.
6. Documentation-The Proposer shall provide the following documents to Jefferson
Parish:
* Bill of lading for each delivery containing the following documents to
Jefferson Parish:
A. Gross and net rack gallons,
B. Temperature of fuel when loaded at the rack,
C. Time of trailer start loading/stop loading,
D. Miles from rack to the Jefferson Parish locations,
E. Time of arrival at the Jefferson Parish location,
F. Meter ticket number (when used),
G. Gallons of fuel in Jefferson Parish's tank before and after delivery,
H. Amount of water, if any,
I. Amount of water or other contaminant(s) (if any), and
J. A delivery ticket must be included with the invoice.
Page 8 of 67

1.11 Location
The location(s) where service(s) is/are to be performed is/are 4901 Jefferson Highway.
Suite A. Jefferson, Louisiana 70121 and 1501 River Park Road. Bridge City, Louisiana
70094. A list of other locations that may need fuel delivery is listed in Attachment "C".
1.12 Proposal Submittal
Purchasing will fill this section in - do not alter
In accordance with JPCO Section 2-895, all proposals shall be received by the Jefferson
Parish Purchasing Department no later than date and time shown in the Schedule of
Events in order to be considered responsive.
Important - Clearly mark outside of electronic envelope, with the following
information and format:
* Proposal Name: To Provide a Pre-Placed Emergency Contract for Fuel
Delivery During a Declared Disaster from an Area Outside of Southern
Louisiana for the Jefferson Parish Department of Fleet Management
* Proposal No: 0517
* Proposal Receipt Date and Time: July 24, 2026 at 3:30 PM
Proposals will only be received online through the Jefferson Parish e-Procurement
site, Central Bidding. Central Bidding can be accessed by visiting either
http://www.jeffparishbids.net or www.centralbidding.com. Registration is required and free
for Jefferson Parish Proposers by accessing the following link:
www.centralauctionhouse.com/registration.php.
Proposer is solely responsible for the timely submission of its proposal. Late proposals
will not be accepted.
Price Proposals and/or price schedules shall be submitted in a separate electronic sealed
envelope as notated on the Central Bidding page as "Pricing Attachments". Price
Proposals will remain sealed and shall not be read until the completion of the scoring of the
Technical Proposal Evaluation during the RFP Evaluation Committee Meeting. Once read,
the Price Proposals will be evaluated and scored in accordance with Part II. Price Proposals
shall be worth twenty-five percent (25%) of the total scoring points assigned.
RFP Evaluation Committee Meetings are open to the public.
1.13 Proposal Response Format
Proposals submitted for consideration should follow the format and order of presentation
described below:
Page 9 of 67

Technical Proposals:
A. Cover Letter: Containing summary of proposer's ability to perform the services
described in the RFP and confirms that proposer is willing to perform those
services and negotiate a contract with the Parish. The letter shall be signed
by a person having authority to negotiate and to commit the proposer to a
contract. If proposer is a sole-proprietorship, proposer must include a
statement that the company is a sole-proprietorship signed by the owner. If
proposer is an agency, corporation, partnership or other legal entity, the
president, vice-president, secretary or treasurer, or an authorized agent shall
sign the proposal, and satisfactory Evidence of the Authority of the person
signing for the agency, corporation, partnership or other legal entity shall be
attached to the proposal. A sample corporate resolution is attached hereto
and may also be downloaded from the Purchasing Department webpage of
the Jefferson Parish website.
Proposers should exhibit their understanding and approach to the project and
address how each element will be accomplished. Proposers are advised that
except as otherwise provided by law, all documents submitted to the Parish
under this RFP are subject to the Louisiana Public Records Act, La. R.S. 44:1
et seq., and shall be released nine (9) working days from the date of the
evaluation committee meeting when a public records request is made in
accordance with the law. Any Confidential Information to which a Proposer
wishes to remain confidential must be provided in a manner consistent with
La. R.S. 44:3.2, subject to review by the Parish as provided for in that statue.
B. Table of Contents: Organized in the order cited in the format contained herein.
C. Technical Proposal Elements: Illustrating and describing compliance with the
RFP requirements defined in the Section 1.8 Proposer Minimum
Requirements, Section 1.7 Scope of Work/Services, and any other applicable
section.
1. Each Proposer shall address how the Proposer will achieve/meet the
Scope of Work as stated in Section 1.7. Technical approach shall detail
the following: Plans and/or schedule of implementation, orientation,
and/or installation, etc. (whichever is relevant to the RFP
requirements).
2. Plans for necessary training, where applicable. Information
demonstrating an affirmative statement shall be required that the
Proposer has reviewed the Scope of Work, understands the nature
thereof and is willing and capable of providing the services thereof.
Page 10 of 67