This Request for Proposal (RFP) from the City of Gainesville, Texas, seeks a single vendor to provide bulk jet A and 100LL aviation fuel supply, delivery, support services, branding and marketing transition support, and the lease of one jet A refueler and one avgas refueler for Gainesville Municipal Airport. The contract term options are five, seven, and ten years. Proposals are due by 2 PM Central Time on May 27, 2026. Key requirements include dependable fuel supply, clear pricing, strong quality control, responsive support, and a truck lease program. The scope of services covers fuel supply and delivery, refueler vehicle lease, service, support, quality control, branding, marketing, transition support, and implementation/startup. Vendors must demonstrate experience and provide detailed information on their qualifications, including references, supply relationships, pricing methodology, and equipment specifications. Evaluation criteria include fuel pricing, supply reliability, quality control, refueler lease program, and experience. The city reserves the right to reject any or all proposals. All questions regarding the RFP must be submitted in writing by May 20, 2026, at 5 PM CST.
The proposal due date is May 27, 2026, at 2 PM Central Time. The city requires delivery of requested fuel within twenty-four hours after order placement, unless a different delivery window is approved in writing by the city.
The proposals received will be evaluated and ranked according to criteria including fuel pricing methodology and overall cost (30 points), supply reliability, delivery capability, and contingency planning (20 points), quality control, technical support, training, and audit program (20 points), refueler vehicle lease program, equipment specifications, and maintenance support (15 points), and experience, references, branding, marketing, and value-added services (15 points).
The city is seeking a competent and experienced aviation fuel supplier and equipment lessor with demonstrated ability to serve municipal general aviation airports. Each proposal must include company information, description of experience, past performance, and capacity, three references, description of current supply relationships, backup suppliers, dispatch capabilities, and proof of ability to maintain adequate allocation, fuel pricing methodology, detailed responses to all requirements, detailed specifications and photos or cut sheets for proposed refuelers, maintenance plan, calibration plan, response times for repairs, and relief vehicle plan, implementation and startup plan, description of available marketing support, coop funds, training, and any other incentives, copy of current insurance certificates or evidence of insurability, and executed proposal form, certification regarding lobbying, conflict of interest questionnaire CIQ, and any other required certifications.
All questions or requests for clarification regarding this RFP shall be submitted in writing no later than May 20, 2026, at 5 PM CST.