AVIATION FUELS SUPPLIER SERVICES

The City of Lake City (herein after, "City'') has issued this Request for Proposals (hereinafter, "RFP") with the sole purpose and intent of obtaining responses from interested and qualified suppliers licensed to do business in the State of Florida offering to provide aviation fuel and services.

This solicitation intends to establish an annual contract with one qualified vendor to ensure a reliable, safe, and cost-effective supply of aviation fuel that meets all applicable federal, state, and local requirements.

Background

The City of Lake City is approximately 12.4 square miles in size and serves a population of approximately 12,000. The City of Lake City is an urban city located in Columbia County, Florida, a rural community.

The legislative branch of the City is composed of an elected five-member City Council consisting of the Mayor and four council members. The City Council is governed by the City Charter and by state and local laws and regulations.

The City of Lake City operates under a City Council-City Manager form of government and provides a full range of municipal services including: general government administration, law enforcement and fire protection, community redevelopment, stormwater management, sanitation and solid waste, as well as construction and maintenance of infrastructure, recreational, and other cultural facilities. The City also operates a municipal airport.

Project Details

• Reference ID: 011-2026
• Department: Procurement
• Department Head: Brenda Karr (Procurement Director)

Important Dates

• Questions Due: 2026-04-24T18:00:00.000Z

Addenda

• Addendum #1 (released 2026-04-14T12:30:04.271Z) —

  Please use the See What Changed link to view all the changes made by this addendum.

• Addendum #2 (released 2026-04-14T13:41:53.964Z) —

  Please use the See What Changed link to view all the changes made by this addendum.

Evaluation Criteria

• Experience and Qualifications (25 pts) —

  The Proposer shall demonstrate relevant experience and qualifications in providing aviation fuel services.

  Experience shall include, at a minimum:

  • Demonstrated experience with Federal Aviation Administration (FAA) regulations sufficient to support airport certification requirements.
  • Experience supplying both Jet A and Avgas fuels meeting all applicable FAA standards and aircraft manufacturer specifications.
  • Experience with point-of-sale (POS) and self-fueling systems, including 24-hour fueling operations.

  Qualifications shall include, at a minimum:

  • A minimum of five (5) consecutive years supplying aviation fuel to airports.
  • Status as a full-service general aviation fuel marketer with a nationally recognized brand.
  • An established quality control program that meets or exceeds regulatory and industry standards, including documented personnel training.
  • A customer support structure with knowledgeable representatives available to address fueling and quality control inquiries in a timely manner.
  • Demonstrated ability to assume all startup and transition costs necessary to initiate service.
• Fee Proposal (25 pts) —

  Proposers shall submit a complete and transparent fee schedule. The City will evaluate pricing based on overall cost competitiveness and clarity.

  The fee proposal shall include, at a minimum:

  • AVGas fuel truck rental fees
  • AVGas fuel pricing
  • Jet A fuel pricing
  • Fuel delivery fees
  • Any additional applicable fees or charges

  All costs must be clearly disclosed. Hidden fees or ambiguous pricing structures may result in reduced scoring or disqualification.

• References (10 pts) —

  Proposers shall provide a maximum of five (5) references for contracts of similar scope and size, preferably with municipalities or airports within the State of Florida.

  Each reference shall include:

  • Agency name
  • Contact name and title
  • Address
  • Telephone number
  • Email address
  • Size of the municipality or airport

  References will be evaluated based on:

  • Reliability of fuel delivery
  • Quality of product
  • Responsiveness and customer service
  • Overall performance
• Customer Service Program (15 pts) —

  Proposers shall provide a detailed description of their customer service program, including:

  • Availability of dedicated representatives to address fueling operations and quality control issues.
  • Demonstrated knowledge of FAA requirements related to airport fueling operations.
  • A credit card processing system compatible with X1 FBO point of sale software, specifically capable of accepting:
    • Major credit cards (Visa, MasterCard, American Express, Discover)
    • Aviation-specific cards (AvCard, Multi-Service Card)
    • Government and military cards
  • Electronic payment processing with direct remittance to the City.
  • Marketing and promotional support, including participation in advertising programs.
  • Provision and installation of branded signage and identification (subject to Airport approval).
  • Assignment of a dedicated aviation account manager.
• Quality Control and Training Programs (10 pts) —

  Proposers shall describe their quality control and training programs, including:

  • Procedures to ensure fuel quality, storage, handling, and delivery compliance.
  • Inspection, testing, and documentation practices.
  • Training programs for personnel involved in fuel handling and safety.
  • Compliance with FAA, industry standards (e.g., ATA, NFPA), and best practices.
• Product Specifications and Fuel Delivery (15 pts) —

  Proposers shall demonstrate their capability to reliably supply aviation fuel to Lake City Gateway Airport.

  Submittals shall include:

  • Description of fuel supply sources and distribution network.
  • Delivery methods, scheduling, and redundancy plans.
  • Inventory management and emergency response capabilities.
  • Historical performance related to on-time delivery and supply continuity.

Submission Requirements

• Table of Contents (required) —

  Please upload your Table of Contents here.

• Acknowledgement (required) —

  By checking yes, the Respondent acknowledges the following:

  The information provided in the response is true and correct, and the response submission is final. Respondent agrees to all terms and conditions contained in the Solicitation. 

• Documents Requiring Notorization (required) —

  Please download the below documents, complete, and upload.

• Scrutinized Companies Certification (required) —

  Per State of Florida Statute s. 287.135(5) Suppliers (companies) must acknowledge and agree to the 'Certification Regarding Prohibition Against Contracting with Scrutinized Companies' paragraph listed below. Respondents shall agree by marking the option below. Respondents neglecting to respond may be disqualified from consideration of award and deemed non-responsive.

  I hereby certify that neither the responding entity, nor any of its wholly owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates of such entities or business associations, that exists for the purpose of making profit have been placed on the Scrutinized Companies That Boycott Israel List created pursuant to s. 215.4725 of the Florida Statutes, or are engaged in a boycott of Israel.

  In addition, if this Solicitation is for a contract for goods or services where the total contract value is one million dollars ($1,000,000) or more, I hereby certify that neither the responding entity, nor any of its wholly owned subsidiaries, majority- owned subsidiaries, parent companies, or affiliates of such entities or business associations, that exists for the purpose of making profit are on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to s. 215.473 of the Florida Statutes, or are engaged in business operations in Cuba or Syria as defined in said statute.

  I understand and agree that the County may immediately terminate any contract resulting from this Solicitation upon written notice if the responding entity (or any of those related entities of respondent as defined above by Florida law) are found to have submitted a false certification or any of the following occur with respect to the company or a related entity: (i) it has been placed on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or (ii) for any contract for goods or services of one million dollars ($1,000,000) or more, it has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or it is found to have been engaged in business operations in Cuba or Syria.

  By selecting "Yes", the respondent acknowledges and agrees to the 'Certification Regarding Prohibition Against Contracting with Scrutinized Companies'.

• Human Trafficking Affidavit (required) —

  Please download the below documents, complete, and upload.

• Disputes Disclosure Form (required) —

  Answer the following by selecting which, if any, pertain to your organization. . If you answer "YES", please explain in the Disputes Disclosure Explanation question. If you answer None of the Above, please type "N/A" in the Disputes Disclosure Explanation question.

• E-Verify Affirmation Statement (required) —

  Please download the below documents, complete, and upload.

• Statement of Qualification Document (required) —

  Please upload your COMPLETE Statement of Qualifications

• Project Type (required) —

  Is this a CDBG project?

• Pre-Proposal Meeting (required) —

  Will select the type of Pre-Proposal Meeting below.

• Request for Substitutions

Questions & Answers