Bulk Motor Fuels and Fuel-Related Products & Services

CITY OF AUSTIN
SCOPE OF WORK
BULK MOTOR FUELS AND FUEL-RELATED PRODUCTS & SERVICES
SOLICITATION NO.: IFB 7800 MLJ1046
1. PURPOSE
The City of Austin ("City") is seeking proposals to establish a fuel Contract aimed at procuring unleaded
gasoline, ethanol- gasoline, diesel, biodiesel and/or renewable diesel, diesel exhaust fluid (DEF), and
specialized fuel-related services for utilization by the City's Fleet Services Department. The objective is to
engage a singular vendor capable of delivering a comprehensive, cost-effective contract for bulk motor
fuels and fuel-related products and services for the entirety of the City's vehicle and equipment fleet.
1.1 The Contractor shall be required to provide the following products and/or services:
1) Motor Fuels (Unleaded, Ethanol-Gasoline, Diesel, Biodiesel and/or Renewable Diesel)
2) Diesel Exhaust Fluid
3) Special Fuel-Related Services
The City reserves the right to award a Contract for some, none, or all the products and services in this
solicitation.
1.2 The City anticipates purchasing an estimated five (5) million gallons of fuel(s) and/or fuel-related
product(s) annually. These estimates are based on previous usage and are not to be considered
a commitment by the City to purchase any amount or type of fuel(s) and/or fuel-related
product(s).
Table 1: Estimated Annual Orders and Estimated Total Annual Volume of Fuels
Fuel Type
Estimated Annual Number Estimated Total Annual Volume (Gallons)
of Fuel Orders
LCP Biodiesel, and/or Renewable Diesel 2,000 2,900,000 (2,915,000)
Diesel 400 1,000,000 (1,015,000)
Ethanol-Gasoline 400 600,000 (615,000)
Regular Unleaded 1,400 1,432,000 (1,447,000)
Super Unleaded 50 50,000
DEF 10 80,000
Table 2: Tanks by Fuel and Tank Size Currently in Operation at City Sites*
Number of Tanks in Total Capacity of Tanks in
Fuel Type and Fuel Tank Size
Operation Gallons
UNLEADED Tanks of < 1,000 GAL 13 6,500
UNLEADED Tanks of 1,000-5,999 GAL 8 12,000
UNLEADED Tanks of 6,000 + GAL 10 87,000
Ethanol-Gasoline Tanks of < 1,000 GAL 1 500
Ethanol-Gasoline Tanks of 1,000-5,999 GAL 5 13,000
Ethanol-Gasoline Tanks of 6,000 + GAL 5 53,000
TxLED Diesel,
14 7,000
LCP BIODIESEL and/or Renewable Diesel Tanks of <
1,000 GAL
TxLED Diesel,
22 49,000
LCP BIODIESEL and/or Renewable Diesel Tanks of
1,000-5,999 GAL
TxLED Diesel,
11 101,500
LCP BIODIESEL and/or Renewable Diesel Tanks of
6,000 + GAL
DEF Tanks of 1,000-5,999 GAL 7 12,500
* The City reserves the right to add or remove tanks and fueling sites.
1

CITY OF AUSTIN
SCOPE OF WORK
BULK MOTOR FUELS AND FUEL-RELATED PRODUCTS & SERVICES
SOLICITATION NO.: IFB 7800 MLJ1046
2. DEFINITIONS
2.1 Definition of Terms
Term Definition
Any substance that is added to fuel to give it a desired quality (e.g., anti-icing, anticorrosive),
Additive must comply with EPA regulations and is compatible with the refiner's product
Chemical substance (such as algicide or fungicide) that destroys or inhibits the growth or
Biocide
activity of living organisms
A vegetable oil- or animal fat-based fuel consisting of long-chain alkyl (methyl, propyl or ethyl)
Biodiesel
esters that is mixed with Diesel.
Bobtail Load Tanker truck delivering a volume of less than the full capacity of a transport load.
Catastrophic
Situation that has any negative impact to City operations.
Condition
Certificate of A legal certification provided by the Contractor to ensure compliance to the agreed-
Analysis upon fuel quality standard.
Cetane (cetane An indicator of the combustion speed of diesel fuel and compression needed for ignition; is also
number) an important factor in determining the quality of diesel fuel.
The temperature at which dissolved solids are no longer completely soluble, precipitating as a
Cloud Point
second phase giving the fluid a cloudy appearance.
A requirement for a scheduled delivery within six (6) hours after an order is placed.
Code Red
The act or an instance of fuel rendered unusable due to the influence of an unwanted
Contamination substance such as water, foreign particulate matter, biological growth, or wax formation.
The Contractor's inability to unload fuel delivered to a location due to ordering error, a lack of
Dry Run
ability to take on fuel at the site, or other error on part of the City.
Dumping fuel from Contractor's truck into a City tank after performing a pump out service.
Drop Services
Octane (octane
Standard measure of the performance of a motor fuel. The higher the octane number, the more
rating or octane
compression the fuel can withstand before detonating.
number)
Pump Out
Pumping fuel from a City tank into Contractor's truck.
Service
A second-generation alternative diesel that is sustainable, ultra-clean burning, petroleum-
Renewable Diesel free, pure paraffinic hydrocarbon fuel made from any vegetable oil,
animal fat, or fish oil.
To blend or mix two or more products together by merely adding one product to the other in a
Splash Blending
cargo tank compartment, City tank, etc.
Tanker truck delivering a volume of 4,000 gallons or greater of Unleaded, E-85, Diesel, or
Transport Load
Biodiesel.
Regular testing procedures conducted by the Contractor to ensure that the delivered fuel meets
Quality Assurance
agreed-upon quality standards, including but not limited to octane levels, cetane levels, and
Testing:
absence of contaminants.
A detailed plan outlining procedures and responsibilities in the event of fuel-related
Emergency Response
emergencies, such as spills, leaks, or other hazardous incidents.
Plan:
A predefined timetable specifying regular delivery intervals, lead times, and any exceptions or
Delivery Schedule:
adjustments based on City requirements.
Clearly defined criteria that the delivered fuel must meet to be considered acceptable,
Acceptance Criteria:
including but not limited to specifications on additives, purity, and compliance with regulatory
2

CITY OF AUSTIN
SCOPE OF WORK
BULK MOTOR FUELS AND FUEL-RELATED PRODUCTS & SERVICES
SOLICITATION NO.: IFB 7800 MLJ1046
standards.
A clause specifying conditions, such as natural disasters or other unforeseen events, that may
Force Majeure:
relieve either party from their contractual obligations temporarily.
Obligations for the Contractor to comply with all environmental regulations, including waste
Environmental
disposal and spill containment, to minimize the environmental impact of fuel delivery and
Compliance:
storage.
A provision outlining how and when adjustments to the contract price will be made based on
Price Adjustment
changes in market conditions, taxes, or other relevant factors.
Mechanism:
2.2 Definition of Acronyms
Acronym Meaning
API American Petroleum Institute
AST Above-ground Storage Tank
ASTM International, formerly known as the American Standards for Testing and Materials
ASTM
B-20 A mixture composed of 20% Biodiesel with 80% of Diesel
B-99 99% Biodiesel
BQ 9000 National Biodiesel Accreditation Program
COA Certificate of Analysis
CDL Commercial Driver's License
DEF Diesel Exhaust Fluid
EPA United States Environmental Protection Agency
EST Eastern Standard Time
FOB Free on Board
ISO International Organization for Standardization
LCP Low Cloud Point
MON Motor Octane Number
SDS Safety Data Sheet
NFPA National Fire Protection Association
OPIS Oil Price Information Service
OSHA Occupational Safety and Health Administration
RD Renewable Diesel
RON Research Octane Number
SPCC Spill Prevention, Control, and Countermeasure
TCEQ Texas Commission on Environmental Quality
TxLED Texas Low Emission Diesel
UST Underground Storage Tank
3

CITY OF AUSTIN
SCOPE OF WORK
BULK MOTOR FUELS AND FUEL-RELATED PRODUCTS & SERVICES
SOLICITATION NO.: IFB 7800 MLJ1046
3. TERM OF CONTRACT:
3.1 The Contract shall commence upon execution, unless otherwise specified, and shall remain in effect for
an initial term of twenty-four (24) months. The Contract may be extended beyond the initial term for up
to three (3) additional twelve (12) month periods. If the City exercises any extension option, all terms,
conditions, and provisions of the Contract shall remain in effect for that extension period, subject only
to any economic price adjustment otherwise allowed under the Contract.
3.2 Upon expiration of the initial term or any period of extension, the Contractor agrees to hold over under
the terms and conditions of this Contract for such a period as is reasonably necessary for the City to re-
solicit and/or complete the deliverables due under this Contract. Any holdover period will not exceed
120 calendar days unless mutually agreed on by both parties in writing.
3.3 Market Differentials are firm for the life of the contract. Prices are firm and fixed for the first twelve
months for the items listed in Price Sheet Category 2 - DEF and Category 3- Transportation and Delivery
Related Services. Thereafter, price changes are subject to the Economic Price Adjustment provisions of
this Contract.
4. CONTRACTOR QUALIFICATIONS
The Contractor shall:
4.1 Have minimum of five years of experience in providing fuel and fuel-related products and services.
4.2 Have or subcontract an operational facility that regularly engages in the business of providing fuel
and fuel-related products and services for a minimum of five (5) years.
4.3 Have transportation drivers (in-house drivers preferred), fully qualified to fulfill the duties under the
Contract. The Contractor shall be able to verify that all personnel providing services under the
Contract have had sufficient CDL/Hazmat training with a minimum of one (1) years hands-on
experience within the last two (2) years working with fuel and/or fuel-related products and/or
services.
4.4 Ensure all delivery transport and bobtail vehicle operators ("drivers"), or subcontracted vehicle
operators/drivers have a current Texas Commercial Driver's License (CDL) with required Hazmat
Endorsement for all drivers and Transport Endorsement for transport drivers to operate fuel delivery
vehicles. All drivers must have documentation to reflect current DOT 172.704 training,
Transportation and Security Hazardous Materials every three years as required by 49 CFR (Code of
Federal Regulations 172.704. 2) documentation to reflect Hazard Communication Standard training
known as the "Right to Know and Understand Act" required by 29 CFR 1910.1200., 3) documentation
to reflect Spill Prevention Control & Countermeasure Plan training as required by 40 CFR 112. Within
five (5) business days of Contract effective date, the Contractor shall provide list of all drivers and
criminal history background affidavit that all drivers have had the required criminal background
check.
4.5 Utilize transport and bobtail vehicles whose capacities have been certified by the State of Texas. All
bobtail vehicles shall have meters capable of accurately metering the volume of fuel or fuel- related
products delivered. All transport and bobtail vehicles shall have the appropriate vapor recovery
system.
4.6 Bulk Storage Tank Capacity and Testing: The Contractor must possess sufficient bulk storage tank
capacity to meet the anticipated demand for the diesel fuels specified under this Contract,
including but not limited to biodiesel blends and renewable diesel formulations. All bulk storage
tanks shall undergo regular testing and inspection to ensure the integrity and quality of the stored
fuel. Required testing includes, but is not limited to, corrosion monitoring, leakage prevention
measures, and compliance with applicable industry standards for bulk fuel storage. The Contractor
is responsible for maintaining storage systems that preserve fuel quality for any diesel products
supplied under the Contract.
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CITY OF AUSTIN
SCOPE OF WORK
BULK MOTOR FUELS AND FUEL-RELATED PRODUCTS & SERVICES
SOLICITATION NO.: IFB 7800 MLJ1046
4.7 Additive Blending Capability: The Contractor should have the capability to blend additives into the
fuel as required by the Contract specifications. This capability ensures flexibility and customization
of fuel products to meet specific client needs, such as meeting certain regulatory requirements or
enhancing fuel performance.
4.8 Emergency Response and Business Continuity Plan: The Contractor must have a comprehensive
Emergency Response and Business Continuity Plan in place. This plan should outline procedures
for responding to emergencies, such as spills, accidents, or supply chain disruptions. It should
include communication protocols, emergency contacts, and measures to ensure the continuous
supply of fuel even in adverse conditions. Regular drills and updates to the plan should be
conducted to maintain its effectiveness.
4.9 The Contractor shall demonstrate proven regional supply capability, including ownership or
long term operational control of bulk fuel storage facilities within the Central Texas region or
surrounding markets capable of reliably supporting the City's annual fuel demand. Documentation
of storage capacity, throughput capability, and terminal access agreements shall be required.
4.10 The Contractor shall provide evidence, at the time of the bid submission, of proven performance
maintaining fuel supply and delivery operations during adverse conditions, including but not limited
to severe weather, regional fuel shortages, pipeline disruptions, or declared emergency events.
References or records demonstrating continuity of service will be required.
4.11 The Contractor shall maintain business continuity and emergency response plans sufficient to meet
required service levels in the event of supply interruptions, terminal outages, transportation
blockages, or other operational disruptions. Redundant supply points and logistical contingencies
must be identified.
4.12 The Contractor shall guarantee scheduling priority for the City of Austin over all non-governmental
customers. No City delivery may be rescheduled, delayed, or deprioritized due to higher volume
commercial, private sector, or national account orders. Priority must be enforced across Contractor
owned assets and any subcontracted carriers.
4.13 The Contractor shall not "bump," replace, or delay any City order for any reason other than force
majeure. If conflicting dispatch demands arise, the City's orders shall be fulfilled first, unless the
City authorizes an exception in writing.
4.14 The Contractor shall maintain pre-authorized backup carriers sufficient to meet all City standard
and emergency delivery requirements. Backup carriers must be contractually bound to meet all
delivery priority and non-bump requirements contained herein.
4.15 The Contractor shall maintain an Emergency Delivery Tier structure, including:
Tier 1: Fire, EMS, Police, critical infrastructure, and essential fleet sites.
Tier 2: High volume operational sites.
Tier 3: All other City fuel sites.
Tier 1 sites must receive accelerated service during emergency conditions ahead of all
other customers.
5. COMPLIANCE WITH APPLICABLE LAWS
The Contractor shall:
5.1 Compliance with Applicable Laws: Comply with and perform work in strict accordance with all
applicable federal, state, and local statutes, regulations, rules, and ordinances concerning the
purchase, sale, transport and delivery of products and/or services herein, including, but not limited
to, those pertaining to health, safety, and environmental compliance and protection.
5.2 Establish and maintain a comprehensive compliance program that includes regular audits and
assessments to ensure adherence to all applicable laws, regulations, and requirements.
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CITY OF AUSTIN
SCOPE OF WORK
BULK MOTOR FUELS AND FUEL-RELATED PRODUCTS & SERVICES
SOLICITATION NO.: IFB 7800 MLJ1046
5.3 Provide the City with periodic reports, at intervals mutually agreed upon, detailing the Contractor's
ongoing compliance efforts, potential risks, and any corrective actions taken to address identified
non-compliance issues.
5.4 Notification of Variances: Notify the City in writing and address any necessary changes to be made
by appropriate modification to the contract if the Contractor observes that any contract documents
or provisions are at variance with applicable laws, ordinances, rules, regulations, and/or orders in
any respect.
5.5 Responsibility for Non-Compliance: Bear the full responsibility and costs attributable to any
contractor or subcontractor performance contrary to applicable laws, rules, ordinances,
regulations.
5.6 Notification of Citations or Violations: Notify the City immediately of notice of any Texas Commission
on Environmental Quality citation or violation, which the Contractor may receive during the life of
the contract.
5.7 Cooperation with Audits or Investigations: Cooperate fully with any audits or investigations
conducted by regulatory authorities related to the products or services provided under this contract,
and promptly provide the City with all necessary information and documentation.
5.8 Contract Modification due to Legal Changes: Immediately inform the City of any changes in relevant
laws, regulations, or ordinances that may impact the performance of the contract and work
collaboratively to modify the contract accordingly.
6. CONTRACTOR RESPONSIBILIITIES
The Contractor shall:
6.1 Submit sample(s) of fuel(s) and/or fuel-related product(s) associated with the Contract within one
(1) working day of the City's written request and without charge to the City. The sample shall be one
(1) gallon of the product requested. The City will retain the sample to verify compliance with
Contract specifications. The City will be responsible for the disposition of samples.
6.2 Ensure that all motor fuels and fuel-related products delivered under the Contract are free from
contamination and meets all specifications as described in the Contract. The Contractor shall
further ensure that products delivered will not contain any foreign substances or water which may
damage City vehicles and equipment or contaminate the City's storage tanks.
6.2.1 Offerors shall submit with their Offer, or within five (5) business days of request from the
City, a draft Fuel Test and Quality Assurance Plan ("Test Plan"). The Contractor shall work
with the City to mutually agree upon a final Test Plan within 30 business days of the contract
effective date or another mutually agreed to time to document all Contractor provided
testing of B99 and all other fuel products to ensure compliance with specifications. All tests
shall be made as per methods specified or approved by the ASTM, unless otherwise
specified in the Contract. If any change occurs to the Contractor's fuel product testing, the
Contractor shall immediately provide a revised Test Plan to the City for approval that reflects
that change.
6.2.2 The City and its authorized representatives reserve the right to test fuels and its fuel-related
products quality, before, during and after unloading. All tests will be done as per methods
outlined by ASTM International, unless otherwise specified.
* Should the City's test results show that the fuels or fuel-related products contain
contamination, or do not meet established specifications, the City will reject the fuel
or fuel-related products and the Contractor shall reimburse the City for all testing and
associated costs.
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CITY OF AUSTIN
SCOPE OF WORK
BULK MOTOR FUELS AND FUEL-RELATED PRODUCTS & SERVICES
SOLICITATION NO.: IFB 7800 MLJ1046
The Contractor shall be responsible for the removal of the non-conforming fuel or fuel-
related products from City property within twenty-four (24) hours after the City rejects
the products and notifies the Contractor. Furthermore, in the event that the fuels or
fuel-related products are rejected, the City reserves the right to either purchase the fuel
or fuel-related products from another source and charge the Contractor the difference,
or require the Contractor to certify the amount of removed fuel or fuel-related products
and be fully responsible for the replacement of all removed contaminated or non-
specification products at no expense to the City and without any additional notification
required on behalf of the City.
6.2.3 Be responsible for all cleanup and associated costs required at City properties, storage
facilities, equipment and/or vehicles as a result of contaminants or noncompliance with
Contract specifications. Furthermore, the Contractor shall be fully responsible for all costs
incurred by the City for any property, equipment or vehicles sustaining damage attributed
to Contractor activities or contaminated fuel.
6.2.4 Contractor shall remove and dispose of all spills (including those into spill containers) that
occur in the performance of this Contract. Offerors shall provide the City with a Contractor
Spill Response Plan to outline actions to be taken in the event of a spill as part of their Offer
or within five (5) business days of request from the City. The Contractor shall work with the
City to mutually agree upon a final Spill Response Plan within 30 business days of the
contract effective date or another mutually agreed to time. Any cost incurred as a result of
fuel and fuel-related product spills on the part of the Contractor, its agents or employees,
or due to equipment malfunction, shall be borne by the Contractor.
6.3 Ensure compliance with Contract specifications and shall provide detailed specification documents
for all fuels and fuel-related products with their Offer or within five (5) business days of request from
the City. The Contractor shall provide updated specifications documents within ten (10) business
days following a change in specifications during the life of the Contract.
Contractor shall provide a Certificate of Analysis (COA) for all loads of B99 and a Safety Data Sheet
for all other fuel products documenting compliance to Contract specifications with any changes to
products delivered during the Contract. COA shall contain the following, at a minimum:
* Manufacturing/Blending locations;
* Lot or batch identification;
* Product name;
* Date of analysis;
* Test methods performed;
* Test results; and,
* Signature of person performing analysis or certifying product.
The City reserves the right to accept or reject new specifications prior to delivery of any fuel or fuel-
related products.
6.4 Provide the City, within five (5) business days of the Contract effective date, SDS, for all chemicals
and hazardous materials specifying the generic and trade name of product, product specification,
and full hazard information including receiving and storage hazards. Instructions, special
equipment needed for handling, information on approved containers, and instructions for the
disposal of the material are also required. Contractor must provide any additional requested SDS
within 48 hours of the City's request.
6.5 Provide the City with secondary product testing services for B100 biodiesel, renewable diesel, and
diesel. The Contractor shall have secondary quality control tests ("Secondary Product Testing") run
by an independent testing laboratory un-related to the fuel supplier or the Contractor on each
different lot of B100 biodiesel, renewable diesel, and diesel before any B20 biodiesel or other diesel
blends are produced and delivered to the City. The independent testing laboratory shall be
mutually agreed upon, in writing, by the City and the Contractor and shall serve as the City's
authorized representative. Testing shall confirm compliance with all applicable ASTM
requirements. 7

CITY OF AUSTIN
SCOPE OF WORK
BULK MOTOR FUELS AND FUEL-RELATED PRODUCTS & SERVICES
SOLICITATION NO.: IFB 7800 MLJ1046
6.5.1 Secondary Product Testing shall be performed in conjunction with the Contractor's Test
Plan and in a manner so that there are no delays in delivering B20 biodiesel, renewable
diesel, or diesel to the City.
6.5.2 Secondary Product Test results shall be submitted to the City with a COA from the
independent testing lab and shall be sent via email to the Fleet Fuel Operations group at
fleetfueloperations@austintexas.gov. If the test results are within specification, blending
and delivery to the City of Austin may commence. The City of Austin does not require
acknowledgement that the testing results are within specifications for the contractor to
start blending and fulfilling the city's orders.
6.5.3 Any lot of fuel intended for blending-whether biodiesel, renewable diesel, or any
other diesel formulation supplied under this Contract-that is shown through
testing to contain contamination or to not meet established specifications shall
not be used for blending or delivery to the City.
6.5.4 The City will be responsible for the cost of this Secondary Product Testing, including the
cost for test kits supplied by the testing facility. Invoices for Secondary Product Testing
shall pass through the Contractor at no additional markup to the City. A copy of the
testing facility's invoice shall be submitted with the Contractor's invoice.
6.6 The Contractor shall maintain facilities and equipment capable of blending Biodiesel, Renewable
Diesel, additives, and other fuel components to meet all Contract specifications. The Contractor
shall conduct in house or contracted laboratory testing to verify ASTM, TxLED, and City
requirements. Such capability must include routine batch analysis, contamination testing,
additive verification, and quality documentation.
6.7 The Contractor shall support the City in evaluating and testing new fuel formulations, renewable
alternatives, and emerging low carbon energy products. Upon request, the Contractor shall
provide test batches, technical specifications, emissions data, or pilot scale quantities without
disruption to normal supply operations. The Contractor shall collaborate with the City to facilitate
pilot programs for evaluating alternative fuels or energy sources.
6.8 In addition to standard spill response requirements, the Contractor shall maintain the ability to
sustain accelerated delivery schedules, increased order frequency, and rapid deployment of
transport assets during emergency conditions. The Contractor shall maintain documented
procedures for emergency fuel allocation, prioritized routing, and communication protocols with
the City during high impact events.
6.9 During supply disruptions, pipeline outages, rack shutdowns, or terminal constraints, the
Contractor shall allocate fuel to the City ahead of non-governmental customers. The City's
minimum guaranteed allocation shall be no less than the City's prior 12-month average monthly
volume.
6.10 During severe weather, disasters, declared emergencies, or catastrophic conditions, the
Contractor shall reroute transport assets toward City deliveries before fulfilling commercial
orders. The Contractor must maintain the ability to dispatch emergency loads within the
timelines defined in Section 7.2.5 and 7.2.5.1.
6.11 If any delay risk arises-including terminal delays, truck shortages, or subcontractor non
performance-the Contractor must notify Fleet Fuel Operations within 15 minutes and provide:
6.11.1 The cause of delay
6.11.2 The revised ETA
6.11.3 The assigned backup carrier
6.11.4 Confirmation of compliance with Tier 1 prioritization
No delay may be executed without City approval. 8

CITY OF AUSTIN
SCOPE OF WORK
BULK MOTOR FUELS AND FUEL-RELATED PRODUCTS & SERVICES
SOLICITATION NO.: IFB 7800 MLJ1046
6.12 Any subcontractor engaged in City deliveries must comply with all delivery priority, non-bump,
and emergency routing requirements. Subcontractors shall not reassign trucks from City orders
to private customers.
7. ORDER, TRANSPORT & DELIVERY REQUIREMENTS
7.1 Order Requirements
The contractor shall:
7.1.1 Accept and confirm orders by phone and electronically by email or another electronic
format approved by the City.
7.1.2 Confirm all orders within two (2) hours after the order is sent utilizing the confirmation
process outlined for the ordering method.
7.1.3 Provide a point of contact and contact information for the person responsible for
receiving orders from the City within five (5) business days of Contract effective date.
7.2 Transport and Delivery Requirements
General Requirements
The Contractor shall:
7.2.1 Ensure that all transport and bobtail trucks are properly sized and equipped for delivery
locations; that the proper fuel types and quantities match the order and location; that all
Contractor's measuring, safety, and operation devices as well as City's tanks are
functioning correctly; that all paperwork required by the City is properly completed; and
that delivery can be made in a safe and timely manner.
7.2.2 Make all deliveries for bulk deliveries of fuel or fuel-related products from the fuel
supplier's rack/terminal or Contractor's storage location to delivery locations.
7.2.3 The Contractor shall assess no more than one delivery charge per site per calendar day,
regardless of the number of tanks serviced, truck compartments used, or fuel types
delivered at that location. Deliveries to multiple tanks at the same site on the same day
shall be treated as a single delivery event for billing purposes.
7.2.4 The Contractor shall consolidate deliveries to minimize trips and avoid unnecessary split
loads. Deliveries shall be planned in coordination with the City's ordering patterns to
support the minimum number of delivery events necessary, except where safety,
regulatory, or operational requirements make consolidation impractical.
7.2.5 Ensure that all deliveries shall be made within twenty-four (24) hours after receipt and
confirmation of order (either verbally or by electronic mail), or as otherwise specified in
writing by the City. The Contractor shall schedule standard deliveries seven days per
week, including holidays according to the hours of operation for each site. Standard
delivery is between 7:30 AM and 4:00 PM Central Standard Time.
* The City will, from time to time require the Contractor to schedule deliveries within
six (6) hours after the order is sent, referred to by the City as a "Code Red" delivery. An
additional fee, above and beyond the standard charge, may be assessed for any
"Code Red" orders placed by and approved by Fleet Fuel Operations as indicated on
the written order and in accordance with pricing identified on the Bid Sheet. "Code
Red" must be clearly identified on the invoice when an order of this type is authorized
by the City.
7.2.6 The Contractor shall ship all orders for fuel(s) and/or fuel-related product(s) complete
unless arrangements for partial shipments are made in advance with the City.
9

CITY OF AUSTIN
SCOPE OF WORK
BULK MOTOR FUELS AND FUEL-RELATED PRODUCTS & SERVICES
SOLICITATION NO.: IFB 7800 MLJ1046
7.2.7 The Contractor shall fill the City fuel storage tanks as close to ninety percent (90%) of the
total fuel tank capacity as possible. The Contractor shall take a manual (stick) reading
of the tank volume prior to and immediately following each delivery. The contractor is
responsible for supplying and maintaining its own manual measuring stick for this
purpose. The City will provide the corresponding tanks charts for each location and will
validate the Contractor's manual reading through the City's Veeder Root tank level
monitoring system where such equipment is installed.
7.2.8 The Contractor shall ensure that all deliveries are accompanied by a bill of lading or
manifest identifying, at a minimum, the fuel and fuel-related products being delivered,
the number of gallons delivered and the terminal or loading location.
7.2.9 If the City has ordered fuel in error (e.g. duplicate order) or the Contractor is unable to
drop the fuel (e.g., tanks are not empty or ready to take on fuel), the Contractor shall call
Fleet Fuel Operations to determine if the delivery can be made at another site. If no
alternative delivery can be arranged, the Contractor shall obtain an authorization code
from the Fleet Fuel Operations to charge the City for a Dry Run. The City shall not be
charged when a Dry Run results from the Contractor's error.
7.2.10 The Contractor shall make split deliveries of fuel product whenever possible so that the
City may take advantage of transport load fuel prices. The delivery of any combination of
4,000 gallons or more of any fuel type to a single fuel site by the same delivery truck shall
be considered a transport load. Similarly, a delivery of a total of 4,000 or more gallons of
fuel on a transport truck to two or more City locations within five (5) miles, on the same
day shall be considered a transport load. The Contractor shall not charge an additional
fee for split deliveries. Generally, the City aims to order between 6,500 gallons and 8,000
gallons for a transport load.
7.2.11 The Contractor shall, from time to time, as requested by the City, transfer fuel from one
City tank to another. The Contractor shall charge the City a pump-out and/or drop fee for
this service, as indicated on the Bid Sheet.
7.2.12 If the Contractor is observed not conforming to Contract delivery procedures, the City will
document the incident and send it to the Contractor. The Contractor will be provided five
(5) business days from receipt of the written incident report to respond in writing to the
Fleet Contract Manager. Response shall include a plan for corrective action. If
necessary, a meeting between the Contractor, the Fleet Contract Manager and Fleet Fuel
Operations will be held to review and agree upon the plan for corrective action.
7.2.13 The Contractor shall report any incidents, spills and/or violations of Contract
requirements that occur in the performance of the Contract to Fleet Fuel Operations
within one (1) hour of the incident.
7.2.14 Contractor personnel shall read, understand, and follow Fleet Fuel Operations' Fuel
Transport and Delivery Procedures as described in Attachment B. In addition, the
Contractor shall follow U.S. Environmental Protection Agency's (EPA) Oil Pollution
Prevention and Response Regulation (40 CFR 112) and the U.S. Department of Health
and Human Services/National Institutes of Health's Spill Prevention Control and
Countermeasure regulations for the delivery and transfer of fuel. The City will notify the
Contractor in writing of any changes to the Fuel Transport and Delivery Procedures within
30 days of modifications to the document.
7.2.15 The Contractor shall ensure that deliveries of DEF conform to the chain of custody
requirements detailed in ISO 22241 and Attachment B. The Contractor shall utilize
dedicated equipment that is compatible with DEF to eliminate the potential for
contamination (e.g. cannot be mixed with fuel).
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