RFP 2026- 507 Gasoline and Diesel (Bulk Fuel) Bobtail Loads

Taylor County
Purchasing Agent
Scott Henderson
600 Pecan Street
Abilene, Texas 79602
Phone - 325-738-8602
FAX - 325-674-1375
E-Mail- scott.henderson@taylorcounty.texas.gov
REQUEST FOR PROPOSAL
TITLE: GASOLINE AND DIESEL (BULK FUEL) BOBTAIL LOADS
RFP NUMBER: RFP 2026- 507
OPENING DATE: JULY 6, 2026
OPENING TIME: 10:00 A.M.
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TERM AND CONDITIONS
The Taylor County Commissioners' Court is soliciting bids for furnishing the merchandise,
supplies, services, and/or equipment set forth in this Invitation to Bid.
All proposals must be received in the Taylor County Purchasing Office, 600 Pecan
Street, Abilene, Texas, 79602, no later than 10:00 a. m. on Monday, July 6, 2026.
Public Opening of the proposals will be held at that time in the Purchasing Conference
Room located at 600 Pecan Street, All proposals which are mailed, shipped, etc. should
be addressed as follows:
Taylor County Purchasing Department
600 Pecan Street
Abilene, Texas, 79602
All bids must be in sealed envelopes clearly marked with RFP Number and Title.
Completed Proposals must contain one (1) original and one (1) copy. Original
proposals must be clearly marked "ORIGINAL" and contain all original signatures.
The Taylor County Commissioners' Court reserves the right to reject in whole or in part
any or all bids, waive minor technicalities, and award the bid which best serves the interest
of Taylor County.
Late bids will be returned to the Bidder unopened. Taylor County will not be responsible
for un-marked, or improperly marked bids or bids delivered to the wrong location.
Bids may be withdrawn at any time prior to the official opening. Alterations made before
opening time must be initialed by the Bidder to guarantee authenticity. After the official
opening, bids may not be amended, altered, or withdrawn without the recommendation
of the Purchasing Agent and the approval of the Taylor County Commissioners' Court.
All bids become the property of Taylor County and will not be returned to the Bidder.
Taylor County is exempt from Federal excise and sales tax; therefore, tax must not be
included in this bid.
The undersigned agrees, if this bid is accepted, to furnish any and all items upon which
prices are offered, at the price(s) and upon the terms and conditions contained in the
Request for Proposal. The period of acceptance of this proposal will be thirty (30)
calendar days (minimum) unless the Bidder notes a different period.
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Bids must be submitted on the attached Bid Worksheet. By returning the signed Bid
Worksheet, bidders certify that:
1. A packing list or other suitable shipping documents shall accompany each shipment
and shall show (a) name and address of vendor, (b) name and address of the receiving
department, (c) Taylor County Purchase Order Number (if applicable), and (d) the
description of the material shipped, including item number, quantity, etc.
2. Delivery terms and transportation charges are to be FOB Destination Freight Prepaid.
All charges for delivery and transportation are to be included in the bid price.
3. Invoices shall be sent directly to Taylor County Accounts Payable, 600 Pecan Street,
Abilene, Texas, 79602. Payments will be processed within 30 days after receipt of the
invoice or items, whichever is later. Invoices must be itemized and must reference the
Taylor County Purchase Order Number in order to be processed.
4. Payment shall not constitute an acceptance of the item(s) bid nor impair the County's
right to inspect or any of its remedies.
5. All deliveries of materials, supplies, and equipment pertaining to this contract shall be
F. O. B. inside delivery to:
Taylor County Taylor County Taylor County
Precinct 1, County Barn Precinct 2, County Barn Precinct 3, County Barn
Edwards and Main Street S. 8 th & Cherry Main Street
View, Texas, 79605 Merkel, Texas 79536 Buffalo Gap, Texas, 79508
325-692-2130 325-928-5614 325-572-3366
Taylor County
Precinct 4, County Barn
1949 FM 1750, Potosi, Texas, 79602
325-690-0334
6. Hours of delivery/service shall be between 7:30 a.m. and 4:00 p.m., Monday through
Thursday, unless otherwise stipulated.
7. All prices are to be firm for the length of the contract.
8. Bids should be unit prices using the Bid Worksheet form included with this bid.
Purchases will be made on a cash basis. In case the unit price of an item differs from the
extended price for the quantity bid, the unit price shall govern.
9. The price to be paid by the County shall be that contained in the Bid Worksheet. The
Bidder warrants being no higher than Bidder's current prices on orders by others for
products of the kind and specification covered by this agreement for similar quantities
under similar or like conditions and methods of purchase.
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10. A list of references of current users is to be furnished in the bid worksheet. Failure
to do so may render the bid unresponsive. Current Taylor County vendors may omit this
requirement.
11. The bidder shall attach to the Bid Worksheet, and it shall be made a part of this bid,
regularly printed literature as published by the manufacturer, which sets out and describes
the goods, equipment, or supplies to be furnished by the bidder.
12. Any bids not conforming to the specifications shall be rejected. It will be the
responsibility of the bidder to conform to the specifications unless deviations have been
specifically cited by the vendor and acceptance made on the basis of the exception.
13. The Commissioners' Court will award the bid, which will be followed by the issuing a
Purchase Order or a letter noting the award. The purchase order or letter of award,
together with the signed Bid Worksheet will be construed as the contractual agreement.
14. Special Notation: A comparative performance evaluation may be required to assist
in the determination of overall efficiency of similar units. This may include, but is not
limited to, samples of supplies or field test of equipment.
15. Item(s) bid is subject to the County inspection and approval within a reasonable
amount of time. If specifications are not met, material may be returned at bidder's
expense and risk for all damages incidental to the rejection.
16. Evaluation Criteria shall include, but is not limited to the following:
A. Unit Price
B. Delivery
C. Vendor's past performance record with Taylor County
D. Evaluation of vendor's ability to perform.
E. Taylor County's experience with product(s) bid
F. Special needs and requirements of Taylor County
G. Results of performance evaluation (if requested or needed)
Taylor County reserves the right to select evaluation methods deemed most appropriate.
Each bid will be evaluated on a case-by-case basis, regardless of any previous evaluation
method.
17. All insurance requirements, including Workers' Compensation, as outlined in the
Texas State Statutes shall be met prior to any delivery and shall remain in effect during
the life of this contract.
18. Whenever an article or material is defined by describing a proprietary product or by
using the name of a manufacturer, the term "or equal" if not inserted shall be implied. The
specific article or material shall be understood as descriptive, not restrictive.
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19. Quantities indicated on the Bid Worksheet are estimates based upon the best
available information. The County reserves the right to increase or decrease the
quantities to meet its actual need without any adjustments in the bid price.
20. Title and Risk of Loss of goods, supplies, equipment, or services shall not pass to
Taylor County until Taylor County actually receives and takes possession of the goods,
supplies, equipment, or services at the point(s) of delivery.
21. Continuing non-performance of the vendor in the terms of this Contract shall be a
basis for the termination of the contract by the County. Taylor County shall not pay for
work, equipment, or supplies that are unsatisfactory. Vendors will be given a reasonable
opportunity before termination to correct deficiencies. This, however, shall in no way be
construed as negating the basis for termination for non-performance.
22. Either party upon sixty- (60) day's written notice prior to cancellation may terminate
the Contract.
23. The Bidder warrants that the product sold to the County shall conform to the
standards promulgated by the U. S. Department of Labor under the Occupational Safety
and Health Act of 1970.
24. The Bidder agrees that the goods, equipment, supplies, or services furnished under
this contract shall be covered by the most favorable commercial warranties offered by the
Bidder to any customer for such goods, equipment, supplies, or services.
25. Contractor shall provide the defense for and indemnify and hold harmless Taylor
County from all claims, suits, causes or action, and liability arising out of the execution of
this contract or in connection with Contractor's use of the premises thereunder.
26. The Bidder shall not limit or exclude any express, written, or implied warranties and
any attempt to do so shall render this contract voidable at the option of Taylor County.
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SPECIFICATIONS
RFP 2026- 507 GASOLINE AND DIESEL (BULK FUEL) BOBTAIL LOADS
It is the intent of these specifications to obtain proposals from qualified suppliers for a
contract to furnish and deliver gasoline and diesel fuel (bobtail loads) to the Taylor County
Barns, Precinct 1, Precinct 2, Precinct 3, and Precinct 4.
Bid the following types of Fuel: Bid using OPIS Daily Average Rack Report
Gasoline - Reg. Un-leaded 87 octane (excludes unleaded plus & super unleaded)
Diesel - Dyed or Clear #2, Ultra Low 15 PPM Sulfur 3, NA1993, PGIII
Taylor County will not accept a sub-standard fuel. Taylor County reserves the right
to have samples of the gasoline and diesel fuel deliveries analyzed by an
independent laboratory, three (3) times during the contract, at the vendor's
expense. All tests will be made according to ASTM (American Society for Testing
and Materials) test methods.
Any fuels not conforming to these specifications shall be rejected and it will be the
responsibility of the vendor to conform to the requirements unless deviations have been
specifically cited by the vendor and acceptance made on the basis of the exception.
Due to the wide fluctuations of gasoline and diesel prices, the most recent Oil Price
Information Service Survey (OPIS) standard daily rack report using the (OPIS Daily
Average) for Abilene, Texas will be the index used to gauge the actual price of the
fuel at the date of delivery.
The contract will be for a period of one year. The new contract will begin on August
1, 2026 and will end July 31, 2025. If both parties agree, Taylor County would like to
have the option of renewing the contract for an additional four-(4) years in one-year
increments.
Award of the contract will be on an item-by-item basis. Taylor County requests bidders
to bid by location. Taylor County has the option of awarding the bid by location to
multiple vendors.
ESCALATION CLAUSE: Prices bid on this contract will be firm for the first 12 months.
Price may be renegotiated prior to the execution of the Option to Renew. Increase will
only be effective on the anniversary date of this contract. Renegotiated increase in price
may run from 0 to 10 percent. Price increase will be no greater than ten percent (10%)
above the original price of this contract. Contract price increases will only be allowed if
there are substantial increases in fuel cost or delivery during the contract year. Taylor
County reserves the right to research products and the amount of increases during the
contract year. Taylor County also reserves the right not to renew if the escalated cost is
above ten-(10) percent.
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Bid by location - By type of fuel on a Location basis only (multiple award)
Invoices will include all applicable taxes. For pricing comparison only, taxes are not to be
included in bid prices for the fuels. On the Bid Worksheet, Vendor will need to give the
cost per gallon for State Gasoline Tax, Federal lust tax for diesel and Petroleum Product
Delivery fee or any other tax that is applicable. Along with the invoice, vendors will
need to include copy of the OPIS daily average standard rack report.
If bidder does not furnish products from Bidder's own refinery, please state the source of
supply on the Bid Worksheet.
The petroleum products specified can not contain any alcohol.
Quantities that are indicated on the Specifications are estimates based upon the best
available information. The County reserves the right to increase or decrease the
quantities to meet its actual need without any adjustments in the bid price.
Unleaded Gasoline Fuel
Approximate Yearly Delivery: 47,000 gallons
Approximate Gallons - each delivery
Location Each Delivery (approx. qty.) Approx. Yr. Del.
Precinct # 1 Barn (Bob- Tail) 1,000 - 4,000 gallons 12,000
Precinct # 2 Barn (Bob- Tail) 1,000 - 2,500 gallons 15,000
Precinct # 3 Barn (Bob- Tail) 1,000 - 3,000 gallons 10,000
Precinct # 4 Barn (Bob-Tail) 1,000 - 3,000 gallons 10,000
Dyed or Clear No. 2 Diesel Fuel
Approximate Yearly Delivery: 104,000 gallons
Approximate Gallons - each delivery
Location Each Delivery (approx. qty.) Approx. Yr. Del.
Precinct # 1 Barn (Bob- Tail) 5,000 - 7,000 gallons 26,000
Precinct # 2 Barn (Bob- Tail) 1,000 - 3,500 gallons 26,000
Precinct # 3 Barn (Bob- Tail) 4,000 - 6,000 gallons 26,000
Precinct # 4 Barn (Bob- tail) 1,000 - 3,000 gallons 26,000
Period of Acceptance:
The period of acceptance of this bid will be thirty (30) calendar days (minimum) unless
the Bidder notes a different period.
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Taxes:
Taylor County pays the State Comptroller at the end of each year for State diesel tax and
therefore will not be included on this bid or on invoices.
Exempt license #17560011730
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BID WORKSHEET
RFP 2026- 507 GASOLINE AND DIESEL (BULK FUEL) BOBTAIL LOADS
In accordance with the terms and conditions of Request for Proposal, R.F.P. 2026-507,
and with full knowledge of the terms and conditions, we agree to furnish and deliver the
gasoline and/or diesel fuel for the prices indicated below.:
PRCE - BY LOCATIONS (can be multiple awards)
Approximate
Location Annual Usage Price
Unleaded Gasoline 87 Octane above/below OPIS average daily rack
price/gal. for Abilene, Texas.
Pct. 1 Barn (View) (Bob- Tail) 12,000 ( ) above
( ) below Cents
Pct. 2 Barn (Merkel) (Bob- Tail) 15,000 ( ) above
( ) below Cents
Pct. 3 Barn (Buffalo Gap) 10,000 ( ) above
( ) below Cents
Pct. 4 Barn (Potosi) 10,000 ( ) above
( ) below Cents
Dyed or Clear No. 2 Diesel Fuel
Pct. 1 Barn (View) 26,000 ( ) above
( ) below Cents
Pct. 2 Barn (Merkel) (Bob- Tail) 26,000 ( ) above
( ) below Cents
Pct. 3 Barn (Buffalo Gap) 26,000 ( ) above
( ) below Cents
Pct. 4 Barn (Potosi) 26,000 ( ) above
( ) below Cents
BID WORKSHEET con't
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RFP 2026- 507 GASOLINE AND DIESEL (BULK FUEL) BOBTAIL LOADS
Source of Supply: Location
List the cost per gallon or cost for additional fees: All additional cost from vendors should
be the same amount.
State Gasoline Tax price per gallon
Federal Lust Tax for both fuels price per gallon
Petroleum Product Delivery fee
(Please Attach Schedule of cost)
Oil Spill Tax
Fuel Insurance Surcharge (if applicable)
Additional Fuel Surcharge (if applicable)
Provide a Copy of OPIS daily average rack report dated May 20, 2024
References:
List two (2) references for which bidder has supplied fuels (gasoline & diesel). Please
include phone number and name of contact person. Other governmental units are
preferred.
Business Contact Person Phone Number
The undersigned affirms that they are duly authorized to execute this bid on behalf of their
company and, that this bid has not been communicated to any other vendor prior to the
official opening of this bid. The undersigned affirms that the Company they represent
agrees to the terms, conditions and specification requirements of this bid and if the bid is
awarded the bid will be construed as the contractual agreement.
Name and Address of Bidder All unsigned bids will be disqualified
Signature:
Name:
Title:
Phone No:
Email ________________________________
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